Includes coverage of the following Microsoft Office Specialist (MOS) exam: MOS EXAM 77-728: EXCEL 2016 EXPERT

Accepting and Rejecting Changes from Other Users After a shared workbook has been edited, you can easily identify which cells have been changed

and determine whether you want to keep or reject the changes. You can choose to accept or reject all changes at one time without reviewing each change, or you can accept or reject them individu- ally. In the following exercise you will learn how to accept changes from other users.

21 STEP BY STEP

Managing and Protecting Workbooks

Accept Changes from Another User

GET READY . USE the workbook from the previous exercise.

1. Click the File tab and then click Options .

2. In the General category, under Personalize your copy of Microsoft Office, in the User name box, type Jim Giest . Click OK .

3. Click Track Changes and then select Accept/Reject Changes from the drop-down list.

4. Not yet reviewed will be selected by default. In the Who box, select Luca Dellamore . Click OK . The Accept or Reject Changes dialog box is displayed.

5. Click Accept to accept each of the changes Luca made. The Accept or Reject Changes dialog box closes when you have accepted all changes made by Luca Dellamore.

PAUSE . SAVE the workbook and LEAVE it open for the next exercise. Take Note You can also click the Collapse Dialog button in the Where box on the Select Changes to Accept

or Reject dialog box and then select the cells that contain changes. You can then accept or reject the changes in their entirety. In this exercise, some changes were highlighted by cell and others were highlighted by row, and you could accept or reject changes to the selected cell or range.

As the owner of the Assignments workbook, the office manager in the following exercise has the authority to accept or reject changes by all users. Rejecting changes, however, does not prohibit a user from changing the data again. When all users have made the necessary changes, the owner can remove users and unshare the workbook.

STEP BY STEP

Reject Changes from Another User

GET READY . USE the workbook from the previous exercise.

1. Click Track Changes and then click Accept/Reject Changes .

2. On the right side of the Where box, click the Collapse Dialog button.

3. Select the data in row 15 and then click the Expand Dialog button. Click OK to close the Select Changes to Accept or Reject dialog box. The Accept or Reject Changes dialog box is displayed.

4. Click Reject All . A dialog box will open to ask you if you want to remove all changes and not review them. Click OK . The data is removed and row 15 is now blank.

5. SAVE the workbook as

01 Assignments Edited Solution.xlsx .

PAUSE . LEAVE the workbook open for the next exercise. When you have the opportunity to work with a shared workbook that is saved on a network, you

will likely encounter conflicts when you attempt to save a change that affects the same cell as an- other user’s changes. In the Resolve Conflicts dialog box, you can read the information about each change and the conflicting changes made by another user. The options set on the Advanced tab of the Share Workbook dialog box determine how conflicts are resolved.

Removing Shared Status from a Workbook Before you stop sharing a workbook, make sure that all other users have completed their work

and that you have accepted or rejected all changes. Any unsaved changes will be lost when you stop sharing and the history worksheet is deleted. Thus, before you remove the shared status from

a workbook, you should print the history worksheet and/or copy it to another workbook. In this exercise, you remove shared status from a workbook.

22 Lesson 1

STEP BY STEP

Remove Shared Status from a Workbook

GET READY . USE the workbook from the previous exercise.

1. On the Review tab, in the Changes group, click Track Changes and then click Highlight

Changes .

2. In the When box, All is selected by default. This tells Excel to search through all tracked changes made to the worksheet.

3. Clear the Who and Where check boxes if they are selected.

4. Click the List changes on a new sheet check box. Click OK . A History sheet is added to the workbook (see Figure 1-17).

Figure 1-17 The History worksheet

5. On the History worksheet, in the upper-left corner of the worksheet, adjacent to the first column and first row, click the Select All button. Click the Home tab and then in the Clipboard group, click the Copy button.

6. Press Ctrl+N to open a new workbook.

7. In the new workbook, on the Home tab, in the Clipboard group, click Paste .

8. SAVE the new workbook as

01 Assignments History Solution . CLOSE the workbook.

9. In the shared workbook, click the Review tab, click Unprotect Shared Workbook and then click Share Workbook . The Share Workbook dialog box is displayed. On the Editing tab, make sure that Jim Giest (the last user name changed in the Excel Options dialog box) is the only user listed in the Who has this workbook open now list, as shown in Figure 1-18.

10. Clear the Allow changes by more than one user at the same time check box. Click OK to close the dialog box.

11. A dialog box opens to prompt you about removing the workbook from shared use. Click Yes to turn off the workbook’s shared status. The word Shared is removed from the title bar and the History worksheet is deleted.

12. Click the File tab and then click Options .

13. In the General category, in the User name box, type your name (or the original user name, before it was changed in this lesson). Click OK .

SAVE the workbook and CLOSE it.

23 Figure 1-18

Managing and Protecting Workbooks

The Editing tab of the Share Workbook dialog box

When shared status has been removed from a workbook, changes can be made like they are made in any workbook. You can, of course, turn change tracking on again, which will automatically share the workbook.

Knowledge Assessment

Multiple Choice Select the best response for each of the following statements.

1. Which of the following is the file extension used for Excel Template files?

a. .xlsm

b. .xltx

c. .xlsx

d. .xlam

2. Which of the following demonstrates the general format of a formula that references a cell in a different worksheet?

a. CellAddress!SheetName

b. SheetName#CellAddress

c. CellAddress#SheetName

d. SheetName!CellAddress

3. Which of the following statements best describes how to copy macros from one workbook to another?

a. Drag the module from one project to another in the Project Explorer window of the Visual Basic Editor.

b. Use the Record Macro button on the Developer tab.

c. Use the Add-Ins button on the Developer tab.

d. Open the Visual Basic Editor and type RUN COPYMACROS in the Project Explorer window.

