Advanced Microsoft Excel 2010
Inserting comments into a cell
Relative/absolute/mixed addressing
Inserting a text box
Charting #1: pie charts
Conditional formatting
Charting #2
IF function
Text to columns
Protecting worksheet data
Filtering data
Hiding/unhiding a column or row
Subtotals
Referencing cells in multiple
Pivot tables
worksheets
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1. Inserting Comments/Notes into a cell
How to:
o Select cell, then click Review/Comments/New Comment.
o Click Review/Comments
o Show/hide one comment or all comments (toggle).
o Edit a comment.
o Delete a comment.
o Jump to the previous or next comment.
o Right-mouse click on the border of the comment for formatting options.
o Alignment, color fill, transparency, margins, etc.
2. Inserting a Text Box
How to:
o Select Home/Insert/Text/Text Box.
o Click on the worksheet area to place the textbox.
o To format the text box, select the text box, click on Drawing Tools/Format, then select
the appropriate option.
 Alignment, color fill, transparency, margins, etc.
3. Conditional Formatting: Applying a style to a cell based on the cell’s value
How to:
o
o
o
o
Select the cell(s) that you want to apply conditional formatting to.
Select Home/Conditional Formatting.
Select the desired type of rule.
Continue with desired values.
Advanced Excel Handout
Spring 2011
In the example below, the format of the cell depends on how large the number is. For example, if
the number is greater than 100, the cell has a border. However, if the number is less than 20, the
cell is shaded.
4a. IF function
Using the IF statement in a formula allows you to create logically determined results
Example: =IF (B3<50,1,0)
o In this example, the above formula is entered into cell C2.
o If the value in cell B2 is less than 50, than the number 1 will be entered in cell C2
o If not, the number 0 will be entered in cell C3.
Below is a second example, where the cost for shipping depends on the order amount. If the
order amount exceeds $200.00, that shipping costs 5%. If the order does not exceed $200.00,
shipping costs 7%.
Product
Shoes
Socks
Pants
$
$
$
Price
99.50
8.99
45.99
Shipping
Subtotal
Tax
Grand Total
Quantity
2
3
2
5%
8%
$ 199.00
$ 26.97
$ 91.98
$ 317.95
$ 15.90
$ 333.85
$ 25.04
$ 358.89
Shipping Rate
Determination
IF(F9>200, 0.05, 0.07)
5. Protecting worksheet data
If other users will be accessing your worksheet, you may want to prevent them from adjusting
the contents of some cells while allowing them to enter data in other cells. You can protect
worksheets and workbooks, allowing access to some cells but not others. Those that are
unavailable cannot be edited, formatted or cleared.
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How to unlock cells:
By default, all cells in a worksheet are locked. This does not have any effect on data entry and
editing until you switch on worksheet protection, at which point all locked cells are made
unavailable. This means that if you want to have access to certain cells, but not others, you need
to unlock those cells first.
In the diagram above, you would need to unlock the cells A3:B8 so that, when you protect the
worksheet, those cells are accessible.
o Select the cells you want to be accessible when you protect the worksheet .
o From Home/Cells/Format, select Protection/Format Cells. Select the Protection tab,
then unlock the cells. (The Format/Lock Cells command acts as a toggle.)
o These cells will be accessible when you lock the worksheet.
o To lock the worksheet, select the Home/Cells/Format/Protect Sheet.
6. Hiding/Unhiding a Column or Row
Not all the data on a worksheet should be available to everyone. You can hide sensitive
information without deleting it by hiding selected columns or rows. For example, if you want to
share a worksheet with others, but it includes confidential employee salaries, you can simply
hide the salary column. Hiding columns and rows does not affect calculations in a worksheet; all
data in hidden columns and rows is still referenced by formulas as necessary. Hidden columns
and rows do not appear in a printout either. When you need the data, you can unhide the sensitive
information.
How to hide a column or row:
o Click the column or row header button of the column or row you want to hide. (Drag to
select multiple header buttons to hide more than one column or row.)
o From Home/Cells/Format/Visibility/Hide and Unhide, select Hide Columns.
o Protect the sheet, if desired.
