Professional Documents
Culture Documents
Table of Contents
Section 1 Quick look at the Mathematical Operations . 3
Section 2 Basic Functions ........................................... 7
Section 3 Conditional formatting .............................. 22
Section 4 Relative and Absolute Values ..................... 46
Section 5 Array Formula ........................................... 47
Section 6 Using NAMES ............................................. 53
Section 7 TABLE ........................................................ 63
Section 8 Advanced Filter .......................................... 67
Section 9 Data Validation .......................................... 70
Section 10 Protect Worksheet & Workbook ............... 93
Section 11 Charts ................................................... 101
Section 1
Quick look at the Mathematical Operations
There are four different types of calculation operators: arithmetic, comparison, text concatenation, and
reference.
Arithmetic operators
To perform basic mathematical operations such as addition, subtraction, or multiplication; combine
numbers; and produce numeric results, use the following arithmetic operators.
Arithmetic operator
Meaning
Example
+ (plus sign)
Addition
3+3
(minus sign)
Subtraction
Negation
31
1
* (asterisk)
Multiplication
3*3
/ (forward slash)
Division
3/3
% (percent sign)
Percent
20%
^ (caret)
Exponentiation
3^2
Comparison operators
You can compare two values with the following operators. When two values are compared by using these
operators, the result is a logical value either TRUE or FALSE.
Comparison operator
Meaning
Example
= (equal sign)
Equal to
A1=B1
Greater than
A1>B1
Less than
A1<B1
A1>=B1
A1<=B1
Not equal to
A1<>B1
Meaning
Example
& (ampersand)
("North"&"wind")
Reference operators
Combine ranges of cells for calculations with the following operators.
Reference
operator
Meaning
Example
: (colon)
Range operator, which produces one reference to all the cells between
two references, including the two references
B5:B15
, (comma)
SUM(B5:B15,D5:D15)
(space)
B7:D7 C6:C8
Calculation order
Formulas calculate values in a specific order. A formula in Excel always begins with an equal sign (=).
The equal sign tells Excel that the succeeding characters constitute a formula. Following the equal sign
are the elements to be calculated (the operands), which are separated by calculation operators. Excel
calculates the formula from left to right, according to a specific order for each operator in the formula.
Operator precedence
If you combine several operators in a single formula, Excel performs the operations in the order shown in
the following table. If a formula contains operators with the same precedence for example, if a formula
contains both a multiplication and division operator Excel evaluates the operators from left to right.
Operator
Description
: (colon)
Reference operators
(single space)
, (comma)
Negation (as in 1)
Percent
Exponentiation
* and /
+ and
&
=
<>
<=
>=
<>
Comparison
Use of parentheses
To change the order of evaluation, enclose in parentheses the part of the formula to be calculated first.
For example, the following formula produces 11 because Excel calculates multiplication before addition.
The formula multiplies 2 by 3 and then adds 5 to the result.
=5+2*3
In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together and then multiplies
the result by 3 to produce 21.
=(5+2)*3
In the example below, the parentheses around the first part of the formula force Excel to calculate B4+25
first and then divide the result by the sum of the values in cells D5, E5, and F5.
=(B4+25)/SUM(D5:F5)
Resources
Basic Formula Exercise
Loan Exercise
Section 2
Basic Functions
SUM function
The SUM function adds all the numbers that you specify as arguments. Each argument can be a range, a
cell reference, an array, a constant, a formula, or the result from another function. For example,
SUM(A1:A5) adds all the numbers that are contained in cells A1 through A5. For another example,
SUM(A1, A3, A5) adds the numbers that are contained in cells A1, A3, and A5.
Syntax
SUM(number1, [number2], [number3], [number4], ...)
The SUM function syntax has the following arguments:
number1 Required. The first item that you want to add.
number2, number3, number4, ... Optional. The remaining items that you want to add, up to a
total of 255 items.
Example
The example may be easier to understand if you copy it to a blank worksheet.
A
Data
-5
15
30
'5
TRUE
Formula
Description
Result
=SUM(3, 2)
Adds 3 and 2.
=SUM("5", 15,
TRUE)
Adds 5, 15 and 1. The text value "5" is first translated into a number,
and the logical value TRUE is first translated into the number 1.
21
=SUM(A2:A4)
40
10
=SUM(A2:A4,
15)
Adds the values in cells A2 through A4, and then adds 15 to that result.
55
=SUM(A5,A6,
2)
Adds the values in cells A5 and A6, and then adds 2 to that result.
Because non-numeric values in references are not translated the value
in cell A5 ('5) and the value in cell A6 (TRUE) are both treated as text
the values in those cells are ignored.
11
12
MAX function
Returns the largest value in a set of values.
Syntax
MAX(number1,number2,...)
Number1, number2, ... are 1 to 255 numbers for which you want to find the maximum value.
Remarks
Arguments can either be numbers or names, arrays, or references that contain numbers.
Logical values and text representations of numbers that you type directly into the list of
arguments are counted.
If an argument is an array or reference, only numbers in that array or reference are used. Empty
cells, logical values, or text in the array or reference are ignored.
If the arguments contain no numbers, MAX returns 0 (zero).
Arguments that are error values or text that cannot be translated into numbers cause errors.
If you want to include logical values and text representations of numbers in a reference as part of
the calculation, use the MAXA function.
Example
A
1
Data
10
27
2
Formula
Description (Result)
=MAX(A2:A6)
=MAX(A2:A6, 30)
MIN function
Returns the smallest number in a set of values.
Syntax
MIN(number1,number2,...)
Number1, number2, ... are 1 to 255 numbers for which you want to find the minimum value.
Remarks
Arguments can either be numbers or names, arrays, or references that contain numbers.
Logical values and text representations of numbers that you type directly into the list of
arguments are counted.
If an argument is an array or reference, only numbers in that array or reference are used. Empty
cells, logical values, or text in the array or reference are ignored.
If the arguments contain no numbers, MIN returns 0.
Arguments that are error values or text that cannot be translated into numbers cause errors.
If you want to include logical values and text representations of numbers in a reference as part of
the calculation, use the MINA function.
10
Example
The example may be easier to understand if you copy it to a blank worksheet.
A
1
Data
10
27
2
Formula
Description (Result)
=MIN(A2:A6)
=MIN(A2:A6,0)
11
COUNT function
This article describes the formula syntax and usage of the COUNT function (function: A prewritten formula
that takes a value or values, performs an operation, and returns a value or values. Use functions to
simplify and shorten formulas on a worksheet, especially those that perform lengthy or complex
calculations.) in Microsoft Office Excel.
Description
The COUNT function counts the number of cells that contain numbers, and counts numbers within the list
of arguments. Use the COUNT function to get the number of entries in a number field that is in a range or
array of numbers. For example, you can enter the following formula to count the numbers in the range
A1:A20:
=COUNT(A1:A20)
In this example, if five of the cells in the range contain numbers, the result is 5.
Syntax
COUNT(value1, [value2],...)
The COUNT function syntax has these arguments (argument: A value that provides information to an
action, an event, a method, a property, a function, or a procedure.):
value1 Required. The first item, cell reference, or range within which you want to count
numbers.
value2, ... Optional. Up to 255 additional items, cell references, or ranges within which you want
to count numbers.
NOTE
The arguments can contain or refer to a variety of different types of data, but only numbers are
counted.
12
Remarks
Arguments that are numbers, dates, or a text representation of numbers (for example, a number
enclosed in quotation marks, such as "1") are counted.
Logical values and text representations of numbers that you type directly into the list of
arguments are counted.
Arguments that are error values or text that cannot be translated into numbers are not counted.
If an argument is an array or reference, only numbers in that array or reference are counted.
Empty cells, logical values, text, or error values in the array or reference are not counted.
If you want to count logical values, text, or error values, use the COUNTA function.
If you want to count only numbers that meet certain criteria, use the COUNTIF function or the
COUNTIFS function.
Example
A
1
Data
Sales
12/8/2008
4
5
19
22.24
TRUE
#DIV/0!
Formula
Description
Result
=COUNT(A2:A8)
=COUNT(A5:A8)
=COUNT(A2:A8,2)
10
11
12
13
IF function
Description
The IF function returns one value if a condition you specify evaluates to TRUE, and another value if that
condition evaluates to FALSE. For example, the formula =IF(A1>10,"Over 10","10 or less") returns
"Over 10" if A1 is greater than 10, and "10 or less" if A1 is less than or equal to 10.