4. Which of the following represents the syntax for a structured reference to a field in an Excel table?

a. FieldName[TableName]

b. TableName[FieldName]

c. [FieldName]TableName

d. [TableName]FieldName

24 Lesson 1

5. Your co-worker sent you a workbook to update. You have entered new numbers in your worksheet, but the totals are not updating. Which of the following statements best describes how to remedy the problem?

a. Click the Share Workbook button on the Review tab.

b. Go to the cells with the totals that are not updating, press the F2 key and then press Enter to re-enter the formulas.

c. Click the Calculation Options button on the Formulas tab and change the calculation setting from Manual to Automatic.

d. Send the workbook back to your co-worker and have them fix it.

6. Which of the following methods is used to display a hidden tab on the ribbon?

a. On the View tab, in the Show group, click the Tabs button and select the tab you want to display.

b. Right-click any tab on the ribbon and select Display Hidden Tabs.

c. On the Home tab, in the Cells group, click Insert and then select Show Hidden Tabs.

d. Display the Excel Options dialog box, select Customize Ribbon, and then select the check box next to the name of the tab you want to add.

7. Which of the following statements best describes how to create a custom template of your own?

a. Click the File tab, select Save As, click Browse, and change the file type to .xltx.

b. Click the File tab, select Save As, click Browse, and change the file type to .xlsm.

c. Click the File tab, select Save As, click Browse, and change the file type to .xlam.

d. Click the File tab, select Options, click Save, select the Save as Template check box, and save the file as usual.

8. What is the name of the feature that saves copies of your files at specified intervals?

a. Protect Sheet

b. Track Changes

c. AutoRecover

d. Document Recovery

9. Which of the following would be considered a strong password based on the definition in this lesson?

a. Tsj1961x

b. 927%851*

c. 4Nw9!tP@

d. 239OAK$T

10. What is the name of the separate worksheet that temporarily lists all tracked changes in

a shared workbook?

a. Changes

b. History

c. Review

d. Tracking

Projects

Project 1-1: Customizing and Protecting an Excel Template

In this project, you will download and customize an Excel business expense report template. After unlocking the cells you want others to be able to edit, you will protect the worksheet and assign

a password. GET READY . LAUNCH Excel 2016 if it is not already open.

1. If you just opened Excel, you’re looking at the list of featured templates. If you do not see the list of featured templates, click the File tab and then click New .

2. Click the Business link just under the Search for online templates box and then scroll down and click the Business expense report template. (If you don’t see the template in the list, click in the Search for online templates box, type Business expense report, and then press Enter.) Click the Create button in the preview window.

Managing and Protecting Workbooks

3. Select the range C4:C7 , and then on the Home tab, in the Cells group, click Format and select Lock Cell to deselect the option.

4. Repeat step 3 for the following cell ranges: F4:F7 , J4:J8 , M4:M8 and B14:M24 .

5. Click the Review tab, and then in the Changes group, click Protect Sheet . The Protect Sheet dialog box opens.

6. In the Allow all users of this worksheet to list, ensure that the first two items are selected and then select the Format cells check box.

7. In the Password to unprotect sheet box, type P1&ex1! and then click OK . Enter the same password in the Reenter password to proceed box and then click OK .

8. Try to edit the text in cell B4 . Excel displays an error message because this cell is

protected. Click OK to dismiss the message.

9. Edit the year in cells J5 , J6 , B14 and B15 to reflect the current year. Notice that you are able to edit these cells because you unlocked them before protecting the worksheet.

10. Click the Page Layout tab, click the Themes button, and select Damask . Excel won’t allow you to change the design theme. Although you selected the option to allow users to format cells in step 6, this affects only the unlocked cells. Click OK to dismiss the message.

11. Click the Review tab and then click Unprotect Sheet . The Unprotect Sheet dialog box opens.

12. Type P1&ex1! in the Password box and then click OK .

13. Click the Page Layout tab, click the Themes button, and select Damask . Because the worksheet is unprotected, you are able to change the design theme.

14. Click the Review tab and then click Protect Sheet . The Protect Sheet dialog box opens. Type P1&ex1! in the Password box and then click OK . Enter the same password in the Reenter password to proceed box and then click OK .

15. Apply Bold and the Dark Blue font color to cell A1 . Select the range B13:M13 and apply

the Dark Blue, Text 2 fill color.

16. Press Ctrl+Home to return to the top of the worksheet. Your customized template should resemble Figure 1-19.

Figure 1-19 The customized Expense

Report template

17. SAVE the workbook in the Excel Template (*.xltx) format as

01 Template Solution.xltx

(change to another folder, if necessary) and then CLOSE it. PAUSE . LEAVE Excel open to use in the next project.

26 Lesson 1

Project 1-2: Copying a Macro between Workbooks

In this project, you will copy an existing macro in a tour revenues workbook to a new workbook so that it can be reused in that workbook at a later date.

GET READY . LAUNCH Excel 2016 if it is not already open.

1. OPEN the

01 Revenues.xlsm workbook file for this exercise. If you see a Security Warning bar, click Enable Content to continue. Ensure that no other workbooks are open.

2. Press Ctrl+N to create a new workbook. SAVE the workbook in Excel Macro-Enabled Workbook (*.xlsm) format as

01 Revenues Solution.xlsm .

3. Display the Developer tab in the ribbon, if it isn’t already displayed. Click the Developer tab and then in the Code group, click the Visual Basic button.

