Sage Intelligence 100 Microsoft Excel Tips and Tricks

Sage Intelligence
100 Microsoft® Excel® Tips & Tricks
For Advanced Business Reporting in Microsoft® Excel®

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Sage Intelligence
100 Microsoft® Excel Tips & Tricks
For Advanced Business Reporting in Microsoft® Excel®

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100 Excel Tips & Tricks

CONTENTS
The Excel 2007 Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
The Office Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
The Quick Access Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Worksheet Navigation Made Easy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Range Selection Made Easy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The Home Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Font Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Wrap Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Copying Formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Insert Date Shortcut. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Pasting Paragraphs of Text Into a Single Cell. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Converting Negative Values to Positive Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Viewing Parts of Several Worksheets on One Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Keeping 00 in Front of Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Displaying Values That Are In Millions as Thousands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
AutoSum Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Fill Series. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Break Text Into Different Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Clear All From Cell/Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Sorting Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Multilevel Sorting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Using a Custom Sort Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Conditional Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Tracking Items in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Find & Select. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Select Visible Cells Only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

The Insert Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
PivotTable Concept and Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
. .
Changing Calculation Method of Subtotals in PivotTables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

A History of Spreadsheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Excel Version History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Customizing Sort Options in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grouping Fields in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grouping Data in a PivotTable by Days of the Week. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Filtering 0 Values in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Change the Source Data in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Clear a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculated Fields in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Field List in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the +/- Buttons in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Field Headers in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Subtotals in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Turn Off Individual Subtotals in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Grand Totals in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing the Report Layout in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Blank Rows in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
PivotTable Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
PivotCharts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Microsoft Excel Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. .
Create a New Excel Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Hidden and Empty Cells in an Excel Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Page Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. .
Print Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

24
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The Formulas Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Update Formulae Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Formula Auditing—Showing Cell Dependencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Finding the Cell with the Highest Value in a Range. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Rounding Numbers to the Nearest Whole Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Deleting All NonFormula Data on a Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Filter Date Transactions to Show Only Dates That Fall Between a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Converting Text Dates to Dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Combining Text From Multiple Cells Into One. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
An Alternative to VLOOKUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
. .
Inserting Symbols Into the Cell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Adding Criteria/Conditions to Your SUM Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
SUMIF Between Workbooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Calculating Positive and Negative Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Using CTRL as a Function Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Add-Ins. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Naming a Range using Column Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Name a Range of Cell/Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Use Named Ranges in Formulae. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Filtering Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Clearing All Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Removing Duplicates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Splitting Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
. .
Using Data Validation to Ensure the End Date is Greater Than the Start Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Circling Invalid Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

The Review Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Protecting Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
. .
Being Able to Edit Certain Cells on a Protected Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Hide Formula on a Protected Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
. .
Password Protection and Read Only Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Top Reasons to Use Microsoft Excel 2007. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
The View Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Recording Macros. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Saving Workbook With a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Developer Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Macro Security Levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Sorting Worksheets in Alphabetical Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Opening a Workbook on a Specific Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Copy and Save a Worksheet Into a New File Automatically. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Removing Embedded Hyperlinks With Visual Basic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Using Group and Outline on Protected Worksheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Assigning a Macro to the Quick Access Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Using Programs outside of Microsoft Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
PowerPoint to Microsoft Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Copying Microsoft Excel Data to Microsoft Word. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

GLOSSARY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

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1. How do you minimize the Ribbon?

The Excel 2007 Interface

If you want more space on your screen for your worksheets, you can minimize the Ribbon.

The new user interface makes use
of the Ribbon. The Ribbon contains
all the commands previously located
in the complex toolbar and menu
system, but now located in one place.

• Right-click on any of the tabs (for example, Home, Insert)

The Office Button

• Select Minimize the Ribbon

2. How do you move the Quick Access Toolbar?
• Right-click over the Quick Access Toolbar
• Select Show Quick Access Toolbar Below the Ribbon or Above the Ribbon

(dependent on the current location)

3. How do you customize the Quick Access Toolbar?

In the top left corner of the Microsoft
Excel application is the Office Button.
Selecting this button brings up a popup menu that allows you to do all the
document functions that were found
in the old menu file functions, namely:
• Open
• New

• Right-click on the Quick Access Toolbar

• Save

• Select Customize Quick Access Toolbar

• Save As

• Select the desired Choose Commands From

• Print

• Select the Commands you want on the Quick Access Toolbar

• Prepare

• Select Add

• Send

• Repeat until all the commands you want are on the Quick Access Toolbar

• Publish

• Select OK

• Close

It also contains the Microsoft Excel
Options previously contained in
Microsoft Excel 2003 in the Tools,
Options Menu.

The Quick Access Toolbar
The Quick Access Toolbar, by default,
is located above the Ribbon, next to
the Office Button. This toolbar contains
commands that are independent of the
Ribbon tab that is currently displayed.
You can move the Quick Access
Toolbar from one of the two possible
locations, and you can customize
the toolbar by adding buttons that
represent commands, including
assigning your macros to icons.
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Working with Worksheets
Worksheet Navigation
Made Easy
Often, you may have multiple
worksheets in a workbook and
struggle to quickly navigate to a
particular worksheet.
Microsoft Excel does provide
navigation arrows on the bottom
left of the screen. By simply clicking
on these arrows, you can scroll to
worksheets on the left or right.
Navigation Arows

4. How do you quickly navigate between worksheets?
• Right-click on any of the navigation arrows
• You will get a list of all the worksheets in the current workbook
• Select the desired worksheet
• You will be navigated to that worksheet

5. How do you select a column with only two keystrokes?
• Select any cell in the column you would like to select
• Press Ctrl + Space Bar

6. How do you select a row with only two keystrokes?
• Select any cell in the row you would like to select
• Press Shift + Space Bar

However, when you have quite
a few worksheets, it can be time
consuming to use these navigation
arrows.
The “right-click method” can speed
this up.

Range Selection Made Easy
It can be time consuming to use your
mouse to select a range of cells,
especially if it is something you need
to do regularly (for instance, as a
source for charts or PivotTables).
To speed up this process, you can
use Ctrl + Shift + *

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7. How do you quickly select a range of cells?
• Select any cell in the range of cells
• On the keyboard, press Ctrl + Shift + *


8. How do you quickly open the Format dialog box?
• On the keyboard, press Ctrl + 1

9. How do you quickly wrap text in a cell?
• Enter in the desired text
• Press Alt + Enter
• Press Enter

10. How can you quickly copy formatting?
• Select the cell with the desired applied formatting
• From the Home tab, in the Clipboard group, double-click

on the Format Painter button

The Home Tab
Font Themes
Built into Microsoft Excel 2007 are
themes that group together colors,
and so on. These are available
depending on the choice you make.
They are used in a number of places
such as when you select the font or
color buttons in the Font group on
the Home Ribbon.

