Microsoft Excel 2003 Microsoft Excel 2003 Illustrated CompleteIllustrated Complete

Excel and Advanced WorksheetExcel and Advanced WorksheetManagementManagement

CustomizingCustomizing

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Find filesFind files Audit a worksheetAudit a worksheet Outline a worksheetOutline a worksheet Control worksheet calculationsControl worksheet calculations

ObjectivesObjectives

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Create custom AutoFill listsCreate custom AutoFill lists Customize ExcelCustomize Excel Add a comment to a cellAdd a comment to a cell Create a templateCreate a template

ObjectivesObjectives

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Finding FilesFinding Files

Use the Search task pane in Excel to Use the Search task pane in Excel to find filesfind files– Search for a file by name or by specific Search for a file by name or by specific

text located in the filetext located in the file– Specify one or more Specify one or more criteriacriteria, or , or

conditions that must be met, to find conditions that must be met, to find your fileyour file

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Finding Files (cont.)Finding Files (cont.)Advanced Search pane

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Finding Files (cont.)Finding Files (cont.)

Using file propertiesUsing file properties– Excel automatically tracks specific file Excel automatically tracks specific file

properties, such as author name, file properties, such as author name, file size, and file typesize, and file type

– Enter additional file properties, such as Enter additional file properties, such as descriptive title or subjectdescriptive title or subject

– Enter file properties in the Properties Enter file properties in the Properties dialog boxdialog box

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Auditing a WorksheetAuditing a Worksheet

The Excel auditing feature helps you The Excel auditing feature helps you track errors and check worksheet track errors and check worksheet logiclogic– Because errors can occur at any stage Because errors can occur at any stage

of worksheet development, it’s of worksheet development, it’s important to include auditing as part of important to include auditing as part of your workbook building processyour workbook building process

– TracersTracers point from cells that might have point from cells that might have caused an error to the active cell caused an error to the active cell containing the errorcontaining the error

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Auditing a Worksheet (cont.)Auditing a Worksheet (cont.)

Divide-by-zero error message

Tracer arrows

Cell causing the error

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Auditing a Worksheet (cont.)Auditing a Worksheet (cont.)

Watching and Evaluating FormulasWatching and Evaluating Formulas– Show Watch Window button allows you Show Watch Window button allows you

to view changes to a cell’s value as its to view changes to a cell’s value as its formula is calculatedformula is calculated

– Evaluate Formula button allows you to Evaluate Formula button allows you to view the replacement of cell references view the replacement of cell references in a formula with values as the formula in a formula with values as the formula is calculatedis calculated

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Outlining a WorksheetOutlining a Worksheet

The Outline command displays a The Outline command displays a worksheet with buttons that allow you worksheet with buttons that allow you to adjust the worksheet display to to adjust the worksheet display to show only critical rows and columnsshow only critical rows and columns– For outlining to function with the default, For outlining to function with the default,

worksheet formulas must be point worksheet formulas must be point consistently in the same directionconsistently in the same direction

• Summary rows must be located below Summary rows must be located below related data and summary columns must related data and summary columns must be located to the right of related databe located to the right of related data

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Outlining a Worksheet (cont.)Outlining a Worksheet (cont.)

Column outline

symbols

Row outline symbols

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Controlling Worksheet Controlling Worksheet CalculationsCalculations

When you change a value in a cell, When you change a value in a cell, Excel automatically recalculates all Excel automatically recalculates all the formulas in the worksheet based the formulas in the worksheet based on that cellon that cell– This automatic recalculation is not This automatic recalculation is not

efficient in large worksheetsefficient in large worksheets– Choose to selectively determine if and Choose to selectively determine if and

when you want excel to perform when you want excel to perform calculations automaticallycalculations automatically

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Controlling Worksheet Controlling Worksheet Calculations (cont.)Calculations (cont.)

Changed value

Indicates that the

worksheet need to be

recalculated

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Creating Custom AutoFill ListsCreating Custom AutoFill Lists

Create a custom AutoFill whenever Create a custom AutoFill whenever you type a list of words regularlyyou type a list of words regularly– Enter the first value in a blank cell and Enter the first value in a blank cell and

drag the AutoFill handle for Excel to drag the AutoFill handle for Excel to enter the rest of the information for youenter the rest of the information for you

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Creating Custom AutoFill Lists Creating Custom AutoFill Lists (cont.)(cont.)

Existing AutoFill lists

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Customizing ExcelCustomizing Excel

The thirteen tabs of the Options dialog The thirteen tabs of the Options dialog box, allow you to customize Excel to suit box, allow you to customize Excel to suit your work habitsyour work habits

Selected Options dialog box tabs

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Customizing Excel (cont.)Customizing Excel (cont.)

General tab in the Options dialog box

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Adding a Comment to a CellAdding a Comment to a Cell

If you plan to share a workbook, you If you plan to share a workbook, you should should documentdocument, or make notes , or make notes about, basic assumptions, complex about, basic assumptions, complex formulas, or questionable dataformulas, or questionable data– Use Use cell commentscell comments to document a to document a

workbookworkbook– Cell comments move with the cells they Cell comments move with the cells they

are attached toare attached to

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Adding a Comment to a Cell Adding a Comment to a Cell (cont.)(cont.)

Sizing handle

User name

Type your comment

here

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Adding a Comment to a Cell Adding a Comment to a Cell (cont.)(cont.)

Editing, copying, and deleting Editing, copying, and deleting commentscomments– To edit an existing comment, select the To edit an existing comment, select the

cell to which the comment is attached, cell to which the comment is attached, click Insert on the menu bar, then click click Insert on the menu bar, then click Edit CommentEdit Comment

– Right-click a cell with a comment and Right-click a cell with a comment and select Edit comment from the shortcut select Edit comment from the shortcut menumenu

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Creating a TemplateCreating a Template

A A templatetemplate is a workbook that is a workbook that contains text, formulas, macros, and contains text, formulas, macros, and formatting you use repeatedlyformatting you use repeatedly– A workbook saved as a template A workbook saved as a template

provides a model for creating a new provides a model for creating a new workbookworkbook

– Excel provides several templates in the Excel provides several templates in the Templates section of the New Templates section of the New Workbook task paneWorkbook task pane

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Creating a Template (cont.)Creating a Template (cont.)

Default file location for templates

Extension ofxlt is added

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Creating a Template (cont.)Creating a Template (cont.)

Applying and editing templatesApplying and editing templatesOpen a document based on a template: Open a document based on a template: 1.1. Open the New Workbook task paneOpen the New Workbook task pane2.2. Click “On my computer” under Click “On my computer” under

TemplatesTemplates3.3. Click the General tabClick the General tab4.4. Choose the template that you want to Choose the template that you want to

useuse5.5. Click OKClick OK

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SummarySummary

Use the Advanced and Basic File Use the Advanced and Basic File Search panes to find filesSearch panes to find files

Use Excel’s Formula Auditing toolbar Use Excel’s Formula Auditing toolbar to find worksheet errorsto find worksheet errors

Outline a worksheet to summarize Outline a worksheet to summarize datadata

Apply manual calculation in Apply manual calculation in worksheets with many formulasworksheets with many formulas

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Summary (cont.)Summary (cont.)

Create custom AutoFill lists for lists Create custom AutoFill lists for lists that are entered regularlythat are entered regularly

Use the Options dialog box to Use the Options dialog box to customize Excelcustomize Excel

Document your worksheet using Document your worksheet using commentscomments

Use templates for worksheets you Use templates for worksheets you use repeatedlyuse repeatedly