Excel 2007 What You Should Have Learned about Excel had You Been Paying Attention

Topics What’s New in 2007 Copying Worksheets Using Multiple Worksheets Page Set-up, Headers & Footers Functions: PMT, FV, Goal Seek Comments Linking Worksheets and Charts to Documents

Excel 2003 Vs 2007 What’s New?

The Quick Access Toolbar, MS Office Button, Mini Toolbar & Ribbon The MS Office Button, Quick Access Toolbar and the Ribbon replace the menu, Standard and Formatting Toolbars in Excel 2003.

Quick Access Toolbar Located next to the MS Office Button, the Quick Access Toolbar offers one-click access to the most widely used office functions. By default, there are 3 buttons Save, New, and Open. Click on the arrow next to the toolbar, to open the customize menu Click the checkbox next to each feature to add and more options to the toolbar This is a New Feature

The MS Office Button replaces the File menu

The MS Office Button The MS Office Button is a New Feature of Excel This button is the access point to Create New Excel Workbooks Open Save Print Close This Button replaces the File menu

The MS Office Button The MS Office Button also houses Recently opened presentations Convert converts Excel files into the 2007 Format Prepare to finalize presentations for distribution Send which distributes presentations through facsimile or Publish to distribute a presentation to a server or shared workspace Excel Options (previously located under the Tools menu)

The Mini Toolbar The Mini Toolbar is a menu of frequently used formatting tools that appears when text is highlighted in a Excel Workbook. New Feature

Menus and Toolbars Formula Bar Formatting Toolbar Standard Toolbar In Excel 2003, different functions within Excel are accessed through the Menu Bar, Standard Toolbar, the Formatting Toolbar, and the Formula Bar menu Toolbar

The Ribbon Commands: Buttons, boxes or menus relating to specific functions within Excel Tabs: 8 tabs representing common related activities Groups: Sections containing Related items or tasks Formula Bar: Shows Excel Formulas Office 2007 is arranged differently. All menus are located within tabs on a menu bar called the ribbon

Key Tips Key Tips are shortcuts to tab and menu options on the Ribbon. Push the alt key to show the Key Tips, then push the corresponding letter on the keyboard to activate the Key Tip. New Feature

The Ribbon tabs 1. Home: Popular Excel options found on the Standard and Formatting Toolbars in Excel Insert: Items associated with the Insert menu. 3. Page Layout: Items relating to how a Workbook is set up before any text is typed on the screen. 4. Formulas: Functions found Insert/Formulas menu. 5. Data: Database functions of Excel. 6. Review: Options for Proofing, Comments, Tracking Changes and Workbook protection. 7. View: Options for how you see Workbooks on the screen. 8. Add-ins: Converts Workbook to Flash Paper format.

The Home tab Clipboard group: Cut, copy and paste, plus the Format Painter. The Clipboard command opens the Clipboard, where 24 items can be saved. The Font group : Edit fonts, font colors, font sizes & font styles. The Alignment group: Text alignment, cell alignment, indentation, text orientation, text wrapping, and merge & center text. The Number group: Format numeric values including; currency ($), percentage (%), and decimal placement (.00).

The Home tab The Styles group: Three options to format cells: Conditional Formatting: The cell format based on changes in cell values. Format as table: This feature replaces the AutoFormat option. Cell Style: Format individual cells or sections of a worksheet. The Cells group: Insert, delete and format cells, columns, rows, and worksheets. The Editing group: AutoSum, Copy formatting, Clear, Sort & Filter, Find & Select data.

The Insert tab The Tables group: Inserts tables into a Workbook. Pivot table: Creates a Pivot table or chart from a worksheet Table: Creates a pre-formatted table from worksheet data. In prior versions of Excel, tables were referred to as “Lists”. When activating Insert/table, the Table Tools tab opens.