Wrap Text
There is a very nice keyboard
shortcut to Wrap Text. Simply use
your Alt + Enter key.

• Select any cell you would like to apply the formatting to
• Press Esc

11. How do you quickly insert the date?
• Hold down the Ctrl button and then press ; (semicolon) on the keyboard

Copying Formatting
To help speed up the copying of
formatting you can use the Format
Painter button.

Insert Date Shortcut
Rather than typing out the date in a
cell, you can use a keyboard shortcut
to insert the current date instantly.

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The Home Tab
Pasting Paragraphs of Text
Into a Single Cell
If you have text that is in a text
program (for instance, Microsoft
Word) and would like to copy and
paste it to Microsoft Excel, by
default Microsoft Excel separates the
information into different cells based
on the paragraph marks.
In Microsoft Word

12. How do you paste paragraphs of text into a single cell?
• Copy the desired text from the text program (Microsoft Word)
• Select the desired cell in Microsoft Excel
• Press F3 on the keyboard
• Select Paste
• Press Enter

13. How can you quickly copy text?
• Select the desired text
• From the keyboard, press Ctrl + C

14. How do you convert negative values to positive values?
Pasted into Microsoft Excel

• In a blank cell, enter in the value -1
• Select the cell with the value -1
• Select Copy

Pasted into Microsoft Excel using F2

• Select the desired range with negative values
• Right-click on the selected range
• Select Paste Special

By using the below method, you are
able to paste the text into a single
cell in Microsoft Excel.

Converting negative values
to positive values

• Under the Operation group, select Multiply
• Select OK
• Your values are now converted to positive values

Before:

This tip allows you to quickly convert
a range of negative numbers into
positive numbers, without having to
edit each cell.

After:

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15. ow do you view parts of several worksheets
H
on one worksheet?
• Select the desired range to be copied
• Right-click the selected range, select Copy
• Navigate to the destination worksheet
• From the Home tab, in the Clipboard group, select the down arrow under Paste
• Select As Picture, Paste Picture Link
• Your object (picture) will now be pasted and can be resized as desired
• Repeat the above steps for additional objects

The Home Tab
Viewing Parts of Several
Worksheets on One Worksheet
One worksheet can be used to view
several individually separate and
distinct areas. This can be done using
the Paste Picture Link option.
There are a few options when
consolidating information from multiple
worksheets. The option for this tip
enables you to paste the copied cells
as objects (pictures). Pasting them
as objects is useful as you can resize
the objects. This tool is helpful when
needing to print multiple areas of a
workbook onto one worksheet or
creating a dashboard summarizing
parts of the workbook.

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100 Excel Tips Tricks

The Home Tab
Keeping 00 in Front of Values
Using a custom format allows you
to keep the full number and not lose
any leading zeros.
Before:

16. How do you keep 000 in front of values?
• Select the desired cell/cells
• Right-click on the selected cell/cells
• Select Format Cells
• Select the Number tab
• Under Category, select Custom
• In the Type box, enter 000
• Select OK

After:

17. How do you format your dates to show the period number?
Formatting Your Dates to Show
the Period Number


By using a Custom Format, you can
show the period of the date (in this
case the month) without changing
the date in the field.


Before (dates in March 2007):

• In the Type box, enter m

• Select OK

After (using a Custom Format):

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18. How do you display values that are millions as thousands?
• In the Type box, enter 0
• Select OK

The Home Tab
Displaying Values That Are In
Millions as Thousands
Sometimes every figure in a
spreadsheet is in the thousands, tens
of thousands, or even in the millions.
By rounding the figure to smaller,
representative figures, you can save
space.
Before:

After:

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The Home Tab
AutoSum Button
The AutoSum button has the most
common functions plus the option
to select More Functions, which
opens the Insert Function dialogue
box. You can also key the keyboard
shortcut Alt + = to do the SUM
function.

Fill Series
The series option calls up a dialogue
box that allows you to select how the
series fills the selected cell; for example,
you may want to incrementally increase
the date by a month in a range of cells.

19. How do I quickly sum up numbers?
• Select the cell where you would like the result to appear
• From the keyboard, press Alt + =

20. How do I fill a range of dates/months?
• Enter the start date in your first cell
• Select the cells you want to fill, including the first cell
• From the Home tab, in the Editing group, select the Copy Down button
• Select Series
• In Type box select Date
• In the Date Unit box select Month
• Select OK

21. How do you fill a range of text or formula?
• Select the range of cells to be filled
• Enter in the desired text or formula into the cell
• Press Ctrl + Enter

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22. How do I break text into different rows?
• Select the range of columns you would like to fit the text to
• From the Home tab, in the Editing group, select the Fill icon
• Select Justify
• Select OK

23. How do you Clear All from a cell?
• Select the cells you want to clear
• From the Home tab, in the Editing group, select the Erase icon
• You have the option to Clear All, Formats, Contents, or Comments

The Home Tab
Break Text Into Different Rows
In earlier Microsoft Excel releases,
it was challenging to arrange lines
in a readable layout, but Microsoft
Excel 2007’s new Editing, Fill, Justify
feature makes it easier.
In the below example, the text is
flowing over to column G. You would
rather have the text from columns A
to D. Justify will automatically break
the text.

24. How to Clear a range of cells using the Fill Handle?
• Select a range of empty cells
• Select the Fill Handle
• Drag it back over the area you would like to clear
• If you also want to clear the formats in the cells, just hold down the Ctrl key as you

drag the fill handle back over the selection
Before:

After:

Clear All From Cell/Cells
Clear All clears the contents and/or
the formatting of a cell.

Believe it or not, you can do it by
dragging the fill handle backwards.

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The Home Tab
Sorting Data
You can access the sort functionality
through the Sort and Filter icon in
the Editing group on the Home tab
of the Ribbon. There is also sort
functionality located on the Data tab
of the Ribbon.
Depending on the type of data you
are in when you select the Sort
Filter icon, the sort option will differ.
For example, for dates it will read
earliest to latest, while for numbers it
will state smallest to largest.