Syntax
IF(logical_test, value_if_true, [value_if_false])
The IF function syntax has the following arguments (argument: A value that provides information to an
action, an event, a method, a property, a function, or a procedure.):
logical_test Required. Any value or expression that can be evaluated to TRUE or FALSE. For
example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the expression
evaluates to TRUE. Otherwise, the expression evaluates to FALSE. This argument can use any
comparison calculation operator.
value_if_true Required. The value that you want to be returned if the logical_test argument
evaluates to TRUE. For example, if the value of this argument is the text string "Within budget"
and the logical_test argument evaluates to TRUE, the IF function returns the text "Within
budget." If logical_test evaluates to TRUE and the value_if_true argument is omitted (that is,
there is only a comma following the logical_test argument), the IF function returns 0 (zero). To
display the word TRUE, use the logical value TRUE for the value_if_true argument.
value_if_false Optional. The value that you want to be returned if the logical_test argument
evaluates to FALSE. For example, if the value of this argument is the text string "Over budget"
and the logical_test argument evaluates to FALSE, the IF function returns the text "Over
budget." If logical_test evaluates to FALSE and the value_if_false argument is omitted, (that is,
there is no comma following the value_if_true argument), the IF function returns the logical
value FALSE. If logical_test evaluates to FALSE and the value of the value_if_false argument
is omitted (that is, in the IF function, there is no comma following the value_if_true argument),
the IF function returns the value 0 (zero).
14
Remarks
Up to 64 IF functions can be nested as value_if_true and value_if_false arguments to construct
more elaborate tests.
Example 1
Data
50
23
Formula
Description
Result
=IF(A2<=100,"Within
budget","Over budget")
Within
budget
=IF(A2=100,A2+B2,"")
Empty
text ("")
15
Example 2
Actual Expenses
Predicted Expenses
1500
900
500
900
500
925
Formula
Description
Result
=IF(A2>B2,"Over
Budget","OK")
Over
Budget
=IF(A3>B3,"Over
Budget","OK")
OK
16
COUNTIF function
This article describes the formula syntax and usage of the COUNTIF function in Microsoft Office Excel.
Description
The COUNTIF function counts the number of cells within a range that meet a single criterion that you
specify. For example, you can count all the cells that start with a certain letter, or you can count all the
cells that contain a number that is larger or smaller than a number you specify. For example, suppose you
have a worksheet that contains a list of tasks in column A, and the first name of the person assigned to
each task in column B. You can use the COUNTIF function to count how many times a person's name
appears in column B and, in that way, determine how many tasks are assigned to that person. For
example:
=COUNTIF(B2:B25,"Nancy")
Syntax
COUNTIF(range, criteria)
The COUNTIF function syntax has the following arguments:
range Required. One or more cells to count, including numbers or names, arrays, or references
that contain numbers. Blank and text values are ignored.
criteria Required. A number, expression, cell reference, or text string that defines which cells
will be counted. For example, criteria can be expressed as 32, ">32", B4, "apples", or "32".
NOTES
You can use the wildcard characters the question mark (?) and the asterisk (*) in
criteria. A question mark matches any single character, and an asterisk matches any
sequence of characters. If you want to find an actual question mark or asterisk, type a tilde
(~) before the character.
Criteria are case insensitive; for example, the string "apples" and the string "APPLES" will
match the same cells.
17
Data
Data
apples
32
oranges
54
peaches
75
apples
86
Formula
Description
Result
=COUNTIF(A2:A5,"apples")
=COUNTIF(A2:A5,A4)
=COUNTIF(A2:A5,A3)+COUNTIF(A2:A5,A2)
=COUNTIF(B2:B5,">55")
=COUNTIF(B2:B5,"<>"&B4)
=COUNTIF(B2:B5,">=32")COUNTIF(B2:B5,">85")
10
11
12
18
SUMIF function
This article describes the formula syntax and usage of the SUMIF function (function: A prewritten formula
that takes a value or values, performs an operation, and returns a value or values. Use functions to
simplify and shorten formulas on a worksheet, especially those that perform lengthy or complex
calculations.) in Microsoft Office Excel.
Description
You use the SUMIF function to sum the values in a range (range: Two or more cells on a sheet. The cells
in a range can be adjacent or nonadjacent.) that meet criteria that you specify. For example, suppose that
in a column that contains numbers, you want to sum only the values that are larger than 5. You can use
the following formula:
=SUMIF(B2:B25,">5")
In this example, the criteria is applied the same values that are being summed. If you want, you can apply
the criteria to one range and sum the corresponding values in a different range. For example, the formula
=SUMIF(B2:B5, "John", C2:C5) sums only the values in the range C2:C5, where the corresponding cells
in the range B2:B5 equal "John."
NOTE
Syntax
SUMIF(range, criteria, [sum_range])
The SUMIF function syntax has the following arguments (argument: A value that provides information to
an action, an event, a method, a property, a function, or a procedure.):
range Required. The range of cells that you want evaluated by criteria. Cells in each range must
be numbers or names, arrays, or references that contain numbers. Blank and text values are
ignored.
19
criteria Required. The criteria in the form of a number, expression, a cell reference, text, or a
function that defines which cells will be added. For example, criteria can be expressed as 32,
">32", B5, 32, "32", "apples", or TODAY().
IMPORTANT Any text criteria or any criteria that includes logical or mathematical symbols must
be enclosed in double quotation marks ("). If the criteria is numeric, double quotation marks are
not required.
sum_range Optional. The actual cells to add, if you want to add cells other than those specified
in the range argument. If the sum_range argument is omitted, Excel adds the cells that are
specified in the range argument (the same cells to which the criteria is applied).
NOTES
The sum_range argument does not have to be the same size and shape as the range
argument. The actual cells that are added are determined by using theupper leftmost cell in the
sum_range argument as the beginning cell, and then including cells that correspond in size and
shape to the range argument. For example:
If range is
And sum_range is
A1:A5
B1:B5
B1:B5
A1:A5
B1:B3
B1:B5
A1:B4
C1:D4
C1:D4
A1:B4
C1:C2
C1:D4
You can use the wildcard characters the question mark (?) and asterisk (*) as the criteria
argument. A question mark matches any single character; an asterisk matches any sequence of
characters. If you want to find an actual question mark or asterisk, type a tilde (~) preceding the
character.
Example 1
The example may be easier to understand if you copy it to a blank worksheet.
20
Property Value
Commission
Data
100,000
7,000
250,000
200,000
14,000
300,000
21,000
400,000
28,000
Formula
Description
Result
=SUMIF(A2:A5,">160000",B2:B5)
63,000
=SUMIF(A2:A5,">160000")
900,000
=SUMIF(A2:A5,300000,B2:B5)
21,000
49,000
10
Resources
21
Section 3
Conditional formatting
The benefits of conditional formatting
Whenever you analyze data, you often ask yourself questions, such as:
Where are the exceptions in a summary of profits over the past five years?
What are the trends in a marketing opinion poll over the past two years?
Who has sold more than $50,000 dollars this month?
What is the overall age distribution of employees?
Which products have greater than 10% revenue increases from year to year?
Who are the highest performing and lowest performing students in the freshman class?
Conditional formatting helps to answer these questions by making it easy to highlight interesting cells or
ranges of cells, emphasize unusual values, and visualize data by using data bars, color scales, and icon
sets. A conditional format changes the appearance of a cell range based on a condition (or criteria). If the
condition is true, the cell range is formatted based on that condition; if the conditional is false, the cell
range is not formatted based on that condition.
NOTE
When you create a conditional format, you can only reference other cells on the same worksheet;
you cannot reference cells on other worksheets in the same workbook, or use external references to
another workbook.
22
represents higher values, and the bottom color represents lower values.
TIP You can change the method of scoping for fields in the Values area of a PivotTable report by using
23
Advanced formatting
1. Select one or more cells in a range, table, or PivotTable report.
2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then
click Manage Rules.
The Conditional Formatting Rules Manager dialog box is displayed.
3. Do one of the following:
in the Applies
to box to temporarily hide the dialog box, by selecting the new range of cells on the
worksheet, and then by selecting Expand Dialog
Corresponding field, click All <value field> cells with the same fields.
5. Under Select a Rule Type, click Format all cells based on their values.
6. Under Edit the Rule Description, in the Format Style list box, select 2-Color Scale.
7. Select a Minimum and Maximum Type. Do one of the following:
24
Format lowest and highest values Select Lowest Value and Highest Value.
In this case, you do not enter a Minimum and Maximum Value.
Format a number, date, or time value Select Number, and then enter a Minimum and
Maximum Value.
Format a percentage Select Percent, and then enter a Minimum and Maximum Value.
Valid values are from 0 (zero) to 100. Do not enter a percent sign.
Use a percentage when you want to visualize all values proportionally because the
distribution of values is proportional.
Format a percentile Select Percentile and then enter a Minimum and Maximum Value.
Valid percentiles are from 0 (zero) to 100. You cannot use a percentile if the range of cells
contains more than 8,191 data points.
Use a percentile when you want to visualize a group of high values (such as the top
th
20 percentile) in one color grade proportion and low values (such as the bottom 20
th
percentile) in another color grade proportion, because they represent extreme values that
might skew the visualization of your data.
Format a formula result Select Formula, and then enter a Minimum and Maximum
Value.
The formula must return a number, date, or time value. Start the formula with an equal sign
(=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in
the worksheet to make sure that the formula doesn't return an error value.
8.
NOTES
Minimum and Maximum values are the minimum and maximum values for the range of
cells. Make sure that the Minimum value is less than the Maximum value.