How to unhide a column or row:
o (Unprotect the sheet if it has been protected.)
o Drag to select the column or row header buttons on either side of the hidden column or
row.
o From Home/Cells/Format/Visibility/Hide and Unhide, select Unhide Columns.
How to hide formulas:
o Select the cells whose formulas you wish to hide.
o From Home/Cells/Format, select Protection/Format Cells. Select the Protection
tab, and then hide the cells.
Remember – the cells are not protected until the Protect worksheet option is switched on. Now when
you view your spreadsheet, the formula will no longer appear at the top when the cell is selected.
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7. Referencing cells in multiple worksheets
The various sheets in a workbook can be referred to in other worksheets by including the sheet
reference as well as the cell reference in a formula. A sheet reference includes the sheet name
followed by an exclamation point, e.g., Sheet2! refers to Sheet 2. To refer to cell A1 on Sheet2
(when working in any sheet other than Sheet2), the reference would be:
Sheet2!A1
Notice that the exclamation point separates the sheet reference from the cell reference.
If you have named the sheet, simply use the new sheet name (followed by an exclamation point)
and the cell reference. If the sheet name includes spaces you must surround the sheet name
with single quotation marks.
To refer to cell A1 on a sheet named Budget, the reference would be:
=Budget!A1
To refer to cell A1 on a sheet named Annual Budget, the reference would be:
=‘Annual Budget’!A1
How to summarize data held on multiple worksheets:
o Click a cell that you want to contain the summarized data.
o Type a formula that includes references to the source cells on each worksheet that
contains data you want to summarize.
o Repeat steps 2 and 3 for each cell where you want to summarize data.
Helpful hint:
To enter a reference in a formula with less typing,
o enter the formula up to the point where you need the reference
o click the cell on the worksheet. If the cell is on another worksheet, first click the
worksheet tab, and then click the cell.
o press Enter.
8. Relative/Absolute/Mixed Addressing
Calling cells by just their column and row labels (such as "A1") is called relative referencing.
When a formula contains relative referencing and it is copied from one cell to another, Excel
does not create an exact copy of the formula. It will change cell addresses relative to the row and
column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is
copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row.
To prevent this change, cells must be called by absolute referencing and this is accomplished by
placing dollar signs "$" within the cell addresses in the formula. Continuing the previous
example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be
the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not
change when copied.
Mixed referencing can be used where only the row OR column is fixed. For example, in the
formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.
The following table summarizes how a reference type updates if a formula containing the
reference is copied two cells down and two cells to the right.
For a formula being copied:
If the reference is:
It changes to:
$A$1 (absolute column and absolute row) $A$1
A$1 (relative column and absolute row) C$1
$A1 (absolute column and relative row) $A3
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A1
(relative column and relative row) C3
9. Charting #1: Pie Charts
o Data for a chart doesn’t have to all be in one block. Use CTRL+click on cells not directly
connected to the original set of cells selected.
o Pie Charting
o Select the actual pie then Chart Tools/Layout/Format Selection to
 Select angle of first slice
 Explode the pie.
 Change borders, 3-D effects, etc.
o Review: Copying and pasting a chart into a Word document such that it will be
updated dynamically.
Student Test Score Results
26%
Scored under 50
Scored over 50
Scored over 100
50%
Scored over 500
18%
6%
10. Charting #2
o Charting multiple columns of values and/or excluding one or more columns of values.
o Creating a gradient filler in the graph background
o Alignment of axis labels
o Tick marks
10a. How to chart multiple columns and/or exclude columns:
o Select Insert/Charts/Line then Sub-type.
o Select Select Data then highlight the desired data.
o Remaining on Select Data
o In the Legend Entry (Series) box, click on the name of the series that you do not
want charted as a line, and click the Remove button.
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10b. To use the chart ribbon+ to make changes, click on the chart and then select
o Design – change chart type or general appearance.
o Layout - change title, axes, axis labels, etc.
o Format - change background fill (color and texture such as gradient), shape outline and
effects. There are also options to change your text color and effects.
You can also change objects on the chart by double-clicking on the object and then selecting
the appropriate options.
10c. Alignment of axis labels:
o Double click on the label to be changed.
o Select Alignment.
o Select the number of degrees
10d. Tick marks:
o Double click on the y-axis
o Select Axis Options, select major and minor tick mark options as desired.
