Excel:

Simple and Effective Strategies to Learn

and Execute Excel Programming
Table of Contents
Introduction
Chapter One: Inputting Data into Excel
Chapter Two: Excel Cell References
Chapter Three: Dates and Times in Excel
Chapter Four: Excel Conversions
Chapter Five: View Options for Excel
Chapter Six: Formatting Your Excel Spreadsheet
Chapter Seven: Subtotals in Excel
Chapter Eight: Excel Hyperlinks
Conclusion
 Copyright 2018 by __Daniel Jones____________________ - All rights reserved.

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Introduction
Congratulations on downloading this book and thank you for doing so.

The following chapters will discuss how you can use Excel, to make your
experience more efficient. Excel offers a wide variety tools to help you
complete almost any task that you would need to complete. The strategies
in this book are simple to make Excel easier for you.

Excel makes putting and computing data much easier. With all the tools
Excel has to offer, your data will look professional. The more you know
about Excel, the happier you will be with the results because you will not be
struggling to make your data understandable to others. Excel will make
your data organize, neat, and presentable.

There are plenty of books on this subject on the market, thanks again for
choosing this one! Every effort was made to ensure it is full of as much
useful information as possible; please enjoy!
Chapter One: Inputting Data in Excel
Inputting data is one of the most fundamental tasks you will complete in
Excel, but there are multiple ways you can input data into your spreadsheet.
There are a few shortcuts that you will see that will make it, so you are
saving time and getting your work done quickly so you can go back and
check it.

Cell edit mode

One of the most common ways to put data into Excel is to choose a cell and
type your data in it directly. By doing this, the cell will automatically be put
into edit mode. So, when you press enter or choose a different cell, the
content that you entered will remain, and the cell will still be in edit mode.

Later, if you decide to go back to the cell you started at and start typing, you
will be changing the content of the cell. So, if you want to add or edit what
you have entered without deleting the cell’s content, you should go back to
the cell and place it in edit mode before the new data is entered.

Your spreadsheet can be put into edit mode two ways:

1. Choosing the cell that needs to be edited and:

a. Press F2
b. Locate the bar at the top of your spreadsheet and select it
2. Double tap on the value that needs to be edited

After a cell is in edit mode, then a cursor will appear, and when you are
placing your data into the cell, you will see it next to the existing content.
You will have the option to move your cursor over the contents of the cell
while it is in edit mode.

Entering a single value

The same value can be entered in several cells at once. To do this, you will:
 1. Highlight all the cells that need to be populated
2. Enter the value into an active cell
3. Press control and enter

By doing this, you will have your text typed into all the cells in the range
that you selected.

Inputting a series of values

Should you need to enter a series of values, then you can use the autofill
function which you will see later in this chapter.

Importing data

Data from a different file format can be imported into Excel, so you do not
have to manually enter all the values and risk messing up somewhere. First,
you will choose the data tab, and then you will select the 'from text' option.'
This option can be found in the external data group. After that, you will use
the browser to find the text file.

Excel will lead you through a series of steps so you can specify the data in
the text file and how it needs to be formatted into an Excel spreadsheet.

Entering a new line

A new line can be inserted by using a line break while you type in a cell.
The easiest way to do this is:

1. Place the cursor in the cell where the new line should be entered
2. Press Alt and enter

Using a formula to insert a new line

Formulas can also be used to insert a new line into your cell. The line break
character will be represented by the number ten. So, a new line will be
entered a cell by using the function
CHAR (10)

Formatting cells to show a new line

New lines can be displayed in Excel by using the wrap text option. You will
see the wrap text option in the alignment group on the Excel ribbon. By
using the wrap text option, you will also be controlling the formatting of the
cell. Keep in mind, older versions of Excel may not have the shortcut
buttons, and you will need to follow the steps below.

1. Choose the cells that you want to wrap text in

2. Open the format cells options manager the easiest way to accomplish
this is to press control and one.
3. Choose the alignment tab in the dialog box.
4. Check the wrap text box and choose okay.

Autofill

Autofill can be used to populate cells with a repeat value or a series of

values. Using autofill is simple! There are only four steps that you will need
to follow.

1. Input your value in the starting cell.

2. Use your mouse to drag the fill handle across the range of cells that
need to be filled.
3. While you select the range, Excel will fill the cells with the value in
the first cell or by completing the sequence.
4. Click the autofill option. You will see at the end of the selected range.
Once you have clicked on it, you will be presented with a few
options.
a. Fill without formatting – the range of values will not copy the
formatting from your starting cell.
b. Copy cells – the first cell will be copied across the selected
range.
c. Fill formatting only – the selected range will be formatted, but
the values will not be.
 d. Fill series – the selected range will be filled with a series of
values.

Choose the option that fits your project’s requirements.

Autofill with more than one starting cell value

Excel can recognize a series that is not started by one; to get Excel to
recognize it, you will need to enter two values into the first and second cell.
Choose both cells and drag the fill handle through the range that needs to be
filled. Excel will teach itself to recognize the pattern and will continue it
through the selected cells.

But, if you want Excel to fill the cells with repeated alternating values, you
should start the pattern off in the first two cells and then select your range
once again. Finally, you will choose the auto fill options box and click on
the copy cells option. The sequence will be repeated across your selected
range.

Autofill times and dates

Dates and times will be stored in Excel as numbers, but they can also be
used with the autofill function. Excel’s default setting is if you enter a date
or time and then use the fill handle, then the dates will be completed in the
series by adding a day or an hour if you are using times. But, just like you
saw earlier, you will need to click on the options box so you can select the
autofill option that is best for you.

Time will have the same option that you saw above. But, dates will have a
different set of options.

1. Fill years – the pattern used for years will be copied

2. Fill days – the days will be filled with the pattern that is recognized
by Excel
3. Fill months – the months will be filled following their pattern.
4. Fill weekdays – the pattern that the days following will be followed,
but it will not include Saturday or Sunday.
Autofill text values

Autofill will usually fill a column with text values by repeating the value
found in the first cell. But, there are some text values that Excel will
automatically recognize as part of a series such as weekdays, months, rank,
and pages.

