Excel Tips

MICROSOFT ®
Excel 2013
®
ADVANCED
Excel 2013:
Advanced
Student Manual
Excel 2013: Advanced
Chief Executive Officer, Axzo Press: Ken Wasnock
Series Designer and COO: Adam A. Wilcox
Vice President, Operations: Josh Pincus
Director of Publishing Systems Development: Dan Quackenbush
Writer: Micky Markert
Keytester: Cliff Coryea
COPYRIGHT © 2013 Axzo Press. All rights reserved.

No part of this work may be reproduced, transcribed, or used in any form or by any means⎯graphic, electronic, or
mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval
systems⎯without the prior written permission of the publisher.
For more information, go to www.logicaloperations.com
Trademarks
ILT Series is a trademark of Axzo Press.
Some of the product names and company names used in this book have been used for identification purposes only and
may be trademarks or registered trademarks of their respective manufacturers and sellers.
Disclaimer
We reserve the right to revise this publication and make changes from time to time in its content without notice.
ISBN 10: 1-4260-3610-8
ISBN 13: 978-1-4260-3610-1
Printed in the United States of America
1 2 3 4 5 GL 06 05 04 03
Contents
Introduction iii
Topic A: About the manual............................................................................... iv
Topic B: Setting your expectations ...................................................................vii
Topic C: Re-keying the course ......................................................................... xi
Advanced functions and formulas 1-1

Topic A: Logical functions .............................................................................. 1-2
Topic B: Conditional functions........................................................................ 1-6
Topic C: Financial functions........................................................................... 1-13
Topic D: Text functions .................................................................................. 1-15
Topic E: Date functions .................................................................................. 1-19
Topic F: Array formulas ................................................................................. 1-22
Unit summary: Advanced functions and formulas .......................................... 1-28
Lookups and data tables 2-1

Topic A: Using lookup functions ..................................................................... 2-2
Topic B: Using MATCH and INDEX ............................................................. 2-8
Topic C: Creating data tables.......................................................................... 2-12
Unit summary: Lookups and data tables ......................................................... 2-17
Advanced data management 3-1

Topic A: Validating cell entries ....................................................................... 3-2
Topic B: Advanced filtering ........................................................................... 3-10
Unit summary: Advanced data management................................................... 3-16
Advanced charting 4-1

Topic A: Chart formatting options ................................................................... 4-2
Topic B: Combination charts ........................................................................... 4-9
Topic C: Graphical objects ............................................................................. 4-19
Unit summary: Advanced charting.................................................................. 4-23
PivotTables and PivotCharts 5-1

Topic A: Working with PivotTables ................................................................ 5-2
Topic B: Modifying PivotTable data .............................................................. 5-11
Topic C: Formatting PivotTables ................................................................... 5-15
Topic D: Using PivotCharts ............................................................................ 5-19
Unit summary: PivotTables and PivotCharts .................................................. 5-22
Exporting and importing data 6-1

Topic A: Exporting and importing text files .................................................... 6-2
Topic B: Getting external data ........................................................................ 6-11
Unit summary: Exporting and importing data ................................................. 6-17
ii Excel 2013: Advanced
Analytical tools 7-1

Topic A: Goal Seek ......................................................................................... 7-2
Topic B: Scenarios .......................................................................................... 7-4
Unit summary: Analytical tools ...................................................................... 7-12
Macros and Visual Basic 8-1

Topic A: Running and recording a macro ....................................................... 8-2
Topic B: Working with VBA code................................................................. 8-10
Unit summary: Macros and Visual Basic ....................................................... 8-14
Course summary S-1

Topic A: Course summary............................................................................... S-2
Topic B: Continued learning after class .......................................................... S-4
Glossary G-1
Index I-1
iii
Introduction
After reading this introduction, you will know

how to:
A Use ILT Series manuals in general.
B Use prerequisites, a target student

description, course objectives, and a skills
inventory to properly set your expectations
for the course.
C Re-key this course after class.

iv Excel 2013: Advanced
Topic A: About the manual

ILT Series philosophy
Our manuals facilitate your learning by providing structured interaction with the
software itself. While we provide text to explain difficult concepts, the hands-on
activities are the focus of our courses. By paying close attention as your instructor leads
you through these activities, you will learn the skills and concepts effectively.
We believe strongly in the instructor-led class. During class, focus on your instructor.
Our manuals are designed and written to facilitate your interaction with your instructor,
and not to call attention to manuals themselves.
We believe in the basic approach of setting expectations, delivering instruction, and
providing summary and review afterwards. For this reason, lessons begin with
objectives and end with summaries. We also provide overall course objectives and a
course summary to provide both an introduction to and closure on the entire course.
Manual components
The manuals contain these major components:
• Table of contents
• Introduction
• Units
• Course summary
• Glossary
• Index
Each element is described below.
Table of contents
The table of contents acts as a learning roadmap.
Introduction
The introduction contains information about our training philosophy and our manual
components, features, and conventions. It contains target student, prerequisite,
objective, and setup information for the specific course.
Units
Units are the largest structural component of the course content. A unit begins with a
title page that lists objectives for each major subdivision, or topic, within the unit.
Within each topic, conceptual and explanatory information alternates with hands-on
activities. Units conclude with a summary comprising one paragraph for each topic, and
an independent practice activity that gives you an opportunity to practice the skills
you’ve learned.
The conceptual information takes the form of text paragraphs, exhibits, lists, and tables.
The activities are structured in two columns, one telling you what to do, the other
providing explanations, descriptions, and graphics.
Introduction v
Course summary
This section provides a text summary of the entire course. It is useful for providing
closure at the end of the course. The course summary also indicates the next course in
this series, if there is one, and lists additional resources you might find useful as you
continue to learn about the software.
Glossary
The glossary provides definitions for all of the key terms used in this course.
Index
The index at the end of this manual makes it easy for you to find information about a
particular software component, feature, or concept.
Manual conventions
We’ve tried to keep the number of elements and the types of formatting to a minimum
in the manuals. This aids in clarity and makes the manuals more classically elegant
looking. But there are some conventions and icons you should know about.
Item Description
Italic text In conceptual text, indicates a new term or feature.
Bold text In unit summaries, indicates a key term or concept. In

an independent practice activity, indicates an explicit
item that you select, choose, or type.
Code font Indicates code or syntax.
Longer strings of ► In the hands-on activities, any code that’s too long to fit
code will look ► on a single line is divided into segments by one or more
like this. continuation characters (►). This code should be
entered as a continuous string of text.
Select bold item In the left column of hands-on activities, bold sans-serif
text indicates an explicit item that you select, choose,
or type.
Keycaps like e Indicate a key on the keyboard you must press.

vi Excel 2013: Advanced
Hands-on activities
The hands-on activities are the most important parts of our manuals. They are divided
into two primary columns. The “Here’s how” column gives short instructions to you
about what to do. The “Here’s why” column provides explanations, graphics, and
clarifications. Here’s a sample:
Do it! A-1: Creating a commission formula

Here’s how Here’s why
1 Open Sales This is an oversimplified sales compensation
worksheet. It shows sales totals, commissions,
and incentives for five sales reps.
2 Observe the contents of cell F4

The commission rate formulas use the name
“C_Rate” instead of a value for the commission
rate.
For these activities, we have provided a collection of data files designed to help you
learn each skill in a real-world business context. As you work through the activities, you
will modify and update these files. Of course, you might make a mistake and therefore
want to re-key the activity starting from scratch. To make it easy to start over, you will
rename each data file at the end of the first activity in which the file is modified. Our
convention for renaming files is to add the word “My” to the beginning of the file name.
In the above activity, for example, a file called “Sales” is being used for the first time.
At the end of this activity, you would save the file as “My sales,” thus leaving the
“Sales” file unchanged. If you make a mistake, you can start over using the original
“Sales” file.
In some activities, however, it might not be practical to rename the data file. If you want
to retry one of these activities, ask your instructor for a fresh copy of the original data
file.
Introduction vii
Topic B: Setting your expectations

Properly setting your expectations is essential to your success. This topic will help you
do that by providing:
• Prerequisites for this course
• A description of the target student
• A list of the objectives for the course
• A skills assessment for the course
Course prerequisites
Before taking this course, you should be familiar with personal computers and the use
of a keyboard and a mouse. Furthermore, this course assumes that you’ve completed the
following courses or have equivalent experience:
• Windows 7: Basic, Windows Vista: Basic, or Windows XP: Basic
• Excel 2013: Basic
• Excel 2013: Intermediate
Target student
Before taking this course, you should be comfortable using a personal computer and
Microsoft Windows (preferably, Windows 7). You should have some experience with
Excel 2013 and should be familiar with intermediate-level tasks, such as sorting data,
linking worksheets, and outlining and consolidating data. You will get the most out of
this course if their goal is to become proficient in performing advanced tasks, such as
using logical, statistical, financial, and date functions, working with data tables,
validating cell entries and using advanced filters, creating advanced charts, working
with PivotTables and PivotCharts, exporting and importing data, performing what-if
analyses, and recording macros.
viii Excel 2013: Advanced
Course objectives
These overall course objectives will give you an idea about what to expect from the
course. It is also possible that they will help you see that this course is not the right one
for you. If you think you either lack the prerequisite knowledge or already know most of
the subject matter to be covered, you should let your instructor know that you think you
are misplaced in the class.
After completing this course, you will know how to:
• Use the IF and IFERROR functions to calculate a value based on specified
criteria; use conditional functions to summarize data; use the PMT function to
calculate periodic payments for a loan; use text functions to extract data strings;
use date functions to calculate duration in years, months, and days; create array
formulas to perform multiple calculations on multiple sets of data at one time;
and change calculation options and iteration limits.
• Use the VLOOKUP and HLOOKUP functions to find values in worksheet data;
use the MATCH function to find the relative position of a value in a range; use
the INDEX function to find the value of a cell at a given position in a range; and
use data tables to project values.
• Use the Data Validation feature to validate data entered in cells; and use
advanced filter options to display the data you specify.
• Format data points in charts; create combination charts and trendlines; insert
sparklines; use chart templates; and add and modify drawing objects and shapes.
• Create a PivotTable for analyzing and comparing large amounts of data; modify
the PivotTable view by using slicers to filter data and by rearranging fields;
improve the appearance of a PivotTable by changing its field settings and
applying a style; and create a PivotChart to graphically display data from a
PivotTable.
• Export data from Excel to other formats, and import data from a text file into an
Excel workbook; and use Microsoft Query and the Web query feature to import
data from external databases.
• Use the Goal Seek utility to meet a target output for a formula by adjusting the
values in the input cells; and create scenarios to save various sets of input values
that produce different results.
• Run a macro to perform tasks automatically; record macros; assign a macro to a
button in the worksheet; edit a macro by editing VBA code.
Introduction ix
Skills inventory
Use the following form to gauge your skill level entering the class. For each skill listed,
rate your familiarity from 1 to 5, with five being the most familiar. This is not a test.
Rather, it is intended to provide you with an idea of where you’re starting from at the
beginning of class. If you’re wholly unfamiliar with all the skills, you might not be
ready for the class. If you think you already understand all of the skills, you might need
to move on to the next course in the series. In either case, you should let your instructor
know as soon as possible.
Skill 1 2 3 4 5
Using logical functions (IF, IFERROR)
Using a formula to apply conditional formatting
Using math and statistical functions (SUMIF, COUNTIF,

AVERAGEIF, SUMIFS, COUNTIFS, AVERAGEIFS, ROUND)
Using the PMT function
Using text functions (LEFT, RIGHT, MID, LEN, FIND)
Using date functions (TODAY, DAYS360, and

NETWORKDAYS)
Creating array formulas
Using the VLOOKUP, MATCH, and INDEX functions
Using data tables to project values
Validating data
Using advanced filtering options
Adjusting the scale of a chart and formatting data points
Creating combination charts and trendlines
Inserting sparklines
Creating a custom chart template
Adding and formatting graphics in a chart
Creating, rearranging, and formatting PivotTables
Using slicers to filter PivotTable data
Creating PivotCharts
Importing and exporting text files

x Excel 2013: Advanced
Skill 1 2 3 4 5
Using Microsoft Query and Web query
Using Goal Seek
Creating scenarios
Running and recording macros
Assigning macros to buttons
Editing VBA modules

Introduction xi
Topic C: Re-keying the course

If you have the proper hardware and software, you can re-key this course after class.
This section explains what you’ll need in order to do so, and how to do it.
Hardware requirements
Your personal computer should have:
• 1 GHz or faster 32- or 64-bit processor
• At least 1 GB of RAM
• 2 GB of hard-disk space after operating system install
• Video adapter card compatible with DirectX 9 or newer, with at least 64 MB
video memory
• A keyboard and a mouse
• A monitor with at least 1024 × 768 resolution
• Printer (useful but not required)
• DVD drive if you’ll be installing via disc
Software requirements
You will also need the following software:
• Windows 7 Professional or Ultimate. (You can also use Windows XP or
Windows Vista, but the screen shots in this course were taken in Windows 7, so
your screens might look somewhat different.)
• Microsoft Office Professional Plus 2013
• A printer driver (An actual printer is not required, but you will not be able to get
an exact preview in Print Preview without a printer driver installed.)
Network requirements
The following network components and connectivity are also required for re-keying this
course:
• Internet access, for the following purposes:
– Updating the Windows operating system and Microsoft Office 2013
xii Excel 2013: Advanced
Setup instructions to re-key the course

Before you re-key the course, you will need to perform the following steps.
1 Use Windows Update to install all available critical updates and service packs.
2 With a flat-panel display, we recommend using the panel’s native resolution for
best results. Color depth/quality should be set to High (24 bit) or higher.
Please note that your display settings or resolution may differ from the author’s,
so your screens might not exactly match the screen shots in this manual.
3 If necessary, reset any Excel 2013 defaults that you have changed. If you do not
wish to reset the defaults, you can still re-key the course, but some activities
might not work exactly as documented.
• In the Excel Options dialog box, reset the Quick Access Toolbar to its
default state.
4 If you have the data disc that came with this manual, locate the Student Data
folder on it and copy it to your Windows desktop.
If you don’t have the data disc, you can download the Student Data files for the
course:
a Connect to http://downloads.logicaloperations.com.
b Enter the course title or search by part to locate this course.
c Click the course title to display a list of available downloads.
Note: Data Files are located under the Instructor Edition of the course.
d Click the link(s) for downloading the Student Data files.
e Create a folder named Student Data on the desktop of your computer.
f Double-click the downloaded zip file(s) and drag the contents into the
Student Data folder.
1–1
Unit 1
Advanced functions and formulas
Unit time: 60 minutes
Complete this unit, and you’ll know how to:
A Use logical functions to calculate values

based on specified criteria.
B Use conditional functions to summarize,

count, and average data.
C Use the PMT function to calculate periodic

payments for a loan.
D Use text functions to extract specific text

strings from cells.
E Use date functions to calculate duration,

expressed as the number of days.
F Use array formulas to perform multiple

calculations on multiple sets of values.
1–2 Excel 2013: Advanced
Topic A: Logical functions

Explanation You can use conditional logic in a formula to return a specific result depending on
whether a certain test, or condition, is met. If the condition is true, one result will be
displayed. If the condition is false, a different result will be displayed. Microsoft Excel
2013 provides several logical functions you can use for conditionally evaluating a
calculation. In this topic, we’ll look at IF, and IFERROR.
The IF function
The IF function evaluates a condition, or logical test. If the condition is true, the
function returns a specific value. Otherwise, it returns another value. The syntax of the
IF function is:
IF(logical_test,value_if_true,value_if_false)
In this syntax, logical_test is the criterion you want the function to evaluate,
value_if_true is the value to be returned if the condition is true, and
value_if_false is the value to be returned if the condition is false.
Editing conditions in a formula

The techniques used to edit formulas are the same as those used to edit other cell data.
You can either:
• Click the formula bar to edit the formula.
• Double-click the cell and edit the formula in the cell.
When the formula is activated, the color of the cell references in the formula match the
outline color in the worksheet. Also, the ScreenTip identifies the function component
that is being edited. In Exhibit 1-1, for example, the insertion point is in the middle of
the logical test, so “logical_test” is bold.
Advanced functions and formulas 1–3
Exhibit 1-1: Editing a formula
Do it! A-1: Using the IF function

The files for this activity are in Student Data folder Unit 1\Topic A.
1 Start Excel 2013
2 Open Commission.xlsx In the current topic folder.
3 Save the workbook as

My Commission.xlsx
4 Select G8 If necessary. You’ll use the IF function to

calculate the commission for each salesperson.
If the total-sales value is greater than the sales-
goal value in cell B4, the commission should be
calculated as 2% of the total sales. Otherwise,
“NA” should appear in the cell.
Type =IF(F8>$B$4, In this function, “F8>$B$4” is the condition that

will be evaluated. The reference to B4 is
absolute (expressed as $B$4) because you’ll
AutoFill the cell to the ones below, and the other
formulas should all refer to B4.
5 Type F8*2%, “F8*2%” is the value to be returned if the

condition is true.
Type "NA") “NA” is the value to be returned if the condition

is false.
6 Press e The value NA appears in G8. Because the

condition F8>B4 is false ($7,450<$8,500), the
value NA is returned.
7 Copy the formula in G8 to (Use the AutoFill handle.) To calculate the

G9:G22 remaining commissions.
Observe the Commission column
You’ll see the commission amount for each

salesperson.
8 Double-click G8 To edit the formula directly in the cell. Notice

that the B4 cell reference in the formula and the
cell outline are the same red color. This color
coding can be useful when you’re editing
complicated formulas.
Press g To close Edit mode.
9 Update the workbook

The IFERROR function

Explanation You can use the IFERROR function to check a formula for errors and to replace Excel’s
default error message with a message you specify. For example, if you try to divide a
number by zero in a formula, the error message #DIV/0! appears in the cell by default.
You can replace this message with your own by using IFERROR.
The syntax for the IFERROR function is:
IFERROR(value,value_if_error)
where value is the argument you want to check for an error, and value_if_error is
the message you want to display if an error is found. If no error is found in the formula,
the result of the formula is displayed.
Do it! A-2: Using the IFERROR function

1 Click the IFERROR sheet You’ll use the IFERROR function to find
calculation errors and identify them with your
own error message.
2 Select D7
Type =IFERROR( To begin the IFERROR function.
Type B7/C7, To enter the value you want the function to

calculate and check for errors.
3 Type “Check price”) To specify the error message to be displayed if

the function finds an error.
Press e To complete the formula and calculate a result

for D7.
4 Copy the formula in D7 to The error message “Check price” appears in D8

D8:D19 and D18 because the formula tried to divide a
number by zero.
5 Update and close the workbook

Topic B: Conditional functions

The SUMIF function
Explanation You can conditionally summarize, count, and average data by using math and statistical
functions. These functions include SUMIF, COUNTIF, AVERAGEIF, SUMIFS,
COUNTIFS, and AVERAGEIFS.
You use the SUMIF function when you want to add values within a range of cells based
on the evaluation of a criterion in another range. The syntax of the SUMIF function is:
SUMIF(range,criteria,sum_range)
In this syntax, range is the range in which the function will test the criterion specified
in criteria. The argument sum_range specifies the actual cells whose values are to
be added. Sum_range is optional; if it’s omitted, the cells specified in range are
evaluated by criteria, and they are added if they match criteria.
Exhibit 1-2: The SUMIF function applied

Do it! B-1: Using SUMIF

The files for this activity are in Student Data folder Unit 1\Topic B.
1 Open Sales.xlsx In the current topic folder.
Save the workbook as

My Sales.xlsx
2 Select B29 You’ll sum up the sales for the East region for
the prior year.
Type =SUMIF(Region, In the formula, “Region” is the named range of

cells B8:B22, which SUMIF will evaluate.
Type ”East”, “East” is the evaluation criterion. You must

include quotes around this value because it is a
label.
3 Type Sales_prior) “Sales_prior” is the range C8:C22, which will

be summed based on the criterion.
Press e The value of the East region’s total sales for the
prior year, $43,685.00, appears in B29.
4 In B30, display the East region’s (Use the name of the range D8:D22,
total sales for the current year Sales_current, in the SUMIF function.) The
value $56,320.00 appears.
5 In E29, display the North region’s (Specify North as the evaluation criterion.) The
total sales for the prior year value $65,040.00 appears.
6 In E30, display the North region’s The value $70,950.00 appears.

total sales for the current year
7 Fill in the current and prior years’ Compare your results to Exhibit 1-2.
sales information for the South
and West regions

The COUNTIF function

Explanation You use the COUNTIF function to count the number of cells in a range that meet your
specified criteria.
The syntax for the COUNTIF function is:
COUNTIF(range,criteria)
Range is the cell or range of cells to count that meet the stated criterion. Text values and
blank cells are ignored. Criteria can be text, numbers, expressions, or cell references
that identify the cells to be counted.
Do it! B-2: Using COUNTIF

1 Select G8 You’ll count the number of stores that have met
or exceeded the current year’s sales goal of
$15,000.
2 Type =COUNTIF( To start the function.
Type Sales_current, To designate the range in which you will count

the cells that meet your criterion.
Type “>=15000”) To specify the criterion to be met.
3 Press e To complete the function and return the result.

The value 9 appears in the cell because there are
nine stores meeting or exceeding the sales goal.
The AVERAGEIF function

Explanation AVERAGEIF, like SUMIF and COUNTIF, is a conditional math function. Use
AVERAGEIF to conditionally average a range of numbers.
The syntax for the AVERAGEIF function is:
AVERAGEIF(range,criteria,average_range)
Range is the cell or range of cells you want to average, and criteria is the number,
expression, cell reference, or text that identifies which cells should be averaged.
Average_range is the corresponding set of cells you want to average. If you omit
this, range will be used instead.
Exhibit 1-3: The AVERAGEIF function applied
Do it! B-3: Using AVERAGEIF

1 Select B31 You’ll calculate the average of current-year
sales for the East region.
2 Type =AVERAGEIF( To begin the function.
Type Region,”East”, To designate Region as the range, and East as

the criterion for that range.
Type Sales_current) To designate the current year’s sales in column

D as the range from which the actual cells to be
averaged will be drawn.
3 Press e To finish the function and calculate the result.

