Microsoft Office Excel 2013 Core Microsoft Office Excel 2013 Core Courseware # 3253 Lesson 8: Macros, Importing and Exporting Data

Microsoft Office Excel 2013 Core Lesson Objectives customize the Quick Access Toolbar and Ribbon find data in the worksheet replace data in the worksheet with different data create, modify, and delete hyperlinks create and delete comments import and export data between other programs change workbook document properties save workbooks to SkyDrive create and use macros save and open workbooks containing macros add macros to the Quick Access Toolbar © CCI Learning Solutions Inc. 2

Microsoft Office Excel 2013 Core Customizing the Quick Access Toolbar To customize: – click File, click Options, then click Quick Access Toolbar, or – click Customize Quick Access Toolbar button then select from list box – right-click on Ribbon, then click Customize Quick Access Toolbar © CCI Learning Solutions Inc. 3

Microsoft Office Excel 2013 Core Customizing the Ribbon To customize: – click File, click Options, then click Customize Ribbon, or – right-click on Ribbon, then click Customize the Ribbon © CCI Learning Solutions Inc. 4

Microsoft Office Excel 2013 Core Finding and Replacing Data Finding Data Can be used to find every occurrence of a value, function name, or cell reference On Home tab, in Editing group, click Find & Select, then click Find © CCI Learning Solutions Inc. 5

Microsoft Office Excel 2013 Core Finding and Replacing Data Replacing Data On the Home tab, in the Editing group, click Find & Select, then click Replace Replace will only replace next occurrence, Replace All will replace every occurrence at one time © CCI Learning Solutions Inc. 6

Microsoft Office Excel 2013 Core Inserting Hyperlinks To insert hyperlink: – On Insert tab, in Links group, click Hyperlink; or – right-click on a cell and click Hyperlink, or – press CTRL + K Insert hyperlink to: – Go to another workbook, file, or web page – Go to a cell or named range in workbook – Create a new workbook – Create a new message © CCI Learning Solutions Inc. 7

Microsoft Office Excel 2013 Core Modifying and Deleting Hyperlinks If referenced file moved or renamed, must change hyperlink – change text displayed for hyperlink, or add custom ScreenTip When no longer need hyperlink, remove it – hyperlink text remains To modify hyperlink: – Right-click hyperlink and click Edit Hyperlink; or – move to cell containing link and on Insert tab, in Links group, click Hyperlink To delete hyperlink: – Right-click hyperlink and click Remove Hyperlink; or – move to cell containing link and on Insert tab, in Links group, click Hyperlink, click Remove Link. © CCI Learning Solutions Inc. 8

Microsoft Office Excel 2013 Core Using Comments Use like “sticky” notes Different users can enter their comments Works well with large spreadsheets – Comments are embedded directly into cells – Only displayed when you want Buttons are in the Review tab © CCI Learning Solutions Inc. 9

Microsoft Office Excel 2013 Core Importing Data Files Excel can import external data files by converting them On Data tab, in Get External Data group, select where data file came from If not from MS Access, a website, or a text file, click From Other Sources © CCI Learning Solutions Inc. 10

Microsoft Office Excel 2013 Core Importing Data Files Text format has two sub-formats: – Delimited Text data separated by pre-defined character Separates line of text into separate values to insert into each worksheet cell – Fixed width Each value has specific start and end position in every line of text Position of the text separates data into each worksheet cell XML is rapidly becoming a standard format between different systems © CCI Learning Solutions Inc. 11

Microsoft Office Excel 2013 Core Open Non-Native Files Directly in Excel Excel is able to directly open many types of external data files © CCI Learning Solutions Inc. 12

Microsoft Office Excel 2013 Core Exporting Data from Excel Use Save as type list to select different formats for saving worksheet data © CCI Learning Solutions Inc. 13

Microsoft Office Excel 2013 Core Changing Workbook Properties Workbook properties contains information about workbooks – Useful when there are many workbooks with similar names Good practice to remove personal or company data before sharing with others © CCI Learning Solutions Inc. 14