Autofill formulas and functions

You are not limited to text values with the autofill function. You can also
use it on formulas and functions. But, this type of autofill will not allow
your series fill option to work. Instead, Excel will need to follow the rules
of absolute and relative cell references. For example, if a row or column
reference has a dollar sign in front of it, then Excel will keep the reference
the same even when the formula is placed in a different cell. If it does not
have the dollar sign, then the row or column reference will be modified as
the formula is copied to other cells.

Horizontal and vertical autofill

Autofill will also work horizontally. You will follow the same steps that you
followed to autofill the column. Take the fill handle and drag it to select
your range that needs to be auto-filled.

Auto filling multiple rows or columns at the same time

Excel’s autofill can handle data in more than one row or column. If you fill
in the first two cells, then you can highlight your range and autofill will
complete the columns with the appropriate series.

Double-clicking

To quickly use the autofill option, you can double-click on the fill handle
for the highlighted range. Should the cells below or adjacent to the
highlighted cell have data in them, then double click on the fill handle, and
the autofill will fill to the current column until it reaches the end of the data
range.

Excel functions

The most obvious way to insert an operation is to type the operation into the
Excel cell. But, if you are new to Excel, or you are entering a complex
equation, then you may discover that it is quicker to use the function
arguments manager.

The function arguments dialog box

The function arguments box will automatically pop up when you choose an
Excel function by using one of the methods below.

1. Select the insert function button that is located on the left side of the
formula bar. You will choose a function name from the dialog box
that appears on your screen.
2. Choose a function from the function library group which can be
found under the formula tab.

When you choose a function with one of the methods just mentioned, then
Excel will instantly display the dialog box to provide you with the help you
need to input your selected function. The dialog box will tell you what the
function does and what arguments you need so the function can work
properly.

When the cursor is moved to the other fields in the dialog box, the text in
the middle of the box will describe the information that needs to be entered
the argument you have selected. If part of your argument needs to refer to a
range in your spreadsheet, then you can do this by using the mouse to
choose the required range. Any cell that you choose with the mouse will
automatically be placed in the argument field.

Typing functions into a cell

Some users have found that it is easier if you insert a function by typing it
into the cell or the formula bar. When you do this, Excel will provide you
with useful prompts to help you with the process.

The mouse can also be used to select ranges that you would like to form a
part of the function or formula. To do this, make sure your cursor is in the
position where the cell reference or range of cells is required. From there,
you will use the mouse to choose the range that is required. Excel will
instantly insert a reference to the selected range in your function.

Excel’s find function

Excel offers you the tools that are needed to find a specific value in your
Excel spreadsheet.

1. Locate the find and select button and click on it. You can usually find
this option under the edit group on your home tab. You will then need
to click on the find option. You can also use Control + F.
2. A find and replace dialog box will appear on your screen with the
find tab selected.
3. In your dialog box, you will
a. Enter the text or numeric value that needs to be found.
b. Select the find next button.

By doing this, you will be taken to the next occurrence of your value in the
worksheet that you are working in.

Find all

Should you want to find all the occurrences for a value, then you will select
the find all button in the dialog box. This will provide you with a list of all
the occurrences for your search.

Find and replace

Sometimes you will discover you need to change all the occurrences for a
specific value in your spreadsheet. This can be done by using the find and
replace function in Excel.

1. Go to the find and select button.it will be in the same place that your
find button was located. You may also use control +H.
2. You will now see the find box except the replace tab will be selected
this time.
3. Inside this dialog box:
a. Enter the text that needs to be found in the find what field.
b. Enter what the text needs to be replaced within the replace with
field.

Note: if you do not have something to replace it with you can leave the field
blank, and it will delete all the instances
c. Select the find next button
d. If you want to replace everything in a single, click you will
choose the replace all button and everything containing what is
in the find field will be replaced.

Finding within a specified range of cells

Excel can use the find command to search inside a specific range of cells.
You will need to choose the range that you want to search before you can
perform the find command. For example, you want to search a range
between B2 and B5. The search you conduct will only look in that range
instead of looking at the entire spreadsheet.

Advanced options

The find command can be refined by using the advanced options. You will
click on the options button to get to the advanced options. Keep in mind
that most of these options are available in the replace box as well. Below
you will see all the advanced options you can choose from.

1. Within – the within option will allow you to decide if the find
command needs to search in the worksheet that is active or
throughout the entire workbook.
 2. Search – the search option will allow you to decide what order Excel
will search through your worksheet.
a. If you set this option by rows, then Excel will search across
every row before it starts searching the next row.
b. The same thing will happen if you decide to search by column.
3. Look in – the look in option will allow you to decide what needs to
be searched.
a. Comments – only the comments will be searched, all other cell
content will be ignored.
b. Formulas – if there is a formula in the cell, then the text that
makes up the formula will be searched instead of the result for
the formula being searched.
c. Values- should a cell contain a formula, then the result for the
formula will be searched instead of the actual formula being
searched.
4. Match case – the match case will allow you to request the find
command be safe-sensitive.
a. If the match case is checked, then Excel will be case-sensitive
in the find dialog box.
b. Should the match case option not be checked, then the search
will not be case-sensitive.
5. Match entire cell content – the match entire cell content will allow
you to request that your find command matches any part of the cell’s
contents or should only match what the find text is equal to
a. If this option is checked then the Excel program will find cells
for which the entire contents of the cell match the find text.
b. If it is not checked, then the program will operate at the default
settings.
Spell check

1. Choose the region that needs to be spell checked.

a. If you decide to check a single cell, the whole worksheet will
be checked.
b. If you select multiple cells in your spreadsheet, just the selected
range will be checked.
c. Multiple worksheets can be spell checked if you select them.
 2. Choose the spelling option – the spelling option will perform the
spell check. You can find the spelling button in the proofing group
under review.
3. Using the dialog box to correct or ignore errors. – if you do not have
any spelling errors in your workbook, then a message will pop-up on
your screen telling you that the spell check is complete!

Any errors that are found, you will be presented with another dialog box
that shows you your errors and gives you suggestions on how to fix the
error. Excel will provide you with a few different options to choose from so
you can move on to the next error.
a. Ignore – the error will not be corrected.
i. Ignore once will only ignore the highlighted occurrence
once.
ii. Ignore all will ignore all the occurrences of the word.
iii. Add to the dictionary will add the word to the dictionary,
so it is not marked as incorrect again.
b. When you replace the highlighted word with one of the
suggestions, you can go down the list and choose which one is
correct before selecting one of these options.
i. The change button will only replace your current
occurrence that you have highlighted.
ii. Change all will change every occurrence of the word.
iii. Autocorrect will replace the current occurrence, but it will
also be added to the list that will be autocorrected when
the word is misspelled in the future.

