3-excel [2000] 2002 (xp)-2003 advanced

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Version 1Save date 05/03/2010

Happy Computers Manual for

Excel 2000/2002(XP)/2003Advanced

This course guide is produced for the Happy Computers Excel2000/2002(XP)/2003 Advanced course. For all your computer training needscontact:

Happy Computers40 Adler Street

LondonE1 1EE

Help-line: 020 7375 [email protected]

Bookings: 020 7375 7300

Please note: on calling the helpline we guarantee to solve 90% of questionsrelating to this course within 4 hours. However, we often solve them quicker(see Page 2inside the manual for more details).

Copies of this guide can be obtained from Happy Computers, fully bound, at acost of 15 each, or 10 for extra copies for organisations who have bookedcourses.

Happy Computers allows this guide to be copied, provided that permission issought and the name and phone number of Happy Computers remains on the

copies.

Happy Computers 2010 - 05/03/2010


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Excel 2000/2002(XP)/2003 Advanced - Recap and Design Principles

Contents

Contents..............................................................................................................2Happy Computers Telephone Help-Line...........................................................3

Recap and Design Principles............................4Spreadsheet Design Principles...........................................................................5Formulae.............................................................................................................6Creating a Formula.............................................................................................7Autofilling Formulas............................................................................................8What are Absolute Cell References?.................................................................9Mixed Cell References .....................................................................................11Inserting Basic Functions..................................................................................13Range Selection................................................................................................17Creating and using Range Names....................................................................18Correcting Errors on a Spreadsheet.................................................................22

Conditional Processing..................................26Conditional Formatting......................................................................................27If Functions.......................................................................................................29Nested =IF() Conditions....................................................................................33Other Conditional Functions.............................................................................34The VLOOKUP() And HLOOKUP() Functions..................................................36Data Tables.......................................................................................................40

Database Features.........................................43What Is A Database?........................................................................................44Sorting a Database...........................................................................................45Using a Database Form....................................................................................46Filtering a Database..........................................................................................48Using Advanced Filters.....................................................................................50Database Functions..........................................................................................51Pivot Tables......................................................................................................53Subtotals...........................................................................................................63

Macros..........................................................70Recording Macros.............................................................................................71Relative or Absolute Recordings?....................................................................74Edit a Macro......................................................................................................75

Assigning an Existing Macro to A Button .........................................................78To Assign A New Macro to A Button................................................................79Assigning a Macro to a Button on a Toolbar....................................................82

Appendix - Management Tools.......................87The =PMT() Function........................................................................................88Goal Seek.........................................................................................................90Solver................................................................................................................91Scenario Manager.............................................................................................94Grouping and Outlining.....................................................................................98

Index..........................................................100Index...............................................................................................................101

Page 2 Happy Computers 020 7375 7300


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Happy Computers TelephoneHelp-Line

We want to hear from you. The aim of our courses is to leave delegates confident inusing the software. If you have difficulty with any aspect of what you covered on thecourse, we want to know about it and we want to help you through it. It is a guaranteeof the quality of our training, so we dont extend it to anyone else in your organisationwho has not been trained by us. (Though contact us if you would like to arrange coverfor holidays or sickness).

Fortwo years from the day of your courseyou will be able to use the helpline free ofcharge, even if you have changed jobs since

doing the course.

The help-line hours are 9.30am - 5.00pm

020 7375 [email protected]

You can contact us if you have aquestion that relates to the course youdid with Happy Computers

(Sorry its not a General Helpline).

We do our best but we dont guaranteeinstant answers please see the tablebelow for our target call resolutiontimes.

Access, VBA and web courses:please note: we will do what we can to help but wecannot carryout debugging or redesign work.This is a category B course.

Category A 90% solved within one hourCategory B 90% solved within four hoursCategory C 90% solved within 24 hoursCategory D 90% solved within 2 working daysCategory E One special trainer only 90% solved within 2 working days unless

the trainer is on holiday/sickCategory F 90% solved within 5 working days

If your question goes beyond the level of the course you attended it is up to thediscretion of the Helpline person whether they answer it. We will always try to point youto another source of help if this is the case.

We want you to contact us

Your help-line questions also help us. We find out how you use the software, theproblems you hit, and sometimes, bugs we dont know about. All this helps to improveour courses and our service, so please keep contacting us. If you have difficulty gettingthrough on the telephone please contact Henry Stewart, Chief Executive of HappyComputers, on his personal mobile number, 07870 682442 or you can email him at thefollowing address: [email protected]

Happy Computers 020 7375 7300 Page 3


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Recap and Design Principles



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Spreadsheet Design Principles

Never Put a Number in a Formula

Always use cell references in Formulae and never numbers. If you usenumbers:-

If the number should change, your formula will not update to give the correctanswer

You will have to change every formula that uses the number, rather than justchanging the contents of one cell

It will be difficult to find all the Formulae that relate to this number

Other people using your spreadsheet may not know what the number refersto If you come back to the spreadsheet a long time after you created it, you may

not know what the number refers to

Always Leave a Blank Cell in Sum

Always leave a blank cell between the list of figures and the sum formula. If youdo not leave the blank cell, any new information you add may not get included inthe formula.

Calculate from the Left and Down

Clean and well-designed spreadsheets calculate downwards and to the right.This makes them easy to follow and avoids circular references.

Avoid Circular References

Circular references occur when a formula loops back on itself. At its most simple,a circular reference can occur when a cell containing a formula is using itselfsomewhere in a calculation.

Check Your Spreadsheet by Hand

Mistakes can easily arise through:-

Figures being entered incorrectly Formulae being typed in incorrectly New information being typed in that does not get included in existing

formulas



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Formulae

What is a Formula?

Formula is the term used for calculations in your spreadsheet.

How Is the Formula Made Up?

The formula shown below finds the money left over once all of the expenditure

items have been subtracted from the income (see the diagram above).


Always use cell references in Formulae and never numbers!Although Formulae will still work if you use numbers instead of cell

references, it is never advisable to use numbers. Using cellreferences means that if the number contained in the cell shouldchange, the formula will update to show the correct answer. So

your spreadsheet is always correct.

=B3-B12Starts with theequals sign

The cell that contains the income The subtraction sign

The cell that containstotal expenditure


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Creating a Formula

Start a formula by using the equals sign. Click on the relevant Cell References

and separate each on out using the mathematical symbols shown below. Oncethe formula is confirmed the answer will appear in the cell and the formula willappear on the formula bar.

Mathematical Symbols

Press + To perform an addition

Press - To perform a subtraction

Press * To perform a multiplicationPress/ To perform a division

Use the number keypad!

The easiest way of typing the mathematical symbols is to use thekeys around the number keypad on the right hand side of the

keyboard.

Precedence of Calculation

Calculations are not simply done from left to right. Below is the order in which allcalculations are performed.

Priority Symbol Explanation

1 ( )Anything in brackets is done before anything outsidethe brackets is ever considered.

2 ^Raises a number in order of magnitude: raises it tothe power of something else, e.g. 32

3 * /Multiply and divide are on the same level. Whicheveris the furthest left in the formula is done first.