25
You can choose a different Minimum and Maximum Type. For example, you can choose
a Minimum Number and Maximum Percent.
9. To choose a Minimum and Maximum color scale, click Color for each, and then select a color.
If you want to choose additional colors or create a custom color, click More Colors.
The color scale that you select is displayed in the Preview box.
3. Select a three-color scale. The top color represents higher values, the center color represents
middle values, and the bottom color represents lower values.
TIP Hover over the color scale icons to see which icon is a three-color scale.
26
TIP You can change the method of scoping for fields in the Values area of a PivotTable report by using
in the Applies
to box to temporarily hide the dialog box, by selecting the new range of cells on the
worksheet, and then by selecting Expand Dialog
Corresponding field, click All <value field> cells with the same fields.
5. Under Select a Rule Type, click Format all cells based on their values.
27
6. Under Edit the Rule Description, in the Format Style list box, select 3-Color Scale.
7. Select a Minimum, Midpoint, and Maximum Type. Do one of the following:
Format a number, date, or time value Select Number, and then enter a Minimum,
Midpoint, and Maximum Value.
Format a percentage Select Percent, and then enter a Minimum, Midpoint, and
Maximum Value.
Valid values are from 0 (zero) to 100. Do not enter a percent sign.
Use a percentage when you want to visualize all values proportionally because the
distribution of values is proportional.
Format a percentile Select Percentile and then enter a Minimum, Midpoint, and
Maximum Value.
Valid percentiles are from 0 (zero) to 100. You cannot use a percentile if the range of cells
contains more than 8,191 data points.
Use a percentile when you want to visualize a group of high values (such as the top 20
percentile) in one color grade proportion and low values (such as the bottom 20
th
th
percentile) in another color grade proportion, because they represent extreme values that
might skew the visualization of your data.
Format a formula result Select Formula, and then enter a Minimum, Midpoint, and
Maximum Value.
The formula must return a number, date, or time value. Start the formula with an equal sign
(=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in
the worksheet to make sure that the formula doesn't return an error value.
8.
NOTES
28
Minimum, Midpoint, and Maximum values are the minimum, midpoint, and maximum
values for the range of cells. Make sure that the Minimum value is less than the Midpoint
value, which in turn, is less than the Maximum value.
You can choose a different Minimum, Midpoint, and Maximum Type. For example, you
can choose a Minimum Number, Midpoint Percentile, and Maximum Percent.
In many cases, the default Midpoint value of 50 percent works best, but you can adjust this
to fit unique requirements.
9. To choose a Minimum, Midpoint, and Maximum color scale, click Color for each, and then
select a color.
If you want to choose additional colors or create a custom color, click More Colors.
The color scale that you select is displayed in the Preview box.
29
Quick formatting
1. Select one or more cells in a range, table, or PivotTable report.
2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, click Data
Bars, and then select a data bar icon.
TIP You can change the method of scoping for fields in the Values area of a PivotTable report by using
30
4. Under Apply Rule To, to optionally change the scope for fields in the Values area of a
PivotTable report by:
Corresponding field, click All <value field> cells with the same fields.
5. Under Select a Rule Type, click Format all cells based on their values.
6. Under Edit the Rule Description, in the Format Style list box, select Data Bar.
7. Select a Shortest Bar and Longest Bar Type. Do one of the following:
Format lowest and highest values Select Lowest Value and Highest Value.
In this case, you do not enter a Shortest Bar and Longest Bar Value.
Format a number, date, or time value Select Number, and then enter a Shortest Bar
and Longest Bar Value.
Format a percentage Select Percent, and then enter a Shortest Bar and Longest Bar
Value.
Valid values are from 0 (zero) to 100. Do not enter a percent sign.
Use a percentage when you want to visualize all values proportionally because the
distribution of values is proportional.
Format a percentile Select Percentile and then enter a Shortest Bar and Longest Bar
Value.
Valid percentiles are from 0 (zero) to 100. You cannot use a percentile if the range of cells
contains more than 8,191 data points.
Use a percentile when you want to visualize a group of high values (such as the top 20
th
th
percentile) in one data bar proportion and low values (such as the bottom 20 percentile) in
another data bar proportion, because they represent extreme values that might skew the
visualization of your data.
31
Format a formula result Select Formula, and then enter a Shortest Bar and Longest
Bar Value.
The formula must return a number, date, or time value. Start the formula with an equal sign
(=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in
the worksheet to make sure that the formula doesn't return an error value.
8.
NOTES
Make sure that the Shortest Bar value is less than the Longest Bar value.
You can choose a different Shortest Bar and Longest Bar Type. For example, you can
choose a Shortest Bar Number and Longest Bar Percent.
9. To choose a Shortest Bar and Longest Bar color scale, click Bar Color.
If you want to choose additional colors or create a custom color, click More Colors.
The bar color that you select is displayed in the Preview box.
10. To show only the data bar and not the value in the cell, select Show Bar Only.
Top of Page
32
TIP You can change the method of scoping for fields in the Values area of a PivotTable report by using
Corresponding field, click All <value field> cells with the same fields.
33
5. Under Select a Rule Type, click Format all cells based on their values.
6. Under Edit the Rule Description, in the Format Style list box, select Icon Set.
1. Select an icon set. The default is 3 Traffic Lights (Unrimmed). The number of icons and
the default comparison operators and threshold values for each icon can vary for each icon
set.
2. If you want, you can adjust the comparison operators and threshold values. The default
range of values for each icon are equal in size, but you can adjust these to fit your unique
requirements. Make sure that the thresholds are in a logical sequence of highest to lowest
from top to bottom.
3. Do one of the following:
20 percentile) in one data bar proportion and low values (such as the bottom 20
th
percentile) in another data bar proportion, because they represent extreme values
that might skew the visualization of your data.
34
Format a formula result Select Formula, and then enter a formula in each Value
box.
The formula must return a number, date, or time value. Start the formula with an equal
sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the
formula in the worksheet to make sure that the formula doesn't return an error value.
4. To make the first icon represent lower values and the last icon represent higher values,
select Reverse Icon Order.
5. To show only the icon and not the value in the cell, select Show Icon Only.
NOTES
You may need to adjust the column width to accommodate the icon.
There are three sizes of icons. The size of the icon that is displayed depends on the font
size that is used in that cell.
You cannot conditionally format fields in the Values area of a PivotTable report by text or date,
only by number.
35
Quick formatting
1. Select one or more cells in a range, table, or PivotTable report.
2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then
click Highlight Cells Rules.
3. Select the command that you want, such as Between, Equal To Text that Contains, or A Date
Occurring.
4. Enter the values that you want to use, and then select a format.
TIP You can change the method of scoping for fields in the Values area of a PivotTable report by using
36
in the Applies
to box to temporarily hide the dialog box, by selecting the new range of cells on the
worksheet, and then by selecting Expand Dialog
Corresponding field, click All <value field> cells with the same fields.
5. Under Select a Rule Type, click Format only cells that contain.
6. Under Edit the Rule Description, in the Format only cells with list box, do one of the
following:
Format by number, date, or time Select Cell Value, select a comparison operator, and
then enter a number, date, or time.
For example, select Between and then enter 100 and 200, or select Equal to and then
enter 1/1/2006.
You can also enter a formula that returns a number, date, or time value. If you enter a
formula, start it with an equal sign (=). Invalid formulas result in no formatting applied. It's a
good idea to test the formula in the worksheet to make sure that the formula doesn't return
an error value.
37
Format by text Select Specific Text, select a comparison operator, and then enter text.
For example, select Contains and then enter Silver, or select Starting with and then enter
Tri.
Quotes are included in the search string, and you may use wildcard characters. The
maximum length of a string is 255 characters.
You can also enter a formula that returns text. If you enter a formula, start it with an equal
sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula
in the worksheet to make sure that the formula doesn't return an error value.
Format by date Select Dates Occurring, and then select a date comparison.
For example, select Yesterday or Next week.
A blank value is a cell that contains no data and is different than a cell that
38
Quick formatting
1. Select one or more cells in a range, table, or PivotTable report.
2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then
click Top/Bottom Rules.
3. Select the command that you want, such as Above Average or Below Average.
4. Enter the values that you want to use, and then select a format.
TIP You can change the method of scoping for fields in the Values area of a PivotTable report by using
39
Advanced formatting
1. Select one or more cells in a range, table, or PivotTable report.
2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then
click Manage Rules.
The Conditional Formatting Rules Manager dialog box is displayed.
3. Do one of the following:
in the Applies
to box to temporarily hide the dialog box, by selecting the new range of cells on the
worksheet, and then by selecting Expand Dialog
Corresponding field, click All <value field> cells with the same fields.
5. Under Select a Rule Type, click Format only values that are above or below average.
6. Under Edit the Rule Description, in the Format values that are list box, do one of the
following:
40
To format cells that are above or below the average for all of the cells in the range, select
Above or Below.
To format cells that are above or below one, two, or three standard deviations for all of the
cells in the range, select a standard deviation.
7. Optionally, change how the format is applied for fields in the Values area of a PivotTable report
that are scoped by corresponding field.
