Staff Development
Advanced Excel
Difference between
Spreadsheets and Databases
Spreadsheets (Excel) are electronic
ledgers
Store, manipulate and present numbers
Databases (Access) are electronic file
cabinets
Receive, store, organize and present data
Use the right application
Save time and effort
Decrease frustration
The Spreadsheet
abstraction
An (near) infinite series of rows and columns
called Cells that
Store numbers (and other stuff)
Store formulas that use other information in other
cells and produce a results to be displayed
A bunch of other neat stuff
Formatting
Charting
What-if scenarios
Advanced Excel
(afternoon)
Topics
Formulas and Functions
Formatting
Importing and exporting data
Working with Large Spread Sheets
Anything else anyone wants to cover
Advanced Excel Part 1
The 3 F’s
Formulas, Functions and Formatting
Objectives
Enter a formula using the keyboard and
Point mode
Recognize smart tags and option buttons
Apply the AVERAGE, MAX, and MIN
functions
Verify a formula using Range finder
Format a worksheet using buttons and
commands
Objectives
Add conditional formatting to a range of
cells
Change the width of a column and height
of a row
Check the spelling of a worksheet
Preview how a printed copy of the
worksheet will look
Objectives
Print a partial or complete worksheet
Display and print the formulas version of
a worksheet
Rename sheets in a workbook
Starting and Customizing
Excel
Click the Start button on the Windows taskbar, point to All
Programs on the Start menu, point to Microsoft Office on the
All Programs submenu, and then click Microsoft Office Excel
2003 on the Microsoft Office submenu
If the Excel window is not maximized, double-click its title bar
to maximize it
If the Language bar appears, right-click it and then click Close
the Language bar on the shortcut menu
If the Getting Started task pane appears in the Excel window,
click its Close button in the upper-right corner
If the Standard and Formatting toolbars are positioned on the
same row, click the Toolbar Options button and then click
Show Button on Two Rows
Entering the Worksheet Title
and Subtitle
Select the cell A1. Type Blue Chip
Stock Club in the cell and then press
the DOWN ARROW key
Type Investment Analysis in cell A2
and then press the DOWN ARROW key
Entering the Column Titles,
Stock Data, and Row Titles
Enter the values in their respective
cells as shown on the following slide.
Use the ALT+ENTER key
combination to move to the next line
within a cell
Entering the Column Titles,
Stock Data, and Row Titles
Saving the Workbook
With a floppy disk in drive A, click the
Save button on the Standard toolbar
When Excel displays the Save As dialog
box, type Blue Chip Stock Club Investment
Analysis in the File name text box
If necessary, click 3½ Floppy (A:) in the
Save in list. Click the Save button in the
Save As dialog box
Entering a Formula
Using the Keyboard
With cell F4 selected,
type =d4*e4 in the
cell
Press the RIGHT
ARROW key twice to
select cell H4
Entering Formulas
Using Point Mode
With cell H4 selected, type = (equal sign) to
begin the formula and then click cell D4
Type * (asterisk) and then click cell G4
Click the Enter box and then click cell I4. Type
= (equal sign) and then click cell H4. Type –
(minus sign) and then click cell F4
Click the Enter box. Click cell J4. Type = (equal
sign) and then click cell I4. Type / (division
sign) and then click cell F4. Click the Enter box
Entering Formulas
Using Point Mode
Copying Formulas
Using the Fill Handle
Click cell F4 and then point to the fill handle.
Drag the fill handle down through cell F12 and
continue to hold down the mouse button
Release the mouse button.
Select the range H4:J4 and then point to the fill
handle
Drag the fill handle down through the range
H5:J12
Copying Formulas
Using the Fill Handle
Determining Totals
Using the AutoSum Button
Select cell F13. Click
the AutoSum button
on the Standard
toolbar twice.