25. How do you quickly sort a column of data?
• Select a cell in the column you wish to sort
• From the Home tab, in the Editing group, select Sort Filter
• Select the Sort A to Z or the Sort Z to A icon

26. How do you apply multilevel sorting?
• Select any cell within the data list you wish to sort
• Select Custom Sort
• Select the drop-down arrow in the Sort by box and select the desired column
• Select the drop-down arrow in the Sort On box and select the desired option
• Select the drop-down arrow in the Order box and select the desired option
• Select the Add Level icon to specify the next sort column

Repeat steps 3 to 5
• Repeat steps 6 and 7 for subsequent sort columns
• To change the order of the sort, use the Arrow buttons to move the sort items

up or down
• Select OK

27. How do you create a Custom List?
Multilevel Sorting
Multilevel sorting allows you to sort
up to 64 columns or levels at a time.

• Select the desired list in Microsoft Excel
• Select the Office Button
• Select Excel Options
• Select the Popular category
• In the section Top options for working with Excel
• Select Edit Custom Lists

In the Custom Lists dialogue box, select Import
• The copied list is pasted to the list entries box

Using a Custom Sort Order
The Custom List feature allows the
user to define a specific sort order.
This can be useful when sorting
a column in an order that is not
alphanumeric.

• Select OK, OK

28. How do I sort based on a Custom List?
• Select any cell within the data list you wish to sort
• Select Custom Sort, select the desired Column and Sort On
• Select the drop-down arrow in the Order box and select Custom List, select the

desired Custom List
• Select OK, OK

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29. How can you add icon conditional formatting?
• Select the desired cell or range
• From the Home tab, in the Styles group, select Conditional Formatting;

a drop-down box appears
• Select Icon Set
• Select the desired option

30. How do you highlight duplicates?
• Select the desired cell or range
• From the Home tab, in the Styles group, select the drop-down arrow under

Conditional Formatting
• Select Highlight Cells Rules
• Select Duplicate Values
• Select the desired Format
• Select OK

The Home Tab
In Microsoft Excel 2003, Conditional
Formatting was limited to three
conditions per cell; in Microsoft
Excel 2007 you may have as many
conditions as you like. Another
limitation in Microsoft Excel 2003
was that only one condition per cell
could be true, so according to the
order of the conditional formatting,
the first true condition would be
indicated; however, you can control
this in Microsoft Excel 2007.
Highlight Cell Rules :
• Greater Than
• A Date Occurring
• Duplicate Values

Top/Bottom Rules:
• Bottom 10%
• Above Average
• Below Average

Data Bars:

Color Scales:

Icon Sets:

The parameters of the Conditional
Formatting can be customized by
selecting More Rules from any of the
pop-up dialogue boxes.

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The Home Tab
Tracking Items in Excel
Many people use Excel to keep
track of things. In the past (pre-Excel
2007) people probably would put
something together like the below:

31. How do you use Conditional Formatting to track items?
• Select the desired range of cells

• Select Icon Sets
• Select the one with the Tick, Exclamation mark and X

• Select Manage Rules
• Select Edit Rule
• Select Show Icon Only check box, select Apply, OK

Excel 2007 provides great new
conditional formatting rules, which
allow automatic display of nicely
formatted icon sets.

As Excel best understands values,
it is best to set up the spreadsheet
with 1 for people who attended and
0 for people who didn’t attend.

Apply Conditional Formatting using
Icon Sets.

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32. How do I select visible cells only?
• Select the range of cells
• From the Home tab, in the Editing group, select Find Select
• Select Go To Special
• Under Select, select Visible cells only
• Select OK
• On the Home tab, in the Clipboard group, select Copy
• Activate the worksheet you want to copy it to
• On the Home tab, in the Clipboard group, select Paste

The Home Tab
Find Select
The Find Select button has
shortcuts to many of the options
found in the Go To Special dialogue
box previously found in Microsoft
Excel 2003 in the Edit, Go To Menu.

Select Visible Cells Only
There are times when you need
to copy the visible data only. An
example of this is when you need to
copy Subtotals that have hidden
rows and columns and you want to
copy only the visible data. A normal
copy and paste includes the hidden
data, which can then be unhidden.

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The Insert Tab
PivotTable Concept and
Layout
Microsoft Excel 2007 no longer uses
the PivotTable Wizard. A single
dialogue box allows you to select the
data range (if it was not preselected),
to use external data, and also to
select whether to insert the PivotTable
in an existing worksheet or create a
new worksheet.

33. How do you create a PivotTable?
• Select any cell in the data list
• From the Insert tab, in the Tables group, select PivotTable
• Make sure that Select a table or range is selected
• Make sure your data is listed in the Table/Range box
• Select where you want the PivotTable to go, either in an existing worksheet or

its own new worksheet
• Select OK
• A blank PivotTable is now displayed
• In the Field List select the fields you want in the Row Area and either drag them into

the row area on the PivotTable or into the Row Labels area on the Field List box
• Repeat for columns, page area/filters, and data fields

At this point a blank PivotTable is
inserted with the PivotTable Field List
located to theright of the Microsoft
Excel workspace.

20 of 76


34. How do you change the calculation method of subtotals?

The Insert Tab

• Select the Value field you wish to change the calculation of in the PivotTable
• From the Options tab, in Active Cell group, the Active Field, select Field Settings

(you can also double click on the field)
• Select the calculation method you would like to change it to (for instance, Count,

Average etc.)
• Select OK

35. How do you create a custom calculation?
• Select the Value field you wish to change the calculation of in the PivotTable

Changing Calculation Method
of Subtotals in PivotTables
By default Microsoft Excel sets a field
to SUM if it is in the data area and
contains numbers; if it contains text
then it is set to COUNT. You can,
however, change these calculation
methods as follows:

• From the Options tab, in Active Field group, select Field Settings (you can also

double click on the field)
• Select the Show Values As tab in the Value Field Settings dialogue box
• Select the drop-down arrow for Show values As and select tthe necessary method
• Select OK

Custom Calculations
in PivotTables
There is a second tab on the Value
Field Settings that allows you to
select how the calculation are shown
(this is the Custom Calculation
functionality in Microsoft Excel 2003).
For example, you may wish to see the
figure as a percentage of the total.