4. Notice the Project Explorer window in the VBE. The window’s title begins with Project. If this is not visible, press Ctrl+R .

5. If necessary, widen the Project Explorer window a bit so that you can see enough of the workbook names to tell which one ends in Solution.

6. Click the [ + ] expand button to expand the branches in the

01 Revenues.xlsm workbook

and the

01 Revenues Solution.xlsm workbook, as necessary.

01 Revenues.xlsm workbook, you will see a branch labeled Modules. Under that branch you will see a module named Module1. Double-click Module1 to see the associated macro in the Code window. Notice that the name of the macro is CustomSubtotals.

7. In the tree structure for the

8. In the Project Explorer window, click the Module1 module in the

01 Revenues.xlsm tree,

drag it inside the tree structure for the

01 Revenues Solution.xlsm workbook and then

release the mouse button.

9. The tree structure under the

01 Revenues Solution.xlsm workbook will now have a Modules folder. Click the [ + ] expand button to expand the folder (see Figure 1-20).

Figure 1-20 Copying a macro from one

workbook to another

10. In the VBE window, click File and then click Close and Return to Microsoft Excel . Display the new

01 Revenues Solution.xlsm workbook, if necessary.

11. On the Developer tab, in the Code group, click the Macros button. In the Macro dialog box, change the Macros in value to This Workbook . Notice that the CustomSubtotals macro now appears in the new workbook. Click Cancel to close the Macro dialog box.

12. SAVE the

01 Revenues Solution.xlsm workbook and CLOSE it. Then, CLOSE the 01

Revenues.xlsm workbook without saving changes. EXIT Excel.

Applying Custom Formatting and Layouts

LESSON SKILL MATRIX

Skills

Exam Objective

Objective Number

Applying Custom Formats and

2.1.1 Validating Data

Create custom number formats.

Populate cells by using advanced Fill Series options.

2.1.3 Applying Conditional Formatting

Configure data validation.

2.2.1 and Filtering

Create custom conditional formatting rules.

Create conditional formatting rules that use formulas.

2.2.3 Creating Custom Workbook

Manage conditional formatting rules.

2.3.3 Elements

Create and modify custom themes.

Create custom color formats.

Manage multiple options for +Body and +Heading fonts.

Create and modify cell styles.

Create and modify simple macros.

2.3.5 Preparing a Workbook for

Insert and configure form controls.

2.4.1 Internationalization

Display data in multiple international formats.

Apply international currency formats.

APPLYING CUSTOM FORMATS AND VALIDATING DATA Although you can apply common number formats from the ribbon, you may occasionally want to

create a custom number format to fit your needs. Custom formats can be specified using the Cus- tom category on the Number tab of the Format Cells dialog box. Excel also provides options that allow you to populate cells using advanced Fill Series options that include linear and growth series.

When typing new data in a workbook from a paper source—especially several records at once— it’s easy for anyone to type the wrong digits or characters, especially in a field where a single char- acter denotes a type, such as a senior citizen or a child, or such as a dog or a cat. Data validation helps to ensure that data gets entered correctly, before it gets processed incorrectly.

Applying Custom Number Formats In Excel, the same number can appear differently in a cell depending on its number format. For

example, 0.25, 1/4, and 6:00 A.M. are all the exact same number in Excel. Changing the number format has the same impact on the cell’s value as changing its color—none. In this section, we will look at some of the other things you can do with number formatting.

You can use formatting controls on the ribbon to quickly change your cells’ number formats to the most commonly used formats. Now we’re going to explore custom number formats. The first thing to understand when defining custom number formats is that Excel allows four number formats in every cell, and they are separated with semicolons. The basic structure is:

; ; ; The following table lists and describes the basic number formatting characters that can be used in

custom number formats:

28 Lesson 2 Code

Description

0 (zero) Digit placeholder. This means the number always displays, even if it’s not significant. A format of 000.00 would display the number 3.3 as 003.30

# Digit placeholder; doesn’t show insignificant zeroes. The # symbol comes into play mostly when placing your thousands separators. A format of #,##0.## would display the number 3.3 as 3.3

? The question mark is also a digit placeholder. It follows rules that are similar to the # placeholder described above—if there’s a non-zero number it will display the number, but it won’t display a zero. However, unlike the # symbol, for a zero the ? will display a space, not nothing. This means that if you use a format like 0.0?? Excel would align the numbers’ decimals vertically, three digit-spaces from the right. The question mark also gets a lot of use when formatting fractions.

The period displays the decimal point in a number.

, The thousands separator. About the only time the decimal point (.) and thousands separator (,) can get “interesting” is if you are working with interna- tional workbooks and you have modified the advanced options by deselecting the Use system separators check box. If you do that, then Excel will update any custom formats to use whichever separators you’ve indicated in your advanced options.

% Displays the number as a percent—multiplies the number by 100 and places a % symbol after it. Note that the value doesn’t change; 99% still has a value of 0.99. When typing numbers manually, Excel interprets anything between 1 and 100 to be a shorthand percent. In other words, even though 99 would really be 9900%, if a cell is formatted as 0.00% and you type 99, you’ll get 99%, which is

0.99. If you type 0.99 you’ll also get 99%, which is 0.99. If you need a real 99, then you’ll need to type 9900. If you need 0.99%, you’ll need to type 0.0099.

/ The fraction indicator. Use this in conjunction with the question mark (?) character. The ? will limit the number of digits Excel uses in the numerator or denominator.

