Microsoft Excel 2007

Advanced Level

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 Excel 2007 Advanced - Page 2

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 Excel 2007 Advanced - Page 3

FUNCTIONS ......................................................................................................................................................... 5
Excel 2007 Functions .......................................................................................................................................5
Getting help about using a particular function ............................................................................................... 6
Using date and time functions: TODAY .........................................................................................................8
Using date and time functions: DAY ...............................................................................................................9
Using date and time functions: MONTH ........................................................................................................9
Using date and time functions: YEAR ............................................................................................................9
Using mathematical functions: SUMIF .........................................................................................................10
Using mathematical functions: ROUND .......................................................................................................13
Using statistical functions: COUNT...............................................................................................................14
Using statistical functions: COUNTA ............................................................................................................15
Using statistical functions: COUNTIF ...........................................................................................................16
Using text functions: PROPER ......................................................................................................................16

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Using text functions: UPPER .........................................................................................................................17
Using text functions: LOWER ........................................................................................................................18
Using text functions: CONCATENATE.........................................................................................................18
Using financial functions: FV .........................................................................................................................20

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Using financial functions: NPV ......................................................................................................................22
Using financial functions: PMT ......................................................................................................................25
Using financial functions: PV .........................................................................................................................27
Using financial functions: RATE ....................................................................................................................29
Using lookup and reference functions: HLOOKUP ....................................................................................31
Using lookup and reference functions: VLOOKUP ....................................................................................34
Using logical functions: IF .............................................................................................................................. 37
Using logical functions: AND .........................................................................................................................40
Using logical functions: OR ............................................................................................................................40
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Using logical functions: ISERROR ................................................................................................................41
Using database functions: DSUM .................................................................................................................42
Using database functions: DMIN...................................................................................................................45
Using database functions: DMAX .................................................................................................................48
Using database functions: DCOUNT ............................................................................................................51
Using nested functions ...................................................................................................................................54
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USING ONE-INPUT OR TWO-INPUT DATA TABLES / WHAT-IF TABLES ............................................ 56

Using a one input Data Table command .....................................................................................................56
Using a two input data table command ........................................................................................................59
A FIRST LOOK AT PIVOT TABLES ............................................................................................................... 63
Creating a PivotTable .....................................................................................................................................63
Dropping data into the Pivot Table ...............................................................................................................64
Modifying data and refreshing the Pivot Table............................................................................................67
Grouping data within a Pivot table ................................................................................................................69
SCENARIOS....................................................................................................................................................... 72
Scenario Manager - an example ...................................................................................................................72
Showing a scenario .........................................................................................................................................77
Viewing an alternative scenario ....................................................................................................................78
Create a scenario summary ...........................................................................................................................78
AUDITING ........................................................................................................................................................... 81
Tracing precedent cells ..................................................................................................................................81

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 Excel 2007 Advanced - Page 4

Tracing the dependants of a cell ...................................................................................................................83

Displaying all formulas within a worksheet ..................................................................................................84
Adding comments ............................................................................................................................................84
Displaying comments ......................................................................................................................................85
Removing comments ......................................................................................................................................86
Editing comments ............................................................................................................................................86
MACROS............................................................................................................................................................. 88
Displaying the Developer tab .........................................................................................................................88
Recording and running macros .....................................................................................................................88
Lowering your macro security level ..............................................................................................................93
Customizing the Quick Access Toolbar .......................................................................................................93
Changing the Quick Access Toolbar Macro icon........................................................................................95
Removing a macro icon from the Quick Access Toolbar ..........................................................................96
Raising your macro security level .................................................................................................................97

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 Excel 2007 Advanced - Page 5

Functions

Excel 2007 Functions

• Open a new blank workbook.
• Click on the Formulas tab and you will see a group called the Function
Library. As you can see this is divided into different function categories.

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• Clicking on the AutoSum icon will display commonly used functions, such as
Sum and Average.
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• Clicking on the Insert Function icon will display the Insert Function dialog
box, which allows you to easily locate a particular function.

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 Excel 2007 Advanced - Page 6

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To see a list of all available functions, click on the down arrow next to the
Select a category section of the Insert Function dialog box, and select All.
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• You can then scroll down the entire list of functions.

Getting help about using a particular function

• As an example we will get help about using the IF function. Click on the
Formula tab and from within the Function Library click on the Logical button.
From the drop down menu displayed select the IF command.

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 Excel 2007 Advanced - Page 7

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• This will display the Functions Arguments dialog box for the IF function.

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• Click on help on this function (bottom-left within the dialog box). This will
display help relevant to that function.

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 Excel 2007 Advanced - Page 8

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• Take a quick look at the help available and the close the dialog box.

Using date and time functions: TODAY

• Open a workbook called Date and time functions.
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• Click on cell B3. To have Excel automatically insert the current date into a cell,
select the cell and enter the following into the cell:

=TODAY()

• Press the Enter key and the current date will be displayed within the cell.

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 Excel 2007 Advanced - Page 9

Using date and time functions: DAY

• Click on cell B4 and enter the following function:

=DAY(B3)

• Press the Enter key. You will notice that the current day of the month is
displayed:

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Using date and time functions: MONTH
Click on cell B5 and enter the following function:

=MONTH(B3)
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• Press the Enter key. You will notice that the current month is displayed:
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Using date and time functions: YEAR

• Click on cell B6 and enter the following function:

=YEAR(B3)

• Press the Enter key. You will see that the current year will be displayed:

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 Excel 2007 Advanced - Page 10

• Save your changes and close the workbook.