21 of 76


Did You Know?
• There are hundreds of ready-made

templates on the Microsoft Excel
website that you can download
for free. Available categories
include brochures, calendars,
expense reports, sports
schedules, and more.
• Where Excel 2003 had over

65,000 rows and 256 columns,
Excel 2007 has over 16,000
columns and over 1 million rows!
• In May 1996, more than 30 million

people were already using Excel
worldwide.A
A-http://www.thocp.net/companies/microsoft/
microsoft_company_part2.htm

A History of Spreadsheets
1952—First noncomputerized reference to the term “spread sheet” listed in Dictionary For
Accountants and refers to a worksheet providing a two-way analysis of accounting data—
an accounting matrix in which the columns and rows constitute either debit or credit sides
respectively or reverse.
Early ‘60s—Professor Richard Mattessich pioneered computerized spreadsheets for
business accounting, applying computerized spreadsheets to accounting and budget
systems written on a mainframe computer in FORTRAN IV.1
1969—1971 Rene K. Pardo and Remy Landau develop LANPAR spreadsheet compiler.
Pardo and Landau file a patent covering a recalculation algorithm, which is initially rejected.
After 12 years of appeals it is granted and becomes the world’s first software patent.2
1979—Dan Bricklin and Bob Frankston release VisiCalc for the Apple II computer system.
VisiCalc helps the Apple II bridge the gap from hobbyist users to businesses that need a
useful financial analysis tool, which helped propel Apple as a successful business. While not
the first spreadsheet program, its combination of features and affordability helped it become
the first popular spreadsheet program. VisiCalc had 254 rows and 63 columns.3
1980—SuperCalc is developed by Sorcim and is notable for being one of the first
spreadsheet programs capable of solving circular references (that is, cells that depend
on one another’s results).4
1981—Lotus 1-2-3 hits the market and is the IBM PC’s first “killer app” (as VisiCalc was
for the Apple II). Designed primarily to combine visual graph functions with spreadsheet
applications, 1-2-3 was faster, more powerful, and easier to learn than VisiCalc, giving IBM
great success in the PC arena.
1982—Microsoft’s MultiPlan is launched. Designed to compete against VisiCalc, Microsoft’s
first spreadsheet program was its first foray into the realms of business applications. While
being outsold by Lotus 1-2-3 in the United States, Multiplan sold well overseas, giving
Microsoft a solid platform for future international growth.
1984—AppleWorks—one of the first packages that contained an integrated suite of
products, AppleWorks included a spreadsheet module that could work seamlessly with all
other modules, such as the word processor. AppleWorks was so popular for a time it even
overtook Lotus 1-2-3 in industrywide sales charts. It was one of the first applications to use
menu bars rather than a command line interface.5
1985—Microsoft Excel first appears for the Macintosh platform.

http://www.cs.umd.edu/class/spring2002/cmsc434-0101/MUIseum/applications/spreadsheethistory1.html
http://en.wikipedia.org/wiki/Spreadsheet
3
http://www.danbricklin.com/firstspreadsheetquestion.htm
4
http://en.wikipedia.org/wiki/SuperCalc
5
http://apple2history.org/history/ah19.html
1
2

22 of 76


Excel Version History
VERSION

COMMENTS

1—1985

Version 1, for the Macintosh, was released. Version 1.0.6 and 1.5 are
released over the course of the next three years.

2—1987

The first Windows version. Labeled “2” to correspond to the Mac version,
it included a run-time version of Windows.

2.2—1989

Excel 2.2 for Macintosh includes the ability to apply different styles within
a single document and a 40% increase in calculation speed.

3—1990

Included workbooks, toolbars, drawing capabilities, outlining, add-in
support, 3D charts, and many more new features.

4—1992

Released for Windows 3.1, it becomes the first “popular” version due to
the widespread use of Windows 3.1.

5—1993

A major upgrade included multisheet workbooks and replaced Excel
Macro language with Visual Basic.

7—1995*

Known as Excel 95. The first major 32-bit version of Excel,**
which is very similar to Excel 5 in relation to features.

8—1997

Known as Excel 97. A new interface for VBA developers, UserForms,
data validation, and more.

9—1999

Known as Excel 2000. Can use HTML as a native file format, “self-repair”
capability, enhanced clipboard, pivot charts, modeless user forms,
digital signing of macros.

10—2001

Known as Excel 2002, this is part of Office XP. It has a long list of new
features, perhaps the most significant of which is the ability to recover
your work when Excel crashes.

11—2003

Microsoft Office Excel 2003. The new features in this version include: (a)
Improved support for XML, (b) A new “list range” feature, (c) Smart Tag
enhancements, and (d) Corrected statistical functions.

12—2007

Microsoft Excel 2007. A major overhaul to the standard Office interface
with the introduction of the “Ribbon,” changes made to the standard
file extensions for Office documents, extended conditional formatting
features, increased business intelligence functionality, and much more.

Importance of
Spreadsheet Security
Typing errors can lead to inaccurate
information, which can have a
devastating effect on business
• Nevada, USA, 2006: Incorrectly

typed formulae led to a $5 million
discrepancy in budgetary figures.A
• Northern Territory, Australia, 2005:

A manual error in a departmental
spreadsheet led to a AUS$200
million mistake in government
funding figuresB
Excel 2007 is rich with security and
error-checking features, such as
formula evaluation, cell precedent
and dependence tracking, data
validation, and the ability to track
changes made to the sheet.
Combined, these features help give
you the peace of mind about the
data you use to make your decisions.
In addition, automated business
intelligence tools, such as the
Alchemex product range, remove
a large proportion of the manual
aspects of report creation, avoiding
the opportunity for typing errors.
Excel and Alchemex can save your
business time and money, giving you
peace of mind.
A-http://www.nevadadailymail.com/story/1135458.html
B-http://www.abc.net.au/news/newsitems/200506/
s1394937.htm

* here is no Excel 6. Beginning with Excel 7, the version numbering was changed so all of the Microsoft Office applications would have the same
T
version number.
**There was also 32-bit version of Excel 5, but it was not widely distributed

23 of 76


The Insert Tab
Customizing Sort Options in a
PivotTable
Adding your own custom sort options
can make your PivotTable even easier
to read.
Often you need to sort your PivotTable
in month order, but normal sorting
sorts your months in alphabetical order
and not month order.

36. How do you apply a Custom Sort when sorting a PivotTable?
• Select any cell in the column you would like to sort in the PivotTable
• Select Custom Sort
• Select More Options
• Deselect, Sort automatically every…
• From the drop-down arrow, select the sort order (for example, Jan, Feb, Mar)
• Select OK

37. ow do you default your PivotTable to sort based on the
H
Custom List?
• From the Options tab, in the PivotTable group, select Options
• Select the heading tab Tools Filters
• Select Use Custom List when sorting

From PivotTable options, you can
also set the PivotTable to use the
Custom List by default.