4 + -Plus and minus are on the same level. Whichever is

furthest left in the formula is therefore done first.

The acronym for this is BODMAS

Brackets OrderDivide Multiply Add Subtract



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Autofilling Formulas

You can copy formula using AutoFill and they will automatically adjust to make

sense.

1. Create your first formula2. AutoFill this formula across or down to copy to other columns or

rows

E.g. The spreadsheet shown below needs totals in row 10, and in column I. Todo each formula separately would be time-consuming, so instead, the formula tofind the total for January has been copied across to the other months. Likewise,the formula to find the total for rent has been copied down to find the totals forfood, social, bills and other.


When the original formula in B10was AutoFilled across, the column

letters adjusted to make sense

When the original formula in I4 wasAutoFilled downwards, the row numbers

adjusted to make sense

Position your mouse here toAutoFill, make sure it looks like athin black cross.


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What are Absolute CellReferences?

Using AutoFill to copy formulas is a great way to save time, but the cellreferences in the original formula do not always need to be adjusted. There aresome situations where a cell reference needs to remain constant.

For example:

Look at the spreadsheet shown below - everyones salary is due to increase by10%. The first formula, to find Shing Chens new salary has been created. Hiscurrent salary (in Cell B4) has been multiplied by the value in Cell B1, 10%.

The quickest way to work out everyone elses increase is to copy Shing Chensformula. However, if the formula is copied using AutoFill as it is, the row

numbers will be incremented, including the cell reference for the 10% increase,and well end up with some funny answers.....

Here, AutoFill has caused the row numbers to be adjusted. But the formula we

need requiresCell B1 to remain constant even when AutoFill is used.

Excel must absolutely always look at this cell. In other words, we need to makeit an absolute cell reference.



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Creating absolute cell references from scratch

1. Select the cell where you require the first formula

2. Enter the formula as normal (see page 7)

3. Press F4 after the cell reference you wish to be absolute

E.g. F4

(Dollar signs will appear around the cell reference)

4. Press EnterOrClick on the green tick on the Formulabar

5. AutoFill the formula The absolute cell reference will remainconstant

Changing an existing Formula that needs Absolute Cell References

1. Click on the cell containing the formula you wish tochange

2. Double-click on the cellOrClick next to the formula on the Formula bar

3. Move the cursor so that it sits next to the cell reference you wishto make absolute

4. Press F4 Dollar signs will appear

around the cell reference5. Press Enter

OrClick on the green tick on the Formulabar

Not sure if it needs to be absolute?

Create the formula without the dollar signs. If it doesnt work whenyou AutoFill, think about why. Go back and edit your original

formula then try AutoFill again.



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Mixed Cell References

Sometimes you will only need to fix part of a formula (i.e. the row or column).

In the example given below we are trying to calculate the value of sales indifferent countries. Our aim is to create one formula that can be copied acrossand then down.

The first formula will be: B5*C3. However, if this formula is copied across, theformula becomes incorrect as B5 will become C5 and then D5 and so on. If theformula is copied down, it will also become incorrect (see the diagrams below).

The Solution - We need to pick out the common factors and fix them using a $sign. All of the Costs appear in Column B so we will fix this column. All of theExchange rates appear in Row 3 so we will fix this row. Once the formula isAutofilled we will obtain the correct results.

How can I quickly get a partial absolute cell reference?

1. Put your cursor next to the cell reference2. Press F4 repeatedly until you get the correct partial

absolute combinationFor example:As you press F4 it will toggle between these possiblecombinations: A1, $A$1, A$1, $A1



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To fix a partial absolute cell reference by typing

1. Click in the cell for the result of your calculation2. Type =3. Click on the cell which contains the first value you wish to calculate

4. Decide which part of the cell reference needs to be fixed5. Type a $ sign before the part which needs fixing6. Enter the mathematical operator of your choice7. Click on the cell which contains the value you wish to use in the

second part of your formula8. Decide which part if any should be fixed9. Type a $ sign before the relevant part10.Press Enter or click on the green tick11.AutoFill your formula



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Inserting Basic Functions

Inserting Basic Functions

There are certain useful calculations that become long winded if you try andcreate them with straightforward formulae e.g. calculations such as finding theAverage of a group of numbers.

The Autosum icon in Excel 2002(XP)/2003 and Paste/Insert Function icon

in Excel 2000/2002(XP)/2003 are there to make such calculations quick andeasy.

Using the Paste Function icon to find the Average, Minimum or Maximumnumber in a range (Excel 2000)

1. Click on the cell where you require the answer

2. Click on the paste function icon

3. If AVERAGE is not found in the Most Recently Used category,click on statistical on the left hand side

4. Click on AVERAGE on the right hand side5. Click OK6. If required, click on the red arrow next to the cell references to

make the box smaller

7. Check that Excel has the correct cell references next to

Number 1 (If they are wrong, click and drag over the correctcells, including the blank cell)


A list of the

functions in theselectedcategory

As there areso many

functions,Excel groupsthem intocategories

Clickhere


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8. Press Enter

Using AutoSum to find the Average, Minimum or Maximum number in arange (Excel 2002(XP)/2003)

1. Click on the cell where you require the answer2. Click on the dropdown arrow next to the AutoSum icon

3. Select the function you require4. Click and drag over the cells you require

5. Press EnterOrClick on the green tick

Using the Insert Function icon to insert functions (Excel 2002(XP)/2003)

1. Click in the cell where you require the answer2. Click on the Insert Function icon on the Formula Bar

3. Search for a function and press the Go button

OrClick on the category dropdown arrow and choose a category

4. Select a function from the list

5. Click OK


Click on this drop downarrow for the short listof functions


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6. Click on this icon to make the box smaller (so that you canhighlight the appropriate cells)

7. Click on this icon again to make the box bigger

8. Check that Excel has the correct cell references

9. If the figures are incorrect, highlight the correct figures on thespreadsheet

10.Click OK

Typing in formulae to find the Average, Minimum and Maximum

1. Click in the cell where you require the answer

2. Type the = sign3. Type Average, Min or Max4. Type in an open bracket5. Type in the first cell reference you require (or click on the cell)6. Type a colon7. Type in the blank cell reference at the end of the list (or you can

click on the cell)8. Press Enter or click on the green tick

E.g. =Average(A1:A6) =Max(A1:A6) =Min(A1:A6)

Using the Count or CountA function

The COUNT function will count the number of cells you select as long as theycontain numbers.

The COUNTA function will count text and numbers but not blanks.


2. Click on the Insert Function icon

3. If Count is not found in the most recently used category


These are the cells thatExcel will use in thefunction. Check that thelast cell reference is ablank cell so that newinformation can beadded later.