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Using mathematical functions: SUMIF
• Open a workbook called Function SUMIF.
• The SUMIF sums the values within a range that meet specified criteria. In this
case, we want to see the total value of all sales, where the salesperson earned

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over 6000 a month.
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First, we would need to click on the cell in which we wish the result of our
function to be displayed, in this case cell C14.
Click on the Formulas tab and from within the Function Library group click on
the Math & Trig button. From the drop down list displayed, click on the SUMIF
function, as illustrated.
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 Excel 2007 Advanced - Page 11

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• The Function Arguments dialog box is displayed.
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 Excel 2007 Advanced - Page 12

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To select the range you would use the mouse to select the cells D4:D10.
In the Criteria section of the dialog box, we would enter >6000. The screen
should now resemble the illustration:
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• Clicking on the OK button would display the result within the active cell. You
can see the actual function displayed in the Function Bar:

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 Excel 2007 Advanced - Page 13

• Save your changes and close the workbook.

Using mathematical functions: ROUND

• Open a workbook called Function ROUND.
• Click on cell C4 that contains the formula C2/C3. As you can see, the result is
displayed using a large number of decimal places. We are going to redo this
formula and use the Round function to display the result with no decimal
places:

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First, click on the cell C4 and press the Del key to delete the cell contents.
Click on the Formulas tab and from within the Function Library group click on
the Math & Trig button. From the drop down list displayed, click on the
ROUND function, as illustrated.
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• This will display the Function Arguments dialog box.

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 Excel 2007 Advanced - Page 14

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• In the Number section of the dialog box, enter the formula C2/C3.
• In the Num_digits section of the dialog box, enter 0.
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Click on the OK button and you will see the following:
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• Save your changes and close the workbook.
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Using statistical functions: COUNT

• Open a workbook called Function COUNT. This sheet contains examination
results and grades.
• Click on cell C9.
• Enter the following function to count each variety of letter-grade:

=COUNT(C5:C8)

• The result will appear in cell C9. Use the normal drag and drop techniques to
copy this function to cells D9 and E9. The results should be as illustrated:

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 Excel 2007 Advanced - Page 15

• Save your changes and close the workbook.

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Using statistical functions: COUNTA
• Open a workbook called Function COUNTA. This sheet contains examination

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results and grades.

letter-grade types:

=COUNTA(C5:C8)
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Click on cell C9 and enter the following function to count each of the three

The result will appear in cell C9. Use the normal drag and drop techniques to
copy this function to cells D9 and E9. The results should be as illustrated:
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• You can drag this function across the range D9:E9 and the table will look like
this.

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 Excel 2007 Advanced - Page 16

• Save your changes and close the workbook

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Using statistical functions: COUNTIF
• Open a workbook called Function COUNTIF. This sheet contains examination
results and grades.
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each student earned:

=COUNTIF(C5:C8,"A")
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Click on cell C9 and enter the following function to count the number of "A's"

Use the normal drag and drop techniques to copy this function to cells D9 and
E9. The results should be as illustrated:
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• Save your changes and close the workbook.

Using text functions: PROPER

• Open a workbook called Function PROPER. This worksheet contains the
following text in cell B2:

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 Excel 2007 Advanced - Page 17

THIS is a test of the PROPER FUNCtion

• Click on cell B5 and enter the following function:

=PROPER(B2)

• The screen should resemble the illustration.

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• Save your changes and close the workbook.

Using text functions: UPPER

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Open a workbook called Function UPPER. This worksheet contains the
following text in cell B2:

THIS is a test of the UPPER FUNCtion

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• To convert the text into upper-case lettering, click on cell B5 and enter the
following function:

=UPPER(B2)
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• When you press the Enter key, you will see the text as illustrated:

• Save your changes and close the workbook.

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 Excel 2007 Advanced - Page 18

Using text functions: LOWER

• Open a workbook called Function LOWER. This worksheet contains the
following text in cell B2:

THIS is a test of the LOWER FUNCTION

• To convert the text to lower-case lettering, click on cell B5 and enter the
following function:

=LOWER(B2)

• When you press the Enter key, you will see the text as illustrated:

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Save your changes and close the workbook.
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Using text functions: CONCATENATE
• Open a workbook called Function CONCATENATE.
• Click on cell B5.
• Click on the Formulas tab and from within the Function Library group click on
the Text button. From the drop down list displayed, click on the
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CONCATENATE function, as illustrated.

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 Excel 2007 Advanced - Page 19

• The Function Arguments dialog box is displayed.

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Click within the Text1 section of the dialog box and then click on cell A1.

You will see the following.

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• Click within the Text2 section of the dialog box and then click on cell A2.
• Click within the Text3 section of the dialog box and then click on cell A3.
• Click within the Text4 section of the dialog box and then click on cell A4.

Your dialog box should now look like this.

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 Excel 2007 Advanced - Page 20

• Click on the OK button, and you will the see result as illustrated:

• Save your changes and close the workbook.