By default, the conditionally format is based on all visible values. However when you scope by
corresponding field, instead of using all visible values, you can apply the conditional format for
each combination of:
A column and its parent row field, by selecting each Column group.
A row and its parent column field, by selecting each Row group.
41
You cannot conditionally format fields in the Values area of a PivotTable report by unique or
duplicate values.
Quick formatting
1. Select one or more cells in a range, table, or PivotTable report.
2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then
click Highlight Cells Rules.
42
a) Make sure that the appropriate worksheet or table is selected in the Show formatting
rules for list box.
b) Optionally, change the range of cells by clicking Collapse Dialog
in the Applies
to box to temporarily hide the dialog box, by selecting the new range of cells on the
worksheet, and then by selecting Expand Dialog
43
44
Resources
Conditional Formatting Step By Step
Conditional Formatting Exercise
45
Section 4
Relative and Absolute Values
1. Select the cell that contains the formula.
2. In the formula bar (formula bar: A bar at the top of the Excel window that you use to enter or edit
values or formulas in cells or charts. Displays the constant value or formula stored in the active
cell.)
It
changes
to:
$A$1
C$1
$A3
C3
Resources
Absolute Values Exercise
46
Section 5
Array Formula
This section introduces array constants and explains how to enter, edit, and troubleshoot them.
47
In this case, you should type the opening and closing braces ({ }).
You may wonder why you can't just type the numbers manually. Keep going, because the Use constants
in formulas section, later in this article, demonstrates the advantages of using array constants.
48
49
2. Copy the following table starting at cell A1. Use the Paste Options button
that appears
3. In cell A3, enter the following formula, and then press CTRL+SHIFT+ENTER:
=SUM(A1:E1*{1,2,3,4,5})
Notice that Excel surrounds the constant with another set of braces, because you entered it as an array
formula.
The value 85 appears in cell A3. The next section explains how the formula works.
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Function
Stored array
Operator
Array constant
The last element inside the parentheses is the array constant: {1,2,3,4,5}. Remember that Excel does not
surround array constants with braces; you must do this. Also remember that after you add a constant to
an array formula, you press CTRL+SHIFT+ENTER to enter the formula.
Because Excel performs operations on expressions enclosed in parentheses first, the next two elements
that come into play are the values stored in the workbook (A1:E1) and the operator. At this point, the
formula multiplies the values in the stored array by the corresponding values in the constant. It's the
equivalent of:
=SUM(A1*1,B1*2,C1*3,D1*4,E1*5)
Finally, the SUM function adds the values, and the sum 85 appears in cell A3:
To avoid using the stored array and to just keep the operation entirely in memory, replace the stored
array with another array constant:
=SUM({3,4,5,6,7}*{1,2,3,4,5})
51
To try this, copy the function, select a blank cell in your workbook, paste the formula into the formula bar,
and then press CTRL+SHIFT+ENTER. You see the same result as you did in the earlier exercise that
used the array formula =SUM(A1:E1*{1,2,3,4,5}).
Resources
Array Formula Step By Step
Array with IF Exercise
52
Section 6
Using NAMES
A name is a meaningful shorthand that makes it easier to understand the purpose of a cell reference,
constant, formula, or table, each of which may be difficult to comprehend at first glance. The following
information shows common examples of names and how they can improve clarity and understanding.
Example Type
Reference
=SUM(C20:C30)
=SUM(FirstQuarterSales)
Constant
=PRODUCT(A5,8.3)
=PRODUCT(Price,WASalesTax)
Formula
=SUM(VLOOKUP(A1,B1:F20,5,FALSE), -G5)
=SUM(Inventory_Level,-Order_Amt)
Table
C4:G36
=TopSales06
Types of names
There are several types of names that you can create and use.
Defined name A name that represents a cell, range of cells, formula, or constant value. You can create
your own defined name, and Microsoft Office Excel sometimes creates a defined name for you, such as
when you set a print area.
Table name A name for an Excel table, which is a collection of data about a particular subject that is
stored in records (rows) and fields (columns). Excel creates a default Excel table name of Table1, Table2,
and so on, each time that you insert an Excel table, but you can change a table's name to make it more
meaningful. For more information about Excel tables.
53
To use a local worksheet name in another worksheet, you can qualify it by preceding it with the
worksheet name, as the following example shows:
Sheet1!Budget_FY08
If you have defined a name, such as Sales_Dept_Goals, and its scope is the workbook, that
name is recognized for all worksheets in that workbook, but not for any other workbook.
A name must always be unique within its scope. Excel prevents you from defining a name that is not
unique within its scope. However you can use the same name in different scopes. For example, you can
define a name, such as GrossProfit that is scoped to Sheet1, Sheet2, and Sheet3 in the same workbook.
Although each name is the same, each name is unique within its scope. You might do this to ensure that
a formula that uses the name, GrossProfit, is always referencing the same cells at the local worksheet
level.
You can even define the same name, GrossProfit, for the global workbook level, but again the scope is
unique. In this case, however, there can be a name conflict. To resolve this conflict, by default Excel uses
the name that is defined for the worksheet because the local worksheet level takes precedence over the
global workbook level. If you want to override the precedence and you want to use the workbook name,
you can disambiguate the name by prefixing the workbook name as the following example shows:
WorkbookFile!GrossProfit
You can override the local worksheet level for all worksheets in the workbook, with the exception of the
first worksheet, which always uses the local name if there is a name conflict and cannot be overridden.
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New Name dialog box This is best used for when you want more flexibility in creating names,
such as specifying a local worksheet level scope or creating a name comment.
NOTE
Auditing names
You can also create a list of defined names in a workbook. Locate an area with two empty columns on the
worksheet (the list will contain two columns, one for the name and one for a description of the name).
Select a cell that will be the upper-left corner of the list. On the Formulas tab, in the Defined Names
group, click Use in Formula, click Paste and then, in the Paste Names dialog box, click Paste List.
You cannot use the uppercase and lowercase characters "C", "c", "R", or "r" as a
defined name, because they are all used as a shorthand for selecting a row or column for the
currently selected cell when you enter them in a Name or Go To text box.
Cell references disallowed Names cannot be the same as a cell reference, such as Z$100 or
R1C1.
55
Spaces are not valid Spaces are not allowed as part of a name. Use the underscore character
(_) and period (.) as word separators, such as, Sales_Tax or First.Quarter.
Name length A name can contain up to 255 characters.
Case sensitivity Names can contain uppercase and lowercase letters. Excel does not
distinguish between uppercase and lowercase characters in names. For example, if you created
the name Sales and then create another name called SALES in the same workbook, Excel
prompts you to choose a unique name.
Name box
3. Type the name that you want to use to refer to your selection. Names can be up to 255
characters in length.
4. Press ENTER.
NOTE
You cannot name a cell while you are changing the contents of the cell.
56
3. In the Create Names from Selection dialog box, designate the location that contains the labels
by selecting the Top row, Left column, Bottom row, or Right column check box.
NOTE
A name created by using this procedure refers only to the cells that contain values and does not
57
2. In the New Name dialog box, in the Name box, type the name that you want to use for your
reference.
NOTE
3. To specify the scope of the name, in the Scope drop-down list box, select Workbook or the
name of a worksheet in the workbook.
4. Optionally, in the Comment box, enter a descriptive comment up to 255 characters.
NOTE
If you save the workbook to Microsoft Office SharePoint Server 2007 Excel Services,
and you specify one or more parameters, the comment is used as a ScreenTip in the
Parameters Task Pane.
5. In the Refers to box, do one of the following:
To enter a constant, type = (equal sign) and then type the constant value.
58
View names
The Name Manager dialog box displays the following information about each name in a list box:
This
Column:
Icon and
Name
Displays:
One of the following:
A defined name, which is indicated by a defined name icon.
A table name, which is indicated by a table name icon.
Value
The current value of the name, such as the results of a formula, a string constant, a cell range, an error,
an array of values, or a placeholder if the formula cannot be evaluated. The following are representative
examples:
"this is my string constant"
3.1459
{2003;12,2002;23,;2001,18
}
#REF!
{...}
Refers To
The current reference for the name. The following are representative examples:
=Sheet1!$A$3
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=8.3
=HR!$A$1:$Z$345
=SUM(Sheet1!A1,Sheet2!B2
)
Scope
Comment
Additional information about the name up to 255 characters. The following are representative examples:
This value will expire on May 2, 2007.
Don't delete! Critical name!
Based on the ISO certification exam
numbers.
NOTE If you save the workbook to Microsoft Office SharePoint Server 2007 Excel Services, and you
specify one or more parameters, the comment is used as a ScreenTip in the Parameters Task Pane.
NOTES
You cannot use the Name Manager dialog box while you are changing the contents of the cell.
The Name Manager dialog box does not display names defined in Visual Basic for Applications
(VBA), or hidden names (the Visible property of the name is set to "False").
Resize columns
To automatically size the column to fit the largest value in that column, double-click the right side
of the column header.
Sort names
To sort the list of names in ascending or descending order, alternately click the column header.