Select the range
H13:I13. Click the
AutoSum button
Determining the Total
Percent Gain/Loss
Select cell J12 and
then point to the fill
handle
Drag the fill handle
down through cell
J13
Determining the Average of a
Range of Numbers Using the
Keyboard and Mouse
Click cell D14
Type =average( in the cell
Click cell D4, the first endpoint of the
range to average and drag through cell
D12, the second endpoint of the range to
average
Click the Enter box
Determining the Average of a
Range of Numbers Using the
Keyboard and Mouse
Determining the Highest Number
in a Range of Numbers Using the
Insert Function Box
Select cell D15
Click the Insert Function box on the formula
bar
When Excel displays the Insert Function
dialog box, click MAX in the Select a function
list
Click the OK button
When Excel displays the Function Arguments
dialog box, type d4:d12 in the Number1 box
Click the OK button
Determining the Highest Number
in a Range of Numbers Using the
Insert Function Box
Determining the Lowest Number in a
Range of Numbers Using the
AutoSum Button Menu
Select cell D16
Click the AutoSum button arrow on the
Standard toolbar
Click Min
Click cell D4 and then drag through cell
D12
Click the Enter box
Determining the Lowest Number in a
Range of Numbers Using the
AutoSum Button Menu
Copying a Range of Cells Across
Columns to an Adjacent Range
Using the Fill Handle
Select the range D14:D16
Drag the fill handle in the lower-right corner
of the selected range through cell J16 and
continue to hold down the mouse button
Release the mouse button
Select cell J14 and press the DELETE key
to delete the average of the percent
gain/loss
Copying a Range of Cells Across
Columns to an Adjacent Range
Using the Fill Handle
Saving a Workbook Using
the Same File Name
Click the Save button on the Standard
toolbar
Verifying a Formula
Using Range Finder
Double-click cell J4
Press the ESC key to
quit Range Finder
Select cell A18
Changing the Font and
Centering the Worksheet
Title
Click cell A1
Click the Font box arrow on the Formatting
toolbar
Click Arial Black (or Impact if Arial Black is not
available)
Click the Font Size box arrow on the Formatting
toolbar and click 28 in the Font Size list
Click the Bold button on the Formatting toolbar
Changing the Font and
Centering the Worksheet
Title
Select the range A1:J1. Right-click the
selection
Click Format Cells on the shortcut menu
When Excel displays the Format Cells
dialog box, click the Alignment tab
Click the Horizontal box arrow and select
Center in the Horizontal list
Click the Vertical box arrow and select
Center in the Vertical list
Changing the Font and
Centering the Worksheet
Title
Click the Merge cells
check box in the Text
control area
Click the OK button
Changing the Font and
Centering the Worksheet
Subtitle
Click cell A2. Click the Font box arrow on the
Formatting toolbar
Click Arial Black (or Impact if Arial Black is not available)
Click the Font Size box arrow on the Formatting toolbar
and then click 18 in the Font Size list
Click the Bold button on the Formatting toolbar
Select the range A2:J2. Right-click the selection. Click
Format Cells on the shortcut menu. When Excel
displays the Format Cells dialog box, click the Alignment
tab. Click the Horizontal box arrow and select Center in
the Horizontal list. Click the Vertical box arrow and
select Center in the Vertical list. Click Merge cells in the
Text control area. Click the OK button
Changing the Font and
Centering the Worksheet
Subtitle
Changing the Background and Font
Colors and Applying a Box Border to
the Worksheet Title and Subtitle
Select the range A1:A2, click the Fill Color
button arrow on the Formatting toolbar
Click the color Blue (column 6, row 2) on the Fill
Color Palette
Click the Font Color button arrow on the
Formatting toolbar
Click the color White (column 8, row 5) on the Fill
Color Palette
Click the Borders button arrow on the Formatting
toolbar
Changing the Background and Font
Colors and Applying a Box Border to
the Worksheet Title and Subtitle
Click the Thick Box
Border button
(column 4, row 3) on
the Borders palette
Click cell B16 to
deselect the range
A1:A2
Bolding, Centering, and
Applying a Bottom Border to
the Column Titles
Select the range A3:J3
Click the Bold button on the Formatting
toolbar
Click the Center button on the Formatting
toolbar
Click the Borders button arrow on the
Formatting toolbar
Click the Bottom Border button (column 2
row 1) on the Borders palette
Bolding, Centering, and
Applying a Bottom Border to
the Column Titles
Centering Data in Cells
and Formatting Dates
Select the range B4:B12
Click the Center button on the Formatting toolbar
Select the range C4:C12
Right-click the selected range and then click Format
Cells on the shortcut menu
When Excel displays the Format Cells dialog box,
click the Number tab, click Date in the Category list,
click 03/14/01 in the Type list
Click the OK button
Select cell E4 to deselect the range C4:C12
Centering Data in Cells
and Formatting Dates
Applying a Currency Style Format
and Comma Style Format Using
the Formatting Toolbar
Select the range E4:I4
While holding down the CTRL key, select
the range F13:I13
Click the Currency Style button on the
formatting toolbar
Select the range E5:I12
Click the Comma Style button on the
Formatting toolbar
Applying a Currency Style Format
and Comma Style Format Using
the Formatting Toolbar
Click cell E4. While holding down the CTRL key,
select cell G4
Click the Increase Decimal button on the
Formatting toolbar
Select the range E5:E12. While holding down
the CTRL key, select the range G5:G12
Click the Increase Decimal button on the
Formatting toolbar
Click cell A12 to deselect the range G5:G12
Applying a Currency Style Format
and Comma Style Format Using
the Formatting Toolbar
Applying a Thick Bottom Border to
the Row Above the Total Row and
Bolding the Total Row Titles
Select the range A12:J12, click the
Borders button arrow on the Formatting
toolbar, and then click the Thick Bottom
Border button (column 2, row 2) on the
Borders palette
Select the range A13:A16, and then click
the Bold button on the Formatting
toolbar. Click cell E14 to deselect the
range A13:A16
Applying a Thick Bottom Border to
the Row Above the Total Row and
Bolding the Total Row Titles
Applying a Currency Style Format
with a Floating Dollar Sign Using
the Format Cells Command
Select the range E14:I16. Right-click the
selected range
Click Format Cells on the shortcut menu
Click the Number tab in the Format Cells
dialog box
Click Currency in the Category list and then
click the third style ($1,234.10) in the
Negative numbers list
Click the OK button
Applying a Currency Style Format
with a Floating Dollar Sign Using
the Format Cells Command
Applying a Percent Style
Format
Select the range
J4:J16
Click the Percent
Style button on the
Formatting toolbar
Click the Increase
Decimal button on
the Formatting
toolbar twice
Applying Conditional
Formatting
Select the range J4:J12
Click Format on the menu bar
Click Conditional Formatting
When the Conditional Formatting dialog
box appears, if necessary, click the leftmost
text box arrow and then click Cell Value Is
Click the middle text box arrow and then
click less than
Applying Conditional
Formatting
Type 0 in the rightmost text box
Click the Format button
When Excel displays the Format Cells
dialog box, click the Patterns tab and then
click the color Red (column 1, row 3)
Click the Font tab and then click Bold in the
Font style list
Click the Color box arrow
Applying Conditional
Formatting
Click the color White
(column 8, row 5)
and then click the OK
button
Click the OK button
Click cell B16 to
deselect the range
J4:J12
Changing the Widths of
Columns
Point to the boundary on the right side of the
column A heading above row 1
When the mouse pointer changes to a split
double arrow, drag to the right until the
ScreenTip indicates Width: 13.00 (96 pixels).