After you have chosen the appropriate action for the highlighted
occurrence, spell check will move on to the next occurrence until every
occurrence has been fixed.
Chapter Two: Excel Cell References
Relative and absolute references

Any Excel references that are mentioned in your formula will change when
you copy and paste it into a different cell. You must understand why this
change occurs before you can use cell references.

There are two different types of cell references. Each of these references
will behave differently when they are moved to a different cell. The two
types of references are:

1. Relative references – Excel’s default setting for cell references will

be relative references. This means that simple cell references used
inside of an Excel cell will be adjusted when it is moved to another
cell.

For example, if the contents of cell A1 references cell D1, then the
sequence will be completed down the column

a. When you copy the same formula to the next column, it will be
adjusted to E1. Each time you copy the formula, it will be adjusted to
follow the sequence.
b. Every row will follow the same sequence when you copy the formula
into a new row.

2. Absolute references – you will find that Excel’s cell references can
remain constant when it is copied to another cell. To do this, you will
have to use the dollar sign before a column or a row reference, so the
reference is an absolute reference.

Mixing relative and absolute references

You can mix absolute, and relative references can be mixed. Take, for
instance; you want to reference =$B4 you will use absolute referencing for
the column and relative referencing for the row. Your outcome will be that
letter will be the same, and the number will change to finish the sequence.

You do not have to stick to a single letter on your spreadsheet either. You
can switch it, so your function is =B$4. Now, when you put it in your
spreadsheet, the letter will change but the number will remain the same.

Referencing ranges

Absolute and relative referencing rules can also be applied to ranges. Your
formula will look something like this.

$B2: $D2 or B$2: D$2

Reference styles

There are two different styles that you can use when you are referencing
cells and ranges.

1. A1 Style references –

The A1 style will be the most common form of referencing that you use in
Excel. This style will be made up of a letter and a number to represent the
column reference and the row number.

2. R1C1 style references –

This style will be made up of the letter R being followed by a row number
and then the letter C followed by the column number.

R1C1 referencing will also allow you to reference a cell that is many rows
or columns that are relative to the cell you are currently working with. This
will be specified by using the square brackets around your number. Should
the row or column number be omitted, then Excel will use the current row
or column number that you are currently working on.

Example: R [3] c [3]

It is vital that you inform Excel to the style of referencing you are using.
You can do this by checking or unchecking the option for R1C1 referencing
style. Depending on the version of Excel you are using will depend on how
you can change the style referencing

a. Excel 2010 and higher – go to the file menu and choose options then
you can find the style referencing under formulas.
b. Excel 2007 – on the main menu, you will go to Excel options and
then click on formulas.
c. Excel 2003 – in the tools menu you will see the options menu, and
under options, you will go to general, and from there you will be able
to change the style reference.

Named Ranges

A name for your range will be created when you allocate a specific name to
your range of cells. After you have tagged it, your highlighted range will be
able to be inserted in all your formulas, so you do not need to rely on cell
references.

Three advantages to using the named range option are:

1. If you are using a meaningful name, it will be easier to remember

than the address of a specific cell.
2. Using named ranges will make your formulas easier to comprehend
which means you will be less likely to introduce an error.
3. Named ranges will use absolute referencing by default. So, a named
range inside of a formula will remain constant no matter where the
formula is placed on the spreadsheet.

Creating a named range

1. Creating a named range by using the define name command.

In the spreadsheet that you are working with, you will need to set up a
named range cell that will reference the numbers from the market. To name
the range, you will follow these steps.

a. Highlight the range that needs to be named.

b. Click on the option ‘define name’ toolbar found at the top of
your workbook. You will find this button in the defined names
group on the formula tab.
c. A dialog box will appear, and you can enter the name of the
range.
i. The name cannot be more than 255 characters long
ii. Strings that have the same cell reference or single letters
cannot be used as a name.
iii. A name must begin with a symbol or a letter
iv. The remainder of the name can contain alphanumeric and
symbols
2. Use the ‘create from selection’ command to set up a named range.

The ‘create from selection’ command allows a named range to be created

from a selected range of cells that contains headers and labels.

a. Choose the range that you want the name to be applied to. This
needs to include the column header.
b. Go to the formula tab and choose the button that says, ‘create
from selection.’
c. A box will appear that asks you where you want the selection
to be created from.
3. Using the name box to create a named range.

A named range can be created through the name box that is located at the
top of the excel program.

a. Highlight the range of cells that need to be named.

b. Enter the required name and press enter.

Note: the name must follow the same set of requirements mentioned above.
If a range already has the name that is entered, then the range that already
exists will automatically be chosen. If there is not an existing range, then a
new one will be created.
Working with named ranges in Excel

1. Name box –

Once the named range has been created, it is recommended that you double
check to ensure that it was created. You can do this by looking at the drop-
down menu in your name box. The name box option can be found at the top
of your worksheet, to the left of the formula bar.

The drop-down menu will show you all the named ranges that have been
defined.

2. Using a named range in a formula –

Named ranges can be used with your formulas, so you do not have to mess
with cell references. So, instead of placing the cell reference in your
formula, you will enter the named range, and the same functions will be
carried out.

Editing a named range

Sometimes you enter the name wrong, and you need to edit the name of
your range. You can do this by selecting the name manager tab in your
defined names group. From there you will see a name manager dialog box.
This dialog box will display all the defined ranges. Choose the range name
that needs to be modified; you can edit the name by:

a. Change the range with the refers field, this is the field at the bottom
of the dialog box. Once you are done, you can click the close button.
b. You can also select the edit button and edit the name of the range. By
opening the edit dialog box, there are options in this dialog box that
will allow you to edit various features you may use such as the range.

Deleting a named range in Excel

If your named range needs to be deleted, click on the name manager like
you would if you had to edit it, and then select delete from the dialog box.
You will be asked to confirm the deletion before it is deleted.
Chapter Three: Dates and Times in Excel
Before you can work with dates and times in Excel, it is useful to
understand how dates and times will be stored in Excel.