24 of 76


38. How do you Group Dates in a PivotTable?
• Select the Field (Date) you wish to group
• From the Options tab, in the Group group, select Group Field
• The Grouping dialogue box appears, displaying dates or times
• Enter the starting and ending information in the fields provided
• In the By list, select the option you wish to group By (for example, Months)
• Select OK

The Insert Tab
Grouping Fields in a PivotTable
The group and ungroup functionality
is located on the Options tab, in the
Group group. The function operates
the same way as for Microsoft Excel
2003. You can also right-click to
access this function.

39. Is there a quick way to Ungroup Dates?
• To Ungroup Dates, select the Field (Date) you wish to Ungroup
• From the Options tab, in the Group group, select Ungroup

40. How do you Group Dates by weeks?
• Select the Date field in the PivotTable
• From the Options tab, in the Group group, select the Group Selection button
• Under By, select Days
• Next to Number of Days, select 7

Grouping Data in a PivotTable
by Days of the Week
Extending PivotTable functionality
even further, data can be grouped
into preset categories such as days
of the week.

• Select OK

Days

7

25 of 76


The Insert Tab
Filtering 0 Values in a PivotTable
It is possible to now show any 0
values in your PivotTable. To do this
you can apply an AutoFilter.

41. How do you ensure that 0 values do not show in the PivotTable?
• Select the cell to the right of the last heading on the PivotTable
• From the Data tab, in the Sort Filter group, select Filter
• Select the drop-down arrow from the Value heading (for example, Sum of Product Sale)
• Deselect 0
• Select OK

42. How do I change the Source Data?
• Select any cell in the PivotTable
• From the Options tab, in the Data group, select Change Data Source
• Select the new Data Source
• Select OK

Change the Source Data
in a PivotTable
Once you have created your PivotTable,
you may decide that you would like to
refer to a different data source.

43. How do you clear all filters from a PivotTable?
• From the Options tab, in the Actions group, select Clear

Clear a PivotTable
You may want to clear all the fields
on the PivotTable to start again.
A very nice new feature in Microsoft
Excel 2007 is that if you have applied
multiple filters on the fields in the
PivotTable and you wish to view all
the data, you can clear all filters.

26 of 76


44. How do you create a Calculated Field in a PivotTable?
• From the Options tab, in the Tools group, select Formulas
• Select Calculated Field from the drop-down menu
• In the Name box enter the new name
• Select the field the calculation is based on in the Field List
• Select Insert Field

The Insert Tab
Calculated Fields in a
PivotTable
Selecting Formulas calls up the same
Insert Calculated field dialogue
box as Microsoft Excel 2003.

• In the Formula box, create the formula
• Select Add
• Select OK

45. How to you show or hide the Field List?
• From the Options tab, in the Show/Hide group, select Field List

46. How do you use the Hide and Show buttons?
• From the Options tab, in the Show/Hide group, select +/- Button

47. How do you remove the Field Headings from the PivotTable?
• From the Options tab, in the Show/Hide group, select Field Headers

The Field List in a PivotTable
You will need to use this button if you
close your Field List and then need to
make some changes.

Using the +/- Buttons in a
PivotTable
Hide and Show detail is now located
in the PivotTable as a small plus (show
detail) or minus (hide detail) icon.
You can switch the Show/Hide
button off, by selecting the below
button from the Options tab, in the
Show/Hide group.

Using Field Headers in a
PivotTable
This option removes the headings
from the PivotTable.

27 of 76


The Insert Tab
Using Subtotals in a PivotTable
In Microsoft Excel 2007 there is a
shortcut for turning the Subtotals on
and off. This, however, applies to all
the Subtotals and switches them all
off or on.

48. How do you turn off all Subtotals?
• From the Design tab, in the Layout group, select Subtotals
• Select Do Not Show Subtotals

49. How to do you turn off individual Subtotals?
• Right-click on the desired field
• Select the Subtotal “fieldname”

50. How do you turn off all Grand Totals?
• From the Design tab, in the Layout group, select Grand Totals

The Tabular form of the PivotTable
Layouts does not allow for the
subtotals to be shown at the top.

Turn Off Individual Subtotals
in a PivotTable
To turn off individual subtotals you
still need to go to the field settings for
that field.

Using Grand Totals in a
PivotTable
There is a quick way to change
how the grand totals are displayed.
This will be applied to the entire
PivotTable.

28 of 76

• Select Off for Rows and Columns


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29 of 76


The Insert Tab
Changing the Report Layout
in a PivotTable
By default, Microsoft Excel uses
Compact Form for your PivotTable.
When using Compact Layout,
you lose access to each of the field
headings. You can access them by
selecting the down arrow next to the
main row heading and then changing
the Selected Field box. You will
also not be able to double click to
access the Field Settings.
To view the PivotTable as you would
in Microsoft Excel 2003, choose
Show in Outline Form.

51. Where do you go to change the PivotTable Report Layout?
• From the Design tab, in the Layout group, select Report Layout

52. How do you insert Blank Rows after each item?
• From the Design tab, in the Layout group, select Blank Rows
• Select Insert Blank Line after each Item

53. How do you apply a PivotTable style?
• From the Design tab, in the PivotTable Styles group, select one of the visible styles

or scroll through all the available styles
• You can also select the More button, to view the Styles
• You also have the option to create your own PivotTable Style at the bottom of the gallery,

which displays the New PivotTable Style dialogue box

Using Blank Rows in a
PivotTable
To space out a PivotTable, you can
choose to insert blank lines after
each item.

PivotTable Styles
In Microsoft Excel 2003, you could
apply AutoFormat to the PivotTable.
In Microsoft Excel 2007 you can
change the style of a PivotTable by
using a gallery of styles. To remove
a format, select Clear at the bottom
of the list. You can only delete your
custom PivotTable styles.