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Using financial functions: FV
• Open a workbook called Function FV. This contains data relating to the
following scenario. Let's say we have a lump sum of 2500 and we want to
invest this in a bank that is paying out 6% interest. We will invest a further 150

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Click on cell C10.
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monthly. We want to know how much the account will be worth after three
years. We can enter the following information into a worksheet.

Click on the Formulas tab and from within the Function Library group click on
the Financial button. From the drop down list displayed, click on the FV
function, as illustrated.
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• The Function Arguments dialog box will be displayed.

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 Excel 2007 Advanced - Page 21

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Click within the Rate section of the dialog box and then click on cell C3.
Click within the Nper section of the dialog box and then click on cell C4.
Click within the Pmt section of the dialog box and then click on cell C5. Then
prefix the value with a minus sign (-).
• Click within the Pv section of the dialog box and then click on cell C6. Then
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prefix the value with a minus sign (-).
• Click within the Type section of the dialog box and then click on cell C7.
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 Excel 2007 Advanced - Page 22

• When you click on the OK button your will see the result as illustrated:

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Using financial functions: NPV

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Save your changes and close the workbook.

Open a workbook called Function NPV. This contains data relating to the
following scenario. We are going to make an investment that will pay 4000 up
front and in the following two years will provide an annual income of 3000 and
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2000. We will assume an annual discount rate of 5% percent.
• Click on cell B11.
• Click on the Formulas tab and from within the Function Library group click on
the Financial button. From the drop down list displayed, click on the NPV
function, as illustrated.
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 Excel 2007 Advanced - Page 23

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The Function Arguments dialog box will be displayed
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Click on the Rate section of the dialog box, and then click on cell C4.
• Click on the Value 1 section of the dialog box, and then click on cell C5, as this
is an upfront, initial payout, prefix this amount with a minus (-) sign.
• Click on the Value 2 section of the dialog box,
and then click on cell C6.

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 Excel 2007 Advanced - Page 24

• Click on the Value 3 section of the dialog box,

and then click on cell C7:

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When you click on the OK the result should be as illustrated:
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NOTE: If you do not get a result as below, it may be because you forgot the
minus symbol in front of C5.

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 Excel 2007 Advanced - Page 25

• Save your changes and close the workbook.

Using financial functions: PMT

• Open a workbook called Function PMT. This sheet contains data for the
following scenario. We wish to calculate the monthly repayments for a loan of
6,000, spread over 10 months, assuming an annual rate of 5%.
• Click on cell C8.
• Click on the Formulas tab and from within the Function Library group click on
the Financial button. From the drop down list displayed, click on the PMT
function, as illustrated.

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• The Function Arguments dialog box will be displayed.
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 Excel 2007 Advanced - Page 26

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Click within the Rate section of the dialog box and enter C4/12.
Click within the Nper section of the dialog box and then click on cell C5.
Click within the Pv section of the dialog box and then click on cell C6:
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• When you click on the OK button the result will be as illustrated:

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 Excel 2007 Advanced - Page 27

• Save your changes and close the workbook.

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Using financial functions: PV
• Open a workbook called Function PV. In this example, we are considering
purchasing an insurance annuity that will payout 500 at the end of every month

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for the next 25 years. We will assume a rate of 5% (i.e. x 0.05).

Click on the Formulas tab and from within the Function Library group click on
the Financial button. From the drop down list displayed, click on the PV
function, as illustrated.
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• The Function Arguments dialog box will be displayed:

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 Excel 2007 Advanced - Page 28

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rate on a monthly basis).
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Click in the Rate section of the dialog box and enter C4/12 (to calculate the

Click in the Nper section of the dialog box and enter C5*12 (to account for the
length of the term in months).
• Click in the Pmt section of the dialog box and then click on cell C6:
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 Excel 2007 Advanced - Page 29

• When you click on the OK button, you will see the following:

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• Save your changes and close the workbook.

Using financial functions: RATE

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Click on cell A8.
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Open a workbook called Function RATE. In this example, we will calculate the
rate for a loan of 7,000, spread over 4 years (48 months), with a monthly
payment of 150.

Click on the Formulas tab and from within the Function Library group click on
the Financial button. From the drop down list displayed, click on the RATE
function, as illustrated.
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• The Function Arguments dialog box will be displayed.

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 Excel 2007 Advanced - Page 30

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Click in the Nper section of the dialog box and then click on cell A3.
Click in the Pmt section of the dialog box and then click on cell A4. Then prefix
the value with a minus sign (-).
• Click in the Pv section of the dialog box and then click on cell A5.
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 Excel 2007 Advanced - Page 31

• Click on the OK button, you will see the following:

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• Save your changes and close the workbook.

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Using lookup and reference functions: HLOOKUP
• Open a workbook called Function HLOOKUP. This example shows how you
can use two values to lookup a value in a table. The function looks for the
package type in row 1 of the table and then returns the mailing cost in the
appropriate mailing type row:
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• Click on cell C5.

• Click on the Formulas tab and from within the Function Library group click on
the Lookup & Reference button. From the drop down list displayed, click on
the HLOOKUP function, as illustrated.