Cell B31displays $14,080.00, which is the
average of current-year sales for the East region.
4 Calculate the average of current- Compare your results to Exhibit 1-3.

year sales for the remaining
regions

SUMIFS, COUNTIFS, and AVERAGEIFS

Explanation Although SUMIF, COUNTIF, and AVERAGEIF are useful for conditionally
summarizing data, they allow only one criterion. To remedy this limitation, Excel
provides the SUMIFS, COUNTIFS, and AVERAGEIFS functions, which enable you to
easily sum, count, and average values in a range while using multiple criteria.
SUMIFS
The syntax for the SUMIFS function is:
SUMIFS(sum_range,criteria_range1,criteria1,criteria_range2,
criteria2)
Sum_range is the cell or range you want to sum. Criteria_range1 and
criteria_range2 are the ranges in which the function evaluates the related criteria;
criteria1 and criteria2 are the actual criteria. Note that in the SUMIFS function,
the sum_range argument appears first (rather than last, as in SUMIF).
COUNTIFS
The syntax for the COUNTIFS function is:
COUNTIFS(range1,criteria1,range2,criteria2)
Range1 and range2 are the ranges where the related criteria are evaluated.
Criteria1 and criteria2 are the criteria by which the cells or ranges are evaluated.
AVERAGEIFS
The syntax for the AVERAGEIFS function is:
AVERAGEIFS(average_range,criteria_range1,criteria1,
criteria_range2,criteria2)
Average_range is the range of cells you want to average. Criteria_range1 and
criteria_range2 are the ranges where the function evaluates the related criteria.
Criteria1 and criteria2 are the criteria by which the specified cells will be
evaluated.
Exhibit 1-4: The completed Summary section
Do it! B-4: Using SUMIFS, COUNTIFS, and AVERAGEIFS

1 Select B32 You’ll use the SUMIFS function to sum the
increase in sales over the target goal for stores in
the East region.
2 Type =SUMIFS( To begin the function.
Type E8:E22, To specify the range containing the cells to be

summarized. You want to use the amount of
increase or decrease in sales.
Type Region,”East”, To specify the East region as the first criteria

range and the first criterion by which to evaluate
the range.
Type To specify the second criteria range and the

Sales_current,”>15000”) second criterion. The formula will check to see
if the current sales number is larger than the
target of $15,000.
3 Press e To enter the function. The value $6,985.00 is

displayed. This is the total of the increase in
sales over the target goal for all stores in the
East region.
4 Calculate the increase in sales Compare your results to the relevant cells in
above the target goal for the Exhibit 1-4.
remaining regions
5 Select B33 You’ll calculate the number of stores in the East

region that exceeded the target sales goal.
Type =COUNTIFS( To begin the function.
6 Type Region,”East”, To specify the first range and the criterion by

which the range will be evaluated.
Type To specify the second range and the criterion by

Sales_current,”>15000”) which it will be evaluated.
7 Press e To complete the function and display the result.

Two stores in the East region exceeded the sales
target of $15,000.
Calculate the number of stores Compare your results to the relevant cells in
exceeding the target sales goal in Exhibit 1-4.
each of the remaining regions
8 Select B34 You’ll use the AVERAGEIFS function to

calculate the average increase in sales for those
stores exceeding the target goal.
9 Type =AVERAGEIFS( To begin the function.
Type E8:E22, To specify the range containing the cells to be

averaged.
Type Region,”East”, To specify the first criteria range and the first
criterion.
10 Type To specify the second criteria range and the

Sales_current,”>15000”) second criterion.
Press e To complete the function and display the result;

$3,492.50 appears in B34.
11 Calculate the average increase in Compare your Summary section to Exhibit 1-4.
sales for the remaining regions
Update and close the workbook

Topic C: Financial functions

The PMT function
Explanation Excel provides several financial functions for calculating such values as depreciation,
future or present loan values, and loan payments. One financial function is the PMT
function, which you can use to calculate loan payments.
The PMT function returns the periodic payments for a loan. The return value is negative
if the amount is to be paid, and positive if the amount is to be obtained.
The syntax of the PMT function is:
PMT(rate,nper,pv,fv,type)
The following table describes each argument of the PMT function:
Argument Description
rate The interest rate per period. For example, if you get a loan at 10% annual
interest and you make monthly payments, the first argument will be 10%/12.
nper The number of payments that have to be made to repay the loan. For
example, if you have four years to pay back the loan, and you make monthly
payments, the second argument will be 48 (4*12).
pv The present value or the principal amount of the loan. This argument can
also have a negative value. For example, if you give a loan of $12,000, the
present value will be -12000. However, if you take a loan of $12,000, the
present value will be 12000.
fv (Optional) The future value of the loan—that is, its value after the last
payment is made. If you omit the future value, it’s assumed to be zero.
type (Optional) Indicates when payments are due. This argument can have either
of two values: 0 if payments are due at the end of the period, or 1 if
payments are due at the beginning of the period. If you omit this argument,
it’s assumed to be zero.
Do it! C-1: Using the PMT function

The files for this activity are in Student Data folder Unit 1\Topic C.
1 Open Loan.xlsx In the current topic folder.

My Loan.xlsx
2 Select E6 You’ll calculate the monthly payment to be

made to AmericaBank.
Type =PMT(D6%/12, In this formula, “D6%/12” is the monthly rate of

interest.
Type C6,B6)
“C6” refers to the cell containing the period of
repayment, and “B6” refers to the cell
containing the present value of the loan.
Press e The value -$3,417.76 appears in E6. The

negative sign signifies that you have to pay this
amount.
3 Copy the formula in E6 to E7:E8 To calculate the monthly payments for the
and E10:E11 remaining banks.
4 Change the value in C6 to 24 When the number of payments goes down, the
monthly payment amount increases.

Topic D: Text functions

Splitting column data with text functions
You can use text functions to manipulate or modify strings of text. For example, you
may want to split up a text string so that portions of it appear in separate columns. You
can save hours of effort by using a text function to do the work for you.
Let’s say you were sent a file with a column that includes both product numbers and
product names. You want to be able to split that information into two separate columns.
Rather than retype the data from scratch, use a text function to accomplish the task.
The LEFT and RIGHT functions

The LEFT text function will extract a specified number of characters from the leftmost
portion of a text string, and return the result in the cell you designate. The syntax is:
=LEFT(text,[num_chars])
Text is the text, or cell reference, containing the string you want to manipulate, and
num_chars is the number of characters you want the function to extract. So for
example:
=LEFT (A3,7)
would extract 7 characters in the leftmost portion of the text string in cell A3.
As you might expect, the RIGHT function will perform similarly, only from the
rightmost portion of the string:
=RIGHT(text,[num_chars])
The MID function

The MID function, as its name implies, will extract text from the middle of a string. It’s
a slightly more complicated function that LEFT or RIGHT, however, because it contains
an additional argument:
=MID(text,start_num,num_chars)
Here, the start_num argument is the starting position of the first character of the text
you want to extract. So for example:
=MID(A3,5,6)
would extract six characters from the string, beginning at the fifth position in the string.
Keep in mind that characters can be letters, numbers, symbols, punctuation, and spaces.
Do it! D-1: Using the LEFT, RIGHT, and MID functions

The files for this activity are in Student Data folder Unit 1\Topic D.
1 Open Employee review.xlsx In the current topic folder.
Save the workbook as You’ve received a file containing employee

My Employee review.xlsx information. The sender put different types of
data into single columns, which makes the data
hard to read, and less useful than it could be.
2 Observe column A The text strings in this column look like

meaningless numbers. However, they contain
employee numbers, review information, and pay
grades. You’ll separate this information into
three columns.
3 Activate C2 This column is where you’ll extract the

employee numbers, which are the four digits at
the beginning of each text string in Column A.
4 Type =LEFT(A2, 4) To extract the four leftmost characters from the

text string in A2.
Press e To return the result in C2. The Employee

number is E001.
5 Fill the remaining employee Use the AutoFill handle to copy the function.
number values in the C column
6 Activate F2 This column will contain the employee pay

grades, which are the last three digits of the text
strings in column A.
Enter =RIGHT(A2,3) To extract the three rightmost characters from

the text string in A2.
Fill in the remaining pay grade

values in column F
7 Activate G2 You fill the review completion in this column.

The review completion is in the middle of the
text strings in column A.
Type =MID(A2,5,1) The review completion value begin in the 5th

character position of the text string, and is one
character long.
Press e To extract the review information in A2 to G2.
Fill in the remaining data values

in column G

The FIND and LEN functions

Explanation The LEFT, RIGHT, and MID functions work well for extracting text strings that are a
consistent length. However, you may find that you need to extract portions of a string
that are not a uniform number of characters. In these cases you can use functions such
as FIND and LEN.
You can use the FIND function to locate the position of a particular character or string
within another string. The syntax for FIND is:
FIND(find_text,within_text,[start_num])
where find_text is the location of the text you want to find; within_text is the
string that contains the text you want to find; and start_num specifies the character
position at which you want to start the search.
Start_num is an optional argument. The first character in the within_text string
is 1. If you don’t use start_num in your formula, its value is assumed to be 1.
For example, say you have a phone number XXX-XXXX in A1, and you want to find
the location of the – within it. You would enter
=FIND("-",A1)
to get the result of 4, since that is the position of the – character in the string.
The LEN function will return the number of characters of any string you specify. The
syntax for LEN is:
LEN(text)
where (text) is the string or cell reference you want to find the length of.
For example, =LEN(B2) will return the number of characters in cell B2. Similarly,
=LEN(“E015”) will return a result of 4, the number of characters in the string specified
between the quotes.
By themselves, FIND and LEN aren’t necessarily very useful, but you can use them in
conjunction with other functions, such as LEFT and RIGHT, to extract or distribute text
strings that aren’t a uniform number of characters. For example:
=LEFT(B2,FIND(" ",B2))
will find the space in B2, and extract the characters preceding it beginning from the
leftmost character in B2. Note that in this formula, the FIND function’s start_num
argument is omitted, so that the FIND function will begin at 1, the first character of the
specified string.
To extract strings of varying lengths from the rightmost side of the string, you can use
both the FIND and LEN functions within the RIGHT function. Here’s an example:
=RIGHT(B2,(LEN(B2)-FIND(" ",B2)))
Here, the formula starts from the rightmost part of the string in B2. It will find (FIND)
the space in the string, then subtract the position of the space from the length of the
entire string (LEN), and return that many of the rightmost characters.
Note: when a function is used within another function as that function’s argument, it is
called a nested function.
Do it! D-2: Using functions to separate names

1 Click E2 You want to separate the employee names into
two separate columns. You’ll use the LEFT and
FIND functions to extract the first names from
column B to column E.
2 Type =LEFT(B2, This part of the function dictates which text

string you want to manipulate, and from which
part of the string you want to extract a result.
3 Type FIND(“ “,B2))
This part of the formula looks for the space

within the text in B2, and will extract the
characters from the leftmost part of the string up
to and including the space.
Press e To enter the formula. The result is Malcolm, the

first name of the first employee in the list.
4 Copy the formula in E2 to E3:E20
5 Click D2 You’ll use the RIGHT, LEN,and FIND

functions to separate out the last names into a
new column.
6 Enter
=RIGHT(B2,(LEN(B2)-FIND(“ “,B2)))
This formula will extract text from the rightmost

part of the string. The LEN function determines
the length of the entire string in B2, and
subtracts the position of the space (FIND) in the
string. Because the start_num argument is
omitted, the position of the space is 1.
Copy the formula in D2 to

D3:D20

Topic E: Date functions

Using date functions
Explanation In Excel, dates are stored as sequential serial numbers. The serial number 1 is assigned
to January 1, 1900. In this method, January 1, 2013 is serial number 41275. When a date
is entered into a cell formatted as General, Excel automatically applies the Date format.
For calculation purposes, the underlying value in the cell remains the serial number. To
display the serial number in the cell, change the cell format to General or Number.
Excel provides a wide variety of built-in date functions that you can use to insert the
current date in a cell or to calculate the number of days between the starting and ending
dates. To insert a date function, click the Date & Time button in the Function Library
group on the Formulas tab, and select the desired function. You can also click the Insert
Function button to open the Insert Function dialog box.
TODAY
You use the TODAY function to enter the current date in the selected cell. The syntax
is:
=TODAY()
YEAR
Use the YEAR function to return the year in the specified date serial number. Apply the
General or Number format to the resulting value. The syntax for the YEAR function is:
=YEAR(serial_number)
You can also use this function to calculate the number of years between two dates. The
formula would be:
=YEAR(serial_number)-YEAR(serial_number)
DAYS360
To calculate the number of days between a start date and an end date, use the DAYS360
function. This function is based on a 360-day year. The syntax for the DAYS360
function is:
=DAYS360(start_date,end_date)
To calculate the number of years between two dates, you can divide by 365 to get a
more accurate result in years. If the resulting value is not a full year, then format the cell
as Number to display the exact number of years with a decimal point. The syntax using
the DAYS360 function would be:
=DAYS360(start_date,end_date)/365
NETWORKDAYS
You can use the NETWORKDAYS function to calculate the number of work days
between the start date and the end date, excluding weekends. The Holidays argument is
optional. The syntax is:
=NETWORKDAYS(start_date,end_date,[holidays])
Arguments in date functions

When entering arguments in the date functions, you can enter the date as mm/dd/yyyy
and Excel will convert it to the serial number. If the date already appears in a cell, use
the cell reference as the argument in the function.
Do it! E-1: Using date functions

The files for this activity are in Student Data folder Unit 1\Topic E.
1 Open HR dates.xlsx In the current topic folder.
Save the workbook as My HR dates.xlsx
2 On the Years of service

worksheet, select E2
Enter =TODAY() The current date appears in Date format.
3 In E5, enter To calculate the number of years Davis Lee has

=YEAR($E$2)-YEAR(D5) been an employee. The answer looks odd
because of the Date format.
Apply the General format to E5 To display the number of years of Davis Lee’s
employment.
4 Calculate the remaining

employees’ years of service
Drag the fill handle down from E5 to E32. For

employees who were hired the same year as the
current date, the years of service will be 0.
6 In F5, enter The DAYS360 function calculates the number

=DAYS360(D5,$E$2)/365 of days between the hire date and the current
date, based on a 360-day year. To find the
number of years, you’ll divide by 365. The
result is formatted as a number with two decimal
places.
7 Fill the formula down to E32
Employees who were hired in the current year

will show years of service as a decimal number.
9 Click the Training phases tab This worksheet contains dates for training that
occurs in three phases. You want to calculate the
number of workdays being spent on training.
10 In D5, enter To calculate the number of actual workdays this

=NETWORKDAYS(B5,C5) time includes. The weekend days have been
removed and the resulting number of days is 54.
Copy the formula to Phase II and

Phase III
11 Observe H5:H12 This range contains the company holidays for

the year 2012.
In E5, enter You’ll use the NETWORKDAYS function to

=NETWORKDAYS(B5,C5, calculate the number of workdays, excluding
weekends and holidays.
Select H5:H12 and press $

To add the holiday argument as an absolute
reference.
Press e The number of days was reduced by 1 because

the 1/2/2013 holiday fell within Phase I.
12 Copy the formula to Phase II and

Phase III

Topic F: Array formulas

Using array formulas
Explanation The most basic definition of an array is a collection of values. Often, arrays are defined
by cell references. However, arrays can also be groups of raw data or values. In this
case, the arrays would be referred to as array constants.
An array formula performs multiple calculations on one or more sets of values, and
then returns either a single result or multiple results. For example, as shown in Exhibit
1-5, you can create one array formula that calculates the Total sales for each product by
multiplying the Unit price (B7:B19) by the Units sold (C7:C19) and entering the result
in the range D7:D19. In this example, B7:B19 is an array, and C7:C19 is another array.
Creating array formulas

The syntax for array formulas is the same as any other Excel formula. You start with an
equal sign (=), and you can use any built-in Excel function. You must press
Ctrl+Shift+Enter to enter the formula. Array formulas are enclosed in braces {}. You
cannot manually enter the braces to create an array formula.
Exhibit 1-5: Creating an array formula in D7:D19

Array formulas offer several advantages:

• Consistency — Because the same formula is entered in the destination range,
verifying the accuracy of the formula is easier.
• Editing safeguards — When arrays involve multiple cells, you cannot edit just
one of the cells. You must select the entire array, modify it, and then press
Ctrl+Shift+Enter to confirm the change in the formula.
• Reduced file size — When a single array formula replaces multiple individual
formulas, Excel needs to store only the single array formula. The more
individual formulas replaced by the array formula, the greater the reduction in
file size.
Do it! F-1: Using an array formula

The files for this activity are in Student Data folder Unit 1\Topic F.
1 Open Inventory.xlsx In the current topic folder.

My Inventory.xlsx
2 Select D7:D19 You will create an array that calculates the total
sales for each product (Unit price*Units sold).
The first step is to select the destination range.
3 Type =B7:B19*C7:C19 To multiply the unit prices by the units sold for
each product. You can type or select the ranges
B7:B19 and C7:C19.
4 Press c + s + e
To enter the formula as an array formula. Excel

encloses the array formula in braces. You can
create an array formula only by pressing
Ctrl+Shift+Enter; you cannot manually insert
the braces.
5 Select the cells in D7:D19
If necessary. All cells contain the same array

formula; however, the result of the calculation is
different for each product.

Applying arrays to functions

Explanation In addition to creating an array formula that returns multiple results, you can create an
array formula that returns a single result, as shown in Exhibit 1-6. For example, you can
use the SUM function to calculate the total sales of all products. In this case, you will
use an array with the SUM function.
Use the following steps to create a SUM function using an array as the arguments:
1 Select the cell where you want the formula to be placed.
2 Type =SUM(
3 Enter (or select) the array to be used as the first argument.
4 Type *
5 Enter (or select) the array to be used as the second argument. Type the closing
parenthesis.
6 Press Ctrl+Shift+Enter.
Exhibit 1-6: Creating an array formula that returns a single result

Do it! F-2: Applying arrays to functions

1 Select B21 You will enter an array formula that calculations
the grand total sales for the products.
2 Type To create a SUM function and use the array as

=SUM(B7:B19*C7:C19) the arguments.
3 Press c + s + e
To create the array formula that will return a

single result.
4 Observe the formula The Grand Total in B21 is $97,537.18.
5 In D20, click To verify that the result is the same as the result
in B21. Even though the range D7:D19 contains
the array formula, the AutoSum function uses
the values in its calculation.
Delete the formula in D20

Modifying array formulas

Explanation As stated earlier, you cannot delete or modify the contents of a cell that is included in a
multi-cell array unless you edit the entire array. A common change is to add or remove
rows that are included in the array formula. To do so, use the following technique:
1 Select the cell containing the array formula to be modified.
2 Press F2 to activate Edit mode. The braces temporarily disappear.
3 Edit the cell references as needed.
4 Press Ctrl+Shift+Enter to enter the modified array formula.
Do it! F-3: Modifying the array formula

1 Move A21:B21 down to A29:B29 To make space to add more products.
2 Click the More products tab This sheet contains eight additional products
with unit price and units sold information that
you want to include on the Inventory tab.
Copy A2:C9 You’ll paste the information for the eight

additional products into the Inventory sheet.
3 Click the Inventory tab
Select A20 and paste the copied

data
4 Observe the error indicator in B29
Excel recognizes that a change affecting the

formula has occurred.
5 Press @ To activate Edit mode as indicated in the status

bar. The braces temporarily disappear as you
edit the formula.
6 In the formula bar, change B19 to To include the new products.

B27
Change C19 to C27 The additional rows are included in the array
arguments.
7 Press c + s + e
To enter the modified array formula. The array

formula is enclosed in braces again.
8 Select D7:D27 You must select the entire array to modify the
array formula.
Activate Edit mode and change Press F2, and edit the cell references in the
the cell references to B27 and formula bar.
C27
9 Press c + s + e
To enter the modified array formula.