Table Tools Table Tools: The Properties group: Options to name or enlarge the table area. The Tools group: Options to convert table data to Pivot table, remove Duplicate Data, and Convert table to a standard worksheet. The External table Data group: Options to export table data, refresh. data, link and unlink tables, and revise table properties. The table Style Options group: Format the table. The table Styles group: A series of shading options.

The Insert tab The Illustration group: Inserts images and graphics. Inserting an image from the illustration group opens the Picture Tools tab.

The Picture Tools tab The Picture Tools tab replaces the Picture toolbar. The Adjust group: Edits image brightness, contrast, color, image quality, or resets image back to original settings. The Picture Styles group: Adds frames, effects and shapes. The Arrange group: Formats images within text. The Size group: Edits images size, allows for cropping.

The Insert tab The Charts group: This feature replaces of the Chart Wizard. Instead of sorting through the Wizard, users choose a Chart Style, this opens the Chart Tools tab, which offers options for Chart Design, Layout & Formatting.

The Chart Design tab The Type group: Change Chart styles (Step 1: Chart Wizard). The Data group: Data relationship options (Step 2). The Chart Layout group: Chart layout options (Step 3). The Chart Styles group: Color editing options (Step 3). The Location group: Chart placement options (step 4).

The Chart Layout tab The Layout tab edits the layout of the chart for such items as: Objects, Labels, Axis, Background and Analysis Properties.

The Chart Format tab The Format tab offers options for formatting charts including shapes, WordArt, chart arrangement and chart size.

The Insert tab The Links group: Places hyperlinks in a workbook. The Text group: Adds text items to a worksheet: Text boxes, headers and footers, WordArt, symbols and objects.

The Page Layout tab The Themes group: Themes are a series of designs for background color, font color and effects. New Feature. The Page Setup group: Includes options to set: Margins, page orientation (portrait or landscape), page sizes (8 1/2 X 11, legal, etc ), print area, page breaks, background (images), and titles (print column headings on each page).

The Page Layout tab The Scale to Fit group: Resets printing functions to fit a specific paper length or a number of pages. The Select Options group: View or print gridlines and/or column and row headings. The Arrange group: Arranges images, clipart, shapes and text on a worksheet.

The Formula tab The Formula Library: This is a quick reference to all of the different mathematical functions and operations that can be calculated using Excel. The Defined Names group: This feature, used in conjunction with the database and filtering features of Excel, creates cell names for use in database filtering. The Formula Auditing group: This section features options to evaluate and edit complex formulas so that users may locate errors within formulas. The Calculation group: This function determines when formulas are calculated, either automatically (by default) or manually.

The Data tab (Excel) The Get External Data group: This option replaces the Import External Data function. The Connections group: Updates and refreshes data imported from external sources. The Sort and Filter group: Replace the Sort and Filter options on the Tools menu. The Data Tools group: These tools assist to revise and develop databases. The Outline group: Displays by consolidating similar or grouped items. Three options: group, Ungroup, & Subtotal.

The Review tab The Proofing group: This group contains potions for revising a Workbook. Comments group: Comments were located on the Insert menu in Excel The Changes group: Replaces the Protection and Share Workbook options on the Tools menu in Excel Protect Workbook and Protect Sheet: Prevents other users from permanently changing data within a workbook. Share Workbook : Allows other users to view and change items in a Workbook. Track Changes: Allows users to see who has changed a workbook as well as the changes that were made.

T HE V IEW TAB (E XCEL ) The Workbook Views group: There are 5 options: Normal, Page Layout, Page Break Preview, Custom. Full Screen The Show/Hide group : Shows or hides various visual cues: Ruler, Gridlines, Formula Bar, Headings or Message Bar The Zoom group: Zoom is also located at the bottom right of the Workbook screen. The Window group: View multiple worksheets at the same time. The Macros group: Click on the icon to open, record or edit a Macro.