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Select Statistical from the Category list

(Excel 2000)

(Excel 2002(XP)/2003)

4. Click on COUNT or COUNTA

5. Click OK

6. Click on this icon to make the box smaller

7. Highlight the appropriate cells

8. Click on this icon again to make the box bigger

9. Click OK

Typing in a formula to count cells


2. Type the = sign

3. Type Count or CountA

4. Type an open bracket

5. Type in the first cell reference you require (or click on the cell)

6. Type a colon

7. Type in the blank cell reference at the end of the list (or you canclick on the cell)

8. Press Enter or click on the green tick



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Range Selection

Using the keyboard to select cells

Shift Select cells to the rightShift Select cells to the leftShift Select cells aboveShift Select cells below

Shift, controlSelect from the current cell down to the last entry in thecolumn

Shift, control Select from the current cell up to the first entry in the columnShift, control Select from the current cell to the last entry in the rowShift, control Select from the current cell to the first entry in the row

Shift, control end Select from the current cell across and down to the lasttyped entry in the sheet

Shift, control,home

Select from the current cell across and up to cell A1

Using the mouse to select quickly

To select a vertical list:

1. Select the cell at the top of the list

2. Hold down the shift key3. Double click the bottom border of the selected cell

To select a horizontal list

1. Select the first cell you require2. Hold down the Shift key3. Double-click on the right border of the selected cell



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Creating and using Range Names

What Are Range Names?

So far we have always referred to cells by their cell reference, e.g. A1, B7.However, it can sometimes make more sense to give a cell or cells a name.There are several advantages to doing this:-

Selecting a named range of cells is a lot quicker and easier Moving around different areas of the spreadsheet/workbook can be quicker Printing a named range of cells is a lot quicker and easier Formulae can be made clearer

Have a look at the example below, which uses range names in a formula:

In Cell B6 the formula uses the Range Names (Income-Expenditure) instead ofthe cell references (B3-B4).

Creating a Range Name

1. Select the cell(s) to name2. Click into the Name Definition box on the Formula bar (see

below)The cellreferencewill behighlighted

in blue3. Type in a name for the cell(s)

4. Press Enter

Excel says my name isnt valid!

You cannot use punctuation marks, slashes, asterisks or spacesin your name. If you require more than one word, you can put an

underscore between the words, e.g. Total_income



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Creating Range Names from a List

If you have typed the names you would like to use on your spreadsheet already,then you can use them to create range names very quickly!

1. Select the cells to name, including the range names you wish tousee.g.

2. Click on the Insert menu3. Click on Name A new menu will appear 4. Click on Create Excel will ask you whereabouts the

names are. Would you like themtaken from the Top row, Leftcolumn, Bottom row or Rightcolumn of the selected area?

5. Make sure there is a tick next to the correct position6. Click OK

Selecting a Named Range/ Moving around a spreadsheet or workbook

1. Click on the dropdown arrow next to the Name Definition box2. Click on the range you would like to select or move to

Printing a Named Area1. Click on the dropdown arrow next to the Name Definition box2. Click on the range you would like to print3. Click on the File menu4. Click on Print5. Choose Selection underneath Print what"

6. Click OK


Click here to access thelist of Range namesThis is the Name

Definition box


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Using Range Names in Formulae

You can type in a Range name instead of using the cell references in a formula.

In this spreadsheet the Vat Rate has

been named VAT and the price of theTV has been named TV. To work outthe VAT we can say TV*VAT.

Range names in formula are absolute

If you try to AutoFill a formula that uses Range names you will find

that they behave like Absolute cell references.

Use F3 instead of remembering the names

You can use F3 at any time to bring up a list of your Rangenames, should you forget them. Double-click on the Range name

that you wish to use.

Naming Columns and Rows

You can name whole columns and rows and then use both the column and the

row number as a cell reference. For example, in the spreadsheet below youcould name Column B Jan and rows 2, 3, 4 as Bills, Food and Beer respectively.

If you then used the reference Jan Bills (there must be a space between thenames), Excel would realise you were referring to cell B2.

Applying names so they appear in existing Formulae

If you create range names after your Formulae, you can change the Formulae touse the range name instead of the cell references.

1. Click on the Insert menu2. Click on names A new menu will appear 3. Click on Apply A list of your names will

appear4. Click on the name(s) you wish to apply

5. Click OK



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Deleting Range Names

1. Click on the Insert menu

2. Click on Name3. Click on Define4. Select the name you would like to delete5. Click on Delete (repeat steps 4 & 5 to delete further names)6. Click OK (to finish)



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Correcting Errors on aSpreadsheet

Show the Auditing Toolbar

1. Click on the Tools menu2. Click on Formula Auditing3. Click on Show Formula Auditing Toolbar4. See the details on the next page

Working with a cell that contains an error

1. Click on the cell with thegreen triangle

This shows that there is an errorin the cell

2. Click on the Smart Tagthat appears in the cellnext to the cell with the

error

3. Select the option yourequire from the list

Or

Click on Show FormulaAuditing Toolbar

Displaying the Formulas in the Worksheet

This keyboard shortcut will toggle between displaying the formulas and theanswers in a work sheet

CTRL+` (SINGLE LEFT QUOTATION MARK)



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The Formula Auditing Toolbar

Error Checking

This icon allows you to check thestatus of the formulae you haveentered in your worksheet. It will findan error and then report upon it tellingyou which cell the error is in and wherethe mistake can be found.

Trace Precedents

This traces all cells that make up thetotal that is showing an error.

Remove PrecedentArrows

This will remove any arrows that haveappeared to show where theprecedents are.

Trace Dependents

This icon traces all cells which aredependent on this cell for an answer.So any cell that refers back to this onewill be shown.

Remove DependentArrows

This removes any arrows that haveappeared to show dependents.

Remove all Arrows

This will remove all arrows from theworksheet.

Trace Error

If you place the cursor in a cell that isshowing an error message and then

click on this icon, Excel will placearrows on the worksheet to showwhere all the dependents andprecedents are.

New Comment

This icon allows you to create acomment directly in the cell selected.

Circle Invalid Data

This icon will place red circles aroundany data that does not match thevalidation criteria you may have set.



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Clear Validation Circles

This icon will clear any circles drawnon your worksheet.

Show Watch Window

This icon will show the Watch Window.

This allows you to watch what happensto cells and their contents even whenthe cell is out of view. (See page 24below).

Evaluate Formula

This icon will Evaluate the formula andshow up any errors. (see page 25)

Watch WindowThe watch window lets you keep an eye on a cell or cells, so that you can seeif/when they change.

1. Click on the View menu2. Click on the Toolbars submenu3. Click on Watch Window (to display the window on screen)

4. Click on Add Watch5. Select the cell(s) you want to watch6. Click on Add to add the cell to the window

7. Repeat steps 4 to 6 as necessary

8. Go to the cells you wish to change, and carry on working - anychanges that happen to the cell(s) being watched will be displayedin the Watch Window at the top of the screen

9. To close the Watch Window, repeat steps 1 to 3, or click the X atthe top right of the Window



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Formula Evaluator

If a formula has gone a bit wrong, you can use this new tool to go through thesequence step by step, and see where it falls over. To use this on a formula...