Unit summary: Advanced functions and formulas

Topic A In this topic, you used the logical function IF to evaluate a condition and return a value
based on whether that condition is true or false. You also used the IFERROR function.
Topic B In this topic, you used conditional functions to conditionally summarize, count, and
average data.
Topic C In this topic, you used the PMT function to calculate periodic payments for a loan.
Topic D In this topic, you used text functions to manipulate strings of text in cells. You used the
LEFT, RIGHT, and MID functions to extract specific numbers of characters from text
strings, and you used the FIND and LEN functions to extract text from strings of
varying lengths.
Topic E In this topic, you used the TODAY and NETWORKDAYS functions to calculate
differences between two dates.
Topic F In this topic, you created an array formula that performed multiple calculations on
multiple data sets to obtain multiple results. You also created an array formula using a
SUM function.
Independent practice activity

In this activity, you’ll use the IF function to calculate a commission rate. You’ll then
conditional functions to calculate sales data. Finally, you’ll use text functions to
separate column data.
The files for this activity are in Student Data folder Unit 1\Unit summary.
1 Open Functions practice.xlsx and save the workbook as My Functions practice.xlsx.
2 On the Commissions sheet, use the IF function to calculate a commission for each
sales person by using the following criteria:
• The commission rate for total sales over the sales goal in B4 is 3%.
• The commission rate for total sales under the sales goal in B4 is 1%.
(Hint: You can scroll down in the worksheet to see the formula for cell G8.)
Compare your results to Exhibit 1-7.
3 On the Sales sheet, make the following conditional calculations:
• In cell B27, sum the increase in sales over the target goal for stores in the East
region.
• In cell B28, calculate the number of stores in the East region that exceeded the
target sales goal.
• In cell B29, calculate the average increase in sales for those stores in the East
region that exceeded the target goal.
(Hint: Use SUMIFS, COUNTIFS, and AVERAGEIFS. Scroll down in the
worksheet to see the correct formulas.) Compare your results to Exhibit 1-8.
4 Click the Products sheet. In B2, enter a function to separate the 4-character product
code at the left part of the text string in A2. Copy the function to the B3:B12. (Hint:
Use the LEFT function. Scroll down to A61 to see the correct formula.)
5 In C2, enter a function to separate the product name from the text string in A2.
Copy the function to C3:C12. (Hint: Use the RIGHT, LEN, and FIND functions.
Scroll down to A64 to see the correct formula.)
6 Update and close the workbook.
Exhibit 1-7: The calculated commissions after step 2
Exhibit 1-8: The East Summary values after step 3
Review questions
1 What is the syntax of the IF function?
IF(condition,value_if_true,value_if_false)
2 What date function inserts the current date?
TODAY()
3 What function inserts the current date and time?
NOW()
4 How can you distinguish an array formula from a regular formula?
An array formula is surrounded by braces { }.
5 How do you enter an array formula?
Like all Excel formulas, you start with an equal sign (=), but you must press Ctrl+Shift+Enter to
enclose the formula in braces.
2–1
Unit 2
Lookups and data tables
A Use the VLOOKUP and HLOOKUP

functions to find values in a worksheet list.
B Use the MATCH function to find the

relative position of a value in a range, and
use the INDEX function to find the value
of a cell at a given position within a range.
C Use data tables to see the effects of

changing the values in a formula.
Topic A: Using lookup functions

Data lookups
Explanation You can find a value in a range of related data in a worksheet by using lookup functions.
These functions find a value in the first row or column of a list and then return a
corresponding value from another row or column.
HLOOKUP and VLOOKUP

The HLOOKUP function performs a horizontal lookup. It finds values in a lookup table
that has row labels in the leftmost column. The VLOOKUP function performs a vertical
lookup. It finds values in a lookup table that has column labels in the topmost row.
HLOOKUP searches for the lookup value in the first row of the lookup table and returns
a value in the same column from the specified row of the table. The syntax is:
HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)
In this syntax:
• lookup_value is located in the first row of the lookup table.
• table_array is the name of the lookup table range.
• row_index_num is the number of the row from which a value will be returned.
• range_lookup is an optional argument that specifies whether you want
HLOOKUP to find an exact or approximate match. You can specify FALSE if
you want the function to search for a value that falls within a range, or specify
TRUE if you want the function to search for an approximate match. If you omit
the argument, HLOOKUP assumes that the value is TRUE.
Similarly, VLOOKUP searches for the lookup value in the first column of the lookup
table and returns a value in the same row from the specified column of the table. The
syntax is:
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
In this syntax:
• lookup_value is located in the first column of the lookup table.
• table_array is the name of the lookup table range.
• col_index_num is the number of the column from which a value will be
returned.
• range_lookup is an optional argument that specifies whether you want
VLOOKUP to find an exact or approximate match. If you omit the argument,
VLOOKUP assumes that the value is TRUE.
Lookups and data tables 2–3
Do it! A-1: Examining VLOOKUP

1 Open Employees.xlsx In the current topic folder.
2 Save the workbook as This workbook contains four worksheets;

My Employees.xlsx Lookup is the active sheet. The data in the
Lookup worksheet is sorted in ascending order
by the values in the Employee ID column. The
range A4:E6 contains a search box that currently
displays the name and department for the
employee identification number E001.
3 Verify that the Lookup sheet is

active
In A6, enter E037 The name and department details of Employee

ID E037 appear in B6 and C6, respectively.
Entering an incorrect identification number in
A6 would create errors in B6 and C6.
4 Select B6 It contains a VLOOKUP function that finds the

name of the employee whose identification
number is specified in A6.
Observe the formula bar
In this formula, “A6” refers to the cell

containing the value that the function has to
find. “Emp_info” is the range A10:F49, which
constitutes the lookup table. The “2” refers to
the table column from which the matching value
is returned. “FALSE” indicates that the function
must find an exact match.
In the row containing E037, the value in the
second column of the lookup table is Davis Lee.
5 Select C6
It contains a VLOOKUP function that finds the

department of the person whose employee
identification number appears in A6.

Using VLOOKUP to find exact matches

Explanation When you use the VLOOKUP function, remember the following:
• The lookup value must always be located in the first column of the lookup table.
• If the range_lookup argument is TRUE, the values in the first column of the
lookup range must be in ascending order.
• Uppercase and lowercase text are equivalent.
Do it! A-2: Using VLOOKUP to find an exact match

1 Select D6 You’ll use the VLOOKUP function to find the
earnings of the employee whose ID is entered in
A6.
Enter
=VLOOKUP(A6,Emp_info,6,FALSE)
The value 72500 is returned.
2 In E6, enter
=VLOOKUP(A6,Emp_info,4,FALSE)
The value East appears. This is the region of the

employee whose ID is entered in A6.
3 In A6, enter E029
The employee details appear as shown.

Using VLOOKUP to find approximate matches

Explanation You can also use the VLOOKUP function to return an approximate match. To do this,
specify the range_lookup argument as TRUE. If the function doesn’t find an exact
match, it looks for the largest value that is less than the lookup value and returns its
corresponding data. This is also the default value if you leave the argument blank.
If the lookup value is less than the smallest value in the table, an error (#N/A) is
returned.
Do it! A-3: Using VLOOKUP to find an approximate match

1 Click the VLOOKUP sheet This table lists discount percentages
corresponding to purchase amounts. You’ll find
the nearest discount percentage based on an
approximate matching lookup.
2 Select B6 You’ll use the VLOOKUP function to find the

discount percentage for the amount entered in
A6. The table correlating purchase amounts to
discounts is named Discount_table.
Enter
=VLOOKUP(A6,Discount_table,2,TRUE)
Because the value in A6 is $1000, the lookup

formula in B6 results in 3%, matching the data
in the lookup table.
You’ll now enter a purchase amount value that
doesn’t appear in the table. The TRUE value in
the last argument of the function tells
VLOOKUP to look for an approximate match
instead of an exact match.
3 In A6, enter 2500 The discount for a $2000 purchase is 10%, and
the discount for a $3500 purchase is 12%. The
largest amount in the lookup table below your
entry of $2500 is $2000, so the discount should
be 10%. Because the VLOOKUP function is
looking for an approximate match, it determines
this and returns a discount value of 10%.

Using HLOOKUP to find exact matches

Explanation HLOOKUP works like VLOOKUP except that it searches for values along a row
instead of down a column. When you use the HLOOKUP function, remember the
following:
• The lookup value must always be located in the first row of the lookup table.
• If the range_lookup argument is TRUE (approximate search), the values in the
first row of the lookup range must be in ascending order.
• Uppercase and lowercase text are equivalent.
Do it! A-4: Using HLOOKUP to find exact matches

1 Click the HLOOKUP-Exact sheet You’ll add formulas for horizontal lookups.
2 Select B5 A drop-down arrow appears.
3 Click the drop-down arrow and Corresponding data is displayed in C5. The list
select Qtr2 ensures that you enter valid data.
4 Select C5
Observe the formula It is similar to the VLOOKUP formula, but it

searches the first row in the table_array rather
than the first column.
5 Select D5
Enter
=HLOOKUP(B5,total_sales,9,FALSE)
The row_index is 9, which is the row for Net

profit. FALSE indicates a search for an exact
match.
6 Select E5
Enter the formula to show Profit

% for the selected quarter
The result appears as shown.

Using HLOOKUP to find approximate matches

Explanation You can also use the HLOOKUP function to return an approximate match. To do this,
specify the range_lookup argument as TRUE. As with VLOOKUP, if the HLOOKUP
function doesn’t find an exact match, it looks for the largest value that is less than the
lookup value and returns its corresponding data. This is also the default value if you
leave the argument blank.
If the lookup value is less than the smallest value in the table, an error (#N/A) is
returned. The data in the first row must be in ascending order. If it’s not, the function
might return unexpected results.
Do it! A-5: Using HLOOKUP to find approximate matches

1 Click the HLOOKUP-Approx
sheet
2 Select C4
You will enter an HLOOKUP function to find

an approximate match.
Enter
=HLOOKUP(B4,base_salary,2,TRUE)
TRUE indicates an approximate search. Sandy

Stewart’s earnings are the closest match to the
value in B4.
3 Select B4
Enter an amount between 60,000 You don’t need to enter the comma or dollar
and 80,000 sign. The function finds the largest value that is
less than or equal to the entered value and
returns the corresponding name.

Topic B: Using MATCH and INDEX

Explanation The MATCH and INDEX functions are considered reference functions. You can use the
MATCH function to determine the relative position of a value in a range. Conversely,
the INDEX function returns a cell’s value based on its relative position in a range. You
can combine these two functions to obtain any information from any table.
The MATCH function

The syntax of the MATCH function is:
MATCH(lookup_value,lookup_array,match_type)
The arguments are:
• lookup_value — The value you want to find.
• lookup_array — The range of cells containing possible lookup values.
• match_type — An optional argument that can have the values 0, 1, or -1. If
you want an exact match, use 0. If you want the function to search for the largest
value that is less than or equal to the lookup value, use 1. If you want the
function to search for the smallest value that is greater than or equal to the
lookup value, use -1.
If you use 1, the range should be sorted in ascending order. If you use -1, the
range should be sorted in descending order. If you omit the argument, the
function assumes that the value is 1.
Do it! B-1: Using the MATCH function

1 Open Earnings.xlsx In the current topic folder.

My Earnings.xlsx
2 Observe the Match and Index The data appears in ascending order of earnings.
sheet You’ll use the MATCH function to find the
relative position of a value in the selected range.
The ranges A4:B7 and E4:F6 contain search
boxes.
3 Select B6 (If necessary.) You’ll find the relative position

of “Sandy Stewart” in the column of names.
Enter In this formula, “B5” refers to the cell

=MATCH(B5,Emp_name,0) containing the lookup value. “Emp_name”
refers to the range B10:B49, where the function
searches for the lookup value. The “0” indicates
that the values in the search range should match
the lookup value exactly.
The value 4 appears in B6. This is the relative
position of “Sandy Stewart” in the column of
names. In other words, her name is the fourth
name in the list.
4 Select F6 You’ll find the relative position of the value in

F5 within the range F10:F49, named Earnings.
Enter In this formula, “1” indicates that the function

=MATCH(F5,Earnings,1) will find the largest value that is less than or
equal to the lookup value.
The relative position of the value in F5 appears
as 24 in F6. The range named Earnings contains
24 values that are less than or equal to $100,000.
Observe the Earnings column It doesn’t contain the value $100,000. However,
MATCH still displays a relative position in F6.
This occurs because MATCH returns the
relative position of the largest value that’s less
than or equal to $100,000.

The INDEX function

Explanation You can use the INDEX function if you want to find a value in a range by specifying a
row number and a column number. The syntax of the INDEX function is:
INDEX(range,row_num,col_num)
The arguments are:
• range — The group of cells in which to look for the value.
• row_num — The row from which a value will be returned. If the specified range
contains only one row, you can omit the row number.
• col_num — The column from which a value will be returned. If the specified
range contains only one column, you can omit the column number.
For example, INDEX(A1:F10,4,6) returns the value in row 4 and column 6 of the
range A1:F10.
By itself, the INDEX function isn’t very useful; the person looking for data isn’t likely
to know which row and column values to enter. When used with the MATCH function,
however, the INDEX function can return values that the VLOOKUP function can’t.
VLOOKUP always looks for a matching value in the leftmost column of a data range. If
you want to match a value in another column, you can use the MATCH function to
return the row that matches the user’s input, and then use that result in an INDEX
function.
For example, in Exhibit 2-1, cell B6 contains a MATCH function to determine the row
for the name entered in B5. Sandy Stewart is the fourth name in the Emp_info list. Cell
B7 contains an INDEX function that looks in the row specified in B6 (in this case, row
4) and returns the value of the sixth column (Earnings, in this case, $65,000).
Exhibit 2-1: The INDEX function used with the MATCH function
Do it! B-2: Using the INDEX function

1 Observe B7 You want to display the salary for the employee
whose name is entered in cell B5. You can’t use
the VLOOKUP function for this because the
person’s name is in the second column of the
data table, not the first column.
You’ll begin by experimenting with the INDEX
function, which you’ll use to solve this problem.
2 Select B7 You’ll enter row and column values directly into

the formula this time to see how the INDEX
function works.
Enter In this formula, “Emp_info” refers to the range

=INDEX(Emp_info,2,6) A10:F49. The “2” and “6” refer to the row and
column from which the function should return a
value.
The value $60,000 appears in B7. This is the
value from the second row and sixth column of
the specified range.
You’ll now replace the number 2 with the value
from cell B6, which represents the row of the
entered name (calculated by using the MATCH
function).
3 Select B7
Edit the formula to read As shown in Exhibit 2-1, the value $65,000
=INDEX(Emp_info,B6,6) appears in B7. Because B6 contains the value 4
(the row number for Sandy Stewart), the value
in column 6 that the INDEX function returns is
her salary.
4 Select B5 You’ll verify that the functions work when you

enter a different name.
Enter Davis Lee
The MATCH function in B6 calculates the

relative position of 8, and the INDEX function
in B7 calculates the salary of $72,500.

Topic C: Creating data tables

Data tables
Explanation A data table is a range that displays the results of changing certain values in one or
more formulas. The different values you want to enter in a formula are also included in
the data table. A data table can have either a single variable or two variables.
One-variable data tables

You can use a one-variable data table to observe the effects of changing one variable in
one or more formulas. For example, you can see how changing the interest rate affects
monthly payments by using the PMT function:
PMT(A5%/12,36,12000)
In this function, A5 is called the input cell, where various input values are substituted
from the data table.
Exhibit 2-2: Creating a one-variable data table

To create a one-variable data table:

1 Enter input values in a row or a column.
2 If you list the input values in a column, then enter the formula in the cell located
at the intersection of the row above the first input value and the column to the
right of the input values, as shown in Exhibit 2-2. If you list the input values in a
row, then enter the formula in the cell located at the intersection of the column to
the left of the first value and the row just below the row of input values.
3 Select the range containing the input values and the formula.
4 On the Data tab, in the Data Tools group, click What-If Analysis and choose
Data Table to open the Data Table dialog box.
5 If the input values are in a column, specify the input cell in the Column input
cell box. If the input values are in a row, use the Row input cell box.
6 Click OK.
Do it! C-1: Creating a one-variable data table

1 Open Payments.xlsx In the current topic folder.

My Payments.xlsx
2 Click the 1v data table sheet (If necessary.) You’ll create a one-variable data
table to analyze payments. D6:E21 will form the
data table. The range D7:D21 contains the input
values you’ll use while creating the data table.
3 In E6, enter To calculate monthly payments based on the

=PMT(B5/12,B6,B7) input cell. The value -8,791.59 appears.
4 Select D6:E21
5 Click the Data tab
In the Data Tools group, click the

arrow on the What-If Analysis
button and choose
Data Table…
To open the Data Table dialog box.
6 Place the insertion point in the

Column input cell box
Select B6 (In the worksheet.) This is the cell where the list
of column input values from the data table will
be substituted.
7 Click OK
(In the Data Table dialog box.) E6:E21 shows

how different values for “No. of monthly
payments” affect the monthly payment for the
loan amount in B7. Because 12 appears in both
the initial formula and the data table, the
payment value of -8,791.59 appears twice.
You can change the initial value used in the
formula without affecting the data table.
In B6, enter 10 The value in E6 (at the top of the data table)
changes to -10,464.04, but the rest of the table
values remain.

Two-variable data tables

Explanation You can use a two-variable data table to see the effect of changing two variables in one
or more formulas, as shown in Exhibit 2-3. For example, you can see how changing the
interest rate and the number of payments affect a monthly payment.
To create a two-variable data table:
1 Enter a formula that contains two input cells.
2 Below the formula (in the same column), enter the first list of input values. To
the right of the formula (in the same row), enter the second list of input values.
3 Select the range containing both the input values and the formula.
4 In the Data Tools group, click What-If Analysis arrow and choose Data Table to
open the Data Table dialog box.
5 In the Row input cell box, specify the row input cell.
6 In the Column input cell box, specify the column input cell.
7 Click OK.
Exhibit 2-3: A two-variable data table

Do it! C-2: Creating a two-variable data table

1 Click the 2v data table sheet You’ll create a two-variable data table to
analyze monthly payments.
2 In B7, enter To calculate monthly payments based on two

=PMT(B4/12,B5,B6) input cells.
3 Select B7:I22
Open the Data Table dialog box (Click What-If Analysis arrow and choose Data
Table.) The insertion point is in the Row input
cell box.
4 Select B4
To specify the row input cell.
Place the insertion point in the

Column input cell box
Select B5
To specify the column input cell.
5 Click OK C8:I22 shows how different numbers of months

and different interest rates affect the monthly
payments for the loan amount in B6.
6 In B6, enter 250000 The data table now shows payments based on a
loan amount of $250,000.

Unit summary: Lookups and data tables

Topic A In this topic, you learned that lookup functions are used to find specific values in a
worksheet. You used the VLOOKUP function to search for a value in a list that is
arranged vertically, and you used the HLOOKUP function to search for a value in a list
that is arranged horizontally.
Topic B In this topic, you used the MATCH function to find the relative position of a value in a
range. You used the INDEX function to find a value in a range by specifying row and
column numbers. You also used these two functions together to look up information
more flexibly than you can with the VLOOKUP function.
Topic C In this topic, you learned that a data table displays the effects of changing the values in
a formula. You used a one-variable data table to observe the effect of changing one
variable in a formula. You then used a two-variable data table to observe the effect of
changing two variables in a formula.
Review questions
1 True or false? The VLOOKUP function is a vertical lookup function that finds
values in a lookup table that has row labels in the leftmost column.
False. VLOOKUP is a vertical lookup function that finds values in a lookup table that has column
labels in the topmost row.
2 What is the syntax of the VLOOKUP function?
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
3 List three important points to remember about using the VLOOKUP function.
• The lookup value must always be located in the first column of the lookup table.
• If the range_lookup argument is TRUE, the values in the first column of the lookup range
must be in ascending order.
• Uppercase text and lowercase text are equivalent.
4 What is the purpose of the MATCH function?
You can use the MATCH function to determine the relative position of a value in a range.
5 What is a data table?
A data table is a range that displays the results of changing certain values in one or more
formulas.

In this activity, you’ll use the VLOOKUP function to search for a value in a list that is
arranged vertically. You’ll also use the MATCH function, and you’ll create a one-
variable data table.
1 Open City managers.xlsx. Verify that Lookup is the active worksheet.
2 Save the workbook as My City managers.xlsx.
3 In B6, enter the VLOOKUP function that finds the manager of the city entered in
A6. In C6, enter the VLOOKUP function that finds the phone number of the same
manager. (Hint: The lookup table is named Contact_list. Scroll down to cell A100
to see the correct formulas for B6 and C6.) Compare your results to Exhibit 2-4.
4 Click the Match worksheet. In B6, use the MATCH function to find the number of
managers with fewer accounts than the value entered in A6. (Hint: The accounts
column is named Num_accounts. Scroll down to cell A100 to see the correct
formula for B6.) Compare your results to Exhibit 2-5.
5 Click the 1v data table worksheet. In F6:G21, create a one-variable data table to
calculate the monthly payments for the various payment schedules in F7:F21. Use
the PMT function with an annual interest rate of 10%. Compare your results with
Exhibit 2-6. (Hint: Scroll down to cell A100 to see the correct formula for G6.)
Exhibit 2-4: The results of the VLOOKUP function in Step 3
Exhibit 2-5: The results of the MATCH function in Step 4

Exhibit 2-6: The results obtained after Step 5

3–1
Unit 3
Advanced data management
A Use the data validation feature to validate

data entered in cells.
B Use the Custom AutoFilter and Advanced

Filter dialog boxes to filter data based on
complex criteria.
Topic A: Validating cell entries

Validating data
Explanation You can use Excel’s data validation feature to ensure that selected cells accept only
valid data, such as text, dates, or whole numbers. You can also ensure that users select
only valid values from a specified list of options.
Validating data ensures that data entries match a specified format. You can display an
input message that prompts users for the correct entries, and display a specific error
message when incorrect data is entered.
To quickly see invalid data, you can display circles around invalid entries. To do so,
click the Data tab, click the Data Validation arrow, and choose Circle Invalid Data. To
remove the circles, click the Data Validation arrow and choose Clear Validation Circles.
Do it! A-1: Observing data validation

1 Open Details.xlsx The Observing data validation sheet is active.
You’ll observe the cells in which only certain
kinds of data can be entered.
2 Save the workbook as In the current topic folder.

My Details.xlsx
3 Verify that the Observing data

validation sheet is active
4 Select B7, as shown
An input message appears, stating the acceptable

format for Emp_Id numbers.
Advanced data management 3–3
5 Enter E1234
The Invalid Emp_Id message box appears.
6 Click Retry To close the message box.
Edit B7 to read E003
Press t The cell accepts the corrected Emp_Id.
7 In C7, enter tomorrow’s date (In mm/dd/yy format.) This date is not permitted
because the date-of-hire value cannot be greater
than today’s date value. The “Invalid date of
hire” message box appears.
Click Cancel
8 Enter today’s date The cell accepts the corrected date.
9 Select D7 A drop-down arrow appears to the right of the

cell because the cell’s validation was set up with
a list of possible entries.
Enter Sales An error message appears.
Click Cancel To close the message box and clear the cell
contents.
10 Click the drop-down arrow To display the list of valid departments.
Select National sales To input the correct department.