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 Excel 2007 Advanced - Page 32

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• The Function Arguments dialog box will be displayed:
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 Excel 2007 Advanced - Page 33

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Click on the Lookup_value section of the dialog box, then click on cell C2.
Click on the Table_array section of the dialog box,
and then select the cell range B8:E11.
Click on the Row_index_num section of the dialog box,
and then click on cell C3:
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• When you click on the OK button, you will see the following. Notice the formula
in cell C5:

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 Excel 2007 Advanced - Page 34

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• Try entering other values in cell C2 (i.e. b or c).
• Try entering other values in cell C3 (i.e. 1, 3 or 4).
• Save your changes and close the workbook.

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Click on cell B3.
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Using lookup and reference functions: VLOOKUP
Open a workbook called Function VLOOKUP.

Click on the Formulas tab and from within the Function Library group click on
the Lookup & Reference button. From the drop down list displayed, click on
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the VLOOKUP function, as illustrated.
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 Excel 2007 Advanced - Page 35

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 Excel 2007 Advanced - Page 36

• The Function Arguments dialog box will be displayed:

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•
•
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Click in the Lookup_value section of the dialog box and then click on cell A3.
Click in the Table_array section of the dialog box and then select the cell range
A7:C10.
• Click in the Col_index_num section of the dialog box
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and then enter 2:
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 Excel 2007 Advanced - Page 37

• Click on the OK button and you will see the following:

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• Click on cell C3 and enter the following:

•
=VLOOKUP(A3,A7:C10,3)

PL
You will see the following. Try entering different values into cell A3, such as
Medium or Large:
M
SA

• Save your changes and close the workbook.

Using logical functions: IF

• Open a workbook called Function IF. This example calculates a discount based
on order quantity. The company offers its customers a 5% discount if the value
of an order is above 500. There is no discount if the value is below 500. A way
of simplifying the above statement is as follows: If the sale value is greater
than 500 give 5% discount otherwise give no discount.
• Click on cell C3.
• Click on the Formulas tab and from within the Function Library group click on
the Logical button. From the drop down list displayed, click on the IF function,
as illustrated.

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 Excel 2007 Advanced - Page 38

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• The Function Arguments dialog box will be displayed:

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• Click on the Logical_test section of the dialog box and enter B3>500.
• Click on the Value_if_true section of the dialog box and enter B3*5%.

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 Excel 2007 Advanced - Page 39

• Click on the Value_if_false section of the dialog box and enter 0.

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• PL
When you press the OK button, you will see the following. As the value in cell
B3 is less than 500, the discount value is zero:
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SA

• Copy the formula in cell C3 to cells C4:C6 using the typical fill handle technique.
• You will see the following. As you can see where the sales value is above 500,
a discount value is displayed:

• Save your changes and close the workbook.

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 Excel 2007 Advanced - Page 40

Using logical functions: AND

• Open a workbook called Function AND. In this example, we have the results of
a two-part examination; candidates must achieve over 50 in EACH part of the
examination.
• Click on cell D3 and enter the following:

=IF(AND(B3>50,C3>50),$F$2,$F$3)

• When you press Enter you should see the following, as the candidate scored
less than 50 in the first part of the examinations:

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•
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Copy the formula in cell D3 to the cell range D4:D6 and you will see the
following:
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SA

• The only person to get more than 50 in both parts of the examination is Anora,
who is the only person to pass the entire examination.
• Save your changes and close the workbook.

Using logical functions: OR

• Open a workbook called Function OR. In this example, we have the results of
a two-part examination and candidates can pass the entire examination by
achieving a score of > 75 in either part of the examination.

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 Excel 2007 Advanced - Page 41

• Click on cell D3 and enter the following:

=IF(OR(B3>75,C3>75),$F$2,$F$3)

• When you press Enter you should see the following, as the candidate scored
less than 75 in both parts of the examination:

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• Copy the formula in cell D3 to the cell range D4:D6 and you will see the
following:
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M
SA

• The only person to get less than 75 marks in either part of the examination is
Elliot, who is the only person to not pass the entire examination.
• Save your changes and close the workbook.

Using logical functions: ISERROR

• In the example shown below, we have a formula in cell B2 as follows:

=D2/E2

• However, cell E2 is empty and this generates an error:

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 Excel 2007 Advanced - Page 42

• We have used the ISERROR function in cell B6 to pick up the fact that this cell
contains an error, using the syntax:

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=ISERROR(B2)

Using database functions: DSUM

•

•
•
Click on cell D14.
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Open a workbook called Function DSUM. In this example, we will sum up the
total value of all sales people whose sales are above their sales targets.

Click on the Formulas tab and from within the Function Library group click on
the Insert Function button.
M
SA

• This will display the Insert Function dialog box. Use the Category control to
display Database functions.

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 Excel 2007 Advanced - Page 43

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•
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Select the DSUM function and click on the OK button.
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SA

• The Function Arguments dialog box will be displayed:

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 Excel 2007 Advanced - Page 44

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•
•
•
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Click on the Database section of the dialog box and then select cells A7:C12.
Click on the Field section of the dialog box and enter “Sales”.
Click on the Criteria section of the dialog box and then select cells B4:B5.
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SA

• Click on the OK button to see the results illustrated:

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 Excel 2007 Advanced - Page 45

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•

Using database functions: DMIN

•
PL
Save your changes and close the workbook.