1. Select the cell containing the formula that has an error in it2. Click on the Tools menu3. Click on the Formula Auditing4. Click on Evaluate Formula

5. To start evaluating, click onEvaluate

Each part of the formula willbe worked out in turn, cell bycell

6. Click on Step In to see the values of the part of the formula you

are currently looking at7. When you come across the error, you will be able to see which cell

caused the problem

8. Click on Close



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Conditional Processing



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Conditional Formatting

What is Conditional Formatting?

Conditional Formatting makes Excel automatically change the format of aparticular cell based on criteria that you set.

For example: we want all of the values under a particular threshold to be bold toflag up that they need re-ordering, and all values over a certain amount to beitalicto highlight that they are over-stocked.

Applying Conditional Formatting

1. Select the cells you wish to apply conditional formatting to2. Click on the Format menu3. Click on Conditional Formatting4. Click on the first dropdown arrow and select Formula Is

Or Cell Value Is

5. Change the operator as appropriate, e.g.

6. Enter the value or cell reference in the next box, e.g.

7. Click on the button



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8. Change the format as required

9. Click OK10.Click Add (if you have further criteria)

11.Repeat steps 4 8 as appropriate

12.Click OK (once you have added all of your criteria)

Note: if you change the values on your spreadsheet the formattingwill change to reflect the Conditional formatting that has been set.



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If Functions

An If function asks Excel to consider if something is true or false. If it is true it

will return one answer, if it false it will return a different answer.

For example: Can my company afford to buy 10 new computers?There are2 possible outcomes -if it is within the budget then the answer is yes, if it isoutside of the budget then the answer is no.

The Structure of an If Function

The structure of an If statement always contains the same five elements.

Starts with =IF( The Logical test followed by a comma What to do if the logical test is True followed by a comma What to do if the logical test is False Close brackets

For example, the spreadsheet shown above has an if function to work out if 10computers are affordable. To be affordable they must cost less than theMaximum allowable which is 10,000.00. To make this IF function easier tounderstand the logical test is underlined, the true part is in bold and the falsepart is in italics.

=IF(B6>$B$3,no,yes)


The Logical Test

(underlined)Asks Excelwhether what is inB6 is less than orequal to what is inB3(B3 is absolutebecause thatvalue will alwaysbe in the samecell

TrueIf the logicaltest is truethen Excelwill enter nointo the cell

FalseIf thelogical testis falsethen Excelwill enteryes intothe cell


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Useful operators to use in your conditions

The following table shows the operators that can be used within an IF formula.

Operator Explanation= Equal to

Not equal to

> Greater than

< Less than

>= Greater than or equal to


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Using the Paste/Insert Function Icon for Ifs

1. Select the cell where you require the answer2. Click on the Insert Function icon3. If IF is not found in the Most Recently Used category, select

Logical from the category list4. Click on IF5. Click OK6. Type your logical test next to Logical Test7. Type what Excel must do if the logical test is true next to

Value_if_true8. Type what Excel must do if the logical test is false next to

Value_if_false

9. Click OK

Example If Statements

The following example shows whether a person is still working or they are retiredbased on their age:

As you can see in this example you can return text as a result so we can haveRetired or Still Working. Note: the text is enclosed in inverted commas.

Further examples over the page.



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In this example any salesperson who sold more than 100 units gets a 10% rise.

If the number sold is greater than 100 then take the salary and add the salarymultiplied by 0.1 (10%) otherwise just give the original salary.

The following example shows how to return a numeric value as the result.

A bonus of 5% of their salary is to be given to those sales staff who sell morethan one hundred units of a certain product. If they sell one hundred units or lessthen they receive no bonus.

In this example the formula tests the contents of Cell B6 to find if the value isgreater than that in B2 (100). If it is, then the salary - in cell B5 - is multiplied bythe Bonus Rate in Cell D2. If it is equal to or less than one hundred, they receiveno bonus.



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Nested =IF() Conditions

A Nested IF is exactly what it sounds like. An IF function nested inside another

IF function. The basic IF function only allows for two possible answers: eitherthe logical test is true or it is false. When we want more than these two basicanswers then we need to nestthe logical test. i.e. put one =IF inside another.

An example:

We want to find out what kind of Bus Fare our people are going to need to paybased on their age.

Over 65 Senior Citizen FareBetween 16 and 65 Adult FareBetween 0 and 16 Child Fare

Note: test the highest value first

We start out by testing whether the age is over 65. If the result is TRUE -(Greater than 65) then the result is Senior Citizen and no more tests arerequired.

If however the result is False then the next test takes place. This one is testingif the value is greater than 16 if it is TRUE then the result will be Adult Fare.

If none of the conditions are TRUE then the only answer left is Child Fare.

Type your nested IF formula

Do not use the insert function feature as it only designed forsimple functions, not nested ones

How many Ifs can be Nested?

You can nest up to SEVENIf Functions inside each other but youwill only ever require ONEequal Sign!



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Other Conditional Functions

The following two functions are related to the IF function and allow you to either

SUM or Count the number of entries that meet a certain criteria.

The =COUNTIF Function

This function counts the number of cells in a range that meet a certain criteria.The structure of the CountIf function is as follows:

=COUNTIF(Range,Criteria)

Range: The range of cells that Excel is to look at

Criteria: The criteria that will be used to count the cells

For example:

Supposing you want to count the number of females in a list.

= Countif (in the range B2:B6, Female) appears and if it does return theanswer TRUE and count the number of times.

The Total number of females listed = 3.



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The =SUMIF Function

This function will add the value of cells that meet a certain criteria. The syntaxfor the function is as follows:

=SUMIF(Range,Criteria,Sum Range)

Range: The range of cells that Excel is to look at

Criteria: The criteria that the cells must meet in order to be added

Sum Range: The cells to Sum

For example:

Supposing we wanted to calculate the total salary cost of all females.

If the range B2 to B6 says female then add up all of the salaries that correspond.

The answer for the Total Female Salaries = 80,000.



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The VLOOKUP() And HLOOKUP()Functions

One disadvantage of the basic =IF function is that it does not allow for multipleoptions. To create multiple options nested =IF functions are needed. Thus, aformula with five possible outcomes would require four =IF functions. It canquickly become very difficult to keep track of all of the outcomes and also whichbracket goes where. This is where the Lookup table comes in.

A Lookup table gets around this problem by allowing a series of responses to begiven depending on the value in a cell and keeps the formula down to amanageable length.

A table is created with a list of values and the responses to be given if a cellmeets that value. The table is organised either as a vertical list in which casethe =VLOOKUP() function is used, or a horizontal list in which case a=HLOOKUP() function is used. Both functions work in exactly the same way,the only difference is in the organisation of the LOOKUP table they use.

The structure of a Lookup function is as follows:

=VLOOKUP(Lookup Value, Table Range, ColumnIndexNum, RangeLookup)

=HLOOKUP(Lookup Value, Table Range, RowIndexNum, RangeLookup)

Lookup Value This can be a number, text, cell reference orthe result of a formula.

Table Range This is the range of cells containing the lookuptable.

Column/Row Index Number This is column or row in the lookup table,which contains the answer to show.

Range Lookup Are you looking for an exact match in yourlookup table? If so, type in false otherwisetype in true or leave this section blank. Seethe next page.