E+ or E− Scientific Notation. If you put a “+1” after the E then you’ll always see a sign for the exponent. If you put a “−” then you’ll only see a sign for negative exponents. Note that while you can type a number in scientific notation by using a lower- case “e”, you cannot use a lowercase “e” in the number format specification. Excel always displays scientific notation using an uppercase “E”.

$ € ¥ £ + − ( ) space These symbols along with : ^ ’ { }, < >= ! ~ can be specified in a number format /

without enclosing the character inside double quotation marks. \

Backslash is the literal demarcation character. This means that whatever comes directly after the backslash gets shown.

_ Underscore. This is a special formatting character because, like the backslash, it tells Excel to do something special based on whatever character comes next. In the case of the underscore, it means “insert space equal to this character’s width.” The most common use is _) at the end of a positive number format, where the negative numbers are enclosed in parentheses. By adding the width of the closing parenthesis, all the decimal points in the column remain aligned.

* The asterisk means “repeat after me.” Excel will apply all of the formatting and if there is any space left in the cell, it will then use whatever character follows the asterisk to fill out the rest of the cell. The * is used most frequently in conjunc- tion with a space in the Accounting number formats. The Accounting formats begin with a $ followed by “*” (without the double quotes) which tells Excel to fill any unused width with spaces after the $.

“” Use the double quotes to add any kind of literal text.

Applying Custom Formatting and Layouts

Code

Description

The at (@) symbol is the text placeholder.

d or dd Days as digits. If you use one d, you’ll get 0 – 31. If you use two d’s, you’ll get 00 – 31.

ddd or dddd Days as day of the week name. If you use three d’s, you’ll get Sun – Sat. If you use four d’s, you’ll get Sunday – Saturday. There is no cell number format that displays the day of the week as a number, for example, displaying a 1 for a Sunday. You would need to use the WEEKDAY function for that purpose.

m or mm Months as digits. If you use one m, you’ll get 0 – 12. If you use two m’s, you’ll get

mmm or mmmm Name of the month. Three m’s displays Jan – Dec. Four m’s displays January – December.

mmmmm This one is counter-intuitive. Because the single m format gives you a digit, in order to get a one-letter month you use five m’s, so you get J – D. This number format is most useful on charts where you might use a number format of mmmmm to show J F M A M J . . . across the x-axis of a chart.

yy or yyyy

Year as 00 – 99 or 1900 – 9999.

h or hh

Hours as 0 – 24 or 00 – 24.

m or mm

Minutes as 0 – 60 or 00 – 60.

s or ss

Seconds as 0 – 60 or 00 – 60.

s.0 / s.00 / ss.0 / ss.00 Seconds as 0 – 60 or 00 – 60 but with one or two decimals of precision. am/pm or a/p

The a.m. / p.m. indicators as one-letter or two.

[h] or [m] Elapsed time – hours will display above 24, minutes will display above 60. [Red]

You can use the square brackets to specify a color for a section of the number format specification. The color argument must come first. Red for negative numbers is by far the most popular use of the color argument. The other colors available are Black, Blue, Cyan, Green, Magenta, White, and Yellow.

[>500] You can embed conditions into number formats. However you are still limited to four overall number formats, which means that you can specify two condi- tions before you are obliged to define an “else” format and then a text format. Conditional formatting is a much more robust and powerful way to handle this type of format.

General This is the default number format. Numbers display as numbers showing no thousands separator and as many decimals as precision allows; text shows as text.

In certain cases, Excel will automatically change a cell’s number format based on how you type the number in the cell. If you begin a cell entry with a dollar sign ($), Excel will change the cell’s format to Currency. If you type a percent sign (%) after a number, Excel will change the number format to a percentage, or a percentage with two decimal places based on how many digits you typed. If you type 1/8 the cell will display the d-mmm date format. If you type 1/1/1 the cell will display the d/m/yyyy date format. If you type 8 p the cell reformats to the h:mm AM/PM time format.

Take Note You might be wondering “if we use ‘m’ for months and ‘m’ for minutes, and both involve date/ time serial values, how does Excel know which to use?”. The answer is “by context”. Simply put, whenever there’s an “m” in our number format, Excel looks to see if there is an “h” before the “m” or an “s” after the “m.” If there is an “h” before the “m,” then Excel interprets the “m” as minute; otherwise, Excel interprets the “m” as month.

30 Lesson 2

STEP BY STEP

Apply Custom Number Formats

GET READY. LAUNCH Excel 2016 if it is not already open.

1. OPEN the

02 Formats and Auto Fill.xlsx workbook file for this exercise.

2. SAVE the workbook as

02 Formats and Auto Fill Solution.xlsx .

3. In the Number Formats worksheet, select the range C5:F5 and press Ctrl+1 to open the Format Cells dialog box. Click the Number tab if it is not active. In the Category list,

select Number with 3 decimal places. Select the Use 1000 Separator (,) check box, and in the list for Negative numbers, select the first occurrence of (1,234.210) . Then, in the Category list, click Custom and edit the formatting string in the Type text box control to the following (see Figure 2-1):

#,##0.000_);[Blue](#,##0.000)

Figure 2-1 Modifying a custom format in

the Format Cells dialog box

4. Click OK . Use the Number tab in the Format Cells dialog box to set the number formats in the ranges listed below, per the specification indicated. In all instances you can directly select the Custom category and type in the number format. However you can often “jump start” the process by using a predefined number format first and then switching to the Custom category and making any final edits.

If available, a shortcut that will default to the desired format or get you close is shown below the desired number format. After trying each shortcut, select the Custom category to make sure you have the desired format and make any needed edits there.