Open a workbook called Function DMIN. In this example, we will use the
DMIN function to see what the lowest sales figure of any of our sales people is.
M
• Click on cell D14.
• Click on the Formulas tab and from within the Function Library group click on
the Insert Function button.
SA

• This will display the Insert Function dialog box. Use the category control to
display Database functions.

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 Excel 2007 Advanced - Page 46

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•
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Select the DMIN function and click on the OK button.
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 Excel 2007 Advanced - Page 47

• The Function Arguments dialog box will be displayed:

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•

•
•
PL
Click on the Database section of the dialog box and then select the cell range
A7:C12.
Click on the Field section of the dialog box and then click on cell C7.
Click on the Criteria section of the dialog box and then select the cell range
C8:C12.
M
SA

• When you click on the OK button, you will see the result, as illustrated:

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 Excel 2007 Advanced - Page 48

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• Save your changes and close the workbook.

Using database functions: DMAX

•

•
PL
Open a workbook called Function DMAX. In this example, we will use the
DMAX function to see what the highest sales figure of any of our sales people is.
Click on cell D14.
• Click on the Formulas tab and from within the Function Library group click on
M
the Insert Function button.
SA

• This will display the Insert Function dialog box. Use the category control to
display Database functions.

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 Excel 2007 Advanced - Page 49

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•
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Select the DMAX function and click on the OK button.
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• The Function Arguments dialog box will be displayed:

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 Excel 2007 Advanced - Page 50

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•

•
•
PL
Click on the Database section of the dialog box and then select the cell range
A7:C12.
Click on the Field section of the dialog box and then click on cell C7.
Click on the Criteria section of the dialog box and then select the cell range
C8:C12:
M
SA

• When you click on the OK button, you will see the result, as illustrated:

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 Excel 2007 Advanced - Page 51

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• Save your changes and close the workbook.

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Using database functions: DCOUNT
• Open a workbook called Function DCOUNT. In this example, we have a
number of sales people, and their target sales should be above 20. We wish to
use the DCOUNT function to show the sales people who are above target sales.
• Click on cell D14.
M
• Click on the Formulas tab and from within the Function Library group click on
the Insert Function button.
SA

• This will display the Insert Function dialog box. Use the category control to
display Database functions.

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 Excel 2007 Advanced - Page 52

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•
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Select the DCOUNT function and click on the OK button.
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• The Function Arguments dialog box will be displayed:

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 Excel 2007 Advanced - Page 53

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•

•
•
PL
Click within the Database section of the dialog box and then select cells
A7:C12.
Click within the Field section of the dialog box and then click on cell C7.
Click within the Criteria section of the dialog box and then select cells B4:B5:
M
SA

• Click on the OK button and the results will be as illustrated:

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 Excel 2007 Advanced - Page 54

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• Save your changes and close the workbook.

Using nested functions

•
•
PL
Open a workbook called Nested functions.
This workbook contains sales results for the North and South region, along
with total and average sales results for the two regions.
• The average sales target of a region is 25 (per sales person).
M
• We want to be able to sum up only those sales of the region that is above the
sales target.
• Click on cell B13 and enter the following formula:

=IF(AVERAGE(B3:B6)>25,SUM(B3:B6),0)
SA

• Once you have entered this formula, use drag and drop to copy this formula to
cell C13. The result should be as illustrated.
• Sales for the North region exceeded their targets, (i.e. the average is over 25)
so in cell B13 you see the sales summed, while in cell C13, you see a 0 figure
as sales for the South region were below an average of 25:

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 Excel 2007 Advanced - Page 55

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• Save your changes and close the workbook.

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 Excel 2007 Advanced - Page 56

Using one-input or two-input Data tables / What-

if tables

Using a one input Data Table command

• In this example, we will examine the effects of different interest rates on the
amount of money you have to pay back when taking out a loan.
• We will use the PMT function to calculate the monthly loan payments.
• The PMT function is covered within the functions section of this manual, but for
your convenience, the syntax is listed below:

PMT(rate,nper,pv,fv,type)

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Where:

Rate: This is the loan interest rate.

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Nper: This is the total number of loan payments.

Pv: This is the ‘present value’, (principal) or the total amount that a series of
future payments is worth now.

Fv: This is the ‘future value’, or a total amount you want to have after the last
payment is made. If Fv is not specified, then it will default to 0 and thus the
M
future value of the loan is 0.

Type: This can be either 0 or 1 and donates when payments are due (i.e. at the
end of the period or at the start or each period).
SA

• Open a workbook called One input data table.

• Notice the function in cell C5.

=PMT(B5/12,C17,-C16):

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 Excel 2007 Advanced - Page 57

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• PL
To construct the data table we need to first select the following area of the
worksheet:
M
SA

• Click on the Data tab and from within the Data Tools group click on the What-
If Analysis button. Select the Data Table command from the popup.

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 Excel 2007 Advanced - Page 58

• This will display the Data Table dialog box.

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We need to click within the Column input cell text box of this dialog box, and
click on the input cell, i.e. cell B5, as indicated:
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SA

• Clicking on the OK button will display the what-if payments, as illustrated.

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 Excel 2007 Advanced - Page 59

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•
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Save your changes and close the workbook.