Basically all of this means:

=VLOOKUP(What to lookup ,Where to look it up, Where you want the answer tocome from in the Lookup table, Exact match or range?)

and

=HLOOKUP(What to lookup ,Where to look it up, Where you want the answer tocome from in the Lookup table, Exact match or range?)



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When to leave Range Lookup blank (which means True)

If you are categorising a number to determine which range it falls within,then you must ensure that your lookup table is arranged in ascending order and

you can leave the range lookup blank.

The first column of the Lookup table must be in ascending order.

For Example:

Members of staff may be given a bonus of their salary; this is dependant on thevolume of sales that they produce. They are categorised by the value of salesthey have made, the more they sell the greater the bonus.

For Dave the Lookup value is in E5 (Sales), we need to look up this value in the

sales/bonus table, $B$9:$C$13 and then extract the bonus amount which is inthe 2nd column of that table. This result (a percentage) is then multiplied by hissalary E4 to calculate exactly how much he is going to be paid.

Note: if the function cannot find an exact match in the table for the value itpicked up, it drops back to the previous threshold.


Lookup table

The salesthresholdsare inascendingorder

Lookupvalue

ColumnIndex =2


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When to use the Range Lookup

When you are looking for an exact match, and your lookup table is not inascending orderthen you type in FALSE as your range lookup.

For Example:

You want to know the price of particular products, which are not arranged inalphabetical order. You need an exact match.

Here, we are looking up the Item in Cell A3 (Bombay Mix) in the Lookup table(which has been named pricelist), the price is shown in the 2nd column of thepricelist table. The FALSE bit tells Excel to keep looking for exactly Bombay Mixin the pricelist even though it is not in alphabetical order.

The Unit Price it will return is 0.89


The FALSEmeans thatExcel will keepsearching foran exactmatch forBombay mixeven thoughthe price listbelow is not inalphabeticalorder.


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To perform a VLookup or HLookup

1. Create your table on the worksheet2. Click into the cell where you want the answer

3. Click on Insert Function icon4. Select the function you wish to use VLOOKUP or HLOOKUP5. Click OK6. Click on the value you wish to lookup7. Click in the Table_array box8. On the worksheet select the table9. In the Col_Index_num box type the number of the column which

has the resultOrIn the Row_Index_num box type the number of the row which hasthe result

10.Type False in the Range_lookup box or leave it blank11.Click OK



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Data Tables

Data Tables are a useful facility to compare sets of variable figures in a tabular

format produced by formulae.

For example: To see what effect varying interest rates, different period or loanamounts have on a mortgage.

Using Data Tables

Using a formula and one or two pieces of data for example Excel is able toproduce a table automatically for a range of differing data.

For example: Using a =PMT() function it is possible to work out the monthly

repayment on a mortgage and using a data table it is possible to extend this fora range of different rates (a one input data table) and for different loan periods (atwo input data table).

One Input Data Table

The layout of the information in a Data Table is important, so first of all copy thefollowing data onto your worksheet:

Note the =PMT() function is only entered once into the cell indicated. A datatable works for all formulae and not just the =PMT() function.

1. Select the range that covers the formula and the range of data youwould like substituted in the formula

2. Click on the Data Menu

3. Click on Table (the Table dialog box appears)



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4. Click in the Column input cell boxColumn is chosen because the substituted data is in a Column (9.00% to10.50% in column A)

5. Click on the example data used in the formulaeIn this example it is the 10% in Cell C4 as this appears in the example

formula in Cell B12

6. Click OK

Now that the Data Table has been created it is possible to change for example,the Loan Amount to see what affect this has for the different interest rates.



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Two Input Data Table

In a two input data table it is possible to create a table for substituting two piecesof information. In the Mortgage Loan Calculator example (used in the One InputTable) now it is possible to look at the effect of different interest rates and

repayment periods. In a two input Data Table the formula appears immediatelyabove the column data to the left of the row data.

1. Select the range containing the example formula and dataIn this example the range is cells A10 to E17

2. Click on the Data Menu3. Click on Table (the Table dialog box appears)

4. Click in Row input cell box5. Select the sample data cell

In this example it is C56. Click in Column input cell box7. Select the sample data cell

In this example it is C48. Click OK



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Database Features



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What Is A Database?

A database is a collection of information, with the information arranged in a

structured way. Examples of paper based database systems include:

A card index A filing system A telephone directory

All of these systems are structured in a particular way. A telephone directory isarranged in alphabetical order of surname. In addition the individual entries in atelephone directory are also ordered. The surname is always first, then the firstname or initials, then the address and telephone number.

We can keep all of this information in an Excel spreadsheet or workbook, andwe are then able to sort and arrange the information with the click of a button.

Other advantages of keeping lists or databases in Excel are the ways in whichinformation can be filtered and analysed.

Creating a Database on a Worksheet

Usually you would lay out your information in the following way on yourworksheet, but with your own headings of course.

Do NOT leave any blank rows or columns.



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Sorting a Database

Sorting a Database

1. Click anywhere in the database in the column that you wish to sort

2. Click on the icon to sort from A to Z

Or

to sort from Z to A

Help my list is all over the place!

When you sort using the icons, be careful to clickinto the columnby which you wish to sort. If you select the whole column then

Excel will sort ONLY the column and leave everything else whereit was!

Sorting a Database through the Menu

1. Click anywhere inside your database

2. Click on the Data Menu3. Click on Sort (The dialog box will appear)

4. Select the first thing that you want to sort by from the drop downlist

5. Select Ascending (A-Z) or Descending (Z-A)6. Select two other levels to sort by if required7. If your list does not have a header row then click in the circle No

Header row8. Click OK



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Using a Database Form

Using the Data Form

1. Click anywhere inside your database2. Click on the Data Menu3. Click on Form (see the diagram below))4. Use the Scroll bar to move through the records

This form represents the database that you have created, and will contain theappropriate headings (i.e. Name, Address, Telephone, Fax, etc.)

To Add a New Record in a Data Form

1. Click on the New button(The form will clear and indicate a NEW RECORD)

2. Click in the first field (i.e. NAME)3. Type in your new entry4. Click in the next field or press the TAB key5. Type in the details

6. Continue until you have entered all the information7. Once finished click on Close The information will automatically

be entered into your database

Deleting a Record in a Data Form

1. Open the Data Form2. Use the Scroll bar on your data form to find the record you wish to

delete3. Click on the Delete button4. You will be asked if this is what you wish to do OK or Cancel

answer



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Searching For a Particular Record in a Data Form

1. Open the Data Form2. Click on the Criteria button The form will clear3. Click in the field to search (e.g. Name, Address)

4. Type in the details to search for5. Click on Find Next or Find Previous buttons and Excel will searchfor records that match your criteria and take you to them

6. To find the next occurrence of your search click on Find Next orFind Previous again

7. Once finished click on Close

Changing a Record in a Data Form

1. Open the Data Form2. Use the Scroll bar on the data form to find the record that you wish

to change3. Click in the field that you wish to change4. Enter your changes5. Once finished click on Close

To undo any changes you have made while in the data form do thefollowing:

Click on the Undo button (Note: this will only work if you have notmoved to another record or pressed Enter)



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Filtering a Database

A filter can be used to select a subset of your database. This means that you

can filter your list so that you can see only the rows that meet your specificcriteria.

