" Excel 2007 Workbook
®
DUMmIES
by Greg Harvey, PhD
FOR
‰
Excel 2007 Workbook
®
DUMmIES
FOR
‰
Excel 2007 Workbook
®
DUMmIES
by Greg Harvey, PhD
FOR
‰
Excel® 2007 Workbook For Dummies®
Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774
www.wiley.com
Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at http://www.wiley.com/go/permissions. Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. Microsoft and Excel are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services, please contact our Customer Care Department within the U.S. at 800-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002. For technical support, please visit www.wiley.com/techsupport. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Control Number: 2007932459 ISBN: 978-0-470-16937-7 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1
About the Author
Greg Harvey has authored tons of computer books, the most recent being Grieving For Dummies and Excel Workbook For Dummies, and the ever-popular Excel 2007 For Dummies and Excel 2007 All-In-One Desk Reference For Dummies. He started out training business users on how to use IBM personal computers and their attendant computer software in the rough-and-tumble days of DOS, WordStar, and Lotus 1-2-3 in the mid-’80s of the last century. After working for a number of independent training firms, he went on to teach semester-long courses in spreadsheet and database management software at Golden Gate University in San Francisco. His love of teaching has translated into an equal love of writing. For Dummies books are, of course, his all-time favorites to write because they enable him to write to his favorite audience, the beginner. They also enable him to use humor (a key element to success in the training room) and, most delightful of all, to express an opinion or two about the subject matter at hand. Greg received his doctorate degree in Humanities in Philosophy and Religion with a concentration in Asian Studies and Comparative Religion last May. Everyone is glad that Greg was finally able to get out of school before he retired.
Dedication
To Chris, my partner and helpmate in all aspects of my life, and Shandy and Tara, my constant companions.
Author’s Acknowledgments
I’m always very grateful to the many people who work so hard to bring my book projects into being, and this one is no exception. This time, preliminary thanks are in order to Andy Cummings and Katie Feltman for giving me this opportunity to write in this wonderful workbook format. Next, I want to express great thanks to my project editor, Linda Morris (a more knowledgeable person about the For Dummies series and better editor you’ll never find), and to my partner in crime, Christopher Aiken (I really appreciate all your editing, additions, and comments on this one). Thanks also go to Joyce Nielsen for the great technical edit, Jennifer Theriot for coordinating its production, and everybody in the Wiley Publishing Composition Services department for their proofreading, indexing, and layout work.
Publisher’s Acknowledgments
We’re proud of this book; please send us your comments through our online registration form located at
www.dummies.com/register/.
Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Project Editor: Linda Morris Acquisitions Editor: Katie Feltman Copy Editor: Linda Morris Technical Editor: Joyce Nielsen Editorial Manager: Jodi Jensen Media Development Manager: Laura VanWinkle Editorial Assistant: Amanda Foxworth Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant (www.the5thwave.com) Composition Services Project Coordinator: Jennifer Theriot Layout and Graphics: Carrie Foster, Denny Hager, Stephanie D. Jumper Proofreaders: Broccoli Information Management, Christy Pingleton Indexer: Broccoli Information Management Anniversary Logo Design: Richard J. Pacifico
Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services
Contents at a Glance
Introduction .............................................................................1 Part I: Creating Spreadsheets ....................................................7
Chapter 1: Getting Familiar with the Excel 2007 Interface ...............................................................9 Chapter 2: Entering the Spreadsheet Data .......................................................................................19 Chapter 3: Formatting the Spreadsheet ............................................................................................37 Chapter 4: Printing Spreadsheet Reports .........................................................................................57 Chapter 5: Modifying the Spreadsheet..............................................................................................77
Part II: Using Formulas and Functions ...................................101
Chapter 6: Building Formulas...........................................................................................................103 Chapter 7: Copying and Correcting Formulas................................................................................123 Chapter 8: Creating Date and Time Formulas ................................................................................145 Chapter 9: Financial Formulas and Functions................................................................................153 Chapter 10: Using Math Functions...................................................................................................163 Chapter 11: Using Common Statistical Functions .........................................................................175 Chapter 12: Using Lookup Functions ..............................................................................................183 Chapter 13: Using Logical Functions ...............................................................................................193 Chapter 14: Text Formulas and Functions......................................................................................205
Part III: Working with Graphics.............................................213
Chapter 15: Charting Spreadsheet Data..........................................................................................215 Chapter 16: Adding Graphics to Spreadsheets ..............................................................................229
Part IV: Managing and Securing Data....................................251
Chapter 17: Building and Maintaining Data Lists...........................................................................253 Chapter 18: Protecting the Spreadsheet .........................................................................................275
Part V: Doing Data Analysis..................................................287
Chapter 19: Performing What-If Analysis........................................................................................289 Chapter 20: Generating Pivot Tables...............................................................................................303
Part VI: Macros and Visual Basic for Applications ..................319
Chapter 21: Using Macros.................................................................................................................321 Chapter 22: Using the Visual Basic Editor ......................................................................................329
Part VII: The Part of Tens......................................................343
Chapter 23: Top Ten Features in Excel 2007...................................................................................345 Chapter 24: Top Ten Tips for Using Excel Like a Pro ....................................................................349
Appendix: About the CD ........................................................357 Index ...................................................................................365
Table of Contents
Introduction..............................................................................1
Introduction .......................................................................................................................1