Using a two input data table command

• In the one-input data table example, we only asked a what-if question that
related to changes in interest rates. However, we could also ask a what-if
M
question relating to how many months to spread the loan over. In this example
we will see what happens if this loan is spread over 36, 48 and 60 months.

• Open a workbook called Two input data table. Note the use of the PMT
function in cell B4:
SA

=PMT(C18/12,C17,-C16)

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 Excel 2007 Advanced - Page 60

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• PL
To ask a two input, what-if question we first have to select the relevant data, as
illustrated:
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SA

• Click on the Data tab and from within the Data Tools group click on the What-
If Analysis button. Select the Data Table command from the popup.

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 Excel 2007 Advanced - Page 61

• This will display the Data Table dialog box.

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•

•
cell C17.
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Click on the section of the dialog box called Row input cell, and then click on

Click on the section of the dialog box called Column input cell, and then click
on cell C18:
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SA

• When you click on the OK button, the what-if values will be inserted, as
illustrated below:

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 Excel 2007 Advanced - Page 62

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• PL
Save your changes and close the workbook.
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 Excel 2007 Advanced - Page 63

A first look at Pivot Tables

Creating a PivotTable
• Open a workbook called Pivot table. This contains the data from which you
wish to create your pivot table:

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PL
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• Click within the body of the data.
• Click on the Insert tab and from within the Tables group click on the
PivotTable icon.
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• You will see the Create PivotTable dialog box displayed.

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 Excel 2007 Advanced - Page 64

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• Click on the OK button to create your pivot table.

•
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Dropping data into the Pivot Table
Your screen will now look like this.
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SA

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 Excel 2007 Advanced - Page 65

• You will see a PivotTable Field List (on the right of your screen) which helps
you perform common tasks. As you can see in the above illustration, the
PivotTable Field List is launched automatically when you create your Pivot
Table. Let's put it to use.

• From within the PivotTable Field List, click on the Sales Person field.

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You should see it is displayed within the Row Labels section (bottom-right).
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• From within the PivotTable Field List, click on the Customer field.

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 Excel 2007 Advanced - Page 66

• You will see it displayed within the Row Labels section.

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• Drag the Customer item into the part of the Pivot Table labeled “Column
Labels”.

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SA

• From within the PivotTable Field List, click on the Total value field.

• You should see it displayed within the part of the Pivot Table labeled “Values”.

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 Excel 2007 Advanced - Page 67

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• When you have finished, the table should be as illustrated. As you can see, it is
a very powerful way of extracting and summarizing data:

PL
M
SA

Modifying data and refreshing the Pivot Table

• Following on from our previous example, you will notice that the Pivot Table was
created on a new worksheet (Sheet4), within your Excel worksheet.

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 Excel 2007 Advanced - Page 68

• Click on the Pivot Table Data worksheet tab (Sheet 1), so that your original
table of data is displayed.

• Make some changes, such as in this case change the value within cell D4, and
change the value from 1 to 10:

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• PL
Click on the worksheet tab containing your Pivot Table (Sheet4), and you may
notice that the Pivot Table has not been updated to take account of your
changed data:
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SA

• If necessary click on the PivotTable Tools tab in the ribbon which will display
Pivot Table related items.

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 Excel 2007 Advanced - Page 69

• From within the Data group of the ribbon, click on the Refresh icon and the
table will update to take account of your changed data.

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• Your screen should now look like this.

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SA

• Save your changes but leave the workbook open.

Grouping data within a Pivot table

• Following on from the previous example, let's say that Gina and Rowan are
working together as a team, and we want to group their sales together.
• First, we need to click on cell A10 (the cell containing the text Gina).

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 Excel 2007 Advanced - Page 70

• While depressing the Ctrl key we then need to click on cell A16 (the cell
containing the text Rowan).
• When you release the Ctrl key, both items should remain selected.

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•
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Right click over the selected cells and from the popup menu displayed select the
Group command.
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SA

• The screen will then change to display the grouped results, as illustrated:

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 Excel 2007 Advanced - Page 71

• Save your changes and close the workbook.

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 Excel 2007 Advanced - Page 72

Scenarios

Scenario Manager - an example

• Open a workbook called Scenario manager. This worksheet contains data for
calculating yearly payments on specific items this year and details expected
percentage increase in these costs. You may be interested in knowing how the
figures are affected if we make a range of assumptions about how each item
might increase:

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PL
• The cell E3 contains the formula =C3*D3%
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• The cell E4 contains the formula =C4*D4%
• The cell E5 contains the formula =C5*D5%
• The cell E6 contains the formula =C6*D6%
• The cell E7 contains the formula =SUM(E3:E6)
• The cell C7 contains the formula =SUM(C3:C6)
SA

• We are going to create scenarios for the following situations:

Staff Low - 2.5%

Staff Low, Energy High - 2.5%, 30%

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 Excel 2007 Advanced - Page 73

• Select the cells that you wish to change, in this case the range D3:D6.

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• Click on the Data tab and from within the Data Tools group click on the What-
If Analysis button. From the drop down list displayed, select the Scenario
Manager command.

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 Excel 2007 Advanced - Page 74

• If no previous scenarios have been created you will see the following dialog box:

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•
PL
Click on the Add button and the Add Scenario dialog box is displayed:
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SA

• Enter a name for the scenario you are about to create. In this case enter the
name Staff Low into the Scenario name text box and then click on the OK
button.