Creating an AutoFilter

1. Click anywhere inside your database2. Click on the Data Menu3. Click on Filter4. Click on AutoFilter (Dropdown arrows will appear next to each of

the field headings on the database)

Using AutoFilter

1. Click on the dropdown arrow of the heading that you wish to filterby

2. Select the record to filter by3. Select other filters for other headings if you require them

Note: The dropdown arrow will change colour to indicate that a filter has beenapplied.

Seeing the Whole List Again

1. Click on the Data Menu2. Click on Filter3. Click on Show All



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Creating a Custom Filter

1. Click on a dropdown arrow and select (Custom) (the CustomAutoFilter dialog box appears)

2. Use the dropdown arrow to create the filter that you require (youcan also type in figures and values if necessary and use ? and * tobe less specific)

3. Click OK

Removing an AutoFilter

1. Click on the Data Menu2. Click on Filter3. Click on AutoFilter

You Can Only Have One AutoFilter On A Sheet

You can only have one AutoFilter on a sheet, however as you canhave several sheets in a workbook this should not be a problem.



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Using Advanced Filters

To create more sophisticated filters e.g. selecting 3 or more different categories

from a field you will need to use an Advanced filter. However, before you use theadvanced filter you will need to set up the criteria (or conditions) for the filter ona different part of the worksheet or on a new worksheet.

Creating Criteria

1. Copy the field names from your database to a blank part of theworksheet or to another worksheet

2. Enter the conditions that the records must match in the rows belowe.g.

The first example, would select all individuals in the Finance, sales and trainingdepartments. The criteria range would be D1 to D4. The second example,would select all the females in the Finance department and everyone in theAdmin department. The criteria range would be D1 to D3.

Using an Advanced Filter

1. Create your criteria (see the diagram above)2. Click inside your database3. Click on Data Menu4. Click on Filter5. Click on Advanced Filter (the Advanced Filter dialog box appears)

6. In the List range box it should have the cell range for yourdatabase

7. Click in the Criteria range box8. Enter the range of cells that contains your criteria9. Click OK

Excel will now only display the records that meet the criteria of your advanced

filter. To remove the filter click on the Data menu, click on Filter and chooseShow All.



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Database Functions

Excel has a range of database functions, which can be used to analyse the

information in your database (e.g. in a database containing staff records, youcould find the average salary for all people from the Sales Department.)Database functions are available through the Insert Function icon but you willneed to create your criteria before you use them.

Summing Over Records Which Match Certain Criteria

1. Create your criteria (see page 50)2. Click in the cell where you want the answer to appear3. Click on the Paste/Insert Function icon4. Select the Database category

5. Select the DSUM function (the DSUM dialog box appears)

6. Click in the Database box7. Enter the range of cells that contain your database

8. Click in the Field box9. Enter the number of the field over which you wish to sum (countthe leftmost field as 1, the next as 2 and so on)

10.Click in the Criteria box11.Enter the range of cells that contain your criteria12.Click OK



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Finding the Average for Records Which Match Certain Criteria

1. Create your criteria (see page 50)2. Click in the cell where you want the result to appear

3. Click on the Paste/Insert Function icon4. Select the Database category5. Select the DAVERAGE function

6. Click in the Database box7. Enter the range of cells that contain your database8. Click in the Field box9. Enter the number of the field which you want to find the average of

(count the leftmost field as 1, the next as 2 and so on)10.Click in the Criteria box11.Enter the range of the cells that contain your criteria12.Click OK



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Pivot Tables

What is a Pivot Table?

A Pivot Table is an interactive table that quickly combines and compares largeamounts of data. You can rotate its rows and columns to see differentsummaries of the source data, and you can display the details for areas ofinterest.

When should I use a Pivot Table?

Use a Pivot Table when you want to analyze related totals, especially when youhave a long list of figures to sum and you want to compare several facts about

each figure. The Pivot Table can be updated very easily when the original datachanges.

How is my Data Organised?

In a Pivot Table, each column or field in your source data becomes a Pivot Tablefield that summarizes multiple rows of information.

How do I Create a Pivot Table?

You create a Pivot Table by using the PivotTable and PivotChart Report Wizard,

a series of interactive dialog boxes that guide you through the steps of locatingand retrieving data you want to analyse. The PivotTable and PivotChart ReportWizard also lets you define how you want to arrange the pivot table usingcolumn and row labels, and how you want to present data in the fields.

Where can my Data come from?

You can create a Pivot Table from source data that resides in:

A Microsoft Excel list or database An External database, such as a table or file created in an application or

database package external to Microsoft Excel Multiple Microsoft Excel consolidation ranges Another Pivot Table in the same workbook

Is My Pivot Table Fixed once it is created?

Once you create a Pivot Table, you can rearrange, organise and analyse thedata by dragging and dropping fields in the pivot table. You can also includesubtotals, change the summary function for a field, or select a customcalculation for your Pivot Table.



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Create a Pivot Table from an Excel Database or List

1. Click anywhere inside your database2. Click on the Data Menu

3. Click on PivotTable and PivotChart Report

Follow the steps:

1. STEP 1 Click on Microsoft Excel List or database

2. Click on Next

STEP 2

1. Confirm the range of your database

2. Click on the Next button



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STEP 3

1. Click on the Layout Button

2. Drag the headings to the places you want them to be on the PivotTable

You can easily change the layout of your Pivot Table later if youwish!

3. Click OK

STEP 3 AGAIN

1. Select where you want your Pivot Table to go

2. Click on the Finish button


Click anddrag theheadingsfrom here to

the positionson the table

The data can besummarised indifferent ways-you can changethis by doubleclicking on thelabel

Click here toplace yourPivot Tableon a NewWorksheet


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Using a Pivot Table

After you create a Pivot Table, you can customise it to focus on the informationyou want: - change the layout, change the format, or drill down to display moredetailed data.

Specifying Which Page to Look at

By Default Excel will show you all of the pages as in the example on the left. Inthe example on the right only those retail outlets in the South have beendisplayed.


PivotTable

Field List for makingchanges

Pivot Table Toolbar

Only the south seen here


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Seeing Data in More Detail

It may be useful to see the data in a bit more detail for example to see exactlywhat items make up confectionery. Excel allows you to do this very easily.

1. Double-click on the Category Heading you wish to expand in thisexample Confectionery2. Choose the field containing the detail to show3. Click OK

Before Showing Detail

After Showing Detail



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Getting a Breakdown of the Data

You may need a complete breakdown of the figures that go to make up aSummary value such as a sum. Excel allows you to do this and exports theinformation to another sheet.

To find out what figures make up the sum of Bristols Confectionery sales:

Double-click on the summary figure

Excel gives you the breakdown on a separate sheet:


Double-click here


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Changing the Way the Data is Summarised

Sometimes you may wish to change the way that the data is summarised. Youmay want to see the average sales for all the regional centres rather than the

total.