Setting data validation rules

Explanation To create a data validation rule:
1 Select the cells for which you want to create a validation rule.
2 On the Data tab, in the Data Tools group, click Data Validation to open the Data
Validation dialog box, shown in Exhibit 3-1.
3 Click the Settings tab.
4 From the Allow list, select a data validation option.
5 From the Data list, select the operator you want to use. Then complete the
remaining entries. (They will vary depending on the validation option and
operator selected.)
6 On the Input Message tab, enter the message to be displayed when users select
the cell.
7 On the Error Alert tab, enter the message to be displayed when users enter
invalid data.
8 Click OK to set the validation rule and close the dialog box.
Pasting validation rules

You can use Paste Special to paste validation rules from one cell or range to another. To
do so, select the range containing the validation rule you want to copy and click Copy.
Then select the destination range, right-click, and choose Paste Special. In the Paste
Special dialog box, select Validation and click OK.
Exhibit 3-1: The Data Validation dialog box

Do it! A-2: Creating a data validation rule

1 Click the Setting up data
validation sheet
2 Select B5 You’ll create a validation rule to ensure that

employee numbers are four characters long.
3 In the Data Tools group, click (On the Data tab.) To open the Data Validation
Data Validation dialog box, shown in Exhibit 3-1. By default, the
Settings tab is active.
4 From the Allow list, select

Text length
You will specify the number of characters

permitted in each cell of the selected range. The
Data list and the Minimum and Maximum boxes
appear in the dialog box. The Ignore blank
option also becomes available.
From the Data list, select To specify the comparison operator. The Length
equal to box replaces the Minimum and Maximum
boxes.
In the Length box, enter 4
To specify the number of characters permitted.

5 Click the Input Message tab You’ll specify the message that will appear
when users select a cell in the Emp_Id column.
In the Title box, enter Emp_Id This text will appear as a title in the input
message.
In the Input message box, enter

Employee ID should be
four characters long.
This message will appear when the user selects a

cell.
6 Click the Error Alert tab
In the Title box, enter This will be the title of the error message box.
Invalid Emp_Id
In the Error message box, enter This is the error message that will appear when
The employee ID number the user enters an invalid employee
you’ve entered is not identification number.
permitted. Please enter
another value.
7 Display the Style list, as shown
To see the three types of error messages: Stop,

Warning, and Information. Each error alert has
its own corresponding icon.
Close the Style list To leave the error alert style as Stop.
Click OK To set the validation rule.
8 Observe B5 The input message appears.
9 Enter 103 The Invalid Emp_Id message box appears

because you entered only three characters.
Click Retry Or press Enter.
Enter E103
10 Right-click B5 and choose Copy
Select B6:B20
Right-click and choose

Paste Special…
Under Paste, select Validation
Click OK The validation rule has been copied to the

remaining cells in column B. You can verify the
rule by selecting any cell and observing the
input message.
Using date and list criteria in data validation rules

Explanation In addition to using text-length data validation, you can use date and list criteria in your
data validation rules.
To specify date criteria for valid data:
1 Select the cells you want to validate.
2 On the Data tab, click Data Validation.
3 On the Settings tab in the Data Validation dialog box, select Date from the
Allow list.
4 From the Data list, select the operator you want to use.
5 Complete the remaining criteria entries. When specifying dates, you can enter
formulas that return dates, such as =TODAY().
Note: The TODAY function returns the current date; the NOW function returns
the current date and time.
6 Define an input message and an error message, if desired.
7 Click OK.
To specify list criteria for valid data:
1 Select the cells you want to validate.
2 Open the Data Validation dialog box.
3 On the Settings tab, select List from the Allow list.
4 In the Source box, enter the desired list items, separated by a comma. List items
are case sensitive. To edit items in the Source box, use the Backspace key or
click the mouse.
Note: You can also enter a cell or range reference instead of typing the list
items.
5 Define an input message and an error message, if desired.
6 Click OK.
The width of the cell containing the data validation rule determines the width of the
drop-down list. You can increase the width of the cell to make sure that longer items are
completely visible in the drop-down list.
Do it! A-3: Setting date and list validation rules

1 Select C5:C20 You’ll create a validation rule to ensure that the
date of hire entered is on or before today’s date.
Open the Data Validation dialog Click Data Validation in the Data Tools group.
box
2 Click the Settings tab
3 Enter the validation criteria as

shown
Click OK To set the validation.
4 In C5, enter tomorrow’s date (In mm/dd/yy format.) An error message

appears.
Click Retry Or press Enter.
Enter a valid date of hire A date earlier than or equal to today’s date.
5 Select D5:D20 You’ll create a list of valid departments from

which the user can choose.
Click Data Validation The Settings tab is active.
6 From the Allow list, select List
In the Source box, enter

Accounting, Customer
Service, Human Resources,
Marketing, National Sales
To create the list of values for the column. If the

list of values appeared in the worksheet, you
could enter the range in the Source box.
Click OK To set the validation rule. A drop-down arrow

appears to the right of D5.
7 In D5, click the drop-down arrow
To display the list you just created.
Select Marketing

Topic B: Advanced filtering

Custom AutoFilters
Explanation You can filter data based on two or more criteria by using Excel’s advanced filtering
features. For example, you can display the records of all employees whose department
is either Marketing or Sales. Excel provides the Custom AutoFilter and Advanced Filter
tools for specifying multiple filtering criteria.
Use the Custom AutoFilter dialog box to specify multiple criteria for the same column
heading, as shown in Exhibit 3-2.
Exhibit 3-2: The Custom AutoFilter dialog box
In Exhibit 3-2, Department is the column on which the data will be filtered. The first
criterion states that the department must be Sales; the second criterion states that the
department must be Marketing. The two criteria are joined by the Or operator, meaning
that rows will be included in the filtered data if they meet either criterion. When you use
the And operator, the rows must meet both criteria. The criteria shown in Exhibit 3-2
would yield all employees who work in either the Sales or Marketing departments.
To filter data by using the Custom AutoFilter dialog box:
1 Turn on AutoFilter.
2 Display the drop-down menu for the column for which you want to create
criteria. Then choose Text Filters, Custom Filter to open the Custom AutoFilter
dialog box.
3 Select the first comparison operator and its associated criterion.
4 Select And or Or. By selecting And, you’ll decrease the number of rows that
meet the criteria. By selecting Or, you’ll increase the number of matching rows.
5 Select the second comparison operator and its associated criterion.
6 Click OK.
Do it! B-1: Using Custom AutoFilter criteria

1 Open Employees.xlsx In the current topic folder.

My Employees.xlsx
2 Click Filter
To enable filtering.
Click the AutoFilter arrow next to To display the sorting and filtering criteria.
Department You’ll display the records of those employees
who belong to either the Sales department or the
Marketing department.
3 Choose Text Filters, To open the Custom AutoFilter dialog box. In

Custom Filter… the upper-left list, the first comparison operator,
equals, is selected.
From the upper-right list, select

Sales
To specify the first comparison criterion.
Select Or This tells Excel to display all records that match

either of the two comparison criteria.
4 From the lower-left list, select To specify the second comparison operator.
equals
From the lower-right list, select To specify the second comparison criterion. The
Marketing Custom AutoFilter dialog box should look like
Exhibit 3-2.
Click OK The worksheet displays 14 records of employees

who work in either the Sales department or the
Marketing department.
5 In the Sort & Filter group, click The data is no longer filtered by these two
Clear criteria. AutoFilter remains active.
Creating a criteria range

Explanation You can filter records based on two or more column headings by using multiple criteria.
For example, you can filter data to display the records of all East region employees
whose salaries are greater than $100,000, and all West region employees whose salaries
are greater than or equal to $80,000. A criteria range filters data based on complex
criteria.
A criteria range is a cell range containing a set of search conditions. It consists of one
row of criteria labels and at least one row that defines the search conditions. Each
criterion label must be the name of a column for which you want to specify a criterion.
The Advanced Filter dialog box filters a range of data according to a criteria range.
The following table lists the comparison operators that can be used in a criteria range:
Operator Meaning
= Equal to
> Greater than
< Less than
>= Greater than or equal to
<= Less than or equal to
<> Not equal to
To create a criteria range by using the Advanced Filter dialog box:

1 Enter at least one criterion label in a cell that is not adjacent to the range
containing the data. The criterion label must be exactly the same as the column
heading in the data range.
2 Below the cell that contains the criterion label, enter a comparison criterion.
3 Click the Data tab.
4 In the Sort & Filter group, click Advanced to open the Advanced Filter dialog
box.
5 In the List range box, enter the range you want to filter. The range must include
the associated column headings.
6 In the Criteria range box, enter the range that contains your criteria.
7 Click OK.
Exhibit 3-3: The data with an advanced filter consisting of two criteria
Do it! B-2: Using the Advanced Filter dialog box

1 In H3, enter Region To specify the first criterion label. Ensure that it
exactly matches the column heading in the data
range. Copying and pasting the column headings
is a good way to ensure that the labels are
identical to those in the data range.
In I3, enter Earning ($) To specify the second criterion label. Be sure to
include the space between Earning and ($).
(You can copy and paste the heading from F3.)
2 In H4, enter East To specify East as the first comparison criterion.
In I4, enter >100000 To complete the first row of criteria. These

criteria will display only those values in the East
region with earnings greater than $100,000.
3 In H5, enter West To specify West as the criterion.
In I5, enter >=80000 The second row of the criteria range will display
values in the West region with earnings greater
than or equal to $80,000. Adding rows to a
criteria range amounts to using an Or operator,
so rows will be included if they meet either of
these conditions.
4 Select any cell in the original data (In the range A4:F43.) You’ll enter the entire
range data range automatically when you choose the
Advanced Filter command.
In the Sort & Filter group, click To open the Advanced Filter dialog box. “Filter
Advanced the list, in-place” is selected by default. This
means that the filtered data will be displayed in
the same worksheet. The entire data range
appears selected in the worksheet.
5 Collapse the Criteria range box (Click the Collapse Dialog button.) The
Advanced Filter - Criteria range: dialog box
appears.
Select H3:I5
To enter the criteria range.
6 Expand the Criteria range box The Advanced Filter dialog box expands.
Click OK As shown in Exhibit 3-3, the records of the four

employees in the East region whose salaries are
greater than $100,000 are displayed, as well as
the records of the nine employees in the West
region whose salaries are greater than or equal
to $80,000.
7 Display the unfiltered data Click Clear in the Sort & Filter group.

Copy filtered results to another location

Explanation In the examples you’ve seen so far, rows are filtered out of the data so that all you can
see are the remaining rows. You can also choose to keep the original data intact and
place a copy of the filtered data somewhere else in the same worksheet or in another
worksheet in the workbook. To do so, select the “Copy to another location” option in
the Advanced Filter dialog box, and then specify a starting cell for the copied data, as
shown in Exhibit 3-4.
Exhibit 3-4: Copying filtered data to another location
Do it! B-3: Copying filtered results to another range

1 Select a cell in the Name column If necessary.
2 Open the Advanced Filter dialog (Click Advanced in the Sort & Filter group.)
box The list and criteria ranges that were previously
entered in the dialog box are still there.
3 Select Copy to another The Copy to box is enabled.

location
Place the insertion point in the

Copy to box
Select H10 This cell will be the starting point for the
filtered result. The dialog box should look like
Exhibit 3-4.
4 Click OK The worksheet displays the filtered data in the

specified location.

Unit summary: Advanced data management

Topic A In this topic, you learned that data validation ensures the entry of valid information in a
worksheet. You specified a set of rules to validate data. You also specified input
messages and error messages to be displayed to prompt the user to enter correct data.
Topic B In this topic, you used the Custom AutoFilter dialog box to filter data based on
multiple criteria. You used a criteria range and the Advanced Filter command to
specify more complex criteria. You also copied filtered data to another location in the
worksheet.
Review questions
1 What’s the purpose of validating data?
Validating data ensures that the entered data matches a specified format.
2 List the steps you would use to set data validation rules.
a Select the cells for which you want to create a validation rule.
b On the Data tab, click Data Validation to open the Data Validation dialog box.
c Click the Settings tab.
d From the Allow list, select a data validation option.
e From the Data list, select the desired operator. Then complete the remaining entries.
f Click OK.
3 What is a criteria range?
A range containing a set of search conditions. It consists of one row of criteria labels and at least
one row that defines the search conditions.
4 List the steps you would use to keep an original range of data intact and place a
copy of the filtered data somewhere else in the same worksheet.
a Select the “Copy to another location” option in the Advanced Filter dialog box.
b Specify a starting cell for the copied list.

In this activity, you’ll perform calculations by using several Excel functions. You’ll also
create data validation rules and use the DCOUNT function.
1 Open Data management.xlsx, and ensure that the Data validation worksheet is
active.
2 Save the workbook as My Data management.xlsx.
3 Create a data validation rule to accept only those Store codes with lengths between
four and six characters and residing in the range A5:A24. (Hint: Data Validation is
in the Data Tools group on the Data tab.)
4 For the range B5:B24, create a list of regions from which users can choose. The list
should contain East, North, South, and West. Also, ensure that a proper error
message appears when the user enters an invalid region.
5 Create a data validation rule to ensure that the range C5:C24 accepts only whole
numbers greater than zero.
6 Test your new data validation rules. Make any necessary adjustments.
7 Click the Adv. filter worksheet tab. Use the criteria labels in F3:G3 to create a
criteria range to display only those records where the re-order level for Cedric Stone
is greater than 2000, or the re-order level for Bill Johnson is greater than 3000.
(Hint: In F4, enter Cedric Stone; in G4, enter >2000; and so on. Select a cell in the
original range and click Advanced in the Sort & Filter group. Select F3:G5 as the
criteria range.)
8 Copy the filtered result to a range starting with I3 so that you can view the filtered
and unfiltered data simultaneously. (Hint: Open the Advanced Filter dialog box and
select “Copy to another location.”)
9 Adjust column widths and row heights as necessary in the resulting range, and
compare your results with Exhibit 3-5.
Exhibit 3-5: The results after step 9

4–1
Unit 4
Advanced charting
A Adjust the scale of a chart, and format data

points.
B Create combination charts, trendlines, and

sparklines to highlight different kinds of
data.
C Insert and format graphical objects in

charts.
Topic A: Chart formatting options

Changing a chart’s scale
Explanation Excel provides many formatting options for charts. You can use these options to
represent or interpret complex data. For example, you can change the scale of a chart or
format specific data points.
When you create or work with a chart, the Chart Tools appear. Design and Format tabs
are added to the ribbon.
You can change the scale of a chart to:
• Adjust the range of values on each axis.
• Change the way the values appear on each axis.
• Specify the intervals at which the values appear.
• Set the point at which one axis crosses another.
To change the scale of a chart, select the value axis and click the Format tab. In the
Current Selection group, click Format Selection to open the Format Axis task pane, as
shown in. Exhibit 4-1.
Exhibit 4-1: The Format Axis task pane, showing options for the vertical value axis
Advanced charting 4–3
The following table describes some of the options on the Axis Options pane:
Option Specifies
Minimum The lowest value on the value axis.
Maximum The highest value on the value axis.
Major unit The intervals for major tick marks and major gridlines on the value axis.
Minor unit The intervals for minor tick marks and minor gridlines on the value axis.
Do it! A-1: Adjusting the scale of a chart

1 Open Yearly bonus.xlsx From the current topic folder.

My Yearly bonus.xlsx
2 Verify that the Scale worksheet is It contains the quarterly bonus sales report for
active five Outlander Spices salespeople.
3 Observe the chart
The vertical value axis displays a maximum

value of $15,000. The interval between the
values is $5,000. This scale is not suitable
because the value axis is too large, making the
columns seem small and minimizing the
difference between data points.
4 Click to select the vertical value

axis, as shown
The Chart Tools appear on the ribbon.

5 Click the Format tab On the ribbon.
In the Current Selection group,

verify that Vertical (Value)
Axis is selected
Click Format Selection To open the Format Axis task pane.
6 In the task pane, under Bounds, Excel might reformat the values here with a
edit the Maximum box to read single decimal place. The value you enter might
10000 appear as 10000.0.
Set the Major unit to 2000
7 Close the Format Axis task pane To apply the new scale settings.
Deselect the chart
The value axis now displays a maximum value

of $10,000. The major tick marks occur at
intervals of $2,000. This scale is more
appropriate for the data.

Formatting data points

Explanation You can change the appearance of data points to make them stand out or make them
easier to understand. You can add or remove labels, percentages, or leader lines. (A
leader line is a line from the data label to its associated data point.) In a pie chart, you
can change the orientation of the first slice or pull out a slice to make it stand out.
Labeling data points

To add a label to a data point:
1 Select the data point you want to label.
2 Click the Format tab.
3 In the Current Selection group, click Format Selection to open the Format Data
Point dialog box.
4 Click Label Options to display the corresponding page, as shown in Exhibit 4-2.
5 Select a label option and click Close.
Exhibit 4-2: Label options in the Format Data Label task pane
Formatting pie charts

You can format a pie chart to draw attention to specific data points. You can rotate the
chart, and you can pull out a slice by dragging it away from the pie. The individual slice
can be formatted to make it stand out from the rest of the chart.
Do it! A-2: Formatting a data point

1 Click the Datapoint sheet This worksheet contains the total yearly bonus
sales report for several products. The pie chart
represents a breakdown of sales by product.
2 Select the slice representing (Click the pie and then click the largest slice.)
cinnamon sales You’ll add a label to this data point using the
Chart Elements button.
3 Click (The Chart Elements button is to the right of the

chart.) To open the Chart Elements menu.
In the Chart Elements menu, point

to Data Labels and click the
arrow as shown
To open a submenu.
From the submenu, choose To open the Format Data Label task pane.
More Options…
4 Click as shown
To display the Label Options pane.
5 Under Label Contains, clear You’ll label the slice representing cinnamon
Value sales as a percentage of the total.
Under Label Contains, check

Percentage
Under Label Position, select To place the data label just outside the slice.
Outside End
6 Expand Number
From the Category list, select To format the number as a percentage.

Percentage
Edit the Decimal places box to If necessary.

read 0
Close the Format Data Label task To add the label.

pane
7 Observe the chart
The new data label, representing the total value

of cinnamon sales, appears outside the pie slice.
8 Click anywhere in the chart To deselect the slice and data label.
Point to the cinnamon slice A ScreenTip appears, showing the total value of
cinnamon sales and the percentage of total
product sales it represents.
9 Select the slice representing You’ll make other changes to the slice.
cinnamon sales
10 Click the Format tab Under Chart Tools, on the ribbon.
11 In the Current Selection group, To open the Format Data Point dialog box.
click Format Selection Series Options is selected by default.
12 Set the “Angle of first slice” value

to 195
(Drag the slider or type the value in the box.) To

rotate the pie chart so that the cinnamon slice
occupies a 9 o’clock position.
Set the Point Explosion value to To pull out the slice representing cinnamon sales
approximately 20% so that it is separate from the rest of the pie chart
and the data point stands out from the others.
13 Click as shown
To open the Effects pane.

14 In the Effects list, expand You’ll give the slice some depth.
3-D Format
Click the arrow on the Top Bevel

button, as shown
To open a gallery of bevel effects.
Select the indicated bevel option
To create the effect of a raised circle.
15 Close the Format Data Point task

pane
Deselect the slice
The slice now has a beveled edge to make it

even more distinct from the other slices.

Topic B: Combination charts

Changing chart types and adding axes
Explanation You can combine two or more chart types in a single chart, called a combination chart.
For example, you can combine a column chart with a line chart. Other chart
combinations are also possible. You can use combination charts when you want to
represent a wider range of information or when you want to highlight a series or the
contrast between series. You can also graphically represent variations in data by using
trendlines and sparklines.
At times, you might need to show two kinds of information on the same chart. For
example, in Exhibit 4-3, the columns show expense and sales figures, measured in
thousands of dollars, while the line shows profit figures, which are percentages. You can
create combination charts by applying a secondary axis to one or more data series. You
can also change the chart type for that data series to make it stand out from the rest of
the chart. This is especially useful if the values for that data series are very different
from the values for the other data series.
Exhibit 4-3: A sample column-line combination chart
To create a combination chart by changing the chart type of a data series:

1 Select the chart to display the Chart Tools tabs.
2 Click the Format tab.
3 In the Current Selection group, in the Chart Area list, select the data series for
which you want to change the chart type.
4 Click Format Selection, and select formatting options.
5 Click the Design tab.
6 In the Type group, click Change Chart Type to open the Change Chart Type
dialog box.
7 Select the chart type you want to apply to the selected data series.
8 Click OK.
To create a combination chart that uses a secondary value axis:

1 Select the chart and click the Format tab.
2 In the Current Selection group, in the Chart Area list, select the data series that
will use the secondary value axis.
3 In the Current Selection group, click Format Selection to open the Format Data
Series dialog box.
4 Under Plot Series On, select Secondary Axis.
5 Click Close.
Do it! B-1: Creating a combination chart

1 Open Profit trends.xlsx From the current topic folder.

My Profit trends.xlsx
Verify that Combination is the This sheet displays profit trends for four months.
active sheet
2 Observe the chart
The category axis represents the months, and the

value axis represents the sales. Profit columns
are not visible because the Profit values are too
small relative to the Expenses and Sales values.
3 Select the chart
4 Click the Format tab

5 In the Current Selection group,

from the Chart Area list, select
Series “Profit” as shown
You’ll create a secondary value axis to represent

the Profit data series.
6 Click Format Selection To open the Format Data Series task pane.
Series Options is selected by default.
7 Under Plot Series On, select To insert a secondary axis on the right side of
Secondary Axis the chart.
Close the task pane The secondary axis appears on the right side of
the chart. The chart columns for the Profit data
series overlap the other columns.
8 Click the Design tab
9 In the Type group, click To open the Change Chart Type dialog box.
Change Chart Type You’ll assign a separate chart type to the Profit
data series so that it will be represented as a line.
Click the Recommended Charts Excel will recommend a combination chart type
tab based on the values in the chart and the
formatting options you’ve chosen.
10 Observe the first recommended

chart type
The combination chart type is “Clustered

Column – Line on Secondary Axis.”
Click OK (You don’t need to select the chart type, as it’s

already selected.) To close the gallery and
change the chart type for the Profit data series
from column to line, as shown in Exhibit 4-3.
Now it’s easier to understand how profit
percentages fluctuate with respect to expenses
and sales.