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 Excel 2007 Advanced - Page 75

• The Scenario Values dialog box will be displayed as illustrated:

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•
PL
The percentage rise in staff costs is located in cell D4 and we need to change
the contents of this cell. In the dialog box enter a low value, i.e. 2.5 in the text
box, next to $D$4.
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SA

• Click on the OK button and you will be returned to the main Scenario Manager
dialog box, as illustrated:

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 Excel 2007 Advanced - Page 76

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•
PL
Next we will add a second scenario where staff cost increases are low, but
energy costs increases are high. Click on the Add button and enter the name
for the next scenario, in this case Staff Low Energy High:
M
SA

• Click on the OK button, and change the two cells in the Scenario Values dialog
box as illustrated.

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 Excel 2007 Advanced - Page 77

I.e. in the $D$4 text box enter 2.5

I.e. in the $D$5 text box enter 30:

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• Click on the OK button. You will be returned to the main Scenario Manger
dialog box.

PL
M
SA

Showing a scenario
• We have set up two scenarios. To see the effect of one of these scenarios,
select the scenario from the main Scenario Manager dialog box.
• In this case, we have selected Staff Low Energy High.

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 Excel 2007 Advanced - Page 78

• Click on the Show button:

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•
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Viewing an alternative scenario
In this case, select the Staff Low scenario from the Scenario Manager and
click on the Show button. The data will change as illustrated:
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SA

Create a scenario summary

• Following on from the previous example, select Staff Low from the list of
scenarios and click on the Summary button (displayed within the Scenario

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 Excel 2007 Advanced - Page 79

Manager dialog box).

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This will display the Scenario Summary dialog box:

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• Make sure that the Scenario summary button is selected, and click on the OK
button. The summary will be automatically formatted and displayed, as
illustrated:
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 Excel 2007 Advanced - Page 80

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•
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Save your changes and close the workbook.
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 Excel 2007 Advanced - Page 81

Auditing

Tracing precedent cells

• Open a workbook called Auditing.
• To see the auditing tools available, click on the Formulas tab and look within
the Formula Auditing section.

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• Click on cell F15.
•

•
Formulas tab).
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Click on the Trace Precedents icon (within the Formula Auditing group of the

You will see the following displayed:

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SA

• Click on this icon again, and you will see the following:

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 Excel 2007 Advanced - Page 82

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• Click on this icon again, and you will see the following. As you can see each

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time your click on this icon, you go “one layer back”:
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SA

• Click on the Remove Arrows icon (within the Formula Auditing group of the
Formulas tab).

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 Excel 2007 Advanced - Page 83

Tracing the dependants of a cell

• Following on from the previous example, click on cell C6.
• Click on the Trace Dependents icon (within the Formula Auditing group of
the Formulas tab).

You will see the following:

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• Click on the Trace Dependents icon again and you will see the following:
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 Excel 2007 Advanced - Page 84

• Close the workbook without saving your changes.

Displaying all formulas within a worksheet

• Open a workbook called Display formulas.
• Select the table of data.

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You see the results of the calculations, rather than the formula displayed. Press
CTRL + ` (grave accent), the table will then look like this.
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TIP: If this does not work, you may be pressing the wrong keys. Click on the
Undo icon and try again after carefully examining your keyboard.

• Pressing this keyboard shortcut again will toggle back to showing the effects of a
formula rather that the formula itself.
• Close the workbook without saving your changes.

Adding comments
• Open a workbook called Comments.
• Select cell D8. Click on the Review tab and within the Comments group, click
on the New Comment icon.

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 Excel 2007 Advanced - Page 85

• This will display the Note dialog box.

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Enter your text in the Note box, in this case “This is a provisional figure”:
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• Click outside the box when finished.

Displaying comments
• Move your mouse and hover over the cell containing the comment - after a short
pause the comment will be displayed. There will be a small red marker in the
top right-hand corner of the cell to indicate that it contains a comment:

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 Excel 2007 Advanced - Page 86

Removing comments
• Right click on the cell containing the comment you want to delete.

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• From the shortcut menu displayed, select the Delete Comment command.

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• The small red marker in the top right-hand corner of the cell disappears.
• Click on the Undo icon to reverse this effect, before continuing.

Editing comments
• Right click on the cell containing the comment you want to edit.

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 Excel 2007 Advanced - Page 87

• From the shortcut menu displayed, select the Edit Comment command.

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• Edit the text in the Note box, in this case, add your name to the end of the
comment.
• Click outside the box when finished.
• Save your changes and close the workbook.
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 Excel 2007 Advanced - Page 88

Macros

Displaying the Developer tab

• The Developer tab may already be displayed at the top of your Excel screen. If
it is not displayed, click on the Office Button and then click on the Excel
Options button (displayed at the button-right of the dialog box).

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• Click on the Popular button and then select the Show Developer tab in the
Ribbon check box.

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• Click on the OK button to close the dialog box. You will now see the Developer
tab displayed, as illustrated.
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Recording and running macros

• Open a workbook called Macros. Currently this workbook contains data that is
formatted as Portrait but which would be better formatted as Landscape. You
will now proceed to create a macro to perform this task.
• Click on the Developer tab and from within the Code group click on the
Record Macro button.