1. Dates will be stored as a positive integer.

Example:

1 = June 3, 1938

2 = June 4, 1938

123456 = June 2, 2020

So, when you enter 1 into your spreadsheet, your date will be displayed in
mm/dd/yyyy format (depending on the cell formatting).

2. Times are stored as decimals between zero and one.

Example:

0 = 00:00 hrs

0.5 = 12:00 (noon)

0.6 = 1:00

Therefore, when you place the decimal value in for your time, it will be
displayed as the time that is associated to that decimal as you saw above
(depending on the cell formatting).

3. Dates and times will be stored as a decimal that consists of an

integer (representing the date) and a fraction between zero and one
(representing the time).
Example:

1.5 – 12:00 hrs on June 3,1938

2.25 – 07:00hrs on June 4, 1938

43567.5 – 00:00 hrs on June 2, 2020

When you enter the decimal into Excel, you will see the values change to
show you the appropriate date and time (depending on the cell formatting).

Adding and subtracting dates and times

Since Excel will store dates and times as numbers, they can be added,
subtracted, and compared to another date or time.

Example 1: calculating how many days are between two dates

The first cell of column B contains the formula =C3 – C1 to calculate the
number of days between 08/01/2017 and 08/31/2017. The outcome is 30
days.

Example 2: calculating the difference between times.

Using the same scenario as above, we will change the dates to times so you
can learn how to subtract time. In cell c3 you have 16:45, and in C1 you
have 14:25. The difference between the times is 2:20.

Note: the time needs to be displayed in hh:mm

Because you can store dates and time together, you can use that format to
subtract time as well. Make sure you have your time formatted hh: mm.

If you plan on adding time to a date and time, then it should be formatted
mm/dd/yyyy hh:mm
A common problem

Some of the results that you get from the formulas that you use above may
not require special formatting after they have been entered the spreadsheet.
This may make you think that the formula has not worked, but that is not
always the case.

The cells can be formatted to correct the result by going to general >date,
time or date and time format depending on the formatting that is required.

The simplest way to change how your worksheet is formatted is to select

the cells that need to be formatted and then choose the required formatting
type. The formatting can usually be found in the number group on the top
ribbon.

If you do not see the formatting style you need, then choose the option that
says ‘more number formats’ from the drop-down. This will open a dialog
box where several other formats have been pre-programmed, or you can
create your own format.
Chapter Four: Excel Conversions
Converting text to numbers

There will be times when your spreadsheet contains text for a numeric
value, but you need the numeric value, so you can complete your
calculations.

Converting text to numbers with error checking

Excel has an error checking option that can be set up to alert you when a
cell contains text representations of numbers. The alert will be indicated by
a small triangle that is found in the upper left corner of the cell. You will
also see an error indicator that will convert the text into numerical values.

To use the error check, you will:

1. Select the cell that holds the value you wish to convert
a. A warning symbol will appear on your screen beside the cell.
When you hover over the symbol, a warning message will be
displayed. This message will inform you that your number has
been stored as text.
2. When you click on the warning symbol, an error checking menu will
appear.
a. Click on the convert to number option to convert the values in
the select cells.

Error checking option

For the error checking method to work correctly, you will need to make
sure that the error checking option is turned on for numbers stored as text.
To change this option, follow the five steps listed below.

1. Click on file and choose the options button.

2. In the options window, you will click on formulas.
3. Locate the error checking section and enable ‘background error
checking.’
4. In the rules section, check the box entitled ‘numbers formatted as text or
preceded by an apostrophe.’
5. Click okay so the changes are applied to your spreadsheet.

Convert text to number with text to columns

The text to columns command will convert the data in your worksheet. But,
you can only use this method on one column at a time.

Here are the steps you will follow to convert text to numbers.

1. Click on the range of cells that you would like to convert (you cannot
click on one more than one column).
2. On the data tab, click on the text to column option
a. A new window will appear on your screen providing you with
more options for when your data is converted.
i. The delimited option should be checked before you click
on the next button.
ii. None of the delimiter options need to be checked.
iii. On the last screen, you should see a selection of column
data formats. You will want to select general before you
click the finish button.

Converting text to number with Excel paste special

You also have the option to use the Excel paste special command when it
comes to converting text to numbers in a range of cells. When you use this
method, a zero will be added to each column in your selected range. By
doing this, Excel will be able to convert any text representation of numbers
into numeric values. However, it will leave the cells alone that do not
contain numeric text.

1. Enter zero into any spare cell on your spreadsheet

2. Highlight this cell and copy the contents of the cell.
3. Select the cells that need to be converted to numbers.
 4. On the home tab, select paste and then choose to paste special.
a. On your keyboard, you can use the shortcut Control + Alt + V
5. In the dialog box, choose the option that says, ‘add operation’ and
click okay.

Convert text to number with the value function

The value function will convert a text value into a number by extracting
numeric values from complicated text strings.

Example 1: the first column in your spreadsheet contains a text

representation of numbers. The value function will be used in the second
column so the text values can be converted.

A1: one hundred and eleven

B1 =VALUE (A1) – 111

Example 2: you can use the value function with the left function to extract
numeric values from a string of text.

A1: 28 days this month

B1: =VALUE (LEFT (A1, 2)) – 28

Convert number to text

Converting a number to text with an apostrophe

One of the quickest ways to convert a number into text is to place an

apostrophe in front of the number. You will not see the apostrophe in the
cell, but Excel will be informed to treat the contents of the cell as text. You
will also find this useful when you must force Excel to display zeros on
numbers such as a phone number.

Converting number to text with text to columns

If an entire column needs to be converted, you can use the text to columns
command. But, this method will not be helpful when you must convert
several columns because it will only convert one column at a time.

1. Highlight the range of cells that need to be converted.

2. Go to the data tab and select text to columns
a. The text to columns wizard will open. In the wizard you should:
i. Click the delimited option before clicking next
ii. Ensure that none of the delimiters are selected before
choosing next again.
iii. Select that you want your column data to be formatted in
text before clicking the finish button.

Convert number to text with Excel concatenate

The concatenation operator (&) will join the text and numbers together, so
they are placed in a single text string. So, if you concatenate a text string
and number that are empty, you will get a return of a text string that
contains just the number.