Applying Custom Formatting and Layouts

Cell or Range

Number Format

C6:F6

0.0%_);[Red](0.0%)

C7:F7 “Optimist”;”Pessimist”;”Nihilist”;”Learning “@” is fun!” C11:F11

#,##0.00;[Red]#,##0.00 Shortcut: category = “Number”, check Use 1000 Separator (,) check box,

then select the 2nd option in the Type list box

C12:F12

#,##0.0000;[Red]#,##0.0000 Shortcut: category = “Number”, check Use 1000 Separator (,) check box,

select the 2nd option in the Negative numbers: list box, increase decimals to 4.

C13:F13

# ?/? Shortcut: category = “Fraction”, select the 1st option in the Type list box

C14:F14

# ???/??? Shortcut: category = “Fraction”, select the 3rd option in the Type list box

C15:F15

# ??/16 Shortcut: category = “Fraction”, select the 7th option in the Type list box

C19:F19

$#,##0.00_);[Red]($#,##0.00) Shortcut: category = “Currency”, select the 4th option in the Type list box

C20:F20

#,##0.00 Pts_);(#,##0.00 Pts) Hint: You can get the “Pts” symbol by holding down the Alt key while

keying 158 in the numeric keypad on your keyboard. Otherwise, you would need to find an empty cell, click the Insert tab, click the Symbol button, and insert the Pts symbol into the cell. Then, highlight and copy the symbol to the Clipboard so you can paste it into the custom format.

C21:F21 _(£* #,##0.00_);[Red]_(£* (#,##0.00);_(£* “-”??_);_(@_) Shortcut: category = “Accounting”, change the currency symbol to the

English pound then change category to “Custom” and edit from there. C22:F22

_(€ **#,##0.00_);[Red]_(€ **(#,##0.00);_(€ *–_);_(@_) Hint: You can get the “€” symbol by holding down the Alt key while keying

0128 in the numeric keypad on your keyboard.

C23:F23 _(€ **#,##0.00_);[Red]_(€ **(#,##0.00);_(€ *–_);_(“Note: “@_) D27

D28

D29

D30

\B$ #,##0.00,,,

D31

$ #,##0.0,, “MM”

32 Lesson 2

5. Compare your results with Figure 2-2 and make any necessary adjustments. Figure 2-2

Custom number formats applied through row 31 of the Number Formats worksheet

6. Continue applying the additional formats specified in the following table, using the instructions from step 4.

Cell or Range

Number Format

C35

m/d/yyyy Shortcut: On the Home tab, in the Number group, click the drop-down

arrow and select Short Date from the list.

C36

dddd, mmmm d, yyyy

C37

d-mmm-yy Shortcut: Press Ctrl+Shift+#

h:mm AM/PM Shortcut: Press Ctrl+Shift+@

C44

h:mm:ss;@ Shortcut: category = “Time”, select the 4th option in the Type list box

C45

h:mm:ss AM/PM;@

C46

mm:ss.0;@

C47

h:mm:ss a/p

C49:C54

h:mm:ss;@

C58

000-00-0000 Shortcut: category = “Special”, select the Social Security Number option in

the Type list box. If you don’t see the SSN option, make sure your Locale is set to English (United States).

Applying Custom Formatting and Layouts

Cell or Range

Number Format

C59

00000 Shortcut: category = “Special”, select the Zip Code option in the Type list

box.

C60

00000-0000 Shortcut: category = “Special”, select the Zip Code + 4 option in the Type

list box.

C61

[<=9999999]###-####;(###) ###-#### Shortcut: category = “Special”, select the Phone Number option in the

Type list box.

C62

7. Go to cell C54 and press Alt+= to insert an AutoSum. Excel displays a sum of only 7:07:30, but clearly we have over 50 hours in our column. This is where time formats can get frustrating. We need the elapsed time format. In other words, we need to put brackets around the h in the format.

8. Edit the number format in cell C54 to be:

[h]:mm:ss;@

NOTE: Placing brackets around an “h” or an “m” in a time format allows that part of the time specification to go past its normal rollover limit. So if you are summing minutes and need to show more than sixty minutes, use [m] or [mm]. If you need to show more than 24 hours, use [h] or [hh].

9. Compare your results with Figure 2-3 and make any necessary adjustments. Figure 2-3

The remaining custom number formats applied to the Number Formats worksheet

10. SAVE the workbook. PAUSE. Leave the workbook open to use in the next exercise.

Take Note Excel has a precision limitation of 15 significant digits. If you go beyond that, Excel starts putting in zeroes for the least significant digits. This means that standard 16-digit credit card numbers need to be stored as text. Do not try to format them as numbers! You will not retain all of the data.

34 Lesson 2

Using Advanced Fill Series Options If you have been using Excel for any length of time, then Auto Fill is already a friend. After this

exercise, you’ll love it even more. Learning how to use its many features can save you a lot of time. The options in the Series dialog box allow you to further customize how Excel fills data in

a specified range.

STEP BY STEP

Use Advanced Fill Series Options

GET READY. LAUNCH Excel 2016 if it is not already open.

1. OPEN the

02 Formats and Auto Fill Solution.xlsx workbook from the previous exercise,

if you closed it.

2. Select the Auto Fill worksheet. Select cell B4 and use the fill handle to fill down through

cell B27 . Notice how the quarters roll over correctly.

3. Select cell C4 and double-click the fill handle. Note the pattern’s correctness.

4. Select D4 and double-click the fill handle. Notice that Excel will pick up on the Qtr and not continue to extend based on the ordinal prefix. So, instead of “5th Qtr” in cell B8, we see “1st Qtr”.