60
Filter names
Use the commands in the Filter drop-down list to quickly display a subset of names. Selecting each
command toggles the filter operation on or off, which makes it easy to combine or remove different filter
operations to get the results that you want.
To filter the list of names, do one or more of the following:
Select:
To:
Names Scoped To
Worksheet
Names Scoped To
Workbook
Display only those names with values that contain errors (such as #REF, #VALUE, or
#NAME).
Display only those names with values that do not contain errors.
Defined Names
Table Names
Change a name
If you change a defined name or table name, all uses of that name in the workbook are also changed.
1. On the Formulas tab, in the Defined Names group, click Name Manager.
2. In the Name Manager dialog box, click the name that you want to change, and then click Edit.
TIP You can also double-click the name.
3. In the Edit Name dialog box, in the Name box, type the new name for the reference.
4. In the Refers to box, change the reference , and then click OK.
5. In the Name Manager dialog box, in the Refers to box, change the cell, formula, or constant
represented by the name.
61
, or press ESC.
, or press ENTER.
The Close button only closes the Name Manager dialog box. It is not required to commit
changes that have already been made.
NOTE
2. In the Name Manager dialog box, click the name that you want to change.
3. Select one or more names by doing one of the following:
To select more than one name in a contiguous group, click and drag the names, or press
SHIFT and click the mouse button for each name in the group.
To select more than one name in a noncontiguous group, press CTRL and click the mouse
button for each name in the group.
Resources
62
Section 7
TABLE
When you create a table (previously known as list) in a Microsoft Office Excel worksheet (worksheet: The
primary document that you use in Excel to store and work with data. Also called a spreadsheet. A
worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a
workbook.), you can manage and analyze the data in that table independently of data outside the table.
For example, you can filter table columns, add a row for totals, apply table formatting, and publish a table
to a server that is running Windows SharePoint Services 3.0.
If you do not want to work with your data in a table, you can convert the table to a regular range while
keeping any table style formatting that you applied. When you no longer need a table, you can delete it.
NOTE
Excel tables should not be confused with the data tables (data table: A range of cells that shows
the results of substituting different values in one or more formulas. There are two types of data tables:
one-input tables and two-input tables.) that are part of a suite of what-if analysis commands.
63
Create a table
You can use one of two ways to create a table. You can either insert a table in the default table style or
you can format your data as a table in a style that you choose.
Insert a table
1. On a worksheet, select the range of cells that you want to include in the table. The cells can be
empty or can contain data.
2. On the Insert tab, in the Tables group, click Table.
If you do not want to display table headers, you can turn them off later. For more
Tips
After you create a table, the Table Tools become available, and a Design tab is displayed. You
can use the tools on the Design tab to customize or edit the table.
Unlike lists in Office Excel 2003, a table does not have a special row (marked with *) for quickly
adding new rows. For more information about how to add or insert rows in a table.
64
NOTE
When you use Format as Table, Office Excel automatically inserts a table.
3. Under Light, Medium, or Dark, click the table style that you want to use.
NOTE
Custom table styles are available under Custom after you create one or more of them.
Tips
After you create a table, the Table Tools become available, and a Design tab is displayed. You
can use the tools on the Design tab to customize or edit the table.
Unlike lists in Office Excel 2003, a table does not have a special row (marked with *) for quickly
adding new rows. For more information about how to add or insert rows in a table,
65
NOTE
Table features are no longer available after you convert the table back to a range. For
example, the row headers no longer include the sort and filter arrows, and structured references
(references that use table names) that were used in formulas turn into regular cell references.
Tips
You can also right-click the table, point to Table, and then click Convert to Range.
Immediately after you create a table, you can also click Undo
Delete a table
1. On a worksheet, select a table.
2. Press DELETE.
TIP You can also click Undo
on the Quick Access Toolbar to delete a table that you just created.
Resources
Filter Step By Step
Table Step By Step
Table Exercise
66
Section 8
Advanced Filter
The Advanced command works differently from the Filter command in several important ways.
It displays the Advanced Filter dialog box instead of the AutoFilter menu.
You type the advanced criteria in a separate criteria range on the worksheet and above the
range of cells or table you want to filter. Microsoft Office Excel uses the separate criteria range in
the Advanced Filter dialog box as the source for the advanced criteria.
Example: Criteria range (A1:C4) and list range (A6:C10) used for the following
procedures
The example may be easier to understand if you copy it to a blank worksheet.
1. Create a blank workbook or worksheet.
2. Select the example in the Help topic.
NOTE
67
3. Press CTRL+C.
4. In the worksheet, select cell A1, and press CTRL+V.
5. To switch between viewing the results and viewing the formulas that return the results,
press CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group,
click the Show Formulas button.
A
Type
Salesperson
Sales
Type
Salesperson
Sales
Beverages
Suyama
$5122
Meat
Davolio
$450
produce
Buchanan
$6328
10
Produce
Davolio
$6544
1
2
3
4
5
Comparison operators
You can compare two values with the following operators. When two values are compared by using these
operators, the result is a logical value either TRUE or FALSE.
Comparison operator
Meaning
Example
= (equal sign)
Equal to
A1=B1
Greater than
A1>B1
Less than
A1<B1
A1>=B1
A1<=B1
Not equal to
A1<>B1
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="=Davolio"
=Davolio
="=3000"
=3000
Resources
Advanced Filter Step By Step
Advanced Filter Exercise
69
Section 9
Data Validation
Data validation is an Excel feature that you can use to define restrictions on what data can or should be
entered in a cell. You can configure data validation to prevent users from entering data that is not valid. If
you prefer, you can allow users to enter invalid data but warn them when they try to type it in the cell. You
can also provide messages to define what input you expect for the cell, and instructions to help users
correct any errors.
For example, in a marketing workbook, you can set up a cell to allow only account numbers that are
exactly three characters long. When users select the cell, you can show them a message such as this
one:
If users ignore this message and type invalid data in the cell, such as a two-digit or five-digit number, you
can show them an actual error message.
In a slightly more advanced scenario, you might use data validation to calculate the maximum allowed
value in a cell based on a value elsewhere in the workbook. In the following example, the user has typed
$4,000 in cell E7, which exceeds the maximum limit specified for commissions and bonuses.
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If the payroll budget were to increase or decrease, the allowed maximum in E7 would automatically
increase or decrease with it.
Data validation options are located in the Data Tools group.
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Restrict numbers outside a specified range For example, you can specify a minimum limit of
deductions to two times the number of children in a particular cell.
Restrict dates outside a certain time frame For example, you can specify a time frame
between today's date and 3 days from today's date.
72
Restrict times outside a certain time frame For example, you can specify a time frame for
serving breakfast between the time when the restaurant opens and 5 hours after the restaurant
opens.
Limit the number of text characters For example, you can limit the allowed text in a cell to 10
or fewer characters. Similarly, you can set the specific length for a full name field (C1) to be the
current length of a first name field (A1) and a last name field (B1), plus 10 characters.
Validate data based on formulas or values in other cells For example, you can use data
validation to set a maximum limit for commissions and bonuses of $3,600, based on the overall
projected payroll value. If users enter more than $3,600 in the cell, they see a validation
message.
Input messages are generally used to offer users guidance about the type of data that you want entered
in the cell.
You can also choose to show an error alert that appears only after users enter invalid data.
73
Type
Use to
Stop
Prevent users from entering invalid data in a cell. A Stop alert message has two options:
Retry or Cancel.
Warning
Warn users that the data they entered is invalid, without preventing them from entering it.
When a Warning alert message appears, users can click Yes to accept the invalid entry, No
to edit the invalid entry, or Cancel to remove the invalid entry.
Information
Inform users that the data they entered is invalid, without preventing them from entering it.
This type of error alert is the most flexible. When an Information alert message appears,
users can click OK to accept the invalid value or Cancel to reject it.
You can customize the text that users see in an error alert message. If you choose not to do so, users
see a default message.
Input messages and error alerts appear only when data is typed directly into the cells. They do not appear
under the following conditions:
A user enters data in the cell by copying or filling.
A formula in the cell calculates a result that is not valid.
A macro enters invalid data in the cell.
74
To quickly remove data validation for a cell, select it, and then open the Data Validation dialog
box (Data tab, Data Tools group). On the Settings tab, click Clear All.
To find the cells on the worksheet that have data validation, on the Home tab, in the Editing
group, click Find & Select, and then click Data Validation. After you have found the cells that
have data validation, you can change, copy, or remove validation settings.
When creating a drop-down list, you can use the Define Name command (Formulas tab,
Defined Names group) to define a name for the range that contains the list. After you create the
list on another worksheet, you can hide the worksheet that contains the list and then protect the
workbook so that users won't have access to the list.
If data validation isn't working, make sure that:
75
Users are not copying or filling data Data validation is designed to show messages and prevent
invalid entries only when users type data directly in a cell. When data is copied or filled, the messages do
not appear. To prevent users from copying and filling data by dragging and dropping cells, clear the
Enable fill handle and cell drag-and-drop check box (Excel Options dialog box, Advanced options),
and then protect the worksheet.