The formula that you will use for Excel concatenation is: =” & (column
letter and line number).

Converting a number to text with Excel functions

There are three functions that were designed by Excel so you can convert
your numbers into a text value.

1. Text function
2. Dollar function
3. Fixed function

Text function

The text function will convert any number in your spreadsheet to text by
using a user-specified format.
Syntax

TEXT (value, format text)

1. Value: the number that needs to be converted.

2. Format text: the text string that will define the formatting that needs
to be applied to the value.

Dollar function

The dollar function will round a specified number of decimal places while
converting the rounded number to text, all while using the currency format.

Syntax

DOLLAR (number, [decimals])

1. Number: the number that needs to be converted

2. [decimals]: an optional argument that informs Excel how many
decimal points should be shown after the decimal point. If you do not
place anything in this position, Excel will automatically use the
default value (2).

Note: the currency format that is used in the dollar function will only
happen if the setting is enabled on your computer.

Fixed function

The fixed function will round the number to a specified number of decimal
places while converting the rounded number to text.

Syntax

FIXED (number, [decimals], [no commas])

1. Number: the number that needs to be converted

 2. [decimals]: an optional argument that specifies how many decimal
places need to be shown.
3. [no commas]: another optional argument that will specify if the
returned text needs to separate groups of digits. If your argument is
valid, then there will not be any commas. If your argument is false or
omitted, then the commas will be included.

Converting text to dates

When your spreadsheets contain text representations of a date, Excel will
note that there is an error when you attempt to use these dates in any
calculations.

Using Excel error checking

The error checking option will set up an alert to let you know when any cell
contains a text representation of a date. You will see a small colored triangle
at the top of the cell if there is something wrong with it.

When your cell displays an error indicator, you will use the error checking
method to; convert the text into a numeric date.

1. Select the cell(s) that contain the value you want to convert.
a. A warning symbol will appear next to the cell. If you hover
over the warning symbol, then a warning message will appear
telling you that your date is in text format.
2. Click on the warning label, so the error checking menu appears.
a. Selecting one of the options, so your data is converted.

Error checking option

The error checking option will have to be enabled before it can adequately
display the date. To make sure that the cells contain two digits, you will
follow the steps below.

1. Go to file and click on options.

2. Once in Excel options, choose the formula option
3. Click on the box that says ‘enable-background error checking.’
 4. Under rules, you will need to ensure that the option entitled ‘cells
containing years represented in 2 digits’ is checked.

Convert text to date with text to columns

The text to columns option will convert your text into dates. The most
prominent advantage to using this method is that Excel can recognize
several date formats. But, the text to columns method can only be used on
one column at a time.

1. Highlight the range that needs to be converted.

2. On the data tab, click the button that says text to columns
3. When the text to columns wizard appears, you will need to:
a. Ensure that the delimited option is selected
b. Do not check any of the delimiters
c. Select the date option when asked what you want the data in the
column to be converted to.
d. In the drop-down menu, you will need to select the date format
that applies to your project.
e. Choose the finish option.

Converting text to date with the datevalue function

The datevalue function will convert the text representation for a date into a
serial number. Keep in mind the function will only be used when converting
a text string that needs to be formatted into a numerical date.

Syntax

=DATEVALUE (column letter and line number)

Example

A1: 01/03/2018

B1: =DATEVALUE(A1) – 42370

As you can see in the example above, the second column of the spreadsheet
contains a ‘general’ format type which is why the date serial number is
displayed as an integer. When you want to change the contents, so they are
in date format, you will highlight the cell that needs to be formatted and
click on the date formatting option. This can be found in the number group
on your home ribbon.

Converting Date to Text

Using an apostrophe

Once again, the quickest way to convert your date, so it is in another

format, you will use an apostrophe in front of the date. By doing this, your
date will be changed, so it is in text format.

Note: the apostrophe will not be shown in the cell, but it will inform Excel
to treat the contents of the cell as text.

Text to columns method

Using the text to column method will convert an entire column of data. It is
important to remember that you will only be converting a single column at a
time.

To use the text to columns method

1. Select the column that needs to be converted.

2. Go to the data tab and select the text to columns option.
a. Check the delimited option
b. Do not check any of the delimiters.
c. Select text on the last screen that is displayed
Excel text function

The Excel text function will take the numeric value that you supply and
convert it into a format that you specify (text).
Syntax

TEXT (value, format text)

1. Value: the numeric value Excel will convert

2. Format text: the string that will define the formatting that will be
applied to the value.
Chapter Five: View Options for Excel

Freezing Panes

Excel will allow you to freeze pans so you can scroll through your
workbook while the lines or columns you need to see are fixed in place.

Freezing the top row

The top row of your Excel spreadsheet you will Click on the option freeze
top row’ on the freeze panes drop down. Most of the time this option can be
found in the window group under the view tab.

Note: by using this command, you will be freezing the top row that is
currently visible in your workbook. If the top row that you currently see is
not the row you want to freeze, scroll until you get to the ‘top’ row you
want to be frozen.

Freezing the first column

The first column of your spreadsheet can be frozen by selecting the ‘freeze
first column’ option in the freeze panes drop-down menu.

Note: this command will freeze the first column visible in your spreadsheet.

Freezing specific rows or columns

More than one row or column can be frozen in your Excel spreadsheet. To
do this, you will continue to use the freeze panes option which can be found
under the freeze panes dropdown. When you use this option, the rows and
columns that you freeze will stay on your screen while you scroll through
the workbook.

Every row that is above the selected row and every column that is to the left
of the selected column will be frozen.
Unfreezing panes

After you have frozen columns or rows in your spreadsheet, you will want
to unfreeze them once you are done with the project. To do this, go back to
the drop-down menu under the freeze pane option. The top option says,
‘unfreeze panes.’ Clicking on this will reset your spreadsheet, so the view is
back to normal.

Zoom

The zoom command can change the scale of the spreadsheet electronically.
This will not change the underlying characteristics of the spreadsheet.
Therefore, the printout of your spreadsheet will stay the same.

Click on the view tab on your Excel ribbon, on this ribbon, the zoom option
will be in the zoom group. Selecting zoom will open a dialog box. In this
dialog box, you can select the magnification of your spreadsheet.