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 Excel 2007 Advanced - Page 89

• You will see the Record Macro dialog box displayed.

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• Enter a name for the macro in the Macro name text box, in this case call it
Orientation.
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• The default description is displayed in the Description text box, and contains
the date and user name. Change this to say, “Changes from portrait to
landscape orientation".
• In the Shortcut key section of the dialog box, enter k as the keyboard shortcut.

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 Excel 2007 Advanced - Page 90

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• You need to decide where the macro will be stored. Click on the down arrow to

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the right of the Store macro in section of the dialog box. Your choices are:
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Personal Macro Workbook:

Use this option if you want the macro to be available within all Excel workbooks
on your computer. When you use Personal Macro Workbook to store your
macros, Excel creates a hidden personal macro workbook called Personal.xlsb
(if it doesn't already exist) and then saves the macro in the this hidden
workbook.

If you are using Excel 2007 on Windows XP then the Personal.xlsb workbook is
saved in the following folder and started automatically when you start Excel:

C:\Documents and Settings\user name\Application

Data\Microsoft\Excel\XLStart

If you are using Excel 2007 on Windows Vista then the Personal.xlsb workbook
is saved in the following folder and started automatically when you start Excel:

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 Excel 2007 Advanced - Page 91

C:\Users\user name\Application Data\Microsoft\Excel\XLStart

This Workbook:
If you select this option then the macro will be saved within the workbook you
are working on, but will not be available within other workbooks.

• In this case click on the Store Macro in drop down and select the Personal
Macro Workbook option (which will make the macro available within all your
Excel workbooks).

• To begin recording, select OK.

• We can now start performing the actions that we want the macro to record. In
this case, click on the Page Layout tab and from within the Page Setup group

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click on the Orientation icon. From the drop down list, select Landscape.

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• To stop recording, click Developer tab and from within the Code group click on
the Stop Recording icon.
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• The macro has now been recorded and stored within the workbook.
• Press Ctrl+F2 which is the keyboard shortcut to view the worksheet in Print
Preview mode. Your worksheet will be displayed in Landscape mode, because
you set it to landscape when you recorded the macro.

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 Excel 2007 Advanced - Page 92

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• Press the Esc key to return to the normal view.

• Manually reset the page orientation, by clicking on the Page Layout tab and

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from within the Page Setup group clicking on the Orientation icon. From the
drop down list, select Portrait. Press Ctrl+F2 to verify the page orientation,
and then press the Esc key to return to your normal view.
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• Press the keyboard shortcut to run your macro, in this case Ctrl+k. You should
find that if you view the worksheet in Print Preview mode that it changes to
Landscape view.

• Save your changes and close the workbook and then close Excel. You may see
the following dialog box, if so click on the Yes button.

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 Excel 2007 Advanced - Page 93

Lowering your macro security level

• You have recorded a macro, but by default Excel 2007 disables all macros. We
will temporally allow all macros to be run so that that we can run the macros
within the next few sections without problems.
• Start Excel.

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• Click on the Developer tab and from within the Code group of the Ribbon, click
on the Macro Security button.

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• This will display the Trust Center. Within the Macro Settings click on the
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Enable all macros setting and click on the OK button to close the dialog box.
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• Close Excel.

Customizing the Quick Access Toolbar

• Re-start Excel.
• Right click on the Quick Access toolbar. Within the menu displayed select the
Customize Quick Access Toolbar command.

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 Excel 2007 Advanced - Page 94

• You will see the Excel Options dialog box displayed. Make sure that the
Customize button is selected (down the left side of the dialog box). Click on

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the down arrow to the right of the Choose commands from section, and from
the drop down list select Macros (as illustrated).

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• You should see the Orientation macro within the left section of the dialog box.

• Select this macro and the click on the Add button. You will now see this macro
displayed within the right section of the dialog box.

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 Excel 2007 Advanced - Page 95

• Click on the OK button and you should see the macro displayed as an icon
within the Quick Access Toolbar, as illustrated.

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Changing the Quick Access Toolbar Macro icon
Right click on the Macro icon and you will see a popup menu.
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• Click on the Customize Quick Access Toolbar command. When the Excel
Options dialog box is displayed, select the macro within the right section of the
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dialog box.

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 Excel 2007 Advanced - Page 96

• Click on the Modify button (bottom right on the dialog box).

• This will display the Modify Button dialog box. Select an icon that you want to
use. In this case select the smiling face icon, and then click on the OK button to
close the dialog box.

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• Click on the OK button to close the Excel Options dialog box. You will see the
new icon displayed within the Quick Access Toolbar as illustrated.

Removing a macro icon from the Quick Access Toolbar

• Right click on smiling face icon within the Quick Access Toolbar and from the
toolbar displayed select the Remove from Quick Access Toolbar command.

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 Excel 2007 Advanced - Page 97

• The smiling face icon will no longer be displayed.

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Raising your macro security level
• Click on the Developer tab and from within the Code group of the Ribbon, click
on the Macro Security button.

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• This will display the Trust Center. Within the Macro Settings click on the
Disable all macros with notification setting and click on the OK button to
close the dialog box.
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• Close any open workbooks and then close Excel.

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