Manual recalculation is turned off If manual recalculation is turned on, uncalculated cells can prevent
data from being validated correctly. To turn off manual recalculation, on the Formulas tab, in the
Calculation group, click Calculation Options, and then click Automatic.
Formulas are error free Make sure that formulas in validated cells do not cause errors, such as #REF!
or #DIV/0!. Excel ignores the data validation until you correct the error.
Cells referenced in formulas are correct If a referenced cell changes so that a formula in a validated
cell calculates an invalid result, the validation message for the cell won't appear.
76
5. Click the Source box and then type the list values separated by the Microsoft Windows list
separator character (commas by default).
For example:
To limit entry to a question, such as "Do you have children?", to two choices, type Yes, No.
To limit a vendor's quality reputation to three ratings, type Low, Average, High.
You can also create the list entries by referring to a range of cells elsewhere in the workbook.
For more information.
NOTE
The width of the drop-down list is determined by the width of the cell that has the data
validation. You might need to adjust the width of that cell to prevent truncating the width of valid
entries that are wider than the width of the drop-down list.
6. Make sure that the In-cell dropdown check box is selected. Otherwise, you won't be able to see
the drop-down arrow next to the cell.
7. To specify how you want to handle blank (null) values, select or clear the Ignore blank check
box.
NOTE
If your allowed values are based on a cell range that has a defined name and there is a
blank cell anywhere in that range, selecting the Ignore blank check box allows any value to be
entered in the validated cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, selecting the Ignore blank check box allows any value
to be entered in the validated cell.
8. Optionally, display an input message when the cell is clicked.
How to display an input message
1. Click the Input Message tab.
2. Make sure the Show input message when cell is selected check box is selected.
3. Fill in the title and text for the message.
Specify how you want Microsoft Office Excel to respond when invalid data is entered.
77
If you want to allow users to type entries that are not in the list, clear the Show
To display an information message that does not prevent entry of invalid data, select
Information.
To display a warning message that does not prevent entry of invalid data, select
Warning.
2. Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title uses the default string "Microsoft Excel" and
the message is (by default): "The value you entered is not valid. A user has restricted
values that can be entered into this cell."
Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
78
If your allowed values are based on a cell range with a defined name, and there is a
blank cell anywhere in the range, setting the Ignore blank check box allows any values to be
entered in the validated cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, setting the Ignore blank check box allows any values to
be entered in the validated cell.
8. Optionally, display an input message when the cell is clicked.
How to display an input message
1. Click the Input Message tab.
2. Make sure the Show input message when cell is selected check box is selected.
3. Fill in the title and text for the message.
79
9. Specify how you want Microsoft Office Excel to respond when invalid data is entered.
How to specify a response to invalid data
1. Click the Error Alert tab, and make sure that the Show error alert after invalid data is
entered check box is selected.
2. Select one of the following options for the Style box:
To display an information message that does not prevent entry of invalid data, select
Information.
To display a warning message that does not prevent entry of invalid data, select
Warning.
3. Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title defaults to "Microsoft Excel" and the
message to: "The value you entered is not valid. A user has restricted values that can be
entered into this cell."
10. Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
80
To let a user enter percentages, for example 20%, select Decimal in the Allow box,
select the type of restriction that you want in the Data box, enter the minimum, maximum, or
specific value as a decimal, for example .2, and then display the data validation cell as a
percentage by selecting the cell and clicking Percent Style
Home tab.
7. To specify how you want to handle blank (null) values, select or clear the Ignore blank check
box.
NOTE
If your allowed values are based on a cell range with a defined name, and there is a
blank cell anywhere in the range, setting the Ignore blank check box allows any values to be
entered in the validated cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, setting the Ignore blank check box allows any values to
be entered in the validated cell.
8. Optionally, display an input message when the cell is clicked.
81
To display an information message that does not prevent entry of invalid data, select
Information.
To display a warning message that does not prevent entry of invalid data, select
Warning.
3. Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title defaults to "Microsoft Excel" and the
message to: "The value you entered is not valid. A user has restricted values that can be
entered into this cell."
10. Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
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If your allowed values are based on a cell range with a defined name, and there is a
blank cell anywhere in the range, setting the Ignore blank check box allows any values to be
entered in the validated cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, setting the Ignore blank check box allows any values to
be entered in the validated cell.
8. Optionally, display an input message when the cell is clicked.
How to display an input message
1. Click the Input Message tab.
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2. Make sure the Show input message when cell is selected check box is selected.
3. Fill in the title and text for the message.
9. Specify how you want Microsoft Office Excel to respond when invalid data is entered.
How to specify a response to invalid data
1. Click the Error Alert tab, and make sure that the Show error alert after invalid data is
entered check box is selected.
2. Select one of the following options for the Style box:
To display an information message that does not prevent entry of invalid data, select
Information.
To display a warning message that does not prevent entry of invalid data, select
Warning.
3. Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title defaults to "Microsoft Excel" and the
message to: "The value you entered is not valid. A user has restricted values that can be
entered into this cell."
10. Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
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9. Specify how you want Microsoft Office Excel to respond when invalid data is entered.
a) Click the Error Alert tab, and make sure that the Show error alert after invalid data is
entered check box is selected.
b) Select one of the following options for the Style box:
To display an information message that does not prevent entry of invalid data, select
Information.
To display a warning message that does not prevent entry of invalid data, select
Warning.
c) Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title defaults to "Microsoft Excel" and the
message to: "The value you entered is not valid. A user has restricted values that can be
entered into this cell."
10. Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
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If your allowed values are based on a cell range with a defined name, and there is a
blank cell anywhere in the range, setting the Ignore blank check box allows any values to be
entered in the validated cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, setting the Ignore blank check box allows any values to
be entered in the validated cell.
8. Optionally, display an input message when the cell is clicked.
How to display an input message
1. Click the Input Message tab.
2. Make sure the Show input message when cell is selected check box is selected.
3. Fill in the title and text for the message.
9. Specify how you want Microsoft Office Excel to respond when invalid data is entered.
1. Click the Error Alert tab, and make sure that the Show error alert after invalid data is
entered check box is selected.
2. Select one of the following options for the Style box:
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To display an information message that does not prevent entry of invalid data, select
Information.
To display a warning message that does not prevent entry of invalid data, select
Warning.
3. Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title defaults to "Microsoft Excel" and the
message to: "The value you entered is not valid. A user has restricted values that can be
entered into this cell."
10. Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
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6. In the box or boxes below the Data box, click the cell that you want to use to specify what is
allowed.
For example, to allow entries for an account only if the result won't go over the budget in cell E4,
select Decimal for Allow, select less than or equal to for Data, and in the Maximum box, enter
=E4.
7. To specify how you want to handle blank (null) values, select or clear the Ignore blank check
box.
NOTE
If your allowed values are based on a cell range with a defined name, and there is a
blank cell anywhere in the range, setting the Ignore blank check box allows any values to be
entered in the validated cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, setting the Ignore blank check box allows any values to
be entered in the validated cell.
8. Optionally, display an input message when the cell is clicked.
How to display an input message
1. Click the Input Message tab.
2. Make sure the Show input message when cell is selected check box is selected.
3. Fill in the title and text for the message.
9. Specify how you want Microsoft Office Excel to respond when invalid data is entered.
How to specify a response to invalid data
1. Click the Error Alert tab, and make sure that the Show error alert after invalid data is
entered check box is selected.
2. Select one of the following options for the Style box:
To display an information message that does not prevent entry of invalid data, select
Information.
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To display a warning message that does not prevent entry of invalid data, select
Warning.
3. Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title defaults to "Microsoft Excel" and the
message to: "The value you entered is not valid. A user has restricted values that can be
entered into this cell."
10. Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
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The cell for the picnic account (B1) can only be updated
if nothing is budgeted for the discretionary account (D1)
and the total budget (D2) is less than the $40,000
allocated.
=AND(D1=0,D2<40000)
=ISTEXT(B2)
=AND(E1<=800,E2<=97000)
=IF(B4>F1+18,TRUE,FALSE)
=COUNTIF($A$1:$A$20,A1)=1
You must enter the formula in the data validation for cell
A1, and then fill the cells A2 though A20 so that the data
validation for each cell in the range has a similar
formula, but the second argument to the COUNTIF will
match the current cell.
6. To specify how you want to handle blank (null) values, select or clear the Ignore blank check
box.
NOTE
If your allowed values are based on a cell range with a defined name, and there is a
blank cell anywhere in the range, setting the Ignore blank check box allows any values to be
entered in the validated cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, setting the Ignore blank check box allows any values to
be entered in the validated cell.
7. Optionally, display an input message when the cell is clicked.
a) Click the Input Message tab.
b) Make sure the Show input message when cell is selected check box is selected.
c) Fill in the title and text for the message.
8. Specify how you want Microsoft Office Excel to respond when invalid data is entered.
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To display an information message that does not prevent entry of invalid data, select
Information.
To display a warning message that does not prevent entry of invalid data, select
Warning.
c) Fill in the title and text for the message (up to 225 characters).