Adding trendlines
Explanation You can create a trendline in a chart to emphasize the pattern of change in your data.
Trendlines are graphical representations of drifts or variations in a data series.
Trendlines can highlight important variations, as shown in Exhibit 4-4, and make your
charts easier to understand, and they can facilitate forecasting and decision making.
To add a trendline to a chart:
1 Select the chart or data series to which you want to add a trendline.
2 Click the Chart Elements button.
3 From the Trendlines style list, choose a trendline style.
Exhibit 4-4: A chart with a linear trendline added

Do it! B-2: Adding a trendline

1 Click the Trendline sheet It shows the advertising expenses and total sales
for several years. In the chart, it’s difficult to
determine whether sales increased or decreased
relative to changes in advertising expenses.
2 Select the chart You’ll create a trendline for the Advertising

Expenses/Total Sales data series.
3 Click (The Chart Elements button to the right of the

chart.) To open the list of chart elements.
Click the arrow next to To display a menu of trendline style options.

Trendline
Choose Linear To apply a linear trendline to the chart. Your

worksheet should look like Exhibit 4-4.
4 Deselect the chart, and update the

workbook
Sparklines
Explanation In Excel, you can add sparklines to worksheets. A sparkline is a small chart that is
inserted into a single cell to illustrate a pattern or trend in data. There are three types of
sparklines: line, column, and win/loss. A sparkline chart resides in the background of a
cell, so you can enter text on top of it.
Inserting sparkline
Sparklines can be inserted anywhere in a worksheet. However, it’s recommended that
they be adjacent to the data they are representing.
To insert a sparkline:
1 Select the cell(s) where you want to insert the sparkline.
2 Click the Insert tab.
3 In the Sparklines group, click the desired Sparkline button (Line, Column, or
Win/Loss) to open the Create Sparklines dialog box, shown in Exhibit 4-5.
4 In the Data Range box, enter the range to be charted. Use the Collapse dialog
box button, if necessary. Note: You can select multiple rows of data to create
multiple sparklines at once.
5 In the Location Range box, verify that the destination is correct.
6 Click OK.
Exhibit 4-5: The Create Sparklines dialog box
Modifying sparklines
To modify a sparkline chart, use the buttons on the Sparkline Tools | Design tab. As
with any other Excel chart, you can modify a sparkline by changing its type, applying a
different style, changing the color or line weight, or showing data points and markers.
Exhibit 4-6: Inserting sparklines in a worksheet

Do it! B-3: Inserting sparklines

1 Click the Sales sheet You’ll create sparklines that provide a visual
representation of the sales figures.
2 Insert a column between columns

E and F
3 In F3, enter Trend To give the new column a heading.
4 Select F4 (If necessary.) You can insert sparklines

anywhere in the worksheet; however, it’s
recommended that you keep them adjacent to
the data they depict.
Click the Insert tab The Sparklines group provides three types of
sparklines: Line, Column, and Win/Loss. The
type you use depends on what you are trying to
illustrate.
In the Sparklines group, click

Line
To open the Create Sparklines dialog box.
5 In the Data Range box, enter If necessary, collapse the dialog box to select the
B4:E4 range in the worksheet. You can also type
directly in the Data Range box.
6 In the Location Range box, verify

that F4 is specified
By default, the location is entered as an absolute

reference.
Click OK To close the dialog box and create a sparkline in

cell F4. The sparkline chart illustrates the
upward trend of cinnamon sales from the first to
the last quarter.
7 Select F4 If necessary.
Drag to fill the sparkline down to

F8
To insert sparklines in the range.

8 Select F4 and observe the formula The formula bar is empty, because sparklines
bar reside in the background of the cell
In cell F4, enter Up
To enter text in the cell and see that it appears

on top of the sparkline.
9 Select F4:F8 (If necessary.) As shown in Exhibit 4-6, the

Sparkline Tools | Design tab is activated. As
with other Excel charts, you can change the style
and appearance of sparklines.
In the Style gallery, explore the You can change the style of the sparkline, if you
various styles wish.
10 In the Type group, click Column To change the sparkline chart type to Column.
Click Win/Loss To change the type to Win/Loss.
Change the sparkline chart type In the Type group, click Line.
back to Line
11 In the Show group, check A marker is added to the highest point in each
High Point sparkline. You can add markers for the highest,
lowest, first, last, or negative point or for all
individual points. Use the Marker Color menu to
change the marker colors.
12 Deselect the sparklines
You can clearly see the new sparklines with the

highest-point markers, as shown in Exhibit 4-6.

Create a custom chart template

Explanation You can save a formatted chart as a template. To do so, right-click the chart and choose
Save as Template from the shortcut menu. In the Save Chart Template dialog box,
shown in Exhibit 4-7, enter a file name. Click Save. By default, the new template will be
saved in the Templates/Chart folder and will be available like other Excel charts.
Exhibit 4-7: The Save Chart Template dialog box
Exhibit 4-8: A worksheet with a custom chart template

Do it! B-4: Creating and using a custom chart template

1 On the Sales sheet, right-click the To open a shortcut menu.
chart
2 Choose Save as Template… To open the Save Chart Template dialog box.
The chart template will be saved in the
Templates/Charts folder, with the extension
.crtx.
3 In the File name box, enter

My chart template
4 Click Save To save the template and close the dialog box.
5 Click the Product sales sheet You’ll use the custom chart template in this
sheet.
6 Select A4:A8 and F4:F8 This is the data on which the chart will be based.
Open the Insert Chart dialog box Click the dialog box launcher in the Charts
group on the Insert tab.
7 Activate the All Charts tab
In the Chart Type list, select To open the Templates folder. My chart
Templates template is selected because it’s the only
template in the folder.
Click OK To insert the template and close the dialog box.

The pie chart reflects the selected data.
8 Position the chart so that the cell Angelica Root is the biggest seller at 36% of
data is visible total sales, as shown in Exhibit 4-8.

Topic C: Graphical objects

Drawing objects
Explanation You can highlight a specific portion of a chart by adding graphical objects, such as text
boxes, lines, and arrows. You can also format these objects, using special effects, or
borders, to make them stand out or fit in better.
When you create or work with a shape, the Drawing Tools appear, adding a Format tab
to the ribbon.
You can use the Shapes gallery to insert lines, arrows, text boxes, and other shapes in
the chart area. To add a shape to a chart:
1 Select the chart and click the Format tab.
2 In the Insert Shapes group, open the Shapes gallery.
3 Select the desired shape and drag within the chart to create that shape.
Do it! C-1: Adding graphical objects to charts

1 Open Revenue comparison.xlsx

My revenue
comparison.xlsx
2 Select the chart You’ll add some graphical objects to the chart.
Click the Format tab
3 In the Insert Shapes group, click

as shown
To insert a text box into the chart.
Drag to create a text box outside

the chart
The Drawing Tools | Format tab appears on the

ribbon. You’ll move and resize the box.
4 Move the text box as shown
Drag it onto the chart.
5 Click in the text box and type You’ll emphasize the steep rise in sales in the
Sales hike third quarter.
6 Resize the box to better fit the text
7 Select the text
To open the Mini toolbar. You can change the

font, font size, typestyle, and colors here.
Apply the italic style to the text
8 Click the Format tab Under Drawing Tools, on the ribbon.
9 In the Shapes gallery, click as

shown
To select the Arrow line. The pointer takes the

shape of a crosshair that you can use to draw an
arrow.
10 Point to the upper-right corner of The foot of the arrow will be here.
the text in the text box
Drag as shown
To create an arrow pointing from the text box to

the tallest column of the chart. The text and the
arrow emphasize the steep rise in sales.
Click outside the chart area To observe the text box and arrow. You’ll
format the objects in the next activity.
Format graphical objects

Explanation You can change the shape, size, outline, or color of graphical objects. Here’s how:
1 Click the graphical object you want to format.
2 On the Format tab, in the Shape Styles group, click either the Shape Fill, Shape
Outline, or Shape Effects button to display a corresponding menu.
3 Choose an option from the menu. Some menu options display galleries, as
shown in Exhibit 4-9.
Exhibit 4-9: The Shadow gallery accessed from the Shape Effects menu
Do it! C-2: Formatting graphical objects

1 Click the Sales hike arrow
Activate the
Drawing Tools | Format tab
2 In the Shape Styles group, click As shown in Exhibit 4-9.

Shape Effects and open the
Shadow gallery
Point to the various effect options To see a Live Preview of the effects.
Click anywhere outside the To close it.

Shadow gallery
3 In the Shape Styles group, click To display shape options.

Shape Outline
Point to Arrows To display the Arrows gallery. The current

arrowhead style is highlighted.
Click as shown
To apply Arrow Style 9 to the arrow in the chart.
4 Display the shape outline options Click Shape Outline.

again
In Theme Colors, choose the color

indicated
To change the arrow’s color to Red, Accent 2.
5 Apply an automatic border around Select the text box, then open the Shape Outline
the text box menu and choose Automatic.
6 Click outside the chart To see the formatting changes you made.

Unit summary: Advanced charting

Topic A In this topic, you adjusted the scale of a chart and formatted data points. You added
data labels, such as the percentage value of a data point, to a chart. You also exploded a
slice in a pie chart.
Topic B In this topic, you created a combination chart by using two value axes. You also added
trendlines, which can be used to highlight the variations of data in a data series. Finally,
you created sparklines to illustrate trends or patterns.
Topic C In this topic, you inserted graphical objects into a chart, and then you formatted the
objects.
Review questions
1 How can you change the scale of a chart?
Open the Format Axis task pane for the value axis. Then, change the Bounds value.
2 What is a leader line?
A line extending from the data label to its associated data point.
3 What is a combination chart?
A single chart that contains two or more chart types.
4 What is a trendline?
A graphical representation of drifts (trends) or variations in a data series.
5 Which of the following best describes a sparkline?
A A graphical representation of trends in data
B A small chart in a single cell that shows patterns in data
C An animated SmartArt graphic
D A line connecting data labels to their respective data points

In this activity, you’ll change the values on the horizontal axis, change the maximum
scale of the value axis, add a text box and arrow, and add a linear trendline.
1 Open Practice charts.xlsx and save it as My Practice charts.xlsx.
2 Click the Bonus sales worksheet, if necessary.
3 Change the category (horizontal) axis values to read Q1, Q2, Q3, Q4. (Hint: The
values are in column A of the data.)
4 Change the maximum scale value of the value axis to 250.
5 Add a text box to the chart, and enter Lowest sales in the box. Resize the box and
the text to fit, apply the bold style and an automatic border, then position the text
box as shown in Exhibit 4-10.
6 Add an arrow leading from the text box to the column showing the lowest sales.
Apply the Offset Left shadow effect to the arrow.
7 Compare your chart with Exhibit 4-10.
8 Create a linear trendline for the data in the Trends worksheet.
Exhibit 4-10: The chart after Step 6

5–1
Unit 5
PivotTables and PivotCharts
A Use the PivotTable command to create a

PivotTable for analyzing and comparing
large amounts of data.
B Change PivotTable views by grouping

data, moving fields, and using calculated
fields.
C Improve the appearance of a PivotTable by

applying a style and changing its field
settings.
D Create a PivotChart to graphically display

data from a PivotTable.
Topic A: Working with PivotTables

Examining PivotTables
Explanation By analyzing data, you can make more informed decisions. Excel provides the
PivotTable feature to help you examine data. A PivotTable is an interactive table that
summarizes, organizes, and compares large amounts of data in a worksheet. You can
rotate the rows and columns in a PivotTable to obtain different views of the same data.
You can use a PivotTable to analyze data in an Excel workbook or data from an external
database, such as Microsoft Access or SQL Server.
The data on which a PivotTable is based is called the source data. Each column
represents a field, or category of information, which you can assign to different parts of
the PivotTable to determine how the data is arranged. You can add four types of fields,
shown in Exhibit 5-1 and explained in the following table:
Field Description
Filters Filters the summarized data in the PivotTable. If you select an item in the report
filter, the view of the PivotTable changes to display only the summarized data
associated with that item. For example, if Region is a report filter, you can
display the summarized data for the North region, the West region, or all regions.
Rows Displays the items in a field as row labels. For example, in Exhibit 5-1, the row
labels are values in the Quarter field, which means that the table shows one row
for each quarter.
Columns Displays the items in a field as column labels. For example, in Exhibit 5-1, the
column labels are values in the Product field, which means that the table shows
one column for each product.
Σ Values Contains the summarized data. These fields usually contain numeric data, such as
sales and inventory figures. The area where the data itself appears is called the
data area.
Exhibit 5-1: A sample PivotTable

PivotTables and PivotCharts 5–3
The PivotTable command

You use the PivotTable command to create a PivotTable. Here’s how:
1 Select any cell in a data range that includes a heading for each column in the top
row.
2 Click the Insert tab.
3 In the Tables group, click the PivotTable button to open the Create PivotTable
dialog box, shown in Exhibit 5-2.
4 In the Table/Range box, select the range that contains the data you want to use in
the PivotTable.
5 Select a location for the PivotTable. You can place the PivotTable in a new or
existing worksheet.
6 Click OK.
When you insert or work with PivotTables, Excel displays the PivotTable Tools, adding
Analyze and Design tabs to the ribbon.
Exhibit 5-2: The Create PivotTable dialog box
Using an external data source

You can use an external data source as the data for the PivotTable. To do so:
1 In an empty worksheet, click the Insert tab and click the PivotTables button.
2 In the Create PivotTables dialog box, select “Use an external data source” and
click Choose Connection.
3 From the list of connections, select the desired connection, such as an Access
database. If the connection you want is not showing, click Browse for More.
4 Click Open. The selected data source appears as the Connection name.
5 Click OK to continue creating the PivotTable.
Do it! A-1: Creating a PivotTable

1 Open Sales analysis.xlsx The Sales Data worksheet contains the sales and
customer details for several products. You’ll use
the data in this worksheet to create a PivotTable.

My Sales analysis.xlsx
3 Select any cell in the data range You’ll create a PivotTable based on this range.
If you select a cell within the range of the source
data, you won’t have to specify the range later.
4 Click the Insert tab
5 In the Tables group, click To open the Create PivotTable dialog box. It
PivotTable prompts you to select the location of the data
you want to analyze. You can use an external
data source or an Excel worksheet. The default
is the range that Excel automatically determines
from the selected cell, as shown in Exhibit 5-2.
You can create the PivotTable in a new or
existing worksheet. The default selection is New
Worksheet.
Click OK A new worksheet, Sheet1, is added to the

workbook. This worksheet displays the layout of
the PivotTable. The PivotTable Fields task pane
appears, and the PivotTable Tools | Analyze and
Design tabs appear on the ribbon.
6 Edit the Sheet1 tab name to read Double-click the name, type the new one, and
PivotTable press Enter.

Add fields
Explanation You add fields to a PivotTable to specify the data you want to display. The fields of the
source data appear in the PivotTable Field List pane, shown in Exhibit 5-3.
To add fields, drag a field from the top of the PivotTable Fields task pane to one of the
four areas at the bottom of the pane, as shown in Exhibit 5-3. You can add more than
one field to an area, and you don’t need to add all fields to the table. To display data and
not just headings, you need to place at least one field in the Σ Values area.
Exhibit 5-3: Adding a field to the PivotTable
Using fields to filter data

After the fields are in place, you can filter the information that appears in the table by
selecting options from the filter lists available for each field. For example, you can show
all data values or restrict the PivotTable to summarizing only a couple of values.
When a filter has been applied, the arrow changes to a filter icon (it looks like a funnel).
You can click this icon to display the filter list and see which filter has been applied.
To remove a filter, display the filter list and choose the Clear Filter option. You can also
display the filter list by clicking the corresponding filter icon in the PivotTable Field
List pane.
Do it! A-2: Adding fields to a PivotTable

1 Verify that the PivotTable sheet is You’ll add fields in the PivotTable layout.
active
Observe the PivotTable Fields (The entire pane is shown in Exhibit 5-3.) It
task pane displays the column headings of the source data
in the PivotTable worksheet.
2 Point to Customer The pointer turns into a four-headed arrow.

You’ll place this field in the Rows area.
Drag Customer to the Rows

area, as shown
In the PivotTable Fields pane.
3 Observe the worksheet
The customer names are now row labels, and the

list can be filtered.
4 In the pane, drag Item to the To add Item as a column heading field.
Columns area
5 Drag Total Sale to the Σ Values To add Total Sale as the Σ Values field. The
area PivotTable shows the sum of total sales of items
per customer.
6 In the worksheet, click as shown
To display a drop-down menu that includes an

Item list.
Clear Select All
Check Gadgets To filter the list so that only the sales

information for the Gadgets item is shown.
Click OK The worksheet now shows the sales figures for

only Gadgets. At the right end of Column
Labels, the funnel icon indicates that a filter has
been applied.
7 Click the arrow for Row Labels To display the list of customers.
Filter the list so that only the Clear Select All, check BlazerFire, and click
information for BlazerFire will be OK. The PivotTable data is now filtered to show
displayed only the Gadget sales for BlazerFire.
8 Clear the filters from the Item and (Click the arrows for both fields and choose
Customer fields Clear File from “<fieldname>”.) To display all
items and customers.
Inserting slicers
Explanation As shown in Exhibit 5-4, the filter icon in cell B1 indicates that the PivotTable is
displaying the sales figures for only the Central region. However, when you apply more
than one filter, the filter is often labeled as “Multiple items.” This designation is not
particularly helpful. In Excel, you can insert a slicer to easily show the current filtered
state of the data. You can create a slicer for each field in the PivotTable.
Slicers are visual controls you can use to quickly filter your data by selecting values
from a list. Slicers are both “live”—they reflect data changes in the underlying
PivotTable—and interactive—you can select filter fields on the fly. Slicers appear as
separate objects on the worksheet and can be moved around and resized.
To insert a slicer:
1 Select any cell in the PivotTable.
2 Click the PivotTable Tools | Analyze tab. In the Filter group, click Insert Slicer.
The Insert Slicers dialog box appears with a list of the PivotTable fields.
3 Check the fields you want to display as slicers.
4 Click OK. The slicers appear on top of the PivotTable, and the Slicer Tools |
Options tab appears on the ribbon.
Using slicers to filter data

Even though the slicers are overlapping, it’s possible to see which filters are selected, as
shown in Exhibit 5-4. The selected items on the slicer indicate which filter is being
applied. On the Region slicer, Central is the only highlighted item. The Product slicer
indicates that no filter is applied because all items are selected (or highlighted).
To change a slicer filter, click the item you want to use as the filter. Use the Ctrl+click
method to select multiple items. Use the Shift+click method to select contiguous items.
To clear the filter, click the Clear Filter button at the right end of the slicer header.
Modifying slicers
Excel considers slicers to be shapes. Therefore, you can move, resize, align, and format
slicers just as you would other shapes. To move a slicer, drag the slicer header to the
desired location. Drag a slicer’s border to change the size of the slicer. Use the Slicer
Tools | Options tab to apply a slicer style and to align the slicers.
Deleting slicers
You can quickly delete a slicer by selecting it and pressing Delete. You can also right-
click the slicer and choose Remove “Slicer Name” from the shortcut menu. The slicer is
immediately removed.
Exhibit 5-4: The PivotTable with slicers

Do it! A-3: Using slicers to filter PivotTable data

1 On the Analyze tab, in the Filter The Insert Slicers dialog box opens.
group, click Insert Slicer
2 Check Customer, Item, and To create slicers for the Customer, Item, and
Total Sale Total Sale fields.
3 Click OK As shown in Exhibit 5-4, the three slicers appear

overlapped.
4 Using the slicer headers, drag the You can move slicers anywhere on the
slicers so they do not overlap worksheet. They can even be moved or copied
to a separate worksheet. Notice that the Slicer
Tools | Options tab has appeared on the ribbon.
5 On the Customer slice, click

Award Sportswear, as shown
To display only the Award Sportwear data.
Press c and click Central To add Central to the Customer filter.
6 On the Item slicer, click Cogs To display only the Cog sales figures for the
Central and Award Sportswear customers.
Press s and click Widgets
To select Gadgets, Sprockets, and Widgets.

7 On the Options tab, click

Selection Pane
To open the Selection pane. The eye icons

indicate which slicers are visible. You can click
the icon to show or hide the respective slicer.
8 Click Hide All To hide all slicers.
Click Show All To show all slicers again. The PivotTable Fields
pane might also appear.
9 For the Item slicer, click The slicer remains listed in the Selection and
Visibility pane, but the “closed eye” indicates
that the slicer is hidden.
10 Observe the Customer and Total When slicers contain a lengthy list of items, you
Sale slicers can use the scrollbar to view the additional
items.
Right-click the header of the Total

Sale slicer and choose
Remove “Total Sale”
To delete the slicer from the worksheet. It no

longer appears in the Selection and Visibility
pane.