5. Select E4 and double-click the fill handle. This time Excel continued on to 5th Year, 6th Year, and so on.

6. Select F4 and double-click the fill handle. Excel is smart enough to increment the number after “Exercise.”

7. Select G4:G5 and double-click the fill handle. Excel will pick up on the pattern and continue counting by fives.

8. Select H4 and double-click the fill handle. What happened? If you start with a number and you want Auto Fill to increment by one you have some options:

Start with two numbers, for example 1 and 2. Hold down the Ctrl key as you drag the fill handle. Double-click the fill handle and then click the Auto Fill Options button at the bottom-

right corner of the filled range, and select the Fill Series option. Use any of these three options to fill the range H4:H27 with numbers 1 through 27.

9. Select I4 and double-click the fill handle. Use the Auto Fill Options button to select Fill

Formatting Only .

10. Select J4 and double-click the fill handle. Notice that the default fill for a time value is by the hour.

11. Select K4:K5 and double-click the fill handle. If you need to fill in times by any other increment, you’ll need to start with two times.

12. Select L4:L27 (don’t drag the fill handle) and on the Home tab, in the Editing group, click the Fill drop-down arrow and select Series . Change the Step value to 2.5 (see Figure

2-4). Click OK .

35 Figure 2-4

Applying Custom Formatting and Layouts

Using the Series dialog box to specify fill series options

13. Select M4:M27 and on the Home tab, in the Editing group, click the Fill drop-down arrow and select Series . Change Type to Growth and the Step value to 2 and then click

OK .

14. Select N4:N27 and on the Home tab, in the Editing group, click the Fill drop-down arrow and select Series . Leave Type as Linear and select the check box for Trend and then click OK .

15. Select O4:O27 and on the Home tab, in the Editing group, click the Fill drop-down arrow and select Series . Change Type to Growth and select the check box for Trend and then click OK .

Notice how changing the Type to Growth allows Excel to correctly figure out the appropriate growth equation—the numbers in column O match the numbers in column M.

16. For our first use of Flash Fill, using the data in P4:P12 we want to extract from the first dash to just before the second dash. Select Q4 , double-click the fill handle, click the Auto Fill Options button, and select Flash Fill . Excel correctly fills the data.

Take Note Most Flash Fill examples tend to be pretty simple, but the algorithms this feature uses can do some pretty good guesswork. However, these algorithms are not quite infallible.

17. Now, we want to extract data from the first dash until two characters after the second (using P4:P12). Select R4 , double-click the fill handle, and then use Flash Fill . This time, Excel didn’t quite figure out what we wanted. Instead it guessed that our rule was “first dash then five more characters”.

18. Select cell R6 and edit it to be -112-KN . (Use the F2 key and add an “N” to the existing value in R6. Otherwise Excel will think you’re entering a formula.)

19. Select cells R7:R12 and press the Delete key to clear the remaining cells that were flash- filled incorrectly the first time.

20. Now select R4:R6 , double-click the fill handle, and then use Flash Fill . This time Excel is able to correctly figure out our rule.

21. Select S4:S7 . Drag the fill handle over to column V . Auto Fill is able to appropriately fill

multiple rows simultaneously.

22. Select S10 and drag the fill handle down to row 27 (Auto Fill will stop with Feb. 17th). Then, from the Auto Fill Options button select Fill Months . Notice that Auto Fill has guessed you wanted the last day of each month.

23. Select cell T11 and drag the fill handle down to T27 . From the Auto Fill Options button, select Weekdays . Notice, our range has no Saturdays or Sundays.

24. Select V11:V36 . Click the File tab, click Options , select Advanced , and then scroll almost to the bottom of the dialog box. Click the Edit Custom Lists button.

36 Lesson 2

25. The Import list from cells control should already display the range $V$11:$V$36. Click the Import button. A list starting with “Black, Blue, Brown, Chartreuse” should appear in the Custom lists box (see Figure 2-5). Click OK . Click OK in the Excel Options dialog box.

Figure 2-5 Creating a new custom list

26. In cell W11 , type Green and press Ctrl+Enter . Double-click the fill handle. Excel fills the range with the data from the custom list, beginning with Green.

27. SAVE the workbook and CLOSE it. PAUSE. LEAVE Excel open to use in the next exercise.

Specifying Data Validation Criteria You can use Excel’s data validation tools to set up rules that keep you or anyone else from entering

invalid or unusable data, or from failing to enter data when it’s required. In North America, names of states are often expressed with a two-character designation. You can set up a rule in Excel that pings the user whenever he accidentally types an entry that does not consist of two characters. The user may then respond by dismissing the message and starting over, or cancelling the entry altogether.

STEP BY STEP

Using Input Messages and Error Alerts

GET READY. LAUNCH Excel 2016 if it is not already open.

1. OPEN the

02 Patients.xlsx workbook file for this exercise.

2. SAVE the workbook as

02 Patients Solution.xlsx .

3. Freeze rows 1 through 4 in both worksheets in the workbook.

4. In the Client List worksheet, select column H .

5. Click the Data tab and then in the Data Tools group, click Data Validation . The Data Validation dialog box opens.

6. Click the Settings tab, if necessary.

7. In the Allow list box, choose Text length . This is the first step in the creation of a rule governing how many characters each new entry should contain.

8. In the Data list box, choose equal to .

9. Click the Length box and type 2 (see Figure 2-6).

37 Figure 2-6

Applying Custom Formatting and Layouts

Use the Settings tab to specify the data validation rule.

10. Click the Input Message tab. This tab displays a message when you select a cell in the validation range.

11. Click the Title box and type Rule: .

12. Click the Input message box and type Please enter the two-character state abbreviation.

13. Click the Error Alert tab. Excel can display an error alert message when a user attempts to enter data that is invalid.