About This Book ..................................................................................................................1 Conventions Used in This Book.........................................................................................1 Foolish Assumptions...........................................................................................................2 How This Book Is Organized ..............................................................................................2 Part I: Creating Spreadsheets ...................................................................................3 Part II: Using Formulas and Functions ....................................................................3 Part III: Working with Graphics ................................................................................3 Part IV: Managing and Securing Data ......................................................................4 Part V: Doing Data Analysis ......................................................................................4 Part VI: Macros and Visual Basic for Applications ................................................4 Part VII: The Part of Tens..........................................................................................4 Using the Practice Material on the CD-ROM ....................................................................4 Icons Used in This Book .....................................................................................................5 Where to Go from Here .......................................................................................................6
Part I: Creating Spreadsheets.....................................................7
Chapter 1: Getting Familiar with the Excel 2007 Interface .......................................9
Identifying the Parts of the Excel Display Screen............................................................9 Selecting Commands on the Office Menu.......................................................................11 Selecting Commands from the Ribbon ...........................................................................12 Selecting Commands on the Quick Access Toolbar......................................................14 Customizing the Quick Access toolbar .................................................................14 Adding more commands to the Quick Access toolbar .......................................15
Chapter 2: Entering the Spreadsheet Data.................................................................19
Launching Excel.................................................................................................................19 Opening a New Workbook ................................................................................................20 Moving Around the Workbook.........................................................................................23 Moving within the displayed area .........................................................................23 Moving to a new area of the worksheet ................................................................24 Moving to a different sheet in the workbook .......................................................26 Selecting Cell Ranges ........................................................................................................27 Making Cell Entries............................................................................................................28 Entering data in a single cell ..................................................................................29 Entering data in a cell range...................................................................................31 Filling in a data series with the Fill handle ...........................................................32 Copying a formula with the Fill handle .................................................................33 Saving the Spreadsheet Data in a Workbook File ..........................................................34
xiv
Excel 2007 Workbook For Dummies Chapter 3: Formatting the Spreadsheet ......................................................................37
Resizing Columns and Rows ............................................................................................37 Making column widths suit the data .....................................................................38 Manipulating the height of certain rows...............................................................39 Cell Formatting Techniques .............................................................................................40 Formatting cells with the Ribbon’s Home tab......................................................40 Formatting cells with the Format Cells dialog box..............................................45 Using cell styles .......................................................................................................51 Using conditional formatting..................................................................................52 Hiding Columns and Rows................................................................................................55
Chapter 4: Printing Spreadsheet Reports...................................................................57
Previewing Pages in the Worksheet Area .......................................................................57 Adjusting Page Breaks.......................................................................................................59 Adding Headers and Footers............................................................................................61 Adding Print Titles to a Report........................................................................................64 Modifying the Print Setting for a Report ........................................................................66 Printing All or Part of the Workbook...............................................................................69 Printing a range of cells ..........................................................................................69 Printing the entire workbook .................................................................................70 Printing charts in the spreadsheet ........................................................................72 Printing the spreadsheet formulas ........................................................................74
Chapter 5: Modifying the Spreadsheet .......................................................................77
Finding and Identifying the Region That Needs Editing ...............................................77 Selecting the Ranges to Edit.............................................................................................80 Editing Data Entries...........................................................................................................82 Catching Errors with Text to Speech ..............................................................................83 Deleting and Inserting Data and Cells .............................................................................85 Moving and Copying Data and Cells ...............................................................................87 Using Notes in the Spreadsheet.......................................................................................92 Using Find and Replace and Spell Checking ..................................................................93 Group Editing .....................................................................................................................97
Part II: Using Formulas and Functions....................................101
Chapter 6: Building Formulas .....................................................................................103
Building Formulas............................................................................................................103 Building formulas by hand ...................................................................................104 Building formulas with built-in functions ...........................................................110 Editing formulas.....................................................................................................114 Altering the natural order of operations ............................................................115 Using External Reference Links ..............................................................."
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