NOTE
If you don't enter a title or text, the title defaults to "Microsoft Excel" and the
message to: "The value you entered is not valid. A user has restricted values that can be
entered into this cell."
9. Test the data validation to make sure that it is working correctly.
Try entering both valid and invalid data in the cells to make sure that your settings are working
as you intended and your messages are appearing when you expect.
Tip If you change the validation settings for a cell, you can automatically apply your changes to
all other cells that have the same settings. To do so, open the Data Validation dialog box, and
then select the Apply these changes to all other cells with the same settings check box on
the Settings tab.
Resources
Data Validation Step By Step
Data Validation Exercise
Data Validation Workshop
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Section 10
Protect Worksheet & Workbook
Overview of worksheet or workbook element protection
When you share a workbook with other users, you may want to protect data in specific worksheet or
workbook elements to help prevent it from being changed. You can also specify a password that users
must enter to modify specific, protected worksheet and workbook elements. In addition, you can prevent
users from changing the structure of a worksheet.
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guarantee that all sensitive data in your workbook is secure. For optimal security, you should secure a
workbook itself with a password to help safeguard it from unauthorized access.
When you protect worksheet or workbook elements by using a password, it is very important that you
remember that password. Without it, you cannot unprotect the workbook or worksheet.
IMPORTANT
Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak
passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords
should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. It is
critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store
the passwords that you write down in a secure place away from the information that they help protect.
3. On the Protection tab, clear the Locked check box, and then click OK.
3. To hide any formulas that you do not want to be visible, do the following:
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Steps :1. In the worksheet, select the cells that contain the formulas that you want to hide.
2. On the Home tab, in the Cells group, click Format, and then click Format Cells.
3. On the Protection tab, select the Hidden check box, and then click OK.
4. To unlock any graphic objects (such as pictures, clip art, shapes, or Smart Art graphics) that you
want users to be able to change, do the following:
1. Hold down CTRL and then click each graphic object that you want to unlock.
This displays the Picture Tools or Drawing Tools, adding the Format tab.
TIP You can also use the Go To command to quickly select all the graphic objects in a
worksheet. On the Home tab, in the Editing group, click Find & Select, and then click Go To.
Click Special, and then click Objects.
2. On the Format tab, in the Size group, click the Dialog Box Launcher
next to Size.
3. On the Properties tab, clear the Locked check box, and if present, clear the Lock text check
box.
NOTE
You do not need to unlock buttons or controls for users to be able to click and use
them. You can unlock embedded charts, text boxes, and other objects created with the
drawing tools that you want users to be able to modify.
5. On the Review tab, in the Changes group, click Protect Sheet.
6. In the Allow all users of this worksheet to list, select the elements that you want users to be able
to change.
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Worksheet elements
Clear this check box
Moving the pointer to cells for which the Locked check box is selected on the
Protection tab of the Format Cells dialog box. By default, users are allowed to
select locked cells.
Moving the pointer to cells for which the Locked check box is cleared on the
Protection tab of the Format Cells dialog box. By default, users can select
unlocked cells, and they can press the TAB key to move between the unlocked cells
on a protected worksheet.
Format cells
Changing any of the options in the Format Cells or Conditional Formatting dialog
boxes. If you applied conditional formats before you protected the worksheet, the
formatting continues to change when a user enters a value that satisfies a different
condition.
Format columns
Using any of the column formatting commands, including changing column width or
hiding columns (Home tab, Cells group, Format button).
Format rows
Using any of the row formatting commands, including changing row height or hiding
rows (Home tab, Cells group, Format button).
Insert columns
Inserting columns.
Insert rows
Inserting rows.
Insert hyperlinks
Delete columns
Deleting columns.
NOTE If Delete columns is protected and Insert columns is not also
protected, a user can insert columns that he or she cannot delete.
Delete rows
Deleting rows.
NOTE If Delete rows is protected and Insert rows is not also protected, a user
can insert rows that he or she cannot delete.
Sort
Using any commands to sort data (Data tab, Sort & Filter group).
NOTE Users can't sort ranges that contain locked cells on a protected worksheet,
regardless of this setting.
Use AutoFilter
Using the drop-down arrows to change the filter on ranges when AutoFilters are
applied.
NOTE
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Edit objects
Edit scenarios
Contents
Making changes to items that are part of the chart, such as data series, axes, and
legends. The chart continues to reflect changes made to its source data.
Objects
In the Password to unprotect sheet box, type a password for the sheet, click OK, and then
retype the password to confirm it.
NOTE
The password is optional. If you do not supply a password, then any user can unprotect the
sheet and change the protected elements. Make sure that you choose a password that is easy to
remember, because if you lose the password, you cannot gain access to the protected elements on
the worksheet.
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To keep workbook windows in the same size and position every time the workbook is opened,
select the Windows check box.
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Workbook elements
Select this check box
Structure
Windows
In PivotTable reports, displaying the source data for a cell in the data area, or
displaying page field pages on separate worksheets.
In the Analysis ToolPak, using the analysis tools that place results on a new
worksheet.
Changing the size and position of the windows for the workbook when the
workbook is opened.
NOTE
If you run a macro that includes an operation that can't be performed in a protected
The password is optional. If you do not supply a password, then any user can unprotect the
workbook and change the protected elements. Make sure that you choose a password that you can
remember, because if you lose the password, you cannot gain access to the protected elements in
the workbook.
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NOTE
The Protect Sheet option changes to Unprotect Sheet when a worksheet is protected.
Resources
Protect Workbook Step By step
Protect Worksheet Step By Step
Protection Exercise
100
Section 11
Charts
Charts are used to display series of numeric data in a graphical format to make it easier to understand
large quantities of data and the relationship between different series of data.
To create a chart in Excel, you start by entering the numeric data for the chart on a worksheet. Then you
can plot that data into a chart by selecting the chart type that you want to use on the Office Fluent Ribbon
(Insert tab, Charts group).
Worksheet data
Chart created from worksheet data
Excel supports many types of charts to help you display data in ways that are meaningful to your
audience. When you create a chart or change an existing chart, you can select from a variety of chart
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types (such as a column chart or a pie chart) and their subtypes (such as a stacked column chart or a pie
in 3-D chart). You can also create a combination chart by using more than one chart type in your chart.
Example of a combination chart that uses a column and line chart type.
For more information about the chart types that you can select in Excel
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Change the display of chart axes You can specify the scale of axes and adjust the interval
between the values or categories that are displayed. To make your chart easier to read, you can
also add tick marks to an axis, and specify the interval at which they will appear.
Add titles and data labels to a chart To help clarify the information that appears in your chart,
you can add a chart title, axis titles, and data labels.
Add a legend or data table You can show or hide a legend, change its location, or modify the
legend entries. In some charts, you can also show a data table that displays the legend keys and
the values that are presented in the chart.
Apply special options for each chart type Special lines (such as high-low lines and
trendlines), bars (such as up-down bars and error bars), data markers, and other options are
available for different chart types.
Applying a predefined chart layout and chart style for a professional look
Instead of manually adding or changing chart elements or formatting the chart, you can quickly apply a
predefined chart layout and chart style to your chart. Excel provides a variety of useful predefined layouts
and styles that you can select, but you can fine-tune a layout or style if it is needed by making manual
changes to the layout and format of individual chart elements, such as the chart area, plot area, data
series, or legend of the chart.
When you apply a predefined chart layout, a specific set of chart elements (such as titles, a legend, a
data table, or data labels) are displayed in a specific arrangement in your chart. You can select from a
variety of layouts that are provided for each chart type.
When you apply a predefined chart style, the chart is formatted based on the document theme that you
have applied, so that your chart matches your organization's or your own theme colors (a set of colors),
theme fonts (a set of heading and body text fonts), and theme effects (a set of lines and fill effects).
You cannot create your own chart layouts or styles, but you can create chart templates that include the
chart layout and formatting that you want.
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In addition to applying a predefined chart style, you can easily apply formatting to individual chart
elements such as data markers, the chart area, the plot area, and the numbers and text in titles and
labels to give your chart a custom, eye-catching look. You can apply specific shape styles and WordArt
styles, and you can also format the shapes and text of chart elements manually.
To add formatting, you can:
Fill chart elements You can use colors, textures, pictures, and gradient fills to help draw
attention to specific chart elements.
Change the outline of chart elements You can use colors, line styles, and line weights to
emphasize chart elements.
Add special effects to chart elements You can apply special effects, such as shadow,
reflection, glow, soft edges, bevel, and 3-D rotation to chart element shapes, which gives your
chart a finished look.
Format text and numbers You can format text and numbers in titles, labels, and text boxes on
a chart as you would text and numbers on a worksheet. To make text and numbers stand out,
you can even apply WordArt styles.