14. Click the Title box and type Data Entry Error .

15. Click the Error message box and type Only two-character state abbreviations are

recognized. This message is displayed in a dialog box whenever an invalid entry is made in column H.

16. Click OK .

17. To test the new validation rule, click cell H57 . You should see the notification message you typed into the Input Message tab.

18. Type Ohio and press Enter . Excel displays an alert dialog box with the error message you created (see Figure 2-7).

Figure 2-7 Worksheet with data

validation rule enforced

19. Click Cancel . The partial entry in cell H57 is erased. PAUSE. SAVE the workbook and LEAVE it open for the next exercise.

38 Lesson 2

Take Note Excel’s validation rules pertain only to new data that is entered into the workbook, not to data that

existed in the workbook prior to creating the rules. Many databases includes fields that allow a specified number of valid entries, such as gender or

political party affiliation, or the work shift to which one is assigned. In data entry, it’s easy for someone to slip and type an invalid entry. You can preempt events like this by building a rule that restricts entry to a handful of valid entries.

STEP BY STEP

Using Lists for Data Validation Criteria

GET READY. LAUNCH Excel 2016 if it is not already open.

1. OPEN the

02 Patients Solution.xlsx workbook from the previous exercise, if you closed

it.

2. Click the Patient List sheet tab.

3. Select column B .

4. Click the Data tab and then in the Data Tools group, click Data Validation .

5. In the Data Validation dialog box, click the Settings tab.

6. In the Allow list box, choose List . The Source box appears at the bottom of the dialog box.

7. Click the Source box. Type Dog,Cat,Other being careful to include the commas.

8. Uncheck the Ignore blank box (see Figure 2-8).

Figure 2-8 Using a list to limit possible

cell entries

9. Click the Input Message tab. Click the Title box and type Rule: . Then, click in the Input

message box and type Choose from Dog, Cat, or Other .

10. Click OK . Now anyone entering a new patient into the database must specify the animal type from a drop-down list in column B. We’ll test this validation rule later in this exercise.

11. Next, we’ll specify a validation list for another column in the database. Select column E

(Owner #).

12. In the Data Tools group, click Data Validation .

13. Click the Settings tab. In the Allow list box, click List .

14. On the right side of the Source box, click the Collapse Dialog button.

Applying Custom Formatting and Layouts

15. With the Data Validation dialog box collapsed, click the Client List worksheet tab.

16. Select column A (Client #).

17. At the end of the Source box, click the Expand Dialog button. The full dialog box returns, and the Source box should now read =’Client list’!$A:$A.

18. Uncheck the Ignore blank and In-cell dropdown boxes.

19. Click the Error Alert tab. Choose Warning from the Style box.

20. In the Error message box, type Owner must be the number for a pre-existing client .

21. Click OK . Now the Owner # column may contain only numbers for clients who appear in the Client # column of the Client List worksheet.

22. To make sure your new validation rules are working, in the Patient List worksheet, at the bottom of the list, click cell A57 and attempt to type the following data:

Penny

Puppy Beagle F

23. After you attempt to enter Puppy into column B, respond to the error message by clicking Cancel and by selecting Dog from the drop-down list.

24. After you attempt to enter 61 into column E, respond to the error dialog box shown in

Figure 2-9 by clicking No and typing 31 .

Figure 2-9 Excel attempts to enforce a

validation rule.

25. SAVE the workbook and CLOSE it. PAUSE . LEAVE Excel open to use in the next exercise.

Take Note It’s still feasible for an invalid value to remain in a worksheet after the user has been warned that it’s invalid. For example, in the previous steps if you were to click Yes instead of No, the value 61 would remain in column E, even though there is no client numbered 61 in column A of the Client List worksheet. Conceivably, this way you can purposefully enter a new canine patient into the list without an owner, if you intend to add the owner’s information later.

40 Lesson 2

APPLYING CONDITIONAL FORMATTING AND FILTERING Conditional formatting is a powerful Excel feature that enables you to specify how cells that meet

a given condition should be displayed. Thus, conditional formatting means that Excel applies formatting automatically, based on established criteria.

When you analyze data, you often ask questions, such as: • Who are the highest performing students in the gradebook?

• Which sales representatives exceeded their sales goals and in which quarters? • In what months were revenues highest or lowest? Conditional formatting helps answer such questions by highlighting pertinent cells or ranges of

cells. You can even establish multiple conditional formatting rules for a data range.

Applying Conditional Formatting To apply a specific conditional format, use the Conditional Formatting menu in the Styles group

on the Home tab and select one of the many options provided.

STEP BY STEP

Apply Conditional Formatting

GET READY. LAUNCH Excel if it is not already running.

1. OPEN the

02 Conditional Formatting.xlsx workbook file for this exercise.

2. SAVE the workbook as

02 Conditional Formatting Solution.xlsx .

3. In the Format1 worksheet, select D5:O9 . You will apply conditional formatting to all cells in this range.

4. On the Home tab, in the Styles group, click Conditional Formatting , point to Color Scales and then select the second option in the first row, Red - Yellow - Green Color

Scale . Click anywhere outside the selected range and compare your worksheet to Figure 2-10.

This conditional format setting displays a color gradient with red and orange cells indicating the highest amounts in the range and green and light green cells indicating the lowest amounts. Yellow is used to indicate cells with mid-range values.

Figure 2-10 Using a color scale to apply

conditional formats to a range of cells

5. Click Undo in the Quick Access Toolbar to remove the conditional formatting that you applied in the previous step.

6. Select D5:O9 again, if necessary.

7. On the Home tab, in the Styles group, click Conditional Formatting , point to Highlight

Cells Rules , and then select Greater Than . The Greater Than dialog box opens.