1. Double-click on the cell containing the data summary In this caseSum of Sales:

2. Select the option that you want to summarise by in this caseAverage

3. Click OK

The data in the Pivot Table will now be summarised by the new option.


Double-click here


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Reorganising the Pivot Table

Click and drag the headings to a new location

To Add Extra Fields to the Pivot Table

You can add more fields to the Pivot Table if you realise that you need tosummarise new information.

If the Pivot Table Field List is not showing: The Pivot Table Field List

Click on the Show Field List Icon

1. Click on the Field you wish to add2. Select which area you wish to add it to from the dropdown list3. Click on the Add To button

The Pivot Table Toolbar


Displays thePivot Tablemenu

Format Report

Chart Wizard

Hide Details

Refresh

IncludeHidden Itemsin Totals

Always Display Items

Field Settings

Pivot TableField List

ShowDetails


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Using the Pivot Table Toolbar

Icon What it DoesDisplays the Pivot Table Menu fromwhich you can chose many different

functions.

Formats the Pivot Table. You canchoose from a variety of ready formatsand apply them directly.

Creates a Pivot Chart. Creates acolumnar chart with the ability tochange the data to show differentsummaries.

Hide Details Hides subordinate databy collapsing an outer item in a rowfield or column field in a Pivot Table.

Show Details Displays hiddensubordinate data by expanding an itemin a row field or column field in a PivotTable

Refresh Data. When the data changesin the source worksheet you will needto click this icon to refresh the Pivot

Table.Includes Hidden items in Totals. If aparticular field is hidden from view thiswill include the items in the totals.

Always display items.

Field Settings. Depending on yourselection it changes subtotal and itemoptions for a field or modifiesproperties of the data area in a PivotTable.Show/Hide Field List. Allows you to seethe field list or hide it.

Starts the Pivot Table Wizard(Excel 2000)



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Deleting a Pivot Table

1. Click inside the Pivot Table

2. Click on Pivot Table button on the Pivot Table Toolbar3. Click on Select4. Click on Entire Table5. Click on the Edit Menu6. Click on Clear7. Click on All



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Subtotals

When you are using databases that include long lists of figures that you wish to

create totals from, the Subtotal function is very useful. As well as creating a totalof an entire list of figures (i.e. the =SUM function) it also creates a series ofsubtotals based on a criteria that you define. It is also possible to then collapseand expand these subtotals to see more or less detail which can be invaluablewhen you are working with very large amounts of data.

Sort your list first

Before creating subtotals you may need to put the data into order.Sort the column you will be creating your subtotals on first.

Creating Subtotals

1. Select a cell in the data you wishto analyse

2. Click on the Data menu3. Click on Subtotals The Subtotal box appears4. Choose the criteria to base each

Subtotal on in the first dropdown

5. Choose what type of function youwish to use (normally Sum)

6. Choose which column to use in yoursubtotals


Excel should pick upthe column to usebut you may need tochange this


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7. Click OK Your data appears split intosubtotals

Showing and hiding details in Subtotal Lists

Click on the - sign next to the Subtotal you wish to hide

The signs turn to + signs and the detail is hidden

To show the detail again just click on the + sign.


Subtotalappears at theend of eachsalesperson

Outlinebuttonsappear

Click here tohide

The detail is hidden


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Showing different levels of detail in Subtotal Lists

Click on the outline number icons at the top left of the worksheet to show

more or less detail:

Level 1

Level 2

Level 3


Click on these numbericons to show differentlevels


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Removing Subtotals from your spreadsheet

1. Click on the Data menu2. Click on Subtotals

3. Click on the Remove All button

4. Click OK



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Using Lists (Excel 2003)

What is a list?

In Microsoft Office Excel 2003, you can create lists in your worksheet to groupand analyze related data. After specifying a range the following will happen:

Every column in the list will have AutoFilter enabled by default in theheader row which allows you to quickly filter or sort your data.

A dark blue border will appear around your list to distinguish it from anysurrounding data.

A total row can be added to your list. When you click on a cell within thetotal row, you can pick from a drop-down of other functions e.g. Average

Creating a list

1. Select the range of cells that you wish to create a list from,including the header

2. Click on the Data menu3. Select the List option

4. Select the Create List Option

5. Click OK The list is created



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The List


Auto filter is enabled

on any columnincluded in the list

Blue border appearsaround the list

The asterisk denoteswere you can addfurther data to the list

The list can beexpanded by clickand dragging here


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To turn on the Total Row

1. Click anywhere within your list2. Click on the Data menu3. Select the List option

4. Select the Total Row option A Total Row will appear

Changing the Total to a different function

1. Click on the drop-down arrow in the Total cell

2. Select the relevant function from the drop-down list

The new value will be shown


Total displayed atthe bottom of yourlist


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Macros



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Recording Macros

What is a Macro?

A macro is a recording rather like a tape recording that you can play over andover. It is a way of automating tasks that take many keystrokes and makingthem happen on the click of a mouse.

An example might be that you need to print two copies of a particularspreadsheet. This would mean the following steps:

1. Click on the File Menu2. Click on Print

3. Change the number of copies to 24. Make sure Active Sheet is selected5. Click OK

Work out the steps first!

It is always good practice to write down your steps for the macroas the macro will record any wrong actions and include them. It will

also record any corrections you make as well.

Set the Security Options

In Excel 2002(XP)/2003 there is a new way of setting the security. You will needto set the security for recording a Macro to Low or Medium.

1. Click on the Tools menu2. Click on Options3. Click on the Security Tab4. Click on Macro Security button5. Select the Level you require

6. Click OK7. Click OK



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Where Should I Store My Macro?

When you record the macro you are given a choice of storage options:

Option What it MeansPersonal Macro Workbook This is a hidden workbook that

opens each time you start Excel.Anything that you store in here isavailable across all workbooks.Use this for macros that you willwant to use anywhere.

New Workbook You can store macros in a newworkbook at the beginning so thatyou can then get on with setting it

up.This workbook If the macro is relevant only to the

workbook you are working in andyou do not need it in any other onethen you can choose this option.

Record a Macro

To record the macro in our example:1. Click on the Tools menu2. Click on Macro

3. Click on Record New Macro


Type a name here

Selectwhere tostore themacro hereSet a

keyboardshortcuthere

Type a descriptionif required here


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4. Type in a name for the macro (without spaces); this should followthe format mcrMacroName

5. Click in and change the description if necessary6. Create a shortcut key if required:

If you would like to run theMacro with a shortcut key,type in a letter (the shortcutkey will be the Shift key andyour letter)

Excel uses a lot of Ctrl keycombinations as built-in shortcuts e.g.Ctrl + S. If you assign one of theseshortcuts to your macro, it will replacethe built in one. This will result in youhaving to re-install the software to gainaccess to the original function of theshortcut key.

If you always use a CTRL+SHIFT Keycombination for your macros, you

are much less likely to override abuilt-in shortcut.

To assign the keys Ctrl + SHIFT+your letter- hold the Shift Key downwhen you are typing into the Shortcutkey box.