105
Ipsum
Or:
Lorem
Ipsum
Or:
A
106
Or:
Stock chart
Bubble size
High
Low
Close
1/1/2002
46.125
42
44.063
Or:
Date
1/1/2002
High
46.125
Low
42
Close
44.063
2. Select the cells that contain the data that you want to use for the chart.
TIP If you select only one cell, Excel automatically plots all cells that contain data that is
adjacent to that cell into a chart. If the cells that you want to plot in a chart are not in a
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continuous range, you can select nonadjacent cells or ranges as long as the selection forms a
rectangle. You can also hide the rows or columns that you do not want to plot in the chart.
How to select cells, ranges, rows, or columns
To select
Do this
A single cell
Click the cell, or press the arrow keys to move to the cell.
A range of cells
Click the first cell in the range, and then drag to the last cell, or hold down SHIFT
while you press the arrow keys to extend the selection.
You can also select the first cell in the range, and then press F8 to extend the
selection by using the arrow keys. To stop extending the selection, press F8 again.
Click the first cell in the range, and then hold down SHIFT while you click the last
cell in the range. You can scroll to make the last cell visible.
Select the first cell or range of cells, and then hold down CTRL while you select the
other cells or ranges.
You can also select the first cell or range of cells, and then press SHIFT+F8 to add
another nonadjacent cell or range to the selection. To stop adding cells or ranges to
the selection, press SHIFT+F8 again.
NOTE You cannot cancel the selection of a cell or range of cells in a nonadjacent
selection without canceling the entire selection.
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Row heading
Column heading
You can also select cells in a row or column by selecting the first cell and then
pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP
ARROW or DOWN ARROW for columns).
NOTE If the row or column contains data, CTRL+SHIFT+ARROW key selects the
row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second
time selects the entire row or column.
Drag across the row or column headings. Or select the first row or column; then
hold down SHIFT while you select the last row or column.
Click the column or row heading of the first row or column in your selection; then
hold down CTRL while you click the column or row headings of other rows or
columns that you want to add to the selection.
Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT
ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).
Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.
Select the first cell, and then press CTRL+SHIFT+END to extend the selection of
cells to the last used cell on the worksheet (lower-right corner).
Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of
cells to the beginning of the worksheet.
Hold down SHIFT while you click the last cell that you want to include in the new
selection. The rectangular range between the active cell and the cell that you click
becomes the new selection.
Press CTRL+END to select the last cell on the worksheet or in an Excel list that
contains data or formatting.
Click the chart type, and then click a chart subtype that you want to use.
To see all available chart types, click a chart type, and then click All Chart Types to
display the Insert Chart dialog box, click the arrows to scroll through all available chart
types and chart subtypes, and then click the ones that you want to use.
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TIP A ScreenTip displays the chart type name when you rest the mouse pointer over any chart type or
chart subtype. For more information about the chart types that you can use. By default, the chart is placed
on the worksheet as an embedded chart. If you want to place the chart in a separate chart sheet, you can
change its location by doing the following:
3. Click the embedded chart to select it.
This displays the Chart Tools, adding the Design, Layout, and Format tabs.
4. On the Design tab, in the Location group, click Move Chart.
5. Under Choose where you want the chart to be placed, do one of the following:
To display the chart as an embedded chart in a worksheet, click Object in, and then
click a worksheet in the Object in box.
Excel automatically assigns a name to the chart, such as Chart1 if it is the first chart that you
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3. Press ENTER.
NOTES
To quickly create a chart that is based on the default chart type, select the data that you want to
use for the chart, and then press ALT+F1 or F11. When you press ALT+F1, the chart is
displayed as an embedded chart; when you press F11, the chart is displayed on a separate chart
sheet.
When you create a chart, Excel determines the orientation of the data series based on the
number of worksheet rows and columns that are included in the chart. After you create a chart,
you can change the way that worksheet rows and columns are plotted in the chart by switching
rows to columns or vice versa. For more information.
After you create a chart, you can quickly change the chart type of the whole chart to give the
chart a different look, or you can select a different chart type for any single data series, which
turns the chart into a combination chart., If you no longer need a chart, you can delete it. Click
the chart to select it, and then press DELETE.
2. On the Design tab, in the Chart Layouts group, click the chart layout that you want to use.
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NOTE
When the size of the Excel window is reduced, chart layouts will be available in the
2. On the Design tab, in the Chart Styles group, click the chart style that you want to use.
NOTE
When the size of the Excel window is reduced, chart styles will be available in the Chart
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2. On the Layout tab, in the Labels, Axes, or Background group, click the chart element that you
want to change, and then click the layout option that you want.
NOTE
The layout options that you select are applied to the chart element that you have selected. For
example, if you have the entire chart selected, data labels will be applied to all data series. If you have a
single data point selected, data labels will only be applied to the selected data series or data point.
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2.
TIP This displays the Chart Tools, adding the Design, Layout, and Format tabs.
To format any selected chart element, in the Current Selection group, click Format
Selection, and then select the formatting options that you want.
To format the shape of a selected chart element, in the Shape Styles group, click the style
that you want, or click Shape Fill, Shape Outline, or Shape Effects, and then select the
formatting options that you want.
To format the text in a selected chart element by using WordArt, in the WordArt Styles
group, click the style that you want, or click Text Fill, Text Outline, or Text Effects, and
then select the formatting options that you want.
NOTE
After you apply a WordArt style, you cannot remove the WordArt format. If you do
not want the WordArt style that you applied, you can select another WordArt style, or you
can click Undo on the Quick Access Toolbar to return to the previous text format.
4.
TIP To use regular text formatting to format the text in chart elements, you can right-click or
select the text, and then click the formatting options that you want on the Mini toolbar. You can
also use the formatting buttons on the Ribbon (Home tab, Font group).
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To quickly identify a data series in a chart, you can add data labels to the data points of the chart. By
default, the data labels are linked to values on the worksheet, and they update automatically when
changes are made to these values.
press ENTER.
5. To format the text, select it, and then click the formatting options that you want on the Mini
toolbar.
TIP You can also use the formatting buttons on the Ribbon (Home tab, Font group). To format
the whole title, you can right-click it, click Format Chart Title, and then select the formatting
options that you want.
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To add a title to a primary horizontal (category) axis, click Primary Horizontal Axis Title,
and then click the option that you want.
TIP If the chart has a secondary horizontal axis, you can also click Secondary Horizontal
Axis Title.
To add a title to primary vertical (value) axis, click Primary Vertical Axis Title, and then
click the option that you want.
TIP If the chart has a secondary vertical axis, you can also click Secondary Vertical Axis
Title.
To add a title to a depth (series) axis, click Depth Axis Title, and then click the option that
you want.
NOTE
This option is only available when the selected chart is a true 3-D chart, such as a
press ENTER.
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5. To format the text, select it, and then click the formatting options that you want on the Mini
toolbar.
TIP You can also use the formatting buttons on the Ribbon (Home tab, Font group). To format
the whole title, you can right-click it, click Format Axis Title , and then select the formatting
options that you want.
NOTES
If you switch to another chart type that does not support axis titles (such as a pie chart), the axis
titles will no longer be displayed. The titles will be displayed again when you switch back to a
chart type that does support axis titles.
Axis titles that are displayed for secondary axes will be lost when you switch to a chart type that
does not display secondary axes.
sign, the sheet name, followed by an exclamation point; for example, =Sheet1!F2
4. Press ENTER.
To add a data label to all data points of all data series, click the chart area.
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To add a data label to all data points of a data series, click anywhere in the data series that
you want to label.
To add a data label to a single data point in a data series, click the data series that contains
the data point that you want to label, and then click the data point that you want to label.
This displays the Chart Tools, adding the Design, Layout, and Format tabs.
2. On the Layout tab, in the Labels group, click Data Labels, and then click the display option that
you want.
NOTE
Depending on the chart type that you used, different data label options will be available.
TIP For more information about how to change data label entries or how to reposition data labels.
To remove a chart title, click Chart Title, and then click None.
To remove an axis title, click Axis Title, click the type of axis title that you want to remove,
and then click None.
To remove data labels, click Data Labels, and then click None.
TIP To quickly remove a title or data label, click it, and then press DELETE.
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press DELETE. You can also right-click the legend or a legend entry, and then click Delete.
For additional options, click More Legend Options, and then select the display option that
you want.
TIP By default, a legend does not overlap the chart. If you have space constraints, you
might be able to reduce the size of the chart by clearing the Show the legend without
overlapping the chart check box.
TIP When a chart has a legend displayed, you can modify the individual legend entries.
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Move a chart
To move a chart, drag it to the location that you want.
Or Go to Design tab and Move chart which you can move it to specials sheet for chars.
Resize a chart
To resize a chart, do one of the following:
Click the chart, and then drag the sizing handles to the size that you want.
On the Format tab, in the Size group, enter the size in the Shape Height and Shape Width box.
TIP For more sizing options, on the Format tab, in the Size group, click the Dialog Box Launcher
. In
the Size and Properties dialog box, on the Size tab, you can select options to size, rotate, or scale the
chart. On the Properties tab, you can specify how you want the chart to move or size with the cells on
the worksheet.
Resources
Chart Step By Step
Chart Exercise
Finished
Microsoft Office Excel 2007 Customized Material
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