30 of 76


54. How do you create a PivotChart from a PivotTable?
• Select any cell within the PivotTable report
• From the Options tab, in the Tools group, select the PivotChart icon
• Select the ChartType
• Select OK
• You can now edit your chart by using the chart type and other options

55. How do you create a PivotChart from scratch?
• Select a cell in the data list
• From the Insert tab, in the Tables group, select the drop-down arrow

below PivotTable
• Select PivotChart from the drop-down list
• Make sure that the selected data range is correct and select OK
• Use the PivotTable Field List to create the PivotChart

The Insert Tab
PivotCharts
PivotCharts are much easier to
create and use in the new user
interface. The filtering functionality
is made much easier, and there
are specific PivotChart tools and
context menus available so that you
can analyze the data in the chart.
You can now change the layout,
style, format, and its elements the
same way that you can for a regular
chart. In Microsoft Excel 2007, the
chart formatting that you apply is
preserved when you make changes
to the PivotChart.
As you change the PivotChart, its
associated PivotTable changes and
vice versa. There is a new PivotChart
Filter Pane that gives you access
to your chart fields for filtering. You
can move the PivotChart to another
location (for instance, a new worksheet
using the Move Chart function).
When creating a PivotChart, make
sure your PivotTable report has at
least one row field to become the
Category field in the PivotChart
report, and a Data field to become
the Series field.

31 of 76


The Insert Tab
Microsoft Excel Charts
With Microsoft Excel 2007, charts
have a new look; layouts use different
fonts and colors. The Ribbon
interface has a Chart group, which
becomes visible once a chart has
been generated.
Once you have selected your chart
type, the chart is automatically
embedded in the worksheet, and
whenever you select the chart, the
Chart Ribbon will be available on the
Ribbon.

Create a New Excel Chart
To easiest way to create a chart is to
select the data table and then select
the Insert tab. In the Charts group
select the chart type you require.

Hidden and Empty Cells
in an Excel Chart
Selecting the Hidden and Empty
Cells button allows you to determine
how the graph deals with blank
spaces in your data. You have the
option to show them as gaps, as
zeros, or to smooth the graph over
the gaps.

32 of 76

56. How do you create a Chart with a shortcut key?
• Select the range you would like to Chart
• A new worksheet will be inserted with the Chart

57. How do you have an empty cell show as a zero in a chart?
• Select the Chart
• From the Design tab, in the Data group, select Select Data
• Select Hidden and Empty Cells
• Select Zero
• Select OK, OK


58. How do you change margins in Excel 2007?
• From the Page Layout tab, in the Page Setup group, select Margins
• Select the desired setting
• If you select Custom Margins, you get the Microsoft Excel 2003 Page Setup

dialogue box and you can manually adjust the margins
• Select OK

59. How do you insert a Page Break?

The Page Layout Tab
Page Breaks
There is no need to change your view
to Page Break Preview to insert
Page Breaks. Please ensure you are
in column A when you are inserting
a Page Break. You can also select
Remove Page Break to remove a
page break.

• Select the cell in column A, below to where the Page break must appear
• From the Page Layout tab, in the Page Setup group, select Breaks
• Select Insert Page Break

60. How do you remove a Page Break?
• Select the cell in column A, below the Page Break to be removed

Print Titles

• From the Page Layout tab, in the Page Setup group, select Breaks

This is not a new feature in Microsoft
Excel 2007, but it is now found in
the Page Setup group. Print Titles
are a fantastic tool when you need
to repeat a certain column or row on
each printed page.

• Select Remove Page Break

61. How to you repeat a row when printing a worksheet?
• Determine which row is to be repeated
• From the Page Layout tab, in the Page Setup group, select Print Titles
• Select the Collapse Dialogue button in the Rows to Repeat at Top
• Select the desired row
• Press Enter
• Select OK

33 of 76


The Formulas Tab
Using Functions
Functions are available on the
Formulas tab. You can insert
a function by using the Insert
Function icon or use the Function
Library group, which lists the
available functions in logical
groupings (for instance, Financial).

Update Formulae Manually
When there are a number of formulas
on a worksheet, especially if there
is a lot of data to be referenced,
changing one formula can slow
the application down substantially.
By using the option to manually
recalculate, you can bypass this
recalculation and avoid the delay. You
can then choose to manually update
your formulae.

62. How do you set your formulas to update manually?
• Select the Microsoft Office button
• From the bottom right, select Excel Options
• Select Manual
• Select OK

63. ow do you trace cells that are preceding or dependant on
H
the current cell?
• To trace all cells that are preceding:
• Select the desired cell
• From the Formulas tab, in the Formula Auditing group, select Trace Precedents
• If the Precedent cells are found on another worksheet, you get a dotted line
• Double click on the dotted line, select the reference, select OK
• To trace all dependant cells:
• From the Formulas tab, in the Formula Auditing group, select Trace Dependents
• To remove all the arrows:
• From the Formulas tab, in the Formula Auditing group, select Remove Arrows

Formula Auditing—Showing
Cell Dependencies
Some spreadsheets can get very
complicated, with many cells relying
on other cell calculations to deliver
information, and a change of one cell
can have dramatic effects. Formula
Auditing shows you which cells are
connected.

34 of 76


64. ow do I create a Formula that will find a cell with the
H
highest value in a range?
• Open Microsoft Excel
• Select the desired result cell
• Enter in the below:

=ADDRESS(MATCH(MAX(D:D),D:D,0),4,4)
=ADDRESS(MATCH(MAX(“Column to calculate max”), Column to find the max,
finds the first value that is exactly equal), use column D (4) as the result reference,
use relative reference)
MATCH

MATCH(lookup_value,lookup_array,match_type)
The MATCH function returns the row number of the highest value.

The Formulas Tab
Finding the Cell With the
Highest Value in a Range
At times you may be working with
data where you need to find the
maximum value. To do this, you can
sort or use the MAX function. You
may not want to sort the column and
are looking for the MAX value, but
would like to know the cell address
that contains the maximum value.
Example

Lookup_value:
Is the value you use to find the value you want in a table. Lookup_value
can be a value (number, text, or logical value) or a cell reference to a
number, text, or logical value.
Lookup_array:
Is a contiguous range of cells containing possible lookup values.
Match_type:
Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel
matches lookup_value with values in lookup_array. If match_type is
0, MATCH finds the first value that is exactly equal to lookup_value.
Lookup_array can be in any order.
ADDRESS

ADDRESS(row_num,column_num,abs_num,a1,sheet_text)
The ADDRESS function returns the cell address of the highest value.
Row_num:
Is the row number to use in the cell reference.
Column_num:
Is the column number to use in the cell reference.
Abs_num:
Specifies the type of reference to return. 1 - Absolute, 2 - Absolute row;
relative column, 3 Relative row; absolute column, 4 - Relative

MAX

MAX(number1,number2,...)
Number1, number2:
Are 1 to 255 numbers for which you want to find the maximum value.

35 of 76


The Formulas Tab

65. How do you round a number to the nearest whole number?

Rounding Numbers to the
Nearest Whole Number
Using the ROUND function, you
can round a number upwards to the
nearest hundred, thousand, million,
or higher.