Topic B: Modifying PivotTable data

Group data
Explanation You may have certain data in your PivotTable that needs to be further summarized. You
can do this by grouping the data.
You can group text fields, number fields, and date fields. To group data:
1 Select a row or column cell containing the type of data you want to group.
2 On the Analyze tab, click Group, and select a grouping option. Alternatively,
you can right-click the cell and choose Group from the shortcut menu.
3 In the Grouping dialog box, enter the Starting at: and Ending at: values, and
enter or select a By: value.
4 Click OK.
Move fields
Explanation After creating a PivotTable, you might want to display an entirely different view of the
data. You can change the data view by dragging the fields to other areas in the
PivotTable. The PivotTable provides options to show or hide the details. To change data
in the PivotTable, however, you need to refresh the table after changing the source data.
You can move a field in a PivotTable by dragging the field to a new area in the
PivotTable Field List pane. To show a columnar view of the data, as shown in
Exhibit 5-5, drag a report or row field to the Column Labels box in the pane. When you
want to arrange data in row fields, drag a report or column field to the Row Labels box
in the pane.
Exhibit 5-5: A PivotTable with fields rearranged and records grouped by date
Do it! B-1: Grouping data and moving fields

1 Open Sales analysis2.xlsx
Save it as In the current topic folder.

My Sales analysis2.xlsx
Observe the PivotTable It shows the sales of several products, by

customer. You’ll rearrange the fields, add the
date field, and group the date records.
2 In the PivotTable Fields task pane,

click as shown
To open a shortcut menu.
From the shortcut menu, choose To remove the Customer field from the
Remove Field PivotTable layout. You want to view only the
item sales totals.
3 Drag Item to the Rows area Each item is now a row label in the PivotTable.
4 Drag Date to the Columns area To add the Date field to the PivotTable.
Observe the PivotTable The dates are listed individually as column

labels, extending out of view. You want to
summarize sales data more meaningfully by
grouping the date records.
5 Select one of the dates
6 On the Analyze tab, click Group To open the Group menu.
Choose Group Field
To open the Grouping dialog box.
7 In the dialog box, click Months To deselect it.
Click Quarters To group the dates by quarters.
Click OK To close the dialog box and perform the

grouping.
8 Observe the PivotTable again The data is now organized so that quarterly sales
totals for the items are displayed, as shown in
Exhibit 5-5.
Refreshing PivotTable data

Explanation You cannot directly change the data in a PivotTable because it’s based on source data.
To change data in a PivotTable, you must first change the source data and then refresh
the PivotTable to reflect the latest changes.
You can refresh the PivotTable by clicking the Refresh button in the Data group on the
Analyze tab.
Do it! B-2: Refreshing the data in a PivotTable

1 Select E6 It displays 25765.5, which is the value of the Qtr
4 sales of Gadgets.
Type 2
When you try to enter a new value, a message

box appears with a warning that you can’t
change the value in a PivotTable.
Click OK To close the message box.
2 Click the Sales Data sheet This sheet contains the source data for the
PivotTable. To change the data in the
PivotTable, you have to change the values in the
source data.
3 Select D3 You’ll change this value and then view the

result in the PivotTable.
Edit D3 to read 300
4 Click the PivotTable sheet Notice that E6 still shows the old value.
5 Click the Analyze tab
6 In the Data group, click Refresh (The top half of the Refresh button.) To update
the PivotTable with the latest data. E6 now
shows the adjusted value of 26045.5.

Insert calculated fields

Explanation You can create new fields in a PivotTable that calculate values based on the data in
other PivotTable fields. In other words, a calculated field will show the results of a
formula, rather than the original values from the underlying source data. For example,
you can create a Commission field with a formula that calculates a percentage of total
sales as a commission value.
To insert a calculated field:
1 Select a cell in the PivotTable.
2 On the Analyze tab, in the Calculations group, click Fields, Items, & Sets.
3 Choose Calculated Field, to open the Insert Calculated Field dialog box.
4 Specify a name for the calculated field, and enter the formula you want to use.
5 Click Insert.
Do it! B-3: Inserting a calculated field

1 Select a cell in the PivotTable If necessary.
2 Remove the Total Sale field from (Click the arrow on the field and choose
the PivotTable layout Remove Field.) You’ll replace this field with a
new, calculated field.
3 In the Calculations group, click You’ll insert a field that will calculate an
Fields, Items, & Sets estimation of profit on the Total Sale data.
Choose Calculated Field…,

as shown
To open the Insert Calculated Field dialog box.
4 In the dialog box, in the Name

box, type Est. Profit
5 Edit the Formula box to read To calculate an estimated profit of 2% of total

=.2*’Total Sale’ sales.
6 Click OK To close the dialog box and insert the new field.
7 Observe the PivotTable The field values all show the result of the
formula, and the field Est.Profit has been added
to the Σ Values area of the layout.

Topic C: Formatting PivotTables

Formatting PivotTable data
Explanation You can change the format of a PivotTable by using styles and the Field Settings dialog
box. You can use styles to format an entire PivotTable in one step. You can use the
Field Settings dialog box to change number formats, specify how data is summarized,
and show or hide data.
Using styles
To display formatting options that affect the entire PivotTable, click the PivotTable
Tools | Design tab. Some of the styles are specifically designed for PivotTables. Exhibit
5-6 shows a sample PivotTable style.
Exhibit 5-6: A sample PivotTable style

Do it! C-1: Applying a PivotTable style

1 Open Sales analysis3.xlsx
Save the workbook as In the current topic folder.

My Sales analysis3.xlsx
2 Select any cell within the To activate the PivotTable Tools tabs.
PivotTable
Click the Design tab If necessary.
3 In the PivotTable Styles group, Click the More button.

open the PivotTable Styles gallery
4 Under Medium, select the

indicated style
To apply Pivot Style Medium 2 to the

PivotTable. The PivotTable appears as shown in
Exhibit 5-6.

Change field settings

Explanation You can change field settings to alter how data appears or is summarized in a
PivotTable. To change field settings:
1 Select any cell in the data area.
2 Click the PivotTable Tools | Analyze tab.
3 In the Active Field group, click Field Settings to open the Value Field Settings
dialog box, shown in Exhibit 5-7.
4 Click the Number Format button to open the Format Cells dialog box. Select the
desired options and click OK.
5 Click OK.
Exhibit 5-7: The Value Field Settings dialog box

Do it! C-2: Changing field settings

1 Select B5 You’ll apply a number format to the sales
numbers.
3 In the Active Field group, click To open the Value Field Settings dialog box,
Field Settings shown in Exhibit 5-7.
4 Click Number Format To open the Format Cells dialog box, with the
Number tab active.
From the Category list, select To display the formatting options under
Currency Currency. The $ option is selected in the Symbol
list. You’ll add this prefix symbol to the sales
values.
Edit the Decimal places box to

read 0
To specify that currency values should be

displayed as whole-dollar amounts.
Click OK To close the Format Cells dialog box.
5 Click OK To close the Value Field Settings dialog box and

apply the formatting to all Total Sale field
values (not just the selected cell). The values are
now formatted with commas and the $ symbol.

Topic D: Using PivotCharts

Creating PivotCharts
Explanation You can use a PivotChart to graphically display data from a PivotTable. A single
PivotChart provides different views of the same data.
When you create a PivotChart, the row fields of the PivotTable become the categories,
and the column fields become the series.
To create a PivotChart, select any cell in a PivotTable and click PivotChart in the Tools
group on the PivotTable Tools | Analyze tab. In the Insert Chart dialog box, select
options as you would for a standard chart, and click OK.
You can also create a new PivotChart and PivotTable at the same time. To do so, you
select a cell in the source data, click the Insert tab, click the PivotTable button’s arrow
(in the Charts group), and choose PivotChart & PivotTable.
Changing the view of a PivotChart

In Excel 2013, Microsoft improved the way you change the view of a PivotChart. As
shown in Exhibit 5-8, PivotCharts contain field buttons that are used to change what is
displayed for a specific field. For example, to change the regions shown in the sample
PivotChart, click the Region field button and select the regions you want to show. The
same method can be used to filter the Product and Quarter fields.
Exhibit 5-8: A PivotChart
PivotChart styles
As with PivotTables, you can apply built-in styles to your PivotChart. To do so:
1 Select the PivotChart.
2 On the Design tab, in the Chart Styles group, select the desired chart style.
3 Alternatively, click the Chart Styles button to the right of the selected chart, and
choose a style from the gallery.
Do it! D-1: Creating a PivotChart

1 Open Sales chart.xlsx

My Sales chart.xlsx
Click anywhere within the (If necessary.) To indicate which data to use for
PivotTable the PivotChart.
In the Tools group, click To open the Insert Chart dialog box. You’ll
PivotChart create the default Column chart.
Click OK To create a PivotChart in a floating box on this

sheet. In the PivotChart Fields task pane, the
field box titles reflect the Legend and Axis, and
the boxes contain the active fields. The chart’s
X-axis displays the Rows fields; the legend
displays the Columns; and the bars represent the
data values. You’ll change the PivotTable and
chart to show only the total sales for each
region.
3 In the PivotTable Fields task pane,

drag Product to Filters
To make Product the report filter. You can now

sort and filter data by product in the PivotChart.
Observe the PivotChart As shown in Exhibit 5-8, the total sales for the five
regions appear in columns, and each column is
divided into quarters. You can use the Product,
Region, and Quarter buttons to change the data
displayed in the PivotChart.
Resize and move the chart so it

does not overlap the table
4 On the PivotChart, click

Product, as indicated
To display the Product items.
Select Basil Leaf To show only the Basil Leaf data in the
PivotChart.
Click OK The PivotChart displays the total sales of only

Basil Leaf for all regions. The axis scale has
adjusted to reflect the filtered figures.
5 From the Quarter list, clear all of

the options except Qtr1
Click OK
The chart displays the total sales of Basil Leaf in

the first quarter for all regions. The Product and
Quarter buttons contain icons indicating that the
chart data has been filtered.
6 With the PivotChart selected, You’ll apply a built-in chart style.

click the Design tab
Select Style 4, as shown

Unit summary: PivotTables and PivotCharts

Topic A In this topic, you learned that a PivotTable is used to summarize, organize, and
compare large amounts of data in a worksheet. You created a PivotTable and added
fields to the layout of a PivotTable. You also inserted slicers to filter the data.
Topic B In this topic, grouped data in a PivotTable by a date field. Then, you changed the view
of data in a PivotTable by moving the row and column fields to different areas. You
changed a value in the source data and refreshed the PivotTable to reflect that change.
Finally, you inserted a calculated field in the PivotTable.
Topic C In this topic, you applied styles to format a PivotTable. You also used the Value Field
Settings dialog box to apply formatting to numerical data.
Topic D In this topic, you learned that a PivotChart graphically displays data from a PivotTable,
and you created a PivotChart. You also used the field buttons to change which data is
displayed for a specific field in a PivotChart. Finally, you applied a built-in style to the
PivotChart.
Review questions
1 What is a PivotTable?
A PivotTable is an interactive table that summarizes, organizes, and compares large amounts of
worksheet data.
2 How do you start creating a PivotTable?
Click the Insert tab, and click PivotTable in the Tables group.
3 Can you directly change the data in a PivotTable? If not, how do you change the
data?
No, you cannot directly change the data in a PivotTable because it’s based on source data.
Therefore, you must first change the source data and then refresh the PivotTable to reflect the
changes.
4 Which PivotTable feature is used to easily identify the current filters applied to the
data?
A Row labels
B PivotChart
C Slicers
D Field list
5 Why would you use a PivotChart?
You can use a PivotChart to graphically display data from a PivotTable.
6 How do you create a PivotChart?
You can use either of the following methods:
• Select any cell in a PivotTable, and click PivotChart in the Tools group on the Options tab.
• Select a cell in the source data, click the Insert tab, click the PivotTable button’s arrow, and
choose PivotChart from the menu.

In this activity, you’ll create a PivotTable, modify it, and apply a style to it. Then you’ll
create and modify a PivotChart.
1 Open Sales 2008-2012.
2 Save the workbook as My Sales 2008-2012.
3 Create a PivotTable based on the data in the Raw Data worksheet. (Hint: Select any
cell in the data, and click the PivotTable button on the Insert tab.)
4 Move Year to the Rows area, move Quarter to the Columns area, move Product to
the Rows area (below the Year field), and move Sales to the Σ Values area.
5 Apply the PivotTable Style Medium 3 style to the PivotTable. Compare your results
with Exhibit 5-9.
6 Create a clustered column PivotChart.
7 Make Quarter and Year report filters in the PivotChart. (Hint: Drag the fields to
Filters.)
8 Change the PivotChart to display the sales in the fourth quarter of 2012.
9 Compare your results with Exhibit 5-10.
Exhibit 5-9: The PivotTable after Step 5

Exhibit 5-10: The PivotChart after Step 8

6–1
Unit 6
Exporting and importing data
A Export data from Excel to a text file, and

import data from a text file into an Excel
workbook.
B Use Microsoft Query and the Web query

feature to import data from external
databases.
Topic A: Exporting and importing text files

Sharing Excel data
Explanation You can share information between Excel and other programs in a number of ways,
including by using linked objects and copied data. Another way to share data is to
export it from Excel to another format or to import data from another format into Excel.
Excel can import from and export to files in several formats, including text files.
Using the Save As command to export data

You can use the Save As command to save an Excel workbook in a file format
associated with the program in which you want to use the data. However, when you
save an Excel workbook in a different file format, it might not retain its original
formatting.
The following table describes some formats commonly used to export Excel data.
File format Description
Text (tab delimited) – Saves text and values as they appear in the worksheet
– Saves formulas as text
– Uses tab characters to separate columns of data
– Uses paragraph marks to separate rows
– Loses any formatting, graphics, and objects in the worksheet
– Can be a useful way to fix a corrupted file
XML Paper – Preserves formatting and graphics

Specification (XPS)
– Enables file sharing
– Prevents data from being changed
– XPS View is installed by default
Portable Document – Preserves formatting and graphics

Format (PDF)
– Enables file sharing
– Provides a standard format when using commercial printers
– Abode Reader is freely available for download
Open Document – Maintains some formatting, but not all

Spreadsheet (ODS)
– Opens in spreadsheet applications such as Google Docs
Exporting and importing data 6–3
Do it! A-1: Exporting Excel data to a text file

1 Open Regional sales.xlsx
2 Open the Save As dialog box The File name box contains “Regional sales.”
Edit the File name box to read

My Regional sales
From the Save as type list, select This option will save the active sheet as a tab-
Text (Tab delimited) (*.txt) delimited text file.
Click Save To save the active sheet as a text file. A message

appears, stating that Excel will not save those
features that are not compatible with the Text
(Tab delimited) file format.
Click Yes To keep the tab-delimited format.
3 In Windows Explorer, navigate to

the current topic folder
Double-click To open the file in Notepad. The data from the

My Regional sales.txt Regional sales worksheet appears in the text file.
All of the sales figures that contain commas
appear in double quotation marks.
4 Switch to Excel If necessary.
5 Close the workbook You don’t need to save changes.

Importing data
Explanation By using the Open command in Excel, you can open a file created in a program other
than Excel. After importing the data, you can save the file either in its original format or
as an Excel workbook.
To import a file into an Excel workbook, you open the Open dialog box, specify the
type of file you want to import, select the file, and click Open.
If you’re importing a text file, Excel displays the Text Import Wizard, shown in Exhibit
6-1. The wizard guides you through the process of converting the text data into an Excel
worksheet. As necessary, you can specify delimiters (the characters that determine when
a new column should begin) and formatting for specific columns. After importing, you
can separate text into columns, if necessary, by clicking Text to Columns in the Data
Tools group on the Data tab.
Exhibit 6-1: Step 2 of the Text Import Wizard

Do it! A-2: Importing data from a text file into a workbook

1 Switch to Notepad Click the Notepad taskbar button. The text file
“My regional sales” is still open.
Open the Employee List text file You’ll import data from this text file into Excel.
This file contains details for employees, with
columns separated by tab characters.
Observe the date format in the last The person who entered this data used the
column European day/month/year format, not the
American month/day/year format.
2 Close Notepad
3 In Excel, display the Open dialog

box
Navigate to the current topic

folder
4 In the File type list, select

Text Files, as shown
To display only the text files in the current topic

folder.
Select Employee list.txt To select the file you want to import.
5 Click Open To open Step 1 of the Text Import Wizard.

Under Original data type, Delimited is selected.
The “Start import at row” box displays “1.”
Click Next In Step 2 of the Text Import Wizard, you can set
the delimiter and see a preview of the data.
Here, Tab is the default delimiter.
Under Data preview, observe the This box shows you how the data will look in
box Excel. Data in a few columns is misaligned with
the headings because of the consecutive tabs.
Check Treat consecutive To remove the blank columns, as shown in

delimiters as one Exhibit 6-1.
6 Click Next In Step 3 of the Text Import Wizard, you can

specify the data format for each column.
7 Select the last column (Scroll to the right as necessary.) You must
indicate that the values are currently in DMY
(day/month/year) format for Excel to be able to
change the formatting to the American MDY
format.
8 Under Column data format,

select Date
From the Date format list,

select DMY
9 Click Finish To close the Text Import Wizard. The worksheet

shows the imported data. Some columns are too
narrow to display all of the data.
10 Select columns A through G
Double-click the dividing line To automatically fit the width to the column
between any two selected column contents.
headings
11 Observe the Date of Hire column Excel converted the dates to the MDY format.
data
12 Open the Save As dialog box The File name box contains “Employee list.txt,”
and the Save as type list displays “Text (Tab
delimited) (*.txt)”
From the Save as type list, select (You might have to scroll up the list.) To save
Excel Workbook (*.xlsx) the data as an Excel workbook.
Edit the File name box to read

My Employee list
13 Click Save
Converting text to columns

Explanation You can use the Text to Columns feature to divide text fields into two or more columns.
This process works much like importing data from external text files. For instance, if
you have one field for names, you can split this field into first-name and last-name
columns. To do so, select the text field you want to convert and click Text to Columns
on the Data tab. Follow the instructions in the Convert Text to Columns Wizard, shown
in Exhibit 6-2.
Exhibit 6-2: Step 2 of the Convert Text to Columns Wizard

Do it! A-3: Converting text to columns

1 Insert a column after column B (Select column C, right-click it, and choose
Insert.) To make room for the new column for
storing last names.
2 Select column B This is the Name column in the data you just
imported from a text file.
3 On the Data tab, in the Data Tools To start the Convert Text to Columns Wizard.
group, click Text to Columns This is like a mini version of the Text Import
Wizard.
4 Click Next
5 Under Delimiters, clear Tab and As shown in Exhibit 6-2.

check Space
Check Treat consecutive If necessary.

delimiters as one
Click Next To proceed to the last step in the wizard.
6 Verify that General is selected Note that the column heading Name appears in
as the column data format the first-name column. You’ll change the
heading after the conversion.
7 Click Finish To close the wizard and return to the table. First
and last names are now split into two columns.
If you hadn’t inserted a new column, Excel
would have asked if you wanted to replace the
existing data.
8 Edit B1 to read First Name
9 In C1, enter Last Name
10 Adjust column widths as

necessary

Removing duplicates
Explanation Sometimes, especially when you import data from one or more external sources, you
can end up with duplicate records. Using the Remove Duplicates dialog box, shown in
Exhibit 6-3, you can remove duplicate records based on values in one or more fields.
For instance, if you imported customer data from several sources because you want to
compile e-mail addresses for a mailing, you can remove duplicates based on the E-mail
field.
Exhibit 6-3: The Remove Duplicates dialog box

Do it! A-4: Removing duplicate records

1 Observe employee numbers E005, The table has duplicate records.
E015, and E019
2 Select the table
Click the selector in the upper-left corner, as

shown.
3 On the Data tab, in the Data Tools To open the Remove Duplicates dialog box.
group, click
Remove Duplicates
4 Click Unselect All You need to search only one column.
5 Check SSN
You’ll search for duplicates based on the Social

Security number, which should be a unique
identifier.
6 Click OK To close the Remove Duplicates dialog box. A

message box informs you that three duplicates
were found and removed.
Click OK To close the message box.

Topic B: Getting external data

Explanation With Microsoft Query, you can retrieve data from external databases, such as those in
Microsoft Access. You can use the Web query feature to retrieve data from the Web.
Microsoft Query
You can use Microsoft Query to retrieve data that meets certain conditions in one or
more tables of a database. For example, from an Employee table, you can retrieve the
records of all people who work in the Marketing department.
To retrieve data by using Microsoft Query:
2 In the Get External Data group, click From Other Sources and choose From
Microsoft Query to start the Microsoft Query program and to open the Choose
Data Source dialog box, shown in Exhibit 6-4.
3 On the Databases tab, select <New Data Source> and click OK to open the
Create New Data Source dialog box. Specify the name of the data source and
select a driver for the database. Click Connect to open the ODBC Microsoft
Access Setup dialog box.
4 Under Database, click Select to open the Select Database dialog box. Select the
source database, and then return to the Choose Data Source dialog box.
5 Select the data source, and click OK to open the Choose Columns page of the
Query Wizard. Add the tables and fields you want to include in your result set.
Click Next to open the Filter Data page of the Query Wizard.
6 Specify the conditions you want the data to meet. Click Next to open the Sort
Order page of the Query Wizard.
7 Specify the sort order for the data. Click Next to open the Finish page of the
Query Wizard.
8 Select Return Data to Microsoft Office Excel. Click Finish to close the wizard
and to open the Import Data dialog box.
9 Specify whether you want to place the data in the existing worksheet or in a new
worksheet.
10 Click OK to import the data.
Exhibit 6-4: The Choose Data Source dialog box

Do it! B-1: Getting external data from Microsoft Query

1 Open Query.xlsx (You might need to select Excel Files from the
Files of type list in the Open dialog box.) This
workbook contains two worksheets. QueryDb is
the active sheet. You’ll use the Microsoft Query
program to retrieve data from an Access
database and place it in this worksheet.

My Query.xlsx
4 In the Get External Data group, To display a list of sources.

click From Other Sources
Choose To open the Choose Data Source dialog box, as

From Microsoft Query shown in Exhibit 6-4. By default, the Databases
tab is active. You can either select an existing
data source or create a new one.
5 Verify that
<New Data Source>
is selected
Click OK To open the Create New Data Source dialog

box.
6 In the first box, enter Employee
To specify the name of the new data source.
7 In the second box, click the arrow

and select the indicated option
To specify the database driver.
8 Click Connect To open the ODBC Microsoft Access Setup

dialog box.
9 Under Database, click Select To open the Select Database dialog box.
From the Directories list, navigate (If necessary.) To specify the folder that
to the current topic folder contains the database.
From the Database Name list,

select Employee.accdb
To specify the database from which you’ll

import data.
10 Click OK To return to the ODBC Microsoft Access Setup

dialog box.
Click OK To return to the Create New Data Source dialog

box.
11 From the last list, select

Employees
To specify which of the tables in the Employee

database should act as the default for building
queries.
12 Click OK To return to the Choose Data Source dialog box.

The Employee data source has been added to the
list and is selected.
13 Click OK To close the Choose Data Source dialog box and

open the Choose Columns page of the Query
Wizard. In the “Available tables and columns”
list, Employees is selected.
Click
To include all columns of the Employees table

in the query. The columns of the Employees
table now appear in the “Columns in your
query” list.
14 Click Next To open the Filter Data page of the Query

Wizard. The group box under “Only include
rows where” is not available and has no name.
From the Column to filter list,

select Dept code
The group box under “Only include rows

where” is now available and is named “Dept
code.” The first list under Dept code is also
available.
From the first list under Dept To specify the comparison operator for the
code, select equals query.
From the second list under Dept

code, select MKTG
To specify that the result of this query includes

only those rows where the Dept code is MKTG.
15 Click Next To open the Sort Order page of the Query

Wizard.
From the Sort by list, select This will sort data by Region. By default,
Region Ascending is selected.
16 Click Next To open the Finish page of the Query Wizard.