You may also zoom to a selection. When you select this option, you will be
adjusting the zoom scale, so it fits the cells you have selected in the current
view.

You will see a few shortcuts to these options on your Excel ribbon. By
using the shortcuts, you can change your spreadsheet, so it is back to its
original size with a single click.

Zoom to display name ranges

When you zoom out on your spreadsheet, so it is less than forty percent, the
name ranges will automatically be displayed. You will find this helpful
when you are trying to keep track of the name ranges that are in your
project.

Keyboard shortcuts
To quickly access the zoom dialog box, push these three buttons. You must
press these buttons at the same time, so it works correctly.

Alt+V Z

Using an Intellimouse

If you are working with a mouse that has a roller wheel, you can use the
zoom on roll with IntelliMouse option. By using this option, you will be
able to zoom in and out of the spreadsheet with the wheel on your mouse.

Depending on the version of Excel that you are using will depend on where
you can find your Intellimouse option.

2010 or higher

1. File
2. Options
3. Advanced
4. Zoom on roll with Intellimouse

2007

1. Office button
2. Options
3. Advanced
4. Zoom on roll with Intellimouse

2003

1. Tools
2. Options
3. General
4. Zoom on roll with Intellimouse

Show Formulas
Show all formulas

To show the formula you are using in all the cells of your spreadsheet, you
can use a keyboard shortcut. By pressing Ctrl +`. On most keyboards, the `
button can be located to the left of the 1 button. When you need to hide the
formula, press the same key combination.

Show formula in a single cell

A formula can be shown in a single cell by placing an apostrophe at the

beginning of the cell.

Example

`=VALUE ()

Hiding and Unhiding Columns

There will be times that you need to hide columns in your spreadsheet. Two
reasons you may need to hide the columns are:

1. To hide data, so it is easier to view or modify the remaining columns

2. To hide data for calculations
3. The data does not need to be displayed to the user.

In all three situations, you need to know how to unhide the columns when
you need to look at them later.

Hiding columns

1. Highlight the columns that need to be hidden.

a. You can highlight one or more columns by clicking the column
headers.
2. There are two ways that you can hide the columns that you selected.
a. Right-click with your mouse on the selected columns and pick
the hide option.
 b. Choose the format option and then select the option entitled
‘hide & unhide > hide columns.

Unhiding columns

1. Choose the column that needs to be unhidden. This can be down one
of two ways.
a. Drag the headers of the columns on either side of the columns
that are hidden.
b. Select the left corner of the worksheet, so the entire worksheet
is selected.
2. Unhide the columns
a. Select format, click on ‘hide & unhide > unhide columns’
b. Right-click and select unhide on your menu.

Hiding and Unhiding Rows

You may want to hide rows in your spreadsheet for the same reason that
you would want to hide a column. However, it is essential to know that if
you are hiding rows, you should use the autofiller method.

Hiding rows

1. Select the rows that need to be hidden.

2. Hide the rows by using one of the methods below.
a. Go to the format option and select hide & unhide > hide
rows
b. Right-click on the highlighted rows and select hide on the
menu.

Unhiding rows

1. Select the rows that need to be unhidden.

a. Drag the labels above and below the hidden rows
b. Select the left corner of the worksheet, so the entire worksheet
is selected
 c. Unhide the rows you selected by
i. Using the right button and selecting unhide.
ii. Click format and then choose to hide & unhide > unhide
rows.

Hiding Excel gridlines

The gridlines in your spreadsheet are only visible when you are looking at
the spreadsheet electronically, but when you print the spreadsheet, these
lines will not appear. But, you may want to hide the gridlines when you are
viewing the workbook on your computer. There are two different ways you
can accomplish this goal.
1. Using the de-selecting option

Seeing gridlines on your worksheet will be controlled by the gridlines

option. Excel’s default setting is to have your gridlines turned on, so they
are displayed in your workbook. So, if you wish to hide the gridlines, you
will need to disable the gridlines option.

2007 and higher

1. Click on the view tab

2. Locate the show group
3. Uncheck the gridlines box.

2003

1. Go to tools
2. Click on options
3. In the dialog box navigate to the view tab
4. Uncheck the gridlines box which is located towards the bottom of the
box.

2. Hiding the gridlines by using a background color

Another way to hide the gridlines is to color the background of your cell
white. This method is best used if you want to hide the gridlines in a range
of cells or the entire workbook.

1. Highlight the cells that you would like to hide the gridlines on
2. Use the down arrow located next to the fill color.
3. Selecting white will give your worksheet the appearance of removing
the gridlines from your Excel worksheet.
Chapter Six: Formatting Your Excel Spreadsheet

Using Excel formatting can give your spreadsheet a professional look as

well as provide critical information that may end up influencing the way a
user analyzes and interprets the data that is in the spreadsheet.

Dates, currency, time, and percentage values will be stored in numeric value
which means that the user often must rely on how the spreadsheet is
formatted to understand what the numbers represent.

Take, for example, a cell that contains a value like 0.6 could represent the
following.

1. Time: 1:00
2. Date and time: Jan 2, 1901 1:00
3. Currency: $0.60
4. Percentage: 60%
5. A simple number: 0.6

Below you will see the various ways that formatting that can be used in
Excel for numeric values

1. A percentage
a. Formatted value: 60%
b. Underlying value: 0.6
2. Currency
a. Formatted value: $60.50
b. Underlying value: 60.50
3. Date
a. Formatted value: 05 June 2000
b. Underlying value: 52315
4. Time
a. Formatted value: 12:28 am
b. Underlying value: 0.51876
5. Fraction
 a. Formatted value: 1 ¾
b. Underlying value: 1.75

Changing the formatting in a cell

To format the data that appears in your Excel cell, you will need to select
the cells that have to be formatted. The most common formatting options
can be located directly from the home tab on the top ribbon.

But, if you want the full menu, you will need to use the ‘format cells’ dialog
box that you will find by using one of the following methods.

1. Press control and one

2. Right-click on your cell and choose the format cells option from the
menu that appears.
3. A dialog box can be launched by clicking on the launcher found in
the number grouping on the home tab.