• Enter in the below formula:

=ROUND(C2,-2)
• Press Enter

Example
The Rounded Up column is rounding
the values up the nearest hundred.

ROUND

ROUND(number,num_digits)
Number:
Is the number you want to round.
Num_digits:
Specifies the number of digits to which you want to round the number.

Deleting All NonFormula Data
on a Worksheet
Have you ever found that at the
beginning of the financial year you
need to make a copy of the previous
year’s workbook? If so, you’d need
to delete all the old year’s data but
you would really like to keep all of the
formulae in the worksheet. By using
the Go To dialogue box, it is a quick
and easy method.

Constant

36 of 76

66. How do you delete all nonformula data?
• Make a copy of the desired worksheet
• Press F5 on the keyboard (The Go To dialogue box will pop up)
• Select Special
• Select Constants
• Select OK
• All cells containing constants (everything except formulae) will be selected
• Press Delete on the keyboard


67. ow do I Filter date transaction to only show dates between
H
30 and 60 days?
• Enter the below:

The Formulas Tab
Filter Date Transactions
to Show Only Dates That Fall
Between a Range

• Copy the formula down

By using a combination of the TODAY
and AND function, you can determine
whether a date falls inside of a
particular date range.

• Use Filtering to Filter all values that are TRUE

Example

=AND(TODAY()-B3=30,TODAY()-B3=60)

TODAY

TODAY( )
Returns the serial number of the current date. The serial number is the
date-time code used by Microsoft Excel for date and time calculations.
If the cell format was General before the function was entered, the result
is formatted as a date.

AND

AND(logical1,logical2, ...)

This result gives you an answer of
either True or False which you can
then filter or use in combination
with another function. This can be
a handy when used in combination
with a SUMIF to calculate transactions
in certain date range.

Logical1, logical2, ... :
Are 1 to 255 conditions you want to test that can be either TRUE or FALSE.

37 of 76

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The Formulas Tab
Converting Text Dates to Dates
Occasionally, dates may become
formatted and stored in cells as text.
For example, you may have entered
a date in a cell that was formatted
as text, or the data might have been
imported or pasted from an external
data source as text.
Dates that are formatted as text are
leftaligned instead of right-aligned in
a cell. You can use the DATEVALUE
function to convert most other types
of text dates to dates.

68. How do you convert text dates to dates?
• Enter the below:

=DATEVALUE(A2)
The DATEVALUE function returns the serial number of the date that is represented
by the text date
Format the cell (serial number) to a date:
• Select the desired cell/cells (B2:B3)
• Right click on the selected cells
• Select Date
• Select the desired Format

DATEVALUE

DATEVALUE(date_text)
Date_text:
Is text that represents a date in a Microsoft Excel date format. For
example, “1/30/2008” or “30-Jan-2008” are text strings within quotation
marks that represent dates. Using the default date system in Excel
for Windows, date_text must represent a date from January 1, 1900,
to December 31, 9999.
Using the default date system in Microsoft Excel for the Macintosh,
date_text must represent a date from January 1, 1904, to December 31,
9999. DATEVALUE returns the #VALUE! error value if date_text is out of
this range.
If the year portion of date_text is omitted, DATEVALUE uses the current year
from your computer’s built-in clock. Time information in date_text is ignored.

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69. How do you combine text from multiple cells into one cell?
• Enter in =
• Select the first cell to join

The Formulas Tab
Combining Text From Multiple
Cells Into One

• If necessary, add any additional data that my not be found in a cell (“/”)

Using the sign is the same as using
the Concatenate function, but much
simpler.

• Enter in

Example

• Enter in

• Select any additional cells to join
• Press Enter

Below is an example in column C,
of where the Main Account and
Sub Account numbers need to
be joined into one cell with a / to
separate the Accounts.

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The Formulas Tab
An Alternative to VLOOKUP
Using a combination of MATCH and
INDEX, you can return values from an
array regardless of what information
is in the first column of the array. In a
VLOOKUP, the main search criteria
(for example, a salesperson’s name)
needs to be in the first column of the
array—using MATCH and INDEX;
it doesn’t matter which column the
result is in.

70. What Formula can I use as an alternative to VLOOKUP?

=INDEX(A1:C12,MATCH(A15,B2:B12),3)
=INDEX(Complete List,MATCH(Lookup cell,Column from List with Lookup Value),Column
Number from list for result)
• Select OK

MATCH

Example

MATCH(lookup_value,lookup_array,match_type)
Returns the row number of the highest value.
Lookup_value:
Is the value you use to find the value you want in a table. Lookup_value can
be a value (number, text, or logical value) or a cell reference to a number,
text, or logical value.

You can either create the functions in
two steps as in cells B20 and C20,
or you can create a Nested Function
as in cell D20.

Lookup_array:
Is a contiguous range of cells containing possible lookup values.
Match_type:
Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel
matches lookup_value with values in lookup_array. If match_type is 0,
MATCH finds the first value that is exactly equal to lookup_value. Lookup_
array can be in any order.
INDEX

INDEX(array,row_num,column_num)
Returns the value of an element in a table or an array, selected by the row
and column number indexes.
INDEX looks at an array, based on the row number found in the
MATCH Function, and return the answer from the specified column.
Array:
Is a range of cells.
Row_num:
Selects the row in array from which to return a value.
Column_num:
Selects the column in array from which to return a value.

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71. How do you insert a Symbol?
• Create the Symbol list:
• Open a blank workbook
• Select cell A1

=CHAR(ROW())
• Copy the function down to cell A255

The Formulas Tab
Inserting Symbols Into the Cell
It can sometimes be difficult to insert
a special character, such as 􀀂 or ®,
into a cell. Special characters each
have their own unique number
combination.
Example

• This displays in each cell the character whose code number is that cell’s row

number. For example, the Euro Currency symbol appears in cell A128, which
indicates that its code number is 128
• If necessary, save the workbook

CHAR

CHAR(number)
Number:
Is a number between 1 and 255 specifying which character you want. The
character is from the character set used by your computer.

