Welcome to Advance Excel!

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What is Excel?
Microsoft Excel is an electronic spreadsheet program.
You might of heard the terms spreadsheet and worksheet. People usually use
them interchangeably. To remain consistent with Microsoft and other publishers the
term worksheet refers to the row-and-column matrix sheet on which you work upon
and the term spreadsheet refers to this type of computer application, i.e., Excel.
The term workbook refers to the book of pages within the document, i.e., charts,
sheets, modules.

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Advanced Excel (Copying Cells)

In this part of the presentation, you will learn how to fill a cell or range of cells with
forumulas to speed the data entry process.
You will want to first start out with a blank worksheet. Make sure you have your
Formula Bar shown. To do this Select View and choose Formula Bar. Create the
below income statement worksheet.

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Advanced Excel (Copying Cells)

Select the text below the bold face headings, and right justify the text. Remember to
hold down the Ctrl key when selecting a discontinuous range. Please see below for
final results. Before you start to enter in numbers and formulas, lets name some of
the cells in your worksheet.

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Naming Cells
Excel allows you to name any cell, range, or value in a workbook. You can then use
this name to refer to the cell, range, or value. Names make formulas easier to read,
understand, and maintain. You can change or delete names that have been defined
previously. Names appear in the reference area of the formula bar when you select a
named cell or range.

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Copying From One Cell to Several Cells

Select cell B4 and choose Copy from the Edit menu. Highlight the range C4:E4.
Choose Paste from the Edit menu. Press the Esc (Escape) to remove the marquee.
Your company workbook should look as follows:

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Copying Cells with Projected Revenues

Select cell C6 and enter the formula =B6*1.08. Choose Copy from the Edit menu.
Highlight the range C6:E7. Choose Paste from the Edit menu. The company
workbook should look as follows:

Highlight the cells

in the range C6:E7
and observe the
cells formulas. In
each cell, the
formula from one
location on the
workbook to
another using the
Fill command.

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The Fill Command

Select the range B8:E8. Choose Fill from the Edit menu, and from the Fill submenu
choose Right. Your company workbook should look as follows:

The projected expenses in

the range C11:E12 are
computed as 1.02 times the
value of the previous quarter.
Select cell C11 and enter the
formula =B11*1.02.
Select the range C11:C13
and choose Fill from the Edit
menu, and from the Fill
submenu choose Down.
Your company workbook
should look as follows:

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The Fill Command (contd)

The projected expenses in the range C11:E12 are computed as 1.02 times the value
of the previous quarter.
Select cell C11 and enter the formula =B11*1.02.
Select the range C11:C13 and choose Fill from the Edit menu, and from the Fill
submenu choose Down.
Your company workbook should look as follows:
Excel provides another means of copying
text, values, or formulas from one cell to
other cells. Excel provides the AutoFill
command. AutoFill copies cells contents
without using the menu. You work directly on
the workbook using the mouse.

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Copying Cells Using AutoFill

The AutoFill feature is used to copy formatting, formulas, or all cell contents, or to
perform different types of series extensions. For example, if you type Monday and
Tuesday in consecutive columns, and then drag the fill handle to the right, Excel fills
Wednesday, Thursday, etc. into selected cells.
Select cell C11. Cell C11 contains the formula you want to copy. Observe the fill
handle located in the lower-right corner. Place your mouse over the fill handle, until
the arrow becomes a black cross. Drag the fill handle across the cells D11 and E11
and then release the mouse button.
You can also select more than one cell and then use the AutoFill command to copy.
Select the range C12:C13 and then drag the fill handle across the range D12:D13.
Your company workbook should look as follows:

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Copying Cells
You have now learned how to copy in Excel. You may use any method above to
finish the company workbook.
Select cell B16 and enter the formula =B8-B13 (Gross Income is equal to Total
Revenue minus Total Expenses)
Select cell B17 and enter the formula =B16*.33 (The approx. tax is 33%.)
Select cell B18 and enter the formula =B16-B17. (Net Income is Gross Income
minus the Tax)
Copy the formulas in the range B16:B18 to the range C16:C18 using any method
you learned above.
Your company workbook should look as follows:

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Copying Cells Using AutoFill

You have almost completed your company workbook. There is one more column to
enter.
Select cell F4 and enter and center the text: Year.
Select cell F6 and enter the formula = SUM(B6:E6).
Copy the formula in cell F6 into the following ranges: F7:F8, F11:F13, and F16:F18.
Your completed company workbook should look as follows:

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What If? Analysis

Your company workbook is complete. You can now use the power of Excels
automatic recalculation feature. You can now use What If? Analysis.
What if? Analysis involves these steps:
1.

First, you ask a What If? Question about your workbook. For example,
What if the total revenue in the first quarter was $5,000?

2.

Second, you alter the appropriate cell or cells in your workbook. In this
case it would be cell B8.

3.

Third, you observe you the different values in the workbook change.

Experiment with a What If? Analysis and enter 5000 into cell B8. Observe that the
Income entries are now negative. Undo the entering of 5000 or enter 101000 in cell
B8.
Now that you are done with your company workbook, you can learn one more of
Excels advanced features: Linking.