7. Select where you want to store the macro8. Click OK The following toolbar

appears

9. Perform the actions that you want the macro to record

10.When you have finished click on the stop recording button onthe Stop Recording toolbar


Relative ReferenceButton

Stop recordingbutton


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Relative or Absolute Recordings?

Relative recording records the relative movements of your cursor i.e. move three

cells up and one across; whereas an absolute recording will record specific cellreferences i.e. move to cell C5.

To change from Relative to Absolute recording and visa versa:

Click on the relative reference button on the Stop Recording toolbar

Depending on the version of Excel you are using, the difference betweenabsolute and relative is not always overly clear.

In Excel XP, there is a blue border when the button is toggled in (relative) whilstin Excel 2003 the border is orange whilst it is relative.

Default setting for relative recording button

There is no default setting for this button it retains a memory ofits setting the last time it was used!

Using both Relative and Absolute Recordings in a Macro

You can change from relative to absolute recording of your

macros as you are recording, so that you can have a combinationof both in your macro.

Playing Back a Macro

1. Click on the Tools Menu2. Click on Macro3. Click on Macros4. Select the Macro to Run5. Click on the Run Button

Alternatively, you can use the shortcut key if you assigned one.


Clickhere torun themacroselected


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Edit a Macro

If you find that you have made a few mistakes and you wish to edit your macro,

then you will need to use the Visual Basic Editor. In order to edit the macro youneed to open it. If you have stored your macro in the Personal.xls workbook youwill first need to unhide this workbook. See the steps given below.

To Unhide the Personal.Xls Workbook

1. Click on the Window menu2. Click on Unhide3. Select the workbook you wish to unhide

4. Click OK


Your hiddenworkbook is nowopen


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Edit Your Macro

1. Open the Workbook that contains the macro you wish to edit2. Click on the Tools menu

3. Click on Macro4. Click on Macro5. Select the Macro you wish to edit6. Click on Edit

7. Make the changes in the Editor that you require

8. Close the Visual Basic Editor click on the x in the top right handcorner


I have changed thenumber of copiesfrom 2 to 3


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HIDE THE PERSONAL WORKBOOK AGAIN!

Do not forget to hide the Personal Workbook if you opened it. Youshould only use it for storing macros in.

To Hide the Personal Workbook

1. Make sure you are in the workbook you wish to hide2. Click on the Window menu3. Click on Hide



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Assigning an Existing Macro to AButton

Instead of using a shortcut key (which you may forget), or even the menu ortoolbars to run a macro, a button can be created on your worksheet. An existingmacro can be assigned to it and the Macro will be accessible on that particularworksheet whenever the workbook is open.

1. Click on View2. Click on Toolbars3. Choose Forms

4. Click on Button tool5. Click and Drag on the spreadsheet (until the button is the correct

size and shape)6. Let go of the mouse button

7. Select or type the Macro Name (e.g. SetupMySheet)8. Click OK



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To Assign A New Macro to AButton

1. Click on View2. Click on Toolbars3. Click on Forms

4. Click on Button tool and release the mouse button

5. Click and drag on the worksheet (until the button is the correct sizeand shape)

6. Let go of the mouse button7. Click on Record

8. Click OK9. The word Recording appears on the Status Bar10.Perform actions you want the macro to record11.Click on the Stop Recording button (square on the Stop recording

toolbar)



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To Run a Macro Assigned to a Button

Click on the Button on the spreadsheet

Changing the Text on A Button

1. Right-click (use right mouse button) on the Button2. Select Edit text

3. Delete the old text and type your new text e.g. Monthly Expenses

4. Click away from the button

To Change Other Features of a Button

1. Right-click on the button2. Click on Format Control

3. Make your changes

4. Click on OK


Note:You cannotchange thestandard colour ofthe button


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Deleting A Button Placed on A Worksheet

1. Right-click on the button2. Select Cut

OR

1. Right-click on the button2. Left-click on the border of the button

3. Press Delete on the Keyboard



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Assigning a Macro to a Button ona Toolbar

If you assign a macro to a button on a worksheet the Macro will be accessible tothat particular sheet whenever the workbook is open. However, if you assign amacro to a button on a toolbar it has a wider scope. It will be available to everysheet in any workbook, regardless of whether or not it was originally stored inthe personal workbook. How does this happen? Well, once the button ispressed on the toolbar, Excel opens up the book that contains the macro behindthe one that you are working on.

Assigning Macros to Buttons on a Toolbar

You should assign a macro to an unused custom button. If youuse a built-in button that Excel uses your macro will override thebuttons normal function.

1. Click on Tools2. Click on Customise3. Click on the Commands tab4. Scroll down the list5. Click on Macros (under categories)6. Drag the CustomButton (from the Commands box) to a toolbar

on your screen and release the mouse button

7. Right-click on the Custom Button on the toolbarOrClick on the Modify Selection button on the Customize box

8. Click on Assign Macro9. Select or type in the name of the macro e.g. ClearAll

10.Click on OK

11.Close the Customise box.


Drag this CustomButton to a toolbar


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Changing the Picture on a Button on the Toolbar

The buttons that you add take on the format of a custom button. However, thesecan be changed.

1. Click on Tools2. Click on Customise3. Click on the Commands tab

4. Right-click on the button that you want to change on the toolbare.g. Custom Button for the ClearAll Macro

OrClick on the button on the toolbar

Click on Modify Selection Button

5. Click on Change Button Image

6. Select a Button e.g. the heart

7. Click on Close



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Changing the Screen Tip on a Button

The screen tip appears when the mouse is positioned over a button.

1. Click on Tools2. Click on Customise3. Right-click on the button on the toolbar e.g.

Or

Click on the button on the toolbarClick on Modify Selection Button

4. Replace &Custom Button in the Name Box with your new ScreenTip e.g. Clear Selection

Removing Buttons from a Toolbar

1. Click on Tools2. Click on Customise3. Right-click on the button on the toolbar e.g.

4. Click on Delete

OR

1. Carry out steps 1-3Drag the button off of the tool bar down towards the spreadsheet



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Creating A Toolbar

Buttons that you create can only be added to existing toolbars. You may want tocreate a new toolbar for them.

1. Click on Tools2. Click on Customise3. Click on the Toolbars Tab

4. Click on New5. Type in a name for the new toolbar e.g.

6. Click on OK7. Close the Customise box8. Drag your toolbar to where you want it9. Add buttons to the new toolbar and assign macros to the buttons


Spaces in the nameare OK


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Deleting a Toolbar

1. Click on Tools

2. Select Customise3. Select the Toolbar you wish to delete4. Click on Delete5. Close the Customise Box



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Appendix - Management Tools



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The =PMT() Function

Ever wanted to work out how much you will need to pay each month on a loan

which has been taken out for a number of years or what your mortgagerepayments will be. The PayMenT function within Excel can do just that.

The =PMT() Function

The PMT function uses the following format:

=PMT(Rate,NPER,PV,FV,Type)

Rate Inter

3-excel [2000] 2002 (xp)-2003 advanced

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