Euro
Ellipsis
Dagger
Double
Dagger
Bullet
Trademark
Cents

€
…
†

0128
0133
0134

Registered ®
Plus/Minus ±
Paragraph ¶

0174
0177
0182

‡

0135

Degree

º

0176

•
™
¢

0149
0153
0162

Pounds
Yen
Copyright

£
¥
©

0163
0165
0169

Code

• If using a laptop, be sure to turn on your NUMLOCK pad

Symbol

(for example, 0128)

Common
Symbols

• Using the numeric keys on your NUMLOCK pad, enter in the desired code

Code

• Hold down ALT on the keyboard

If you know the code number, you
can enter that character any time by
holding down the ALT key, and typing
the four-digit code number on the
numeric keypad (the keys on the far
right of your keyboard; do not use
the “normal” number keys above the
letter keys). Even though character
code numbers are only three digits
(between 0 and 255), you must type
in the leading zeros to ensure that
you get the proper character.
Symbol


Common
Symbols

• To apply the desired Symbol:

You can change the font of the
column to see what characters are
supplied by various fonts. Fonts with
lots of useful symbols include Symbol,
WebDings, the 3 WingDings fonts,
Ref Specialty, ENCICON, Marlett,
MonoType Sorts, and MS Reference.
Note that you may not have all these
fonts on your computer.

43 of 76


The Formulas Tab
Adding Criteria/Conditions
to your SUM function
Using the DSUM function, you
can specify criteria and conditions
regarding which cells should be added
together. An alternative to using DSUM
is using SUMIF. But SUMIF can’t do
complex criteria.
Example
The table contains a list of totals sales
per day, showing how many hours
were worked that day, the week
number, and the month. In cell H4 is a
running total using the DSUM function,
which takes into account a number
of criteria that have been set up in the
range A1:F2 (such as a specific day
for a specific month as long as the
hours in the work day were greater
than 12 but less than 17).

44 of 76

72. How do I add criteria/conditions to the Sum function?
• Enter in the below formula:

=DSUM(A5:E1121,5,A1:F2)
• Press Enter

DSUM

DSUM(database,field,criteria)
Database:
Is the range of cells that makes up the list or database. A database is a list
of related data in which rows of related information are records and columns
of data are fields. The first row of the list contains labels for each column.
Field:
Indicates which column is used in the function. Field can be given as text
with the column label enclosed between double quotation marks, such as
“Age” or “Yield,” or as a number that represents the position of the column
within the list: 1 for the first column, 2 for the second column, and so on.
Criteria:
Is the range of cells that contains the conditions you specify. You can use
any range for the criteria argument, as long as it includes at least one column
label and at least one cell below the column label for specifying a condition
for the column.


73. How do you use the SUMIF function between workbooks?
• Open the workbook that contains the source
• Open the workbook that will contain the formulae
• Select the desired cell in the workbook that will contain the formulae
• Using the FX button on the Formula Bar, locate the Sum Function
• To nest in the IF Function, from the Formula bar, in the Name Box,

from the drop-down arrow, select IF
• If the IF function does not appear, select More Functions and locate the IF Function
• Enter in the arguments in the Logical Test

Logical_test – If cells A3:A12 in the Data workbook on Sheet 1 = East
Value_if_true – If the above is true, sum the range B3:B12
Value_if_false – IF the above is not true, place 0
• Press Ctrl + Shift + Enter

The Formulas Tab
SUMIF Between Workbooks
When using the SUMIF function
between workbooks, you may get a
VALUE error if the source workbook is
not open. This behavior occurs when
the formula that contains the SUMIF,
COUNTIF, or COUNTBLANK function
refers to cells in a closed workbook.
To work around this, use a combination
of the SUM and IF functions together
in an array formula.
An array formula is a formula that can
perform multiple calculations on one
or more of the items in an array. Array
formulas act on two or more sets of
values known as array arguments.
• Each argument within an array

must have the same number of
rows and columns
SUMIF

SUMIF(range,criteria,sum_range)
Range:
Is the range of cells that you want evaluated by criteria. Cells in each range
must be numbers or names, arrays, or references that contain numbers.
Blank and text values are ignored.

• You must enter an array by

pushing Ctrl + Shift + Enter
• You cannot add the {} (braces)

that surround an array yourself,
pushing Ctrl + Shift + Enter will
do this for you

Criteria:
Is the criteria in the form of a number, expression, or text that defines which
cells will be added. For example, criteria can be expressed as 32, “32”,
“32”, or “apples”.
Sum_range:
Are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by
criteria and added if they match criteria.

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The Formulas Tab
Calculating Positive and
Negative Numbers
Have you ever had a column with
positive and negative numbers, but
would like to sum the positive and
negative numbers separately? This can
be done by using the SUMIF function.
Example

74. How can I calculate positive and negative numbers?
• To add the positive numbers as per the example:

=SUMIF(A2:A10,“0”)
• Press Enter
• To add the negative numbers:

=SUMIF(A2:A10,“0”)
• Press Enter

SUMIF

SUMIF(range,criteria,sum_range)
Range:
Is the range of cells that you want evaluated by criteria. Cells in each range
must be numbers or names, arrays, or references that contain numbers.
Blank and text values are ignored.
Criteria:
Is the criteria in the form of a number, expression, or text that defines which
cells will be added. For example, criteria can be expressed as 32, “32”,
“32”, or “apples”.
Sum_range:
Are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by
criteria and added if they match criteria.

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75. How do you name a selection using column labels as names?
• Select the range you want to name, including the row or column labels
• From the Formula tab, in the Defined Names group, select Create from Selection
• Select Top Row (assuming your headings are in the top row)
• Select OK

76. How do you name a range of cell/cells?

The Formulas Tab
Naming a Range Using
Column Labels
This is useful when you have a list and
want to name the column separately.
You can use the column labels as
the range name.

• From the Formula bar, click on the Name box
• Enter in the desired Named Range
• Press Enter

77. How do you insert a Named Range in Formulae?
• Place your cursor where you would like to insert the Named Range

Name a Range of Cell/Cells

• From the Formulas tab, in the Defined Names group, select Use in Formula

You can also name a range of cell/cells.
This applies a Name to an entire range.

• Select the desired Named Range

78. hat is the keyboard shortcut to insert a Named Range
W
in Formulae?
• Place your cursor where you would like to insert the Named Range
• Select the desired Named Range
• Select OK

79. How do you paste a list of Named Ranges?
• Select a cell in the worksheet where you would like the list to be pasted
• Press F3
• Select Paste List

Use Named Ranges in
Formulae
When using a named range in a
Formula, you can select Use in
Formula to insert the named range.
Alternatively, you can select F3, which
brings up a list of Named Ranges.

47 of 76

Sage Intelligence 100 Microsoft Excel Tips and Tricks

Sage Intelligence 100 Microsoft Excel Tips and Tricks

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