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Linking Documents in Excel

Excel can dynamically link a workbook to source data in another workbook so that
any changes you make in one workbook are immediately reflected in the other
workbook.
The following terms apply to link documents:
External Reference A reference to another Excel workbook cell, cell range,
or defined name. A formula containing an external reference is called an
external reference formula.
Dependent Workbook A workbook that contains a link to another
workbook. In other words, a workbook that relies on information in another
workbook.
Source Workbook A workbook that is the source of the information referred
to in an external reference; source workbooks are referred to by dependent
workbooks.

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Creating Links Between Workbooks

You will need two workbooks to create a link. The company workbook will serve as
your first and as the Source Workbook. The second workbook will be created and
serve as the Dependent Workbook.
Start by creating the Dependent Workbook.
Choose New from the File menu to start a new workbook.
Create the following workbook and name it budget:

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Creating Links Between Workbooks (contd)

Select Cell C6 and enter the formula

=C4+C5

Select Cell C11 and enter the formula

=C9+C10

Select Cell C13 and enter the formula

=C6-C11

Your budget workbook should look as follows:

It is now time to create a link between the
workbooks; company and budget.

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Creating Links Between Workbooks (contd)

Have both workbooks open.
In the Source Workbook: company select cell F18. This is the cell you want to refer.
You want to insert this value into your budget workbook.
Click the Copy button or choose Copy from the Edit menu.
A moving border should appear around cell F18.
Switch to the budget workbook. This is the workbook you want to paste the linked
data.
Select cell C4. This is the cell you want the linked data to appear.
Choose Paste Special from the Edit menu. The following Paste Special dialog
box should appear:

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Creating Links Between Workbooks (contd)

Choose All in the Paste box and None in the Operation box.
Choose the Paste Link button to paste the link into cell C4.
Your budget workbook should look as follows:
Excel created an external reference formula that
links the workbooks. This formula appears in the
formula bar.
You have successfully linked two documents.
You can now play around with What If? Analysis
and see how changes in the Book Companys
income will effect your personal budget.
Save your changes and now its time to move on
to creating Charts.

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Creating Charts
One of Excels major features is its ability to produce charts that illustrate the
numbers on the worksheets you produce. In the last part of the tutorial, you will learn
the creation, formatting, and printing of charts.
Before you can draw a chart using Excel, the numbers that compose the chart
must be in a workbook. There are five general steps in defining a chart.
Steps in Creating a Chart:
1.

Enter the numbers into a workbook.

2.

Select the data to be charted.

3.

Choose Chart from the Insert menu.

4.

Choose either Chart Type from the Format menu or click on the
ChartWizard button.

5.

Define parameters such as titles, scaling color, patterns, and legend.

These five steps should be performed in this order. Note that since the chart is
linked to the workbook data, any subsequent changes made to the workbook are
automatically reflected in the chart.

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Creating a Pie Chart

Pie charts are used to show relative proportions of the whole, for one data series
only. Data series are a group of related data points. A data point is a piece of
information that consists of a category and value.
For example, if you were collecting data on how couples first meet, then the number
of couples who met through friends would be a data point. In this case the category
is through friends and the value is the number of couples who met that way.
When you create a chart with Excel, the categories are plotted along the horizontal
or X-axis, while the values are plotted along the vertical or Y-axis.
Data series originate from single worksheet rows or columns. Each data series in a
chart is distinguished by a unique color or pattern. You can plot one or more data
series in a chart except for pie charts.
An example of a data series is the population of the United States over ten years.
Each data point would be made up of a year (the category) and the population in the
year (data).

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Creating a Pie Chart (contd)

The first step in creating any chart is to enter the data on a workbook.
1.

Open the Excel program.

2.

Make sure your toolbars and formula bar is displayed.

3.

Open a new workbook.

4.

Save your workbook and name it expenses.

5.

Enter the following into your expenses workbook.

You will be using the ChartWizard to create your

pie chart.

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Using the Chart Wizard

The Chart Wizard is a series of dialog boxes that guides you through the steps
required to create a new chart or modify settings for an existing chart.
When creating a chart with the Chart Wizard, you can specify the worksheet range,
select a chart type and format, and specify how you want your data to be plotted.
You can also add a legend, a chart title, and a title to each axis.
There are two commands and two buttons to start the Chart Wizard. The command
you choose or the command you click will create either an embedded chart or a
chart sheet.
An embedded chart is a chart object that has been placed on a worksheet and that is
saved on that worksheet when the workbook is saved. When it is selected you can
move and size it. When it is activated, you can select items and add data, and
format, move, and size items, etc.
The next pages you will create charts from the data you just entered.

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Chart Wizard (contd)

Select the data you just entered on your expenses workbook. Choose Chart from
the Insert menu or you can click
the Toolbar.
Observe the first Chart Wizard dialog box that appears.

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Chart Wizard (contd)

You want to select a regular pie chart not a 3-D pie chart. If you Press and Hold on
the Chart sub-type, you can view a sample of the way the chart will appear.
You will want to select Pie within Chart sub-type
and click on the Next button.
The following dialog box should appear.