It is vital that you have the number tab selected when you are looking at the
format cells dialog box. From there, you can select the formatting type you
want to be applied to your spreadsheet. When a category is selected, you
may be presented with extra options on the right side of the dialog box;
these options can be used to specify the formatting style you are looking
for.

After the details for your formatting have been selected, you will need to
click okay, so the dialog box can be closed.

Note: the formats listed will only work on numbers, therefore, if you try to
apply the date format to a cell that contains text, your cell will not change.

Date formatting

Excel offers several date formats that can be applied to your cells that hold
a date value. You will access each of these formats in a different way. But,
if none of the standard date formats are satisfactory, Excel will allow you to
define your own format.
Applying a standard date format

In the Excel versions 2007 and later, there is a selection of standard formats
that include date formats located in the drop-down menu in the number
group. If you want to apply a standard date format, you will select the cells
that you wish to format before clicking on the format cells drop-down box.
In this menu, you are several formats that can be selected for your cells.

For example, you can choose a short date (1/1/16) or the extended date
(Wednesday, January 1, 2016).

The format you use will depend on the settings on your computer.

Accessing Excel date formats

1. Find the format cells dialog box by clicking on the dialog box
launcher as explained above.
2. In the format cells dialog box:
a. Click the number tab
b. Choose the date category
c. Select a date format that is listed and click okay.

Creating your own date format

Excel has an option that you can use if you want to create your own custom
format. Before you can start defining your own format, you need to select
the cells that need to be formatted before you open the format cells dialog
box.

In the dialog box:

1. Select the numbers tab

2. Choose the custom tag under the category list.
3. On the right, you will see a text field you will have to fill out.
4. Enter all of the required information for your custom date.
5. Click okay
When creating your custom date format, you will use the following
abbreviations.

1. D – the day of the month or week.

a. D – one to two-digit representation
b. Dd- two-digit representation
c. Ddd – abbreviation for the day of the week
d. Dddd – full name of the weekday
2. M – representation for the month
a. M – one to two-digit representation
b. Mm – two-digit representation
c. Mmm – the month name abbreviated
d. Mmmm – the full name of the month
3. Y – representation of the year
a. Yy – two-digit year
b. Yyyy – four-digit representation of the year

Defining a custom number format

You will access the format dialog box using the steps described earlier.
Below you will see the numerical options that you can choose from when
you are creating your own format.

Custom currency, decimal, and integer formatting

The characters you will use when you create your own formatting for
currency, integer or decimals are:

1. [color] – the color that needs to be placed between the brackets, so

the font color is supposed to be
2. 0 – the display will be forced to show a digit in place of the zero.
3. . – a decimal point will be defined.
4. # - a digit will only be displayed if it adds accuracy to the number,
but it will not display a leading zero or a zero that is at the end of a
decimal point.
There are other characters that you can use to make your numbers more
readable or to denote negative numbers, currency, etc. Excel also gives you
the option to replace a number with a character of your choice. For
example, a zero can be replaced by the text ‘nada.’

Excel also allows you to define at least three of the primary formats for one
cell. Should the cell contain a value, the formats can be applied depending
on if the number is positive, zero, or negative.

1. When one text format is supplied, then the format will be applied to
all the numbers.
2. Should two text formats be supplied, then the first will be applied to
positive numbers and zeros while the second is applied to negative
numbers.
3. Three text formats will apply the first format to positive numbers, the
second to negative numbers, and the third to the zero value.

Custom percentage formatting

Formatting percentages means you will use 0, #, and. characters like you
would if you are formatting an integer or decimal. But, for the percentage
formatting, Excel will display the number multiplied by one hundred,
followed by a percent sign.

Custom date and time formatting

When you are formatting a cell for a date, time, or date and time, you will
use the same characters that are used when formatting date. However, your
time characters will be different.

1. H – Hour
a. H – one to two-digit representation
b. Hh – two-digit representation of the hour
2. M – minute
a. M – a single digit representation
b. Mm – two-digit representation
3. S – seconds
 a. S – one-digit representation
b. Ss – two-digit representation
4. AM/PM – morning or night representation. This should only be used
when using a twelve-hour clock.

Merging cells

When you merge cells, you will be taking multiple cells and creating one
larger cell that covers several rows or columns.

How to merge cells

1. Select the cells that need to be merged

2. Click on the button entitled ‘merge and center.’

You will find the merge button in the alignment group on your home tab.
Just as the name suggests, you will be merging the cells you have
highlighted, so their content is centered horizontally or vertically.

Some of the more recent versions of Excel have provided a drop-down

menu that offers further merge cell options. It even offers an option to
unmerge the cells.

Unmerging cells

1. Highlight the cells that need to be unmerged

2. Click on the merge and center button.
3. Scroll down and choose the unmerge cells selection.

The limitations of merging cells

As you merge cells in Excel, there are a few limitations you should be
aware of.

1. After a cell has been merged, the short command will not work.
2. You may only merge cells that form a rectangular shape.
3. The contents of two or more cells cannot be merged.
Wrap text

If the contents of a cell are too long, then there are two things Excel will do.
The text will either overlap the adjacent cells, or the adjacent cells will
become filled with the value, but, the text will be cut off at the cell
boundary. When this happens, you will want to use wrap text, so your text
is fully displayed in the cell.

Enabling wrap text

There are two ways that you can enable wrap text in your Excel
spreadsheet.

1. This method is simple. You will click on the button that says wrap
text. You will find this button on your home tab in the group entitled
alignment.
2. The second method will involve you accessing wrap text through the
format cells dialog box. It does not matter what version of Excel you
are using; this method will work on them all.
a. Open the format cell dialog box
b. In the dialog box you will:
i. Choose the alignment tab
ii. Check the box next to wrap text
iii. Click okay.

Forcing line breaks

The wrap text option can also be enabled by forcing a line break. You can
force a line break by using two simple steps.

1. Enter cell edit mode

2. Place your cursor where a line break needs to appear and press alt +
enter

Resizing cells for wrapped text

If you wrap text in a single cell, the height of the cell may not automatically
change. If this does not happen. You will need to manually change the
height of the cell by double-clicking on the row labels found on the left-
hand side of your spreadsheet.

Note: auto-sizing cells will not work with merged cells. If there is wrapped
text in a merged cell, the cell will need to be resized manually.