Applying Custom Formatting and Layouts

8. In the Format cells that are GREATER THAN box, type 600 .

9. Leave the default font and fill color, as shown in Figure 2-11. Click OK . Cells that contain

a value greater than 600 are formatted with a light red background color and a dark red text color. This data represents the months in which the physicians were seeing more than the ideal number of patients.

Figure 2-11 The Greater Than dialog box

and cells displaying conditional formatting

PAUSE. SAVE the workbook and LEAVE it open for the next exercise.

Using Formulas in Conditional Formatting Rules You can use preset rules provided by Excel to apply conditional formatting to data or customize

rules for your particular needs. The Excel Rules Manager gives you even greater control over rules by enabling you to set the order of multiple rules, fine-tune rule settings, and use formulas that you enter to determine which cells to format.

STEP BY STEP

Use Formulas in Conditional Formatting Rules

GET READY. LAUNCH Excel 2016 if it is not already open.

1. OPEN the

02 Conditional Formatting Solution.xlsx workbook from the previous

exercise, if you closed it.

2. Click the Format2 sheet tab.

3. Select the range D5:O9 . On the Home tab, in the Editing group, click AutoSum . Monthly totals are added to row 10.

4. Select D10:O10 . In the Font group, click the Borders button arrow and select Top and

Double Bottom Border .

5. With D10:O10 still selected, in the Styles group, click Conditional Formatting and then select New Rule . The New Formatting Rule dialog box opens.

6. In the Select a Rule Type list, click Use a formula to determine which cells to format .

7. In the Edit the Rule Description section, click in the Format values where this formula

is true box and then type =D10:O10>2600 . Be sure to precede the formula with an equal sign.

8. Click the Format button. In the Format Cells dialog box, select Red from the Color drop- down palette. Click Bold Italic in the Font style list and then click OK . The Preview box shows the formatting that will be applied to cells where the formula evaluates to True (see Figure 2-12).

42 Lesson 2

Figure 2-12 Specifying a custom formula

and format in a conditional formatting rule

9. Click OK to apply the rule. Four of the five months—January, June, July, and August— display the conditional formatting, indicating that the total number of patients exceeded 2,600 in these months.

PAUSE. SAVE the workbook and LEAVE it open for the next exercise.

Managing Conditional Formatting Rules The Excel Rules Manager enables you to create, modify, apply, remove, and manage conditional

formatting, including multiple criteria. You can apply a single rule or multiple rules, and you can modify preset rules to display formats however you like.

STEP BY STEP

Manage Conditional Formatting Rules

GET READY. LAUNCH Excel 2016 if it is not already open.

1. OPEN the

02 Conditional Formatting Solution.xlsx workbook from the previous

exercise, if you closed it.

2. Click the Format3 sheet tab.

3. Select the range D5:O9 .

4. On the Home tab, in the Styles group, open the Conditional Formatting menu, and select Clear Rules > Clear Rules from Selected Cells to ensure that no formatting is specified for these cells.

5. Open the Conditional Formatting menu again and select Manage Rules . The Conditional Formatting Rules Manager dialog box opens.

6. Click the Show formatting rules for arrow and select Sheet: Format1 to view the rule you applied in the Format1 worksheet. Then click the Show formatting rules for arrow and select Sheet: Format2 to see the rule applied to that worksheet. Finally, return to the Current Selection setting in the drop-down list.

7. Click the New Rule button. In the New Formatting Rule dialog box, select Format only

top or bottom ranked values .

8. In the Edit the Rule Description section, click the % of the selected range check box.

9. Click the Format button. The Format Cells dialog box opens.

10. Click the Fill tab and then select the light orange color box, the sixth color in the third row. Click OK twice.

11. In the Conditional Formatting Rules Manager dialog box, click the New Rule button again.

Applying Custom Formatting and Layouts

12. In the New Formatting Rule dialog box, select Format only top or bottom ranked

values .

13. In the Edit the Rule Description section, in the first drop-down list on the left, select Bottom and then click the % of the selected range check box.

14. Click the Format button.

15. In the Format Cells dialog box, click the light green background color on the third row of the Fill tab and then click OK twice. Both rules now display in the dialog box (see Figure 2-13).

Figure 2-13 The Conditional Formatting

Rules Manager dialog box

16. Click OK and then click outside of the selected range. The Rules Manager applies the two rules to the selected cells, as shown in Figure 2-14. This formatting enables you to easily see the top 10 percent and bottom 10 percent of values in the range.

Figure 2-14 The worksheet with the top

10% and bottom 10% rules applied

17. SAVE the workbook and CLOSE it. PAUSE. LEAVE Excel open to use in the next exercise.

You can display the Rules Manager to see what rules are in effect for the worksheet and apply those rules at an appropriate time. From the Conditional Formatting Rules Manager dialog box, you can add new rules, edit existing rules, or delete one or all of the rules. You can apply all the rules, or you can apply specific rules to analyze the data. Formatting is visible when the Conditional Formatting Rules Manager dialog box is open. Thus, you can experiment with the formats you want to apply and the order in which they are applied.

CREATING CUSTOM WORKBOOK ELEMENTS In Excel, you can create and modify custom workbook elements such as themes, color formats,

font formats, cell styles, macros, and form controls. Options for customizing cell styles, themes, colors, and fonts are located on the Home and Page Layout tabs of the ribbon. You must add the Developer tab to the ribbon to access commands for creating macros and inserting form controls.

44 Lesson 2