Release the mouse button
Drag through column headings B through D
above row 1
Point to the boundary on the right side of column
heading D
Changing the Widths of
Columns
Double-click the right boundary of column heading D
to change the width of columns B, C, and D to best fit
Click the column E heading above row 1
While holding down the CTRL key, click the column
G heading and then the column J heading above row
1 so that columns E, G, and J are selected
Point to the boundary on the right side of the column
J heading above row 1
Drag until the ScreenTip, Width: 10.00 (75 pixels)
Changing the Widths of
Columns
Release the mouse button
Click the column F heading above row 1 to
select column F
While holding down the CTRL key, click the
column H and I headings above row 1 so that
columns F, H, and I are selected
Point to the boundary on the right side of the
column I heading above row 1
Drag to the right until the ScreenTip indicates
Width: 12.00 (89 pixels)
Changing the Widths of
Columns
Release the mouse
button.
Click cell B16 to
deselect columns F,
H, and I
Changing the Height of
Rows
Point to the boundary below row heading 3
Drag up until the ScreenTip indicates Height:
45.00 (60 pixels)
Release the mouse button
Point to the boundary below row heading 14
Drag down until the ScreenTip indicates
Height: 24.00 (32 pixels)
Changing the Height of
Rows
Release the mouse button and then
select cell B16
Checking Spelling
on the Worksheet
Click cell A3 and then type Stcok to misspell the
word Stock
Click cell A1
Click the Spelling button on the Standard toolbar
With the word Stock highlighted in the
Suggestions box, click the Change button
As the spell checker checks the remainder of the
worksheet, click the Ignore All and Change
buttons as needed
Previewing and Printing
a Worksheet
Point to the Print Preview button on the Standard
toolbar
Click the Print Preview button
Click the Setup button
When Excel displays the Page Setup dialog box,
click the Page tab and then click Landscape in
the Orientation area
Click the OK button
Previewing and Printing
a Worksheet
Click the Print
button
Click the OK button
Click the Save
button on the
Standard toolbar
Printing a Section of the
Worksheet
Select the range A3:F16
Click File on the menu
bar and then click Print
Click Selection in the
Print what area
Click the OK button
Click cell B16 to deselect
the range A3:F16
Displaying the Formulas in the
Worksheet and Fitting the
Printout on One Page
Press CTRL+ACCENT MARK (`)
When Excel displays the formulas version of the
worksheet, click the right horizontal scroll arrow
until column J appears
If the Formula Auditing toolbar appears, click its
Close button
Click File on the menu bar and then click Page
Setup
When Excel displays the Page Setup dialog box,
click the Page tab
Displaying the Formulas in the
Worksheet and Fitting the
Printout on One Page
If necessary, click Landscape to select it and
then click Fit to in the Scaling area
Click the Print button in the Page Setup dialog
box
When Excel displays the Print dialog box, click
the OK button
After viewing and printing the formulas version,
press CTRL+ACCENT MARK (`) to instruct
Excel to display the values version
Displaying the Formulas in the
Worksheet and Fitting the
Printout on One Page
Changing the Print Scaling
Option Back to 100%
Click File on the menu bar and then click
Page Setup
Click the Page tab in the Page Setup
dialog box. Click Adjust to in the Scaling
area
If necessary, type 100 in the Adjust to box
Click the OK button
Changing the Worksheet
Names
Double-click the sheet tab labeled Sheet2 in the
lower-left corner of the window
Type Real-Time Stock Quotes as the
worksheet name and then press the ENTER key
Double-click the sheet tab labeled Sheet1 in the
lower-left corner of the window
Type Investment Analysis as the worksheet
name and then press the ENTER key
Importing Data
Cut and paste from a table
Use paste special
Using Text files
TXT
Tab delimited
CSV
Comma separated values
Questions??