Advanced Worksheet Management Parts, Definitions & Management Tools

Advanced Worksheet Open the spreadsheet “Workbook07”, This workbook will be used throughout the course Click on the tab “Sheet1”

Copying Worksheets It is not possible to highlight, copy and paste cell content and formatting in Excel. Instead, the worksheet and formatting are copied as a whole. On the Home tab, locate Format and click the arrow Click Move or Copy Sheet

Copying Worksheets On the Move or Copy menu Select Create a copy Choose Move to end Click OK

Copying Worksheets Select Sheet1(2) On the Home tab, locate Format and click the arrow Click Rename Sheet The tab name is highlighted in Black Type “Trends” As an alternative, right-click the tab Click Rename, and type the new sheet name

Copying Worksheets Select Trends On the Home tab, locate Format and click the arrow Click tab Color Choose a color from the menu

View and Format Multiple Workbooks Click the Workbook tab Chicago On the View tab, locate and click New Window 3 times Click on the tabs for the worksheets National Sales, Atlanta & Boston 4 worksheets are open

View and Format Multiple Workbooks Click Arrange All Choose Tiled Select the Windows of active workbook check box Click OK This process will also work with multiple workbooks

Group Editing Hold down the CTRL Key and click each tab of one of the worksheets. The tab color should be white Locate Cell Styles on the Home tab Click Cell Styles and choose a 40% Accent 1 Click Cell Styles again and choose Currency All of the worksheets have $$ signs and the same formatting

G ETTING RID OF #### Sometimes, after formatting a worksheet numeric data will appear as #### Place the cursor between the cells When the cursor changes to a double- arrow line, ( ) click

Creating a Spreadsheet from Delimited Text If text is delimited (spaced) by commas or tabs, it can be opened in Excel. This is common when downloading text files Click the Office Button Click Open Change Files of Type to “All Files” Click sampleaddressbook Click Open

Creating a Spreadsheet from Delimited Text The Text Import Wizard Opens Check the Delimiters box Click Next Check the Comma box Click Finish The worksheet opens with the text data Save the file as an Excel Worksheet

Page Setup Margins, Headers & Footers

Page Setup Locate the Page Layout tab Click Page Setup command Click on the Page tab Choose Landscape for multi-column worksheets or Portrait for multi-row worksheets Click on the Paper size drop down menu to adjust for different types of paper To see an example of the printed worksheet, Click Print Preview

Margins and Centering While still in Page setup, Click the Margins tab. Se margins at.75’’ sides, and 1” top and bottom To place a worksheet in the center of a printed page, click on the Center horizontally and the Center vertically checkboxes

Standard Headers and Footers Click the Header / Footer tab There are 2 options, Standard and Custom For Standard, Click on the Header (or Footer) drop down menu Choose one of the available options Click OK

Custom Headers and Footers Custom creates unique Headers / Footers Click Custom Header Click the Left, Right or Center section to add text or image

Custom Headers and Footers In the Left Section Click on the Calendar to add date Click on the Clock to add time In the Center Section: Click on the A to add text Type your department name Click on the # to add page number

Custom Headers and Footers In the Right Section Click on the Mountain to add an image Locate an image on your hard drive Click Insert

Custom Headers and Footers Click on the Paint Bucket to Edit the picture Click on the Size tab Change the size to.75 Click OK

Custom Headers and Footers Click OK Click Print Preview to see the final Product

Absolute and Relative References

Absolute and Relative Cell References When copying and pasting cell formulas, some cell values may vary each time a formula is copied, while other cell values remain constant during the same copy process. Relative reference refers to cell values that vary as a formula is copied from cell to cell. Absolute Reference refers to cell values that remain constant as a formula is copied from cell to cell An absolute reference is noted by a dollar sign in front of the Row and Column designation of the cell address: $B$5.