Microsoft Office Excel 2013 Core Sharing Workbook Using SkyDrive Need a Microsoft account to access SkyDrive Save workbook to SkyDrive like a local hard drive, but is actually on Internet: – Access your files from any computer – Automatically add and remove files using SkyDrive app – Share files with others – Use Office Web App © CCI Learning Solutions Inc. 15

Microsoft Office Excel 2013 Core Sharing Workbook Using SkyDrive Excel is integrated with SkyDrive Your account name and avatar is displayed in upper right corner of Excel SkyDrive has two main folders: – My Documents: use to store files that you do not want to share with others – Public: use to share files with others © CCI Learning Solutions Inc. 16

Microsoft Office Excel 2013 Core Macros A set of actions that can be recorded and executed many times with a single command Useful for tasks that have to be repeated in a workbook Uses Visual Basic for Applications (VBA) Tool provided to easily create a macro Macros executed using: – a shortcut key, or – Quick Access Toolbar, or – command button, or – when workbook is opened © CCI Learning Solutions Inc. 17

Microsoft Office Excel 2013 Core Creating a Macro Macro Recorder used to record every action until turned off Shortcut key is a single character – Avoid certain characters used by Excel or Windows – Try to only use capital letters If you select a cell while recording a macro, then macro will always go to this cell while running a macro; avoid this using one of the following: – Select your cell before beginning recording of macro – Use the Relative Reference option button © CCI Learning Solutions Inc. 18

Microsoft Office Excel 2013 Core Saving and Opening a Workbook Containing Macros Workbooks containing macros must be saved as macro-enabled workbooks (*.xlsm) – If you forget, Excel displays an error message © CCI Learning Solutions Inc. 19

Microsoft Office Excel 2013 Core Saving and Opening a Workbook Containing Macros Trust Center macro security settings controls treatment of macro-enabled workbooks Default is display a security warning bar – if nothing is done macros stay disabled Trusted Locations can be designated to prevent this security warning from appearing for every workbook © CCI Learning Solutions Inc. 20

Microsoft Office Excel 2013 Core Adding Macros to the Quick Access Toolbar Convenient way to access a macro Can also select a special icon for it © CCI Learning Solutions Inc. 21

Microsoft Office Excel 2013 Core Lesson Summary customize the Quick Access Toolbar and Ribbon find data in the worksheet replace data in the worksheet with different data create, modify, and delete hyperlinks create and delete comments import and export data between other programs change workbook document properties save workbooks to SkyDrive create and use macros save and open workbooks containing macros add macros to the Quick Access Toolbar © CCI Learning Solutions Inc. 22

Microsoft Office Excel 2013 Core Review Questions 1.You can add any Excel command to the Quick Access Toolbar including those that are not currently in the Ribbon. a)True b)False 2.What items can Excel search for in a worksheet? 3.Give an example of when you would use Replace rather than Replace All in a worksheet. 4.A hyperlink in a workbook can be used to (select all that apply): a)Create a new workbook. b)Open a different workbook that is stored on your computer. c)Launch an Internet web page. d)Create an addressed to one of your co-workers. e)Jump to another cell in the same worksheet. © CCI Learning Solutions Inc. 23

Microsoft Office Excel 2013 Core Review Questions 5.What can you use comments for in a worksheet? 6.Excel is capable of importing data stored in the following formats (select all that apply): a)Extensible Markup Language (XML). b)Plain text. c)Comma Separated Values (CSV). d)Microsoft SQL Server. e)Open Document format. 7.Excel is capable of exporting data using the following formats (select all that apply): a)Extensible Markup Language (XML). b)Plain text. c)Comma Separated Values (CSV). d)Microsoft SQL Server. e)Open Document format. © CCI Learning Solutions Inc. 24

Microsoft Office Excel 2013 Core Review Questions 8.You can access files that are stored in the Public folder in anyone’s SkyDrive – even those that belong to people that you do not know. a)True b)False 9.A macro is: a)Only available after you have enabled it using the Excel Add-In tool. b)Somewhat intimidating because of the complex code you must enter accurately. c)Used to automate a series of steps which is useful for repetitive tasks. d)A type of fish. 10.A workbook containing a macro must be saved as a macro- enabled workbook. a)True b)False © CCI Learning Solutions Inc. 25