By default, Return Data to Microsoft Office
Excel is selected.
17 Click Finish The Import Data dialog box appears, prompting

you to specify the destination for the data. Cell
A1 in the existing worksheet is selected by
default.
18 Click OK To close the dialog box and import the data. The
records of all employees in the Marketing
department appear in the worksheet.

The Web query feature

Explanation If you want to analyze data on the Web, such as online currency rates or stock quotes,
you can create a Web query. When you run a Web query, Excel retrieves data that has
been marked up with Hypertext Markup Language (HTML) or Extensible Markup
Language (XML).
HTML and XML

The focus of HTML, which consists primarily of predefined tags, is the appearance of
the content in a browser window. XML, on the other hand, focuses on the content and
not on its appearance. There are no predefined tags in XML; instead, you create your
own tags to give your data meaning and structure. Both markup languages are related to
a parent language, SGML (Standard Generalized Markup Language), which provides
rules for marking up documents and data.
Retrieving data from the Web

To retrieve data from a Web page:
1 Click the Data tab. Then, in the Get External Data group, click From Web to
open the New Web Query dialog box.
2 In the Address box, enter the address of the Web page from which you want to
retrieve data, as shown in Exhibit 6-5.
3 Click the arrow next to the table you want to select.
4 Click Options to open the Web Query Options dialog box. Select the format in
which you want the data to be displayed. Click OK.
5 Click Import to open the Import Data dialog box. Specify whether you want the
data to be placed in an existing worksheet or a new worksheet. Click OK.
Exhibit 6-5: The New Web Query dialog box

Do it! B-2: Using a Web query to get data from the Web
1 Click the WebQ sheet You’ll use the Web query program to retrieve
data from a Web page.
Click the Data tab If necessary.
2 In the Get External Data group, To open the New Web Query dialog box.
click From Web
3 In the Address box, enter C:\Users\User name\Desktop\

Student Data\Unit 6\Topic B\Product.htm
(Use the current unit number and topic letter.)

This is the address of the Web page that contains
the relevant data.
Click Go The preview of the Web page appears in the

dialog box.
4 Click the arrow to the left of the

table, as shown
To import data from the table on the Web page.
5 Click Options, as shown
To open the Web Query Options dialog box.
Under Formatting, select To retain the current formatting of the table.

Full HTML formatting
Click OK
6 Click Import To open the Import Data dialog box. By default,

the Existing worksheet option is selected.
Click OK
The data from the table on the Web page

appears in the worksheet.

Unit summary: Exporting and importing data

Topic A In this topic, you exported data from Excel to a text file. You imported data from a
text file into an Excel workbook. You also separated the imported data into columns.
Topic B In this topic, you used Microsoft Query to retrieve data from an Access database. You
also learned how to use the Web query feature to retrieve data from Web pages in
HTML or XML format.

In this activity, you’ll export data from a worksheet to a text file, and you’ll work with
data using Microsoft Query.
1 Open East sales.xlsx. (Verify that Export is the active worksheet.)
2 Export data from the Export worksheet to a text file. Save the text file as My East
sales. (Hint: When prompted, export only the current sheet.)
3 Open the exported file in Notepad. (Because some product names are longer or
shorter than others, the tabbed columns might not look neat.) Close Notepad.
4 Click the Importing practice worksheet. Using Microsoft Query, select or create an
Employee database connection. (Hint: On the Data tab, click From Other Sources
and choose From Microsoft Query. If Employee does not appear in the Databases
panel, select <New Data Source>; then click OK and enter data source information
for the Employees database.)
5 Add all of the columns of the Employees table to your query.
6 Include only those records with a Dept code value that equals SL.
7 Sort the data by the last name (Lname) field, in ascending order.
8 Place the resulting data in cell A1 of the current sheet. Check the result against
Exhibit 6-6.
9 Save the workbook as My exporting practice in Excel workbook format.
Exhibit 6-6: The worksheet as it appears after Step 8

Review questions
1 True or false? An Excel workbook that’s saved in a different file format will retain
its original formatting.
False. An Excel workbook that’s saved in a different file format might not retain its original
formatting.
2 When exporting Excel data to a text format, row data will be separated by
A Commas.
B Paragraph marks.
C Tabs.
D Spaces.
3 Which of the following file types will preserve all the formatting of an Excel
workbook? (Choose all that apply.)
A XML Paper Specification (XPS).
B Portable Document Format (PDF).
C Text (tab delimited).
D Open Document Spreadsheet (ODS).
4 Which Excel feature will help you easily divide text fields into two or more
columns?.
The Text to Columns feature
5 What is Microsoft Query?
Microsoft Query is a feature that helps you retrieve data that meets certain conditions in one or
more tables of a database.
7–1
Unit 7
Analytical tools
A Use the Goal Seek utility to meet a target

output for a formula by changing the
values in the input cells.
B Create scenarios to save various sets of

input values that produce different results.
Topic A: Goal Seek

What-if analysis
Explanation You might want a formula to return a specific result, but you might not know the input
values that will provide that result. For example, you might want to take out a loan for
which the maximum monthly payment is $500. Based on this, you might want to know
a possible combination of period, interest rate, and principal amount. In this case, you
can use the Goal Seek utility to find the input values.
You can use the Goal Seek utility to perform a what-if analysis. This type of analysis
involves changing the values in a worksheet and observing how these changes affect the
results of the formulas. You use Goal Seek to solve problems that have one variable.
The Goal Seek utility

Use the Goal Seek utility to solve a formula based on the value that you want the
formula to return. To use the Goal Seek utility:
2 In the Data Tools group, click What-If Analysis and choose Goal Seek to open
the Goal Seek dialog box.
3 In the Set cell box, specify the cell that contains the formula you want to solve.
4 In the To value box, enter the result you want.
5 In the By changing cell box, specify the cell that contains the value you want to
adjust.
6 Click OK.
Do it! A-1: Using Goal Seek to solve for a single variable

1 Open Loan analysis.xlsx

My Loan analysis.xlsx
2 Select E6 This cell displays a monthly payment

of -$3,417.76 for a loan amount of $100,000.
You’ll use Goal Seek to calculate the loan
amount that you can obtain if you can afford a
monthly payment of $10,000, given a period of
36 months and an interest rate of 14%.
Observe the formula bar
The PMT function calculates the monthly

payment for the loan amount in B6 based on the
annual interest rate in D6 and the repayment
period in C6.
Analytical tools 7–3
In the Data Tools group, click To open the What-If Analysis menu.
What-If Analysis
Choose Goal Seek…
To open the Goal Seek dialog box. The Set cell

box contains E6. This cell contains the formula
you want to solve.
4 In the To value box, enter This is the result you want the formula in E6 to
-10000 return.
In the “By changing cell” box, This is the cell containing the loan amount: the
enter B6 value that will be adjusted.
5 Click OK
The Goal Seek Status dialog box opens. It states

that Goal Seek has found a solution, which you
can accept or reject. The target value is the value
you asked the formula to return. The current
value is the solution found by Goal Seek.
6 Click OK To close the dialog box.
Observe the value in B6 With a monthly payment of $10,000, a period of

36 months, and an interest rate of 14%, you can
afford a loan of $292,589.
7 Find the loan amount that you can (Use Goal Seek.) You’ll get $487,820 as the
obtain from the NewCiti bank if loan amount.
you pay $15,000 per month for 42
months

Topic B: Scenarios
Creating a scenario
Explanation Scenarios are sets of input values that produce different results. For example, in a
budget projection worksheet, you can have one scenario that includes conservative sales
figures, and another scenario that includes more aggressive sales figures. Instead of
creating new scenarios every time, you can modify existing scenarios. In a worksheet
containing multiple scenarios, you can switch among them to view the results for
different input values. In addition, you can merge scenarios from other worksheets.
You can use the Scenario Manager dialog box to create a scenario. Here’s how:
2 From the What-If Analysis menu in the Data Tools group, choose Scenario
Manager to open the Scenario Manager dialog box.
3 Click the Add button to open the Add Scenario dialog box.
4 In the Scenario name box, enter a name for the scenario.
5 In the Changing cells box, specify the cells that contain the values you want to
change. Click OK.
6 In the Scenario Values dialog box, specify values for the changing cells, and
click OK.
After creating the scenario, you can modify it by editing values for the changing cells.
To edit values:
1 Open the Scenario Manager dialog box and select the scenario you want to
change.
2 Click Edit to open the Edit Scenario dialog box.
3 Click OK to open the Scenario Values dialog box.
4 Specify values for the changing cells and click OK.
Exhibit 7-1: The Scenario Manager dialog box

Do it! B-1: Creating scenarios

1 Open Projections.xlsx

My Projections.xlsx
2 Click the Scenarios sheet (If necessary.) You’ll create scenarios to see
how different Cost-of-sales values will affect the
Gross profit, Net profit, and Profit %.
3 Select B8:E8 The cost of sales for the four quarters.
Click the Data tab If necessary.
From the What-If Analysis menu, To open the Scenario Manager dialog box.
choose Scenario Manager… Currently, no scenarios are defined.
Click Add To open the Add Scenario dialog box.
4 In the Scenario name box, enter This is the name of the scenario that will
Original profit preserve the original values. The Changing cells
box displays the references of the selected cells.
Edit the Comment box to read To describe the scenario.

Original projected profit
Click OK
To open the Scenario Values dialog box. The

current values of the selected cells are displayed.
5 Click Add To add the Original profit scenario to the

Scenarios list and return to the Add Scenario
dialog box. This scenario will preserve the
original values in changing cells.
6 In the Scenario name box, enter This is the name of the scenario you are about to
Decreased cost of sales create.
Edit the Comment box to read To describe the new scenario.

Projected profit with
decreased cost of sales
Click OK To open the Scenario Values dialog box.

7 Enter the values as shown
8 Click OK To return to the Scenario Manager dialog box,

shown in Exhibit 7-1. The Scenarios list
displays the names of the two scenarios you just
defined.
9 Click Show To apply the “Decreased cost of sales” scenario.

The values in the range B8:E8 change according
to the values stored in this scenario. Based on
the new Cost-of-sales values, the values for
Gross profit, Net profit, and Profit % also
change.
You’ll edit the scenario to lower the Cost-of-
sales values even more.
10 Click Edit To open the Edit Scenario dialog box. The

Scenario name box contains “Decreased cost of
sales.”
Click OK To open the Scenario Values dialog box. All of

the boxes display the current values of the
selected cells.
11 Type the values shown
Click OK To return to the Scenario Manager dialog box.
Click Show To apply the changes made in the scenario.
Click Close The values for Cost of sales, Gross profit, Net
profit, and Profit % have changed.

Switching among scenarios

Explanation You can switch among scenarios to view results based on different input values. To
display a scenario, open the Scenario Manager dialog box, select the name of the
scenario you want to display, and click the Show button.
If you have a worksheet with many scenarios, you can switch among them more easily
by adding the Scenario list to the Quick Access toolbar. To add buttons to the Quick
Access toolbar:
1 On the Quick Access toolbar, click Customize Quick Access Toolbar and choose
More Commands. The Excel Options dialog box opens with the Quick Access
Toolbar settings displayed.
2 From the Available commands list, select the category that contains the
command you want to add, or select All Commands. Some commands are
available only in the list of all commands.
3 Select the command you want to add to the toolbar and click Add.
4 If desired, click Move Up or Move Down to change the command’s position
relative to the other commands on the toolbar.
5 Click OK to close the Excel Options dialog box.
Do it! B-2: Switching among scenarios

1 Observe F15 The Profit % is 36.
2 On the Quick Access toolbar,

click as shown
To display the Customize Quick Access Toolbar

menu.
Choose More Commands… To open the Excel Options dialog box, with the
Quick Access Toolbar page active.
3 From the “Choose commands The Scenario Manager is on the Data tab.
from” list, select Data tab
4 In the list of commands, select The commands are listed in alphabetical order.
Scenario Manager…
In the Customize Quick Access To ensure that the button you’ll add is available
Toolbar list, verify that For all in all documents, not just the active one.
documents (default)
is selected
5 Click Add To add the command to the Quick Access

toolbar.
6 From the “Choose commands

from” list, select
All commands
7 In the list of commands, select

Scenario
Click Add To add the command to the Quick Access

toolbar.
8 Click OK To close the Excel Options dialog box.

click as shown
To open the Scenario Manager dialog box.
Select Original profit
Click Show To display the Original profit scenario. This

scenario will now be added to the Scenario
button you added earlier.
Click Close

click as shown
To display the Scenario list.
Select Decreased cost of You can use this list to switch among scenarios.
sales

Merging scenarios
Explanation You can merge scenarios from different worksheets so that all scenarios in a source
worksheet are copied to the active worksheet. The changing cells in the active
worksheet correspond to those in the source worksheet. This ensures that the changes
made in the source worksheet are reflected in the active worksheet.
To merge scenarios:
1 Click the worksheet where you want to merge scenarios.
2 Open the Scenario Manager dialog box.
3 Click Merge.
4 From the Sheet list, select the worksheet that contains the scenarios you want to
merge.
5 Click OK.
The Scenario Summary report

A Scenario Summary report displays the original and current values for the changing
cells corresponding to available scenarios. To create a Scenario Summary report:
1 Open the Scenario Manager dialog box.
2 Click Summary to open the Scenario Summary dialog box.
3 In the Result cells box, select the cells that contain the values changed by
scenarios.
4 Click OK.
Exhibit 7-2: A sample Scenario Summary

Do it! B-3: Merging scenarios from another worksheet

1 Click the Scenarios 2 sheet You’ll merge scenarios to this worksheet from
the Scenarios worksheet.
Observe F15 The Profit % is 25.
2 Open the Scenario Manager (Click the Scenario Manager button on the
dialog box Quick Access toolbar.) There are no scenarios in
the Scenarios 2 worksheet.
3 Click Merge
To open the Merge Scenarios dialog box. The

Book box displays the name of the workbook
from which you’ll merge scenarios. The Sheet
list contains the worksheets in the workbook.
Verify that Scenarios is You’ll merge the scenarios in this worksheet.

selected
4 Click OK To return to the Scenario Manager dialog box.

The Scenarios list displays the names of the two
scenarios you just merged. By default, Original
profit is selected.
5 Select Decreased cost of To apply the “Decreased cost of sales” scenario.

sales and click Show The values for Cost of sales, Gross profit, Net
profit, and Profit % change according to the
values stored in the scenario.
Observe F15 The Profit % has increased to 36% in the

Scenarios 2 worksheet.
6 Click Summary
To open the Scenario Summary dialog box. By

default, Scenario summary is selected.
In the worksheet, select E8
Hold c and select C9 To add it to the Result cells list. The values in
these cells changed when you applied the
“Decreased cost of sales” scenario.
Click OK To create the Scenario Summary report in a new

worksheet. You’ll see the original and current
values in the changing cells and result cells.

Unit summary: Analytical tools

Topic A In this topic, you used Goal Seek to find a specific result for a formula by changing the
value of one of the input cells.
Topic B In this topic, you created and edited scenarios. You learned that scenarios are used to
save sets of input values that produce different results. Then, you switched among
scenarios to view different data results in a worksheet. In addition, you merged
scenarios and created a Scenario Summary report.

In this activity, you’ll use Goal Seek to calculate values. You’ll also create scenarios.
1 Open Analysis practice.xlsx. Goal seeking should be the active worksheet.
2 Save the workbook as My Analysis practice.xlsx.
3 In D6, use Goal Seek to calculate the loan amount in C6 for a monthly deduction of
$2,300. (Hint: Cell C6 is the cell to be changed. The loan amount will be $108,250.)
4 Click the Scenarios worksheet. Create a scenario for the current cost of sales in the
worksheet. Name it Current profit. Then, create a second scenario called
Projected profit, and change the values in B8:E8 to 21000, 41500, 54700, and
58000, respectively. The total profit should change from 25% to 29%.
Review questions
1 Describe a what-if analysis.
A what-if analysis involves changing the values in a worksheet and observing how these changes
affect the results of the formulas in the worksheet
2 True or false? Goal Seek is used when you want to solve a problem with more than
one variable.
False
3 What is a scenario?
A scenario is a set of input values that produce different results.
4 List the steps you would use to change a scenario.
a Open the Scenario Manager dialog box and select the scenario you want to change.
b Click Edit.
c Click OK to open the Scenario Values dialog box.
d Specify values for the changing cells and click OK.
5 Describe how you can switch between scenarios.
• Open the Scenario Manager, click the scenario you want to view, and click Show
• Alternatively, you can add scenarios to the Quick Access toolbar
8–1
Unit 8
Macros and Visual Basic
A Create and run macros to automate

complex and repetitive tasks.
B Use the Visual Basic Editor to edit a

macro.
Topic A: Running and recording a macro

Running macros
Explanation You can use macros to automate complex and repetitive tasks. A macro is a series of
instructions that execute automatically with a single command. For example, you can
create a macro to format a worksheet or to print a report. You can use the macros
already available in Excel or create your own. To make macros more convenient to use,
you can assign them to Quick Access toolbar buttons.
To run macros in a workbook, you first need to display the Developer tab on the ribbon.
To do so, open the Excel Options dialog box, and click Customize Ribbon. Under
Customize the Ribbon, in the Main Tabs list, check Developer. Then click OK.
To run a macro, click the Developer tab. In the Code group, click Macros to open the
Macro dialog box, shown in Exhibit 8-1. Select the desired macro and click Run.
Exhibit 8-1: The Macro dialog box
Enabling macros
Macros can contain viruses that can harm your computer. To combat this problem,
Excel requires you to enable macros after opening a file that contains them. To enable
macros, click Enable Content in the Security Warning bar that appears.
If Windows is set to display file-name extensions, you can use them to distinguish an
Excel file that contains macros from an Excel file without macros. A standard Excel
2013 file uses the extension .xlsx; an Excel 2013 file with macro code uses the
extension .xlsm.
Macros and Visual Basic 8–3
Trust Center macro settings

You can protect your computer from potentially dangerous macros by using one of the
following macro settings in the Trust Center:
• Disable all macros without notification
• Disable all macros with notification (default setting)
• Disable all macros except digitally signed macros
• Enable all macros (not recommended)
To change the default setting, click Macro Security in the Code group on the Developer
tab. The Trust Center dialog box opens, with Macro Settings selected in the left pane.
Select the desired macro security setting and click OK.
Do it! A-1: Running a macro

1 Open Running macros.xlsm This document contains macros, which are
disabled by default. You’ll enable the macros so
you can run them.
2 In the Security Warning bar that

appears, click Enable Content
(Above the formula bar.) To enable the macros

included in the workbook.
3 Open the Save As dialog box
In the File name box, enter

My macros
Observe that Excel Macro- Excel 2013 files with macros are saved as a
Enabled Workbook is selected in different file type, with the extension .xlsm
the Save as type list instead of .xlsx.
Click Save To save the file in the current topic folder.

4 Open the Excel Options dialog (Click the File tab.) You need to display the
box Developer tab on the ribbon in order to work
with macros.
Click Customize Ribbon
Under Customize the Ribbon, in

the Main Tabs list, check
Developer
Click OK To close Excel Options and return to the

worksheet. The Developer tab is now on the
ribbon.
5 Select A4:D4 You’ll run the Column_titles macro to wrap the

text in the selected cells.
On the Developer tab, in the Code To open the Macro dialog box. It lists the names
group, click Macros of available macros, as shown in Exhibit 8-1.
Observe that the Column_titles

macro is selected
Click Run To run the macro. Notice that the text in the
cells is wrapped to multiple lines as necessary,
bottom-aligned, and bold.
6 Select E4 The macros in this workbook were assigned

shortcut keys. You’ll use one to run the
Column_titles macro.
Press c + s + C The text is formatted to match the other column

titles.
7 Select E5 The cell for Michael Lee’s monthly deduction

amount.
Run the Monthly_deduction (Use the Macro dialog box.) The monthly
macro deduction amount appears in E5.
8 Select E5
The formula for the PMT function appears in the

formula bar. This formula was entered by the
macro you just ran.
9 Select E6
Press c + s + M To run the Monthly_deduction macro using its

assigned shortcut key.

Recording macros
Explanation To create a macro, you can write the Visual Basic code for it, or you can have Excel
record actions as you perform them. Recording is simpler, but creates more lines of
code; this can be less efficient if you want to edit the macro later.
To record a macro:
1 In the status bar, click the Record Macro button to open the Record Macro
dialog box.
2 Specify a macro name and a shortcut key. Macro names can include letters,
numbers, and underscores. Names must begin with a letter and cannot contain
spaces.
3 Click OK to start recording the macro.
4 Perform the actions you want to include in the macro. As you work, Excel
records the sequence of steps.
5 When you’re finished, click the Stop Recording button in the status bar.
Exhibit 8-2: The Column_titles macro in the Record Macro dialog box
Saving files with macros

When you add a macro to a file that didn’t contain any and you then save the file, Excel
displays a message box, warning you that it will save the file without macros. The
default Yes response will delete any macros you’ve recorded. Click No to stop saving;
then choose File, Save As and save the file in the Excel Macro-Enabled Workbook
format.
Do it! A-2: Recording a macro

1 Open Loan details.xlsx You’ll record a macro to format column titles.
2 Save the workbook as

My Loan details.xlsx
3 Select E4 This cell should be formatted as a column

heading. When you want a macro to be
associated with a particular cell, select that cell
before turning on the recorder.
In the status bar, click To open the Record Macro dialog box.
4 Edit the Macro name box to read

Column_titles
Click in the Shortcut key box
Press s + C
To define the shortcut key for the Column_titles

macro as Ctrl+Shift+C. (Excel adds the Ctrl
part.)
In the “Store macro in” list, verify To specify that the macro will be stored in only
that This Workbook is selected the active workbook. This means it will not be
available in other workbooks.
In the Description box, enter As shown in Exhibit 8-2.