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Chart Wizard (contd)

First, read the dialog box to make sure your Data range is correct then click Next

The following dialog box should appear.

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Chart Wizard (contd)

Select the Titles tab and enter Weekly
Expenses as the chart title.
The following dialog box should appear.

Select the Legend tab and make the

following adjustments.

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Chart Wizard (contd)

Select the Data Labels tab and select
the following options:

Once you have selected the options

shown to the right click the Finish
button.

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Chart Wizard (contd)

You expenses workbook should look as follows:

Save your changes.

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Chart Wizard (contd)

Once you complete the Chart Wizard, Excel displays the new chart sheet, the Chart
toolbar (
), and the chart menu bar.
Note: If this the chart toolbar is not displayed, simply choose Toolbars from the
View menu and check off the chart box. The chart menu is similar to the worksheet
menu bar, except the Insert and Format menus have some different commands.
Now that you have created the first part of the chart, it is time to learn how to format
it.

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Formatting Charts
Before you start to edit your chart, you will want to know how to activate the chart
and select items in the chart using a mouse.

Activating a Chart Sheet

When you activate a chart, the chart menu commands become available and the
Chart toolbar is displayed.
To activate the chart sheet, select the chart tab you want. Once the chart is active,
you can use the mouse to select chart items one at a time. To confirm what you
have selected, refer to the name box on the formula bar.
Note: Many items in a chart are grouped together. For some grouped items, such
as data series, you click once to select the entire group, and then click the
individual item you want to select within the group. The following list on the next
page on how to select items in a chart using a mouse.

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Selecting Items In a Chart Using a Mouse

Before you start to edit your chart, you will want to know how to activate the chart
and select items in the chart using a mouse.
To select one of the following items in an Excel chart:
Data Series Click any data marker belonging to a data series.
Pie Slice Select the pie ring, and then click the slice.
Data Labels Click any data label associated with a data series.
Single Data Label Select the data labels, and then click an individual label.
Legend Click anywhere in the legend, or click its border.
Single Legend Entry Select the legend, and then click the legend entry.
Title Click the chart title, axis title, or text box.
Axis Click the axis or a tick-mark label to format or modify the axis.

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How to Change the Colors of Pie Slices

Your pie chart should look similar to the following:

1.

Click on the Pie Chart

2.

Select the 29% pie slice

3.

Select Format Data Point on the Chart toolbar.

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Formatting Charts (contd)

The following Format Data Point dialog box should appear:

Select the Patterns tab and choose a different color and pattern for the slice.
Select the Chart title and choose a different color from the Font Color button (

Observe the Chart Wizard (

) that should be
displayed on your screen. There is a Legend button located on the toolbar. If you
want to add or delete a legend to a chart just press that button.

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Formatting Charts within Page Set-up

Now that you have completed your Weekly Expenses pie chart, lets print it out.
Before doing so, you can Preview it. Complete the following steps:
1.

Save all your changes.

2.

Choose Print Preview from the File menu.

3.

Make sure that the text: Page and Chart 1 is not displayed, if this text
appears the layout of the page must be set.

4.

Choose Page SetUp from the File menu.

5.

Within the Page Setup dialog box, select the Header/Footer tab. See
below for example.
Within the Header/Footer box, select none
from the Header and Footer pull-down menus.

This will clear any text at the top and bottom of

your charts.

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Formatting Charts within Page Set-up (contd)

Within the Page Setup dialog box, select the Chart tab and select the following
settings:
Click on the OK button.
Click on the Print button.

You are now ready to create a column chart.

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Creating Column Charts

Column charts use bars of varying lengths to indicate amount. The bars are of
different colors or patterns to indicate the different type of data, and they run
vertically across the chart.
Open your expenses workbook.
Click on the Sheet 2 tab at the bottom of the expenses workbook to enter the data
for your column chart.
Create a workbook that looks as follows:

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Creating Column Charts (contd)

Select the data to be charted.
Choose Chart from the Insert menu.
The following should appear on your screen:
Choose the chart type: Column and click on the Next
button.
Choose the following format type:

and click on the Next button

The following should appear on your screen:

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Creating Column Charts (contd)

If the range is correct, click on the Next button.
Insert the following on the Titles tab and click on the Next
button.

Select the following options and click the Finish

button.

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Creating Column Charts (contd)

Your column chart should look as follows:

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Formatting Charts
You will now learn how to format the column chart.
Select the business (data series) columns and make them red.
Select the general (data series) columns and make them green.
You column chart should look similar to the following:

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Formatting Charts (contd)

Select a grid line an choose Selected Gridlines from the Format menu.
The following Format Gridlines dialog should appear:
From here you can choose a different style for the line and
click OK button when finished.

On the next page, you will learn how to format the

alignment of the text that make up the months you are
forecasting.

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Formatting Charts (contd)

Select the X-axis
Choose Selected Axis from the Format menu.
Within the Format Axis dialog box, click on the Alignment tab. Select the
following option and click OK.

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Formatting Charts (contd)

You column chart should look similar to the following:

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Formatting Charts (contd)

You column chart should look similar to the following:

Congratulations! You have just finished this Excel Tutorial.

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