Conditional formatting

Conditional formatting should be used to alter your cell formatting based

on:

1. The outcome of the formula (which will rely on the values of the cell
or the cells in the same worksheet).
2. The value in the current cell you are working with.
3. The value of another cell in the same spreadsheet.

The conditional formatting menu

Before you open the conditional formatting menu, you will need to select
the cells that the formatting needs to be applied to. From there, you will
click on the conditional formatting option that is found in the styles group
on the home tab. When you click on this option, the drop-down menu for
conditional formatting will appear.

This menu will provide you with conditional formatting options that can be
applied to your cell.

1. New rule – you can specify more complex rules that pertain to the
result of a formula.
2. Highlight cells rule – the formatting will be applied to the cells that
satisfy a condition.
3. Data bars / color scales / icon sets - the formatting will only be
applied to the cells in the range depending on what their relationship
is to one another.
4. Top/ bottom rule – the formatting will be applied to the cells that
satisfy a statistical condition in relation to the cells in the range
selected.
Chapter Seven: Subtotals in Excel

The subtotal command used by Excel provides a quick way for you to
produce a subtotal for individual fields in a table of data. Keep in mind that
this command will not be the same as the subtotal function that performs
mathematical operations in the range of cells that are visible.

Here is how you will use the subtotal command:

1. Select a cell in your data table. Excel is set up to automatically detect

the range of cells that are being used in the Subtotal command.
2. Go to the data tab and locate the subtotal option.
3. A dialog box will open on your screen. In this box, there are a few
fields you need to modify, so you get the results you are looking for.
a. In the ‘at each change in’ field, you will select month.
b. Click sum on the ‘use function’ field.
c. In the ‘add subtotal to’ field, you should make sure that the
sales option has been checked.

These options will inform Excel that it should show the subtotal each time
the value in that column changes and that the subtotal needs to display the
sum of the data in the sales column.

Note: when you click on the outlines found to the left of your table, you can
hide or display details for every section found in your data table.

Other subtotal options

The dialog box offers other options in addition to the ones mentioned
above. Each option will be detailed below.

1. At each change in – this field will allow you to pick the field in your
data table where the subtotals need to be applied
2. Use function – this field will enable you to pick a mathematical
operation that will need to be performed on the group of data.
 3. Add subtotal to – here you can decide which column of your table the
mathematical operation should be applied to. Multiple fields can be
selected to apply the subtotal operation, although this operation will
only make sense for any fields that contain numeric values.
4. Replace current subtotals – the replace subtotals checkbox gives you
the option to insert more than one subtotal to your data table.
a. The replace current subtotals box will place a second subtotal
request in thus replacing the sum subtotal with the average.
b. If the box is not checked, then the second subtotal request will
be displayed alongside the sum subtotals.
5. Page break between groups – this check box will insert a page break
after every data set. This is best used when you want to print out your
workbook.
6. Summary below data – this check box will specify where the group
summaries need to be placed.
a. The below box being checked will place the subtotals below
every data group
b. The box not being checked will place the subtotals above each
data group.

Removing subtotals

To remove the subtotals from your table:

1. Click on any cell in the dataset

2. Click on the subtotal option
3. When the dialog box opens, click on remove all.
Chapter Eight: Excel Hyperlinks

An Excel spreadsheet is the best place to create a detailed record or store a

significant amount of data. But, when hyperlinks are placed in Excel, you
will be taking your spreadsheet to the next level by creating a filing system
that can be linked to other documents.

Creating a hyperlink

1. Click on the cell that the hyperlink needs to be added to.

2. Open the ‘insert hyperlink’ dialog box
a. Select the hyperlink option from the Insert tab.
b. Right-click with the mouse and select hyperlink from the right-
click menu.
c. Or use the keyboard shortcut Ctrl + k
3. Enter the text that should be displayed in the worksheet in the ‘text to
display’ box. There will be different options that you can use to
define the link that you want to be inserted into your spreadsheet.

The different types of hyperlinks that are listed on the left-hand side of the
dialog box. Each type is described below.

1. Hyperlink to existing web page or file – this is the default option in

the hyperlink dialog box. You will have the option to navigate to a
file or web page. If you are using a web page, enter the address in the
address field.
2. Hyperlink to a specific place in the file – if there is another spot in
the Excel document you need to reference. To do this, you will
choose the file that needs to be linked before:
a. You click on the bookmark button. This will be located on the
right side of the dialog box. By clicking on this button, the
‘select place in the document’ dialog box will be opened.
b. In the new dialog box, you will select the place that you want to
be referenced.
 c. After a specific location has been selected, click okay and then
click okay to close the new dialog box. Now, click okay on the
‘insert hyperlink’ box to close it.
3. Hyperlink to place in this document – the next option is to select a
place in the document you are working in. you will follow the same
steps you did before, except you will be referencing locations in the
document you are currently working in.
4. Hyperlink to new document – the third option is to create a hyperlink
to a new document. When you use this method, you will be presented
with a window that will ask for the name and location of the new
document. Once you have entered these details, a hyperlink will be
created in your spreadsheet.
5. Hyperlink to an email address – the last option is to create a
hyperlink to an email. By using this option, you can enter the email
manually or select a recently used email address.

Removing hyperlinks

There are two methods you can use to remove a hyperlink from your
spreadsheet once you have clicked on the cell that contains the hyperlink.

1. Use the right mouse button and choose the option that says remove
hyperlink in your right menu.
2. Go to the editing group on the home tab. You should see an option
that says clear. From there you can remove the hyperlinks in your
spreadsheet.

Note: when this command is used, the hyperlinks in the cells you have
selected will be removed. The formatting of the cells will not be changed.
Conclusion

Thank you for making it through to the end of this book, let’s hope it was
informative and able to provide you with all the tools you need to achieve
your goals whatever they may be.

The next step is to begin using Excel. If you are a beginner, then this book
was hopefully able to show you things about the Excel program that you did
not know about before. Everything in this book was compiled to provide
you with the best strategies that you can use while you complete your Excel
tasks.

As you have learned, Excel can be difficult. You need to be familiar with
the tools to get the most out of it. With practice, study, and

Do not forget to look up the tips and tricks book as well as the advanced
strategies book in the same series!

Finally, if you found this book useful in any way, a review on Amazon is
always appreciated!

Thank you and good luck!