Wrap text, bottom align,
and bold selected cells.
5 Click OK The Stop Recording button appears in the status

bar.
6 Click the Home tab If necessary.
In the Alignment group, click To make the text wrap to multiple lines.
Click To left-align the text in the cell.
Click To position the text at the bottom of the cell.
In the Font group, click To apply bold formatting. You’ve completed all
of the steps you want the macro to perform.
7 In the status bar, click To stop recording.
8 Save the workbook as A message box appears, warning you that you
My recorded macros can’t save a file with a macro in a standard
workbook file.
Click No The Save As dialog box opens.
9 From the Save as type list, select To save the file as a workbook with code.
Excel Macro-Enabled
Workbook (*.xlsm)
Click Save To save the workbook and close the dialog box.
10 Select A4 (If necessary.) You’ll test the macro you

recorded.
Run the Column_titles macro (Press Ctrl+Shift+C.) The title is formatted as

you specified.
Inserting macro buttons in the worksheet

Explanation To run a macro by clicking a button in the worksheet, you need to assign a macro to the
specific button or shape object. You can either insert a new button and assign a macro to
it, or assign a macro to an existing object.
To assign a macro to an existing object, right-click the object and choose Assign Macro.
Then select the macro and click OK.
To insert a button (a form control) and assign a macro to it, use the following steps:
1 On the Developer tab, in the Controls group, click Insert.
2 From the Controls gallery, shown in Exhibit 8-3, select Button (Form Control).
3 Drag to draw the button in the worksheet. When you release the mouse, the
Assign Macro dialog box appears.
4 Select the macro you want to run when the button is clicked.
5 Click OK.
Exhibit 8-3: The Controls gallery

Modifying the button (form control) properties

Once the button has been inserted, you can edit the button text and change its
appearance, as with any other Excel object. To select the button without running the
assigned macro, right-click the button.
From the shortcut menu, you can do the following:
• Choose Edit Text to change the button text.
• Choose Assign Macro to change the assigned macro.
• Choose Format Control to open the Format Control dialog box, shown in Exhibit
8-4. Use the Font, Alignment, Size, Protection, Properties, Margins, and Alt
Text tabs to format the button.
Exhibit 8-4: The Format Control dialog box

Do it! A-3: Inserting a macro button

1 On the Developer tab, in the To display a gallery of controls.
Controls group, click Insert
2 Click
Button (Form Control),
as shown
The mouse pointer changes to a crosshair.
3 In an empty area of the worksheet, The exact size is not important.

drag to draw a button
Release the mouse pointer The Assign Macro dialog box appears.
4 From the Macro Name list, select To assign this macro to the newly drawn button.
Column_titles
Click OK To close the Assign Macro dialog box. “Button

1” appears on the new button.
5 Right-click the button and choose You’ll change the button text to be more
Edit Text descriptive.
Enter Format Column Titles
If the button is too small, drag the lower-right

corner handle to increase the size of the button
and display the button text.
Click the worksheet To deselect the button.
6 Right-click the button and choose You can use the settings on these seven tabs to
Format Control… control the appearance of the button.
Click Cancel
7 Select D4
Click the Format Column To format the column title “No. of monthly
Titles button payments” in D4.

Topic B: Working with VBA code

Explanation Excel saves the steps in a macro as Visual Basic for Applications (VBA) code. You can
view and edit the code for a macro with the Visual Basic Editor.
Examining VBA code

VBA code is stored in special sheets called modules. A module might contain one or
more sub procedures. A sub procedure is a named block of lines of code which, when
executed, perform a sequence of steps.
VBA code consists of statements and comments. Statements are instructions that
perform certain actions. Comments are non-executable lines of text used to describe
sections of macro code. Comments begin with an apostrophe.
The following table describes the components of a statement:
Item Description
Keywords Special VBA terms that, by default, appear in blue. For example, the Sub
keyword marks the beginning of a sub procedure, and the End Sub keyword
marks the end of a sub procedure.
Variables Used to store values. For example, you can use variables to store the results
of a formula.
Operators Used just as they are in a worksheet. Operators can be arithmetic (+, -, /, *) or
comparison (=, >, <).
Procedure call A statement that calls a procedure from another procedure. You can do this
by inserting the name of the procedure you’re calling into the procedure you
are calling it from.
Observing a VBA code module

To observe a VBA code module, open the Macro dialog box. Then click the Edit button
to open the Microsoft Visual Basic window. To close the code window, choose File,
Close and Return to Microsoft Excel.
Do it! B-1: Observing a VBA code module

1 Open Outlander Spices.xlsm
Click Enable Content To enable the macros contained in this

workbook.
Save the macro-enabled workbook In the current topic folder.

as My Outlander Spices.xlsm
2 Open the Macro dialog box (On the Developer tab, in the Code group, click
Macros.) By default, Column_titles is selected
in the Macro name list.
Click Edit To open the Microsoft Visual Basic window.

The workbook’s name appears in the title bar.
Observe the Code window This window displays the code for the
Column_titles macro.
3 Observe the first line in the Code

window
The Sub keyword marks the beginning of the
macro. Keywords are shown in blue.
Observe the last line in the Code

window
The End Sub keyword marks the end of the
macro.
4 Observe the comments
Comments begin with an apostrophe and

describe the macro. By default, comments are
green.
5 Observe the statements Statements appear in black and instruct Excel to

perform a sequence of actions. The statements
are located between the Sub and End Sub
keywords.
Observe the indented statement Each group of lines between the With
lines between the first set of Selection and End With statements
With Selection and applies to the selected cells. Sophisticated
End With lines macros can select cells other than the ones
originally selected when the macro was created.
Observe the repeats of the Each time you clicked a button in the Alignment
With Selection/End With group, the macro recorded all of the alignment
blocks settings. This isn’t an efficient use of code
because many of the lines are repeated.
Editing VBA code

Explanation Sometimes you might need to edit the code for a macro. For example, say you have a
macro that calculates the monthly deduction at an interest rate of 12%, and you want to
change the interest rate to 11%. Instead of recording a new macro, you can edit the VBA
code of the existing macro.
You can edit macro code in the Visual Basic Editor. Make sure you save the macro after
you’ve made any necessary changes.
Do it! B-2: Editing VBA code

1 In the three With Selection Excel created each block of code when you
blocks of code, compare the clicked a button in the Alignment group. The
.WrapText, first block set the .WrapText value to True,
the second block set the
.HorizontalAlignment, and
.HorizontalAlignment value to xlLeft,
.VerticalAlignment lines
and the third block set the
.VerticalAlignment setting to
xlBottom.
Because the third block contains the settings you
chose for the first two, the first two are
redundant. You’ll delete them to make the code
more efficient.
2 Select from the first instance of

With Selection through the
second instance of End With, as
shown
These blocks of code are no longer necessary.

3 Press d To delete the selected code.

You’ve decided that you don’t want the macro
to change the horizontal alignment, so you’ll
delete that code as well.
4 Delete the following line:
.HorizontalAlignment = xlLeft
Compare your code with the code

shown below
5 Click To update the code.
Choose File, Close and To close the Microsoft Visual Basic window.
Return to Microsoft Excel

Unit summary: Macros and Visual Basic

Topic A In this topic, you recorded and ran a macro. You learned that macros perform tasks
automatically and can be created to meet your specific needs. Then you assigned a
macro to a command button as well as to a button inserted into the worksheet. You
also added a macro button to the Quick Access toolbar and to the ribbon. You created
an Auto_Open macro that runs when the workbook is opened.
Topic B In this topic, you learned that macros are saved as VBA code, and you examined some
VBA code. Then you edited the code for a macro.

In this activity, you’ll record, edit, and run several macros.
1 Open Outlander profit.xlsx. (Hint: The Macros worksheet contains two scenarios:
Original and Lower cost of sales. To access these scenarios, you’ll click the Data
tab.)
2 Save the workbook as My Outlander profit in the Excel Macro-Enabled
Workbook file format.
3 Record a macro named Display_lower_cost_of_sales that has Ctrl+Shift+C as its
shortcut key. This macro should show the “Lower cost of sales” scenario.
To do this, start recording the macro. Click the Data tab, click What-If Analysis,
and choose Scenario Manager. In the Scenarios list, select Lower cost of sales, and
then click Show. Click Close; then stop recording the macro.
4 Record a macro named Display_original that has Ctrl+Shift+O as its shortcut key.
This macro should show the Original scenario.
5 Run the Display_lower_cost_of_sales macro. Run the Display_original macro.
6 Change the name of the “Lower cost of sales” scenario to Decreased cost of sales.
(Hint: Open the Scenario Manager dialog box, select Lower cost of sales from the
Scenarios list, and click Edit. Do not change any other values.)
7 Edit the VBA code for the Display_lower_cost_of_sales macro to show the
“Decreased cost of sales” scenario. (Hint: Edit the macro by replacing the argument
of the ActiveSheet.Scenarios function with Decreased cost of sales.) Compare your
VBA code window to Exhibit 8-5.
8 Update the VBA code and close the Microsoft Visual Basic window.
9 Run the edited macro.
10 Update the workbook and close it.
11 Close Excel.
Exhibit 8-5: The edited VBA code for the Display_lower_cost_of_sales macro
Review questions
1 What is a macro?
A macro is a series of instructions that are executed automatically with a single command.
2 Describe how you would change the macro security settings.
Click Macro Security in the Code group on the Developer tab. In the Trust Center dialog box,
select the desired security setting, and click OK.
3 List two ways to create a macro.
• You can write a macro from scratch, like writing program code.
• You can have Excel record the actions you perform.
4 In what type of code, or language, does Excel save macros? Where can you view
and edit this code?
Excel saves macros as Visual Basic for Applications (VBA) code. You can view and edit the code
for a macro with the Visual Basic Editor, also referred to as the Microsoft Visual Basic window.
5 Where is VBA code stored?
In a special sheet called a module.
6 True or false? A comment is an executable line of VBA code.
False
S–1
Course summary
This summary contains information to help

you bring the course to a successful
conclusion. Using this information, you will
be able to:
A Use the summary text to reinforce what

you’ve learned in class.
B Determine the other resources that might

help you continue to learn about Excel
2013.
S–2 Excel 2013: Advanced
Topic A: Course summary

Use the following summary text to reinforce what you’ve learned in class.
Unit summaries
Unit 1
In this unit, you used the logical functions IF, and IFERROR to evaluate a condition
and return a value based on whether that condition is true or false. Next, you used the
math and statistical functions SUMIF, SUMIFS, COUNTIF, COUNTIFS,
AVERAGEIF, and AVERAGEIFS to conditionally summarize, count, and average
data. You used the PMT function to calculate the periodic payment for a loan. Then,
they used text functions to separate data strings. They used date functions to calculate
the difference between two dates. Finally, they created an array formula that
performed multiple calculations on multiple sets to obtain multiple results, and created
an array formula using a SUM function.
Unit 2
In this unit, you used the VLOOKUP and HLOOKUP functions to find a specific
value in a worksheet. They used the MATCH function to find the relative position of a
value in a range. They also used the INDEX function to find a value in a range by
specifying a row number and column number. Finally, you created one-variable and
two-variable data tables to project values.
Unit 3
In this unit, you created data validation rules to control data entered in cells. Next, they
used the Custom AutoFilter dialog box to specify multiple conditions, using
comparison criteria and comparison operators. Then, you created a criteria range to
specify complex search conditions based on multiple column headings, and copied
filtered data to a new location.
Unit 4
In this unit, you adjusted the scale of a chart. They formatted data points and exploded
slices in a pie chart to highlight data. Then, they created a combination chart by using
two value axes. You also added a trendline to a chart and inserted sparklines in a
worksheet. They also created a custom chart template. Then, you added, formatted,
and moved drawing objects and shapes in a chart.
Unit 5
In this unit, you created a PivotTable. They added fields, changed views, and created
slicers for the PivotTable. Then, you formatted PivotTable data by applying a style and
changing field settings. Finally, they created PivotCharts to graphically display the
PivotTable data.
Unit 6
In this unit, you learned how to export data from Excel to other formats. You also
imported data from a text file. Finally, they used Microsoft Query to retrieve data
from an Access database, and they used the Web query feature to get data from a Web
page.
Course summary S–3
Unit 7
In this unit, you used Goal Seek to meet a target output for a formula by adjusting the
values in the input cells. Next, you created scenarios to save various sets of values in a
worksheet.
Unit 8
In this unit, you ran a macro that automatically performed tasks. You recorded a macro
and assigned the macro to a button inserted into the worksheet. Next, they edited the
VBA code for a macro.
S–4 Excel 2013: Advanced
Topic B: Continued learning after class

It is impossible to learn how to use any software effectively in a single day. To get the
most out of this class, you should begin working with Excel 2013 to perform real tasks
as soon as possible. We also offer resources for continued learning.
Next courses in this series

This is the last course in this series.
Other resources
For more information on this and other topics, go to www.Crisp360.com.
Crisp360 is an online community where you can expand your knowledge base, connect
with other professionals, and purchase individual training solutions.
G–1
Glossary
Array Macro
A collection of rows or columns that is usually A series of instructions that are executed
defined as a cell address. However, arrays can also be automatically with a single command.
defined as raw data or values, otherwise known as
array constants. Microsoft Query
A program used to retrieve data that meets certain
Array formula conditions in one or more tables of a database.
A formula that performs multiple calculations on
one or more sets of values, and then returns either a Modules
single result or multiple results. You must press The special sheets in which VBA code is stored.
Ctrl+Shift+Enter to create an array formula, which is
enclosed in braces { }. Nested function
A function that serves as an argument of another
Arguments function.
The values that a function uses for calculations.
ODS (Open Document Spreadsheet)
Circular reference A file format that maintains some formatting, but
An error created when a formula refers to the cell not all, when Excel data is exported to it. ODS files can
containing the formula. be opened in other spreadsheet applications, such as
Google Docs.
Comments
Non-executable lines of text used to describe OLAP (Online Analytical Processing)
sections of macro code. A type of database that stores data to be analyzed.
In an OLAP database, the relationships and hierarchies
Data table are stored in OLAP cubes, which provide a multi-
A range that displays the results of changing dimensional way to look at data.
certain values in one or more formulas.
PDF (Portable Document Format)
Date functions A file format that preserves formatting and enables
Functions used to insert the dates or to calculate file sharing. PDF provides a standard format for use by
length of time in terms of years, months, or days. commercial printers. Adobe Reader is available as a
free download.
Field
A category of data in a PivotTable. PivotChart
A chart created from PivotTable data. The row
Goal Seek utility fields of the PivotTable become the categories, and the
A tool used to solve a formula based on the value column fields become the series. Click the field buttons
that you want the formula to return. in the PivotChart to change what the chart displays.
HLOOKUP PivotTable
A horizontal lookup function used to find values in An interactive table that summarizes, organizes,
a table that has column labels. and compares large amounts of data in a worksheet.
You can rotate the rows and columns in a PivotTable to
Input cell obtain different views of the same data.
The location where various values are substituted
from a data table. Quick Style buttons
Buttons located on the Format tab and used to
Iteration apply several formatting properties at once to a selected
The repeated recalculation of worksheet formulas graphic.
until the maximum number of calculations is reached.
Record
Leader line A row of data in a database.
A line used in a chart to connect a data label to its
associated data point. Scenario
A set of input values that produce different results.
G–2 Excel 2013: Advanced
Slicer VLOOKUP
A PivotTable feature that is used to filter data. A vertical lookup function used to find values in a table
that has row labels.
Source data
The data on which a PivotTable is based. What-if analysis
The process of changing the values in a worksheet
Sparkline and observing how these changes affect the results of
A small chart that is inserted into a single cell to formulas.
illustrate a pattern or trend in data.
XML (Extensible Markup Language)
Sub procedure A set of rules for structuring and designing data
A procedure containing the code which, when formats that are exchanged between applications.
executed, performs a sequence of steps.
XPS (XML Paper Specification
Trendline A file format that preserves formatting and
A graphical representation of drifts or variations in graphics when Excel data is exported to it. XPS Viewer
a data series. is installed by default.
VBA (Visual Basic for Applications)

The code, or language, in which Excel saves the
steps of a macro.
I–1
Index
Moving in PivotTables, 5-11

A Types of, 5-2
Files, saving with macros, 8-5
Array formulas, 1-22, 1-26 Filtering
AutoFilter, 3-10 Copying results of, 3-15
AVERAGEIF function, 1-8 Data in PivotTables, 5-5
AVERAGEIFS function, 1-10 Form controls, changing properties of, 8-8
Axis options, 4-2 Formulas, array, 1-22, 1-26
Axis, secondary, 4-9 Functions
Date, 1-19
B Financial, 1-13
Buttons, adding to worksheet, 8-7 nested, 1-17
C G
Charts Goal Seek, 7-2
Adding shapes to, 4-19 Graphical objects
Adding trendlines to, 4-12 Adding to charts, 4-19
Changing the scale of, 4-2 Formatting, 4-21
Combination, 4-9
Labeling data points in, 4-5 H
Saving as templates, 4-17 HLOOKUP function, 2-2, 2-6, 2-7
COUNTIF function, 1-8 HTML vs. XML, 6-15
COUNTIFS function, 1-10
Criteria ranges, 3-12
Custom AutoFilter, 3-10
I
IF function, 1-2
D IFERROR function, 1-5
INDEX function, 2-10
Data
Exporting as text file, 6-2
Filtering with Custom AutoFilter, 3-10
L
Importing text files, 6-4 Leader lines, 4-5
Refreshing in PivotTables, 5-13 Lookup functions, 2-2
Retrieving from Web pages, 6-15
Data points, formatting and labeling, 4-5 M
Data series, changing chart type for, 4-9
Data tables Macros
Defined, 2-12 Assigning to worksheet buttons, 8-7
One-variable, 2-12 Editing, 8-12
Two-variable, 2-15 Enabling, 8-2
Data validation, 3-2 Recording, 8-5
Rules, creating, 3-4 Running, 8-2
With date and list criteria, 3-7 Saving, 8-5
DAYS360 function, 1-19 Setting security levels for, 8-3
Duplicate records, removing, 6-9 MATCH function, 2-8
Microsoft Query, 6-11
F
N
Fields
Adding to PivotTables, 5-5 Nested functions, 1-17
Changing settings of, 5-17 NETWORKDAYS function, 1-20
I–2 Excel 2013: Advanced
O
Shapes gallery, 4-19
Slicers, 5-7
ODS file format, 6-2 Source data, 5-2
Sparklines, 4-13
P Styles, applying to PivotTables, 5-15
Sub procedures, 8-10
PDF file format, 6-2 SUM function, 1-24
Pie charts, 4-5 SUMIF function, 1-6
PivotCharts, creating, 5-19 SUMIFS function, 1-10
PivotTables
Adding fields to, 5-5
Changing field settings for, 5-17
T
Creating, 5-3 Text file format, 6-2
Defined, 5-2 Text files, importing, 6-4
Formatting, 5-15 TODAY function, 1-19
Moving fields in, 5-11 Trendlines, 4-12
Refreshing data in, 5-13 Trust Center, 8-3
Using slicers to filter data in, 5-7
PMT function, 1-13 V
Procedure calls, 8-10
VBA code
Q
Editing, 8-12
Modules, 8-10
Querying external databases Statements vs. comments, 8-10
With Microsoft Query, 6-11 VLOOKUP function, 2-2, 2-4, 2-5
With Web query, 6-15
Quick Access toolbar, adding buttons to, 7-7 W
R
Web queries, 6-15
What-if analysis, 7-2
Report Filter fields, 5-2 Workbooks, setting macro security levels for, 8-3
S X
Scenarios XML vs. HTML, 6-15
Creating, 7-4 XPS file format, 6-2
Creating a summary report for, 7-9
Merging, 7-9 Y
Switching among, 7-7
YEAR function, 1-19
Secondary value axis, creating, 4-10
AX1426036108
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Advanced functions and formulas 1-1

Lookups and data tables 2-1

Advanced data management 3-1

Advanced charting 4-1

PivotTables and PivotCharts 5-1

Exporting and importing data 6-1

Analytical tools 7-1

Macros and Visual Basic 8-1

Course summary S-1

After reading this introduction, you will know

A Use ILT Series manuals in general.

B Use prerequisites, a target student

C Re-key this course after class.

Topic A: About the manual

Italic text In conceptual text, indicates a new term or feature.

Bold text In unit summaries, indicates a key term or concept. In

Code font Indicates code or syntax.

Keycaps like e Indicate a key on the keyboard you must press.

Do it! A-1: Creating a commission formula

2 Observe the contents of cell F4

Topic B: Setting your expectations

Using logical functions (IF, IFERROR)

Using a formula to apply conditional formatting

Using math and statistical functions (SUMIF, COUNTIF,

Using the PMT function

Using text functions (LEFT, RIGHT, MID, LEN, FIND)

Using date functions (TODAY, DAYS360, and

Creating array formulas

Using the VLOOKUP, MATCH, and INDEX functions

Using data tables to project values

Using advanced filtering options

Adjusting the scale of a chart and formatting data points

Creating combination charts and trendlines

Creating a custom chart template

Adding and formatting graphics in a chart

Creating, rearranging, and formatting PivotTables

Using slicers to filter PivotTable data

Importing and exporting text files

Using Microsoft Query and Web query

Using Goal Seek

Running and recording macros

Assigning macros to buttons

Editing VBA modules

Topic C: Re-keying the course

Setup instructions to re-key the course

Complete this unit, and you’ll know how to:

A Use logical functions to calculate values

B Use conditional functions to summarize,

C Use the PMT function to calculate periodic

D Use text functions to extract specific text

E Use date functions to calculate duration,

F Use array formulas to perform multiple

Topic A: Logical functions

Editing conditions in a formula

Exhibit 1-1: Editing a formula

Do it! A-1: Using the IF function

2 Open Commission.xlsx In the current topic folder.

3 Save the workbook as

5 Type F82%, “F82%” is the value to be returned if the