Absolute Reference Open the worksheet Absolute Hold down the Ctrl +` keys to display the formulas When calculating cell values using absolute references, it is best to use the pointing method. When calculating cell values using absolute references, it is best to use the pointing method. We are going to calculate the future value of cell C5. C5 is the value of cell B5 when a cost increase of 10% is added to the cost of goods sold 10% is the value of cell D24 and is an Absolute Reference

Absolute Reference in a Formula Click in Cell C5. Type =( Click cell B5 Type a + sign Click in cell B5 again, Type * Click D24 Push the F4 key to set the absolute reference Type ) and Enter The answer is $

Financial Functions PMT Calculates periodic payments, i.e. How much will it cost to pay off a car if I finance $$ at 48 months with $$ down? FV calculates future value, i.e. if I save $$ per month over 40 years, how much money will I have when I retire? Goal Seek- A command that lets you enter the end result ($$ Payment) and from that determine how much you can spend to get that payment

Payment (PMT) The PMT function requires arguments supplied as cell references Interest rate per period Term of loan Amount of loan (as a negative value) Payment is equal annual interest rate/12,term (# months or # years x 12),-amount of loan as a negative value. Expressed in CELL NOTATION

PMT Open the Worksheet Car Calculate the amount financed in cells E4 & F5 Click in cell H4 Choose the Formula tab. Locate Financial in the Function Library Choose PMT from the list

PMT In Rate, click cell G4 and type /12 (Interest rate /12 months) In Nper, click cell H4 (the calculation is for 36 month term, if the term is 3 years, reflect the term by multiplying the cell value by 12. (G4 * 12) In Pv, click in cell H4 (the value calculated as the price less trade and down payment) Type a – sign before F 4 Click OK

Future Value (FV) Function Future value of an investment based on constant periodic payments Constant interest rate There are still 3 Arguments Amount at retirement = Future Value, V (rate or return), -Periodic Payment Expressed in CELL NOTATION

FV Open the Worksheet FV Click cell E8. Type =( and click in B2 Express B2 as an Absolute Reference and subtract it from B8, then type ) This will calculate the number of years you will contribute to your retirement

FV Click in cell F8 Choose the Formula tab Locate Financial in the Function Library Choose FV from the list

FV In Rate, click cell D8 In Nper, click cell E8 In PMT, click in cell C8 Type a – sign before C8 Click OK Type your age in B6 and $3,000 in cell C6 the value in F6 is $90,972.85

Goal Seek Goal seek will allows you to set the end result in order to determine the input Using the care financing example, I want to know how much I need to receive for my trade- in (D5) to finance $18,000 (F5) (assuming that my down payment Is the same).

Goal Seek In the Car worksheet, click cell F5 On the Data tab, locate What-If Analysis Choose Goal Seek.

Goal Seek Click In To Value, type 18,000 Click in By changing cell, and click in cell D5 Click OK The Goal Seek Status dialogue opens Look in cell D5 for the new value $4,500 Click OK 18000

Comments

Insert Comments Comments allows commentary to be added to a worksheet Open Addresses Click cell B11 On the Review tab, choose New Comment Type a comment Once a comment is added, the add, delete, previous and next options appear

Reading comments Click on the Red Triangle Read the comment

Linking Worksheets to Documents

Linking an Excel Worksheet with a Word Document Click on the M&M Chart Copy the chart Open a Word Document Click Edit and Paste Special

Linking an Excel Worksheet with a Word Document Click Paste Link Click Microsoft Excel Chart Object Click OK

Linking an Excel Worksheet with a Word Document In Word, Double-click on the sections of the pie of the chart, this will open the Chart in Excel Change the colors to match the colors of the M&Ms Save both the Word and Excel documents Open the Word document

Linking an Excel Worksheet with a Word Document The worksheet and the document are linked. If the link is broken by moving one of the items to another location (for example moving the items to another computer), the link must be re-established. In order to keep both items portable, make sure that the link remains in tact by re-copying and re-pasting after the documents are moved.

Questions? Terence Peak, M.Ed. Coordinator of Technology Training Blackboard Certified Trainer The University of the Incarnate Word (210)