10e. Rounded corners:
o Double click on the chart background.
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o Select Border Styles
o Select Rounded corners.
10f. Change axis scale
o Double click on the axis values.
o Select Axis Options.
o To change the scale, select Fixed rather than Auto.
11. a) Text to Columns: Splitting the content of one cell into two cells or more
How To:
o Decide where to place the separated data. You can insert a new column(s) to the right of
the column containing the text to be separated or use existing columns.
o Highlight the column containing the original text
o Select Data Tools/Text to Columns.
o Select Delimited or Fixed With, and press Next
o Check on the Delimiters that make sense, or click on the width you want for a dividing
line.
o Select the columns to contain the split data. Click Finish.
b) Concatenation: Joining cells
How To:
o Select the cell that will contain the result.
o Select the Concatenate formula.
o Enter the cells or data you wish to concatenate in the text boxes.
Examples…
Full Name
Original Text
Fielder, Cecil
Bonds, Barry
Griffey, Ken
Last Name
Fielder
Bonds
Griffey
First Name
Cecil
Barry
Ken
(concatenated from the two
columns to the left.)
Cecil Fielder
Barry Bonds
Ken Griffey
12. Filtering data
Filtering is a quick and easy way to find and work with a subset of data in a range. A filtered
range displays only the rows that meet the criteria (criteria: Conditions you specify to limit
which records are included in the result set of a query or filter.) you specify for a column.
Microsoft Excel provides two commands for filtering ranges: AutoFilter and Advanced Filter.
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Unlike sorting, filtering does not rearrange a range. Filtering temporarily hides rows you do not
want displayed. When Excel filters rows, you can edit, format, chart, and print your range subset
without rearranging or moving it.
.
Data filter
selectors
How to:
o Select the data you wish to filter.
o Select Data/Sort & Filter/Filter.
o Select the values you wish to use as a filter, or select the appropriate text or numeric
filter, e.g.:
o Top 10 items or top 10 percent
o Begins with, ends with, contains…
13. Subtotals
Microsoft Excel can automatically calculate subtotal and grand total values in a list. When you
insert automatic subtotals, Excel outlines the list so that you can display and hide the detail rows
for each subtotal. To insert subtotals, you first sort your list so that the rows you want to subtotal
are grouped together. You can then calculate subtotals for any column that contains numbers.
How to:
o Highlight the data
o Select Data/Outline/Subtotals.
o Identify the column that changes with each grouping
o Choose a function for the subtotal, e.g. Sum, Average, etc.
o Identify the column to be totaled. Try collapsing the data to see the subtotals by
themselves.
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14. PivotTables and PivotCharts
Imagine an Excel worksheet of sales figures for your company with hundreds—no, thousands—
of rows of data. Everyone has questions about what the data means. How do you get the
answers? PivotTable reports organize and summarize your data so that it doesn't just sit on a
worksheet gathering dust. PivotTable reports offer comparisons, reveal patterns and
relationships, and analyze trends.
How to:
o Go to Insert>Tables>Pivot Tables>Pivot Chart (will include a report also).
o The ―Create Pivot‖ pop up window will appear. Under ―Select a table or range,‖ select
the data, and then choose the location to place the pivot table (on this worksheet or on a
new worksheet).
o Now you will see the fields where you are going to actually click and drop the items that
you want to include in the pivot table. From the ―pivot table Field List‖ window you can
select each item and drag it to the ―Drop Items‖ areas to build the table.
o This is the step where most people become frustrated but you just have to start
clicking, dragging and dropping until you have the view that actually satisfies
your needs – there is no right or wrong way of doing this, you can always click
the undo button, so drag and drop until you have the table that meets your specific
requirements.
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o For this report,
 Drag Salary to Values (you will see a Sum of Salary appear on top of the
chart. Click on the average next to Sum in the Value box, select Value
Field Settings and select the desired calculation (Average, Max, etc.;)
 Drag Team to Axis Fields (Category);
 Drag League to Legend Field (or to Report Filter).
o To change the desired calculation at any time, right-mouse click on the
calculation term on the chart, then select Value Field Settings
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