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Advanced Features of MS Excel: Sajith Vimukthi Weerakoon

This document provides an overview of advanced features in Microsoft Excel, including cell formatting, cell protection, data validation, calculations with functions and formulas, introduction to macros, adding add-ins, and a project management tool called Project X. Key topics covered include formatting cells for currencies, percentages, dates and text; protecting cells and workbooks with passwords; importing and validating data; using built-in functions and writing custom formulas; writing and running simple macros with Visual Basic for Applications; and adding additional tools through add-ins.

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Hingston Lovell
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73 views30 pages

Advanced Features of MS Excel: Sajith Vimukthi Weerakoon

This document provides an overview of advanced features in Microsoft Excel, including cell formatting, cell protection, data validation, calculations with functions and formulas, introduction to macros, adding add-ins, and a project management tool called Project X. Key topics covered include formatting cells for currencies, percentages, dates and text; protecting cells and workbooks with passwords; importing and validating data; using built-in functions and writing custom formulas; writing and running simple macros with Visual Basic for Applications; and adding additional tools through add-ins.

Uploaded by

Hingston Lovell
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Advanced Features of MS

Excel
Sajith Vimukthi Weerakoon
Before we start…
 Two way communication
 Exchange of knowledge
 Sleeping is extremely encouraged
Assumptions
 Everybody uses Microsoft Excel as their
spread sheet
 Excel 2007 or later is the most used software
Content
 Cell Formatting
 Cell Protection
 Sharing
 Data Validation
 Calculations with Excel
 Introduction to Macros
 Add-ins
 Project-X
Advanced Begins with
Simples
Basic Cell Formatting
 Select the region
 Right Click and select cell formatting
 Available features

◦ Currency
◦ Percentage
◦ Date
◦ Text – Wrap Text
 Format Cells -> Wrap Cells
Basic Cell Formatting Cntd…
 Custom Formats
◦ Can define different formatting types
◦ Styles and number formats
Done formatting?
 Many different formats to different cells
 Someone can change the formats

◦ Accidentally
◦ Intentionally
 How to keep your changes remaining
◦ Cell Protection
◦ Cell Validation
Cell Protection
 You can protect
◦ Workbook
◦ Cells
 If you are not so sure of your colleagues
◦ Add passwords
Workbook level protection
 Go to Review -> Protect Sheet
 Lock styles
 Add passwords
 Un-protecting the sheet
Cellwise Protecting
 By default the worksheet cell formats are
locked
 Go to home tab -> Cells Groups -> Format
 Then add your protection mechanism
Share a Workbook among many
people
 Go to Review Tab
 Select Share Workbook under the Changes

Group
 Tick ‘Allow changes by more than one user at

the same time.’


 In advanced tab

◦ Change the options


Data Validation
 Prevent invalid data from being entered into
the cells
 Can limit the values to be entered
 Work with Data tab
 Useful Article

◦ http://www.homeandlearn.co.uk/excel2007/excel2
007s8p3.html
Data Validation – Example Drop
Down List
 Sample Data Sheet
 Go to Data Validation

 Data Validation Dialog


Data Validation Example – Cntd…
 Select list
 Select the source
Data Validation - Import
 Import Sources
◦ Txt files
◦ Access DB
◦ Web Services
◦ SQL Servers
◦ Other .xls files
 Example – Import the sample .txt file
◦ How delimiters work
◦ Formats
Data Validation – Error Values
 You can
◦ Limit the values range
◦ Limit the characters
◦ Date Range
 Generate Error Messages
Calculations with Excel 2007
 Functions
◦ Mathematical expressions already available
 Formulas
◦ Mathematical expressions that you create
 Available functions
 http://office.microsoft.com/en-in/excel-help/list-of-wo
rksheet-functions-by-category-HP010079186.aspx
Functions
 Insert Function
◦ Formulas ribbon
◦ Insert function
 Search for the function
 Use the PDF
Formulas
 How to write a simple formula
 Exercise

◦ Data Sheet
◦ Assign grades to students under
 x>75 – A
 65<x<74 – B
 50<x<64 – C
 35<x<49 – S
 X<34 – F
Insert Macros to Excel
 Use the VBA (Visual Basic for Applications)
Editor
 A useful article

◦ http://office.microsoft.com/en-in/excel-help/creat
e-custom-functions-in-excel-2007-HA010218996
.aspx
 But before all!!!

What are macros?


What are Macros?
 A single computer instruction that results in a
series of instructions in machine language
 Difference between a macro and a normal

program
◦ Uses a preprocessor for textual manipulations
◦ Thus Macros -> Preprocessor Directives
Why Macros?
 Add custom functions
 Program your excel sheet
 Add different features to your sheet
Write a simple macro
 Press Alt+F11 to invoke the VBA Editor
 Sample application to find the discount.

 Why Application.Round
◦ No Round for VBA
Excercise
 Redo the earlier example in VBA Editor. The
Answer will be in the next slide.
Exercise - Answer
Function Grade(marks)
If marks < 34 Then
Grade = "F"
Else
If marks < 50 Then
Grade = "S"
Else
If marks < 65 Then
Grade = "C"
Else
If marks < 75 Then
Grade = "B"
Else
Grade = "A"
End If
End If
End If
End If
End Function
Introduction to Excel Options
 Change the settings and configure Excel
 Click on the Windows Button
 Go to Excel Options
 Change the settings as needed
How to add an add-in to excel
 A Useful Article
◦ http://peltiertech.com/WordPress/installing-an-ad
d-in-in-excel-2007/
 Click on the Windows Button
 Go to Excel Options
 Make sure that you have “Excel Add-in” is

selected under the manage drop down.


 Click on GO
 Add-in dialog will appear
How add an add-in cntd…
 If your add-in is not there,
 Browse and install
 The Add-In tab will appear
Project X
 A Macro
 Can use instead of MS Project
 Available on internet – Free

◦ http://www.waa-inc.com/projex/index.htm
 Can download and as an add-in and install

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