Assessment of Fundamental Competencies

CHAPTER
Introduction to Information Technology

Introduction to Microsoft Excel

Contents
1 Introduction to Microsoft Excel
2 Creating a new workbook
3 Backstage view
4 Printing
5 Chapter review
Self-test

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Introduction to Information Technology

1 INTRODUCTION TO MICROSOFT EXCEL

Section overview

 Introduction to Microsoft Excel 2016

 Practical uses for Microsoft Excel
 Basic components of an Excel workbook

1.1 Introduction to Microsoft Excel 2016

Definition: Microsoft Excel 2016

Microsoft Excel is a component of the Microsoft Office productivity suite for Microsoft Windows and
is the successor to Microsoft Excel 2013

Microsoft Excel 2016 is the official ‘number cruncher’ of the Microsoft Office 2016 suite. It is also
available in online versions of Word, Excel, PowerPoint and OneNote which work in the web
browsers like Internet Explorer, Firefox, Chrome and Safari.

1.2 Practical uses for Microsoft Excel

Microsoft Excel’s substantial power and flexibility make it a useful tool for both personal and
business use. It can be used to analyse, track and tabulate numbers and alpha-numeric data. It
is the most common spreadsheet tools even available as an online tool for easy access
Some examples of how it is used include:

Use Comment
Manage personal Track income and expenses by day, month or year. Use Excel’s built-in
finances mathematical functions to automatically calculate routine or complex
equations.
Manage business Track sales orders and purchase orders, monitor bank balances, create
finances forecasts and budgets
Create a Makes the entry of dates in an Excel worksheet quicker, easier and more
calendar intuitive. Uses might include using the calendar to track the progress of a
project, record important client events or track staff movements.
Plan and manage Whether you are planning a large work project, a wedding or holiday, you
a project or event could use Excel to keep track of multiple tasks and deadlines, and as a
central database of all information and files you need to execute the project
or event
Create lists Excel’s convenient tabular layout makes it easy to format many different
types of lists.
Maintain an Create an address book to manage your mailing labels. Functions such as
address book ‘filter’, ‘sort’ and ‘search’ make it easy to create and manage a large contact
list.
Display data in From using a pie-chart to show the share of votes in an election to a bar
charts chart showing average monthly rainfall and temperatures, charts and
graphs are an effective visual-aid available in Excel.
Log time in Many employees use an excel workbook to maintain timesheets. They will
timesheets log data such as time worked on each client, tasks performed and
expenses incurred.

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1.3 Basic components of an Excel workbook

Definition: Workbook
A workbook is a file that contains one or more worksheets (also called spreadsheets) that can be
used to organize various kinds of related information.

The basic components of an Excel workbook include the following:

Component Comments

Workbook The overall file that contains one or more worksheets

Worksheet One or more spreadsheets that belong to a workbook

Row An Excel 2016 worksheet has 1,048,576 rows numbered from 1 to 1,048,
576
Column An Excel 2016 worksheet has 16,384 columns ranging from column A to
XFD

Cell An Excel 2016 worksheet has 17,179,869,184 cells which are identified
by their column and row position. For example cells A1 and CF38. Cells
are where the user enters data.
Name box This is used to identify either individual cells or groups of cells.

Formula bar The formula bar shows the value or formula entered into the upper-left
most selected cell.

Ribbon and tabs The logical groupings (tabs) of commands that can be accessed from the
top of the Excel screen. Each tab relates to a type of activity – e.g. laying
out a page (Page layout), or writing (Home)

Menus A menu is a list of options that become available when you click on a
‘drop-down’ arrow

Ribbon Formulas tab Workbook Menu drop-

down arrow

Name box Formula bar

Cell A1

Column O

Row 15

Worksheet ‘Sheet1’

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Introduction to Information Technology

2 CREATING A NEW WORKBOOK

Section overview

 Open a new, blank workbook

 Base a new workbook on an existing workbook
 Base a new workbook on a template
 Create and edit your own templates

2.1 Open a new, blank workbook

There are a number of ways to open a new, blank workbook.
 Click Microsoft Excel 2016 from the start menu. This launches a new session of Excel
and a new blank workbook will open automatically.

Click

 If Excel is already open click New + Blank workbook on the File tab. This will open a new
workbook in addition to the already open workbook.

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Click

 You can also press CTRL +N whilst in an existing workbook to quickly create a new, blank
workbook. Initial new workbook will be created with name Book1, Book2 and so on. You
can save it with appropriate name.

2.2 Recently opened workbook

You are also able to open existing workbook or files previously used. All recent used files or
workbooks may be opened by
 Clicking on the recent file tab and after opening the workbook and select the required file
from all recently used files.

Click

 Browsing through previously used file from the Open other workbooks.

Select file

Browse from folders

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2.3 Base a new workbook on a template

Definition: Template
A template is a preformatted workbook designed for a specific purpose such as tracking sales or
budgeting.

Using templates can remove much of the set-up and design effort where a template already
exists that suits your needs. Furthermore it will help achieve consistency in the ‘look and feel’ of
your workbooks. This may or may not be of benefit to you depending on how bespoke or
standard your situation is.
Templates exist for a wide range of uses such as budgets, agendas, inventories, invoices,
reports, receipts and schedules. To base a new workbook on a template do the following:

 Open Excel

 Click New on the File tab

 Now you have a range of options including the following:

1. Open a recently used template (usually appear the first template after Blank
Workbook).
2. Open other available templates form the tab.
3. Search for online available templates from the search menu.
Note – you may be offered further sub-options within a category. For example
Budgets opens a second suite of options from which you might select Expense
trends budget
To open the selected template click Create.

Search for online

templates

Recent
template

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Available
Categories

Preview
screens

Browse
through other
options

Preview
screens

Create

2.4 Create and edit your own templates

Create your own template
To create your own template:
 Create and design a workbook that you wish to use as a future template
 Click the File tab
 Click Save As
 In the ‘Save as type’ drop-down select Excel Template, give your new template a name,
then click Save

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Introduction to Information Technology

1. ‘File tab’

2. ‘Save as’

4. Give your new template a name

5. Save

3. Select Excel
Template type

Your new template will appear now appear as an option in Personal when you next open a new
file from the File tab

Personal Tab

New Template
Created

Edit your own template

To edit a previously saved template:
 Click on the File tab
 Click Open
 Select Browse

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File tab

Open

Browse

 Select ‘Templates’ file type

 Choose the saved template you wish to re-open to edit
 Click Open

2. Select template to
open

1. Templates file
type

3. Open

You can now edit your previously saved template such as adding or deleting rows, columns, and
worksheets, changing the contents of cells and adjusting formatting. Once finished editing, simply
re-save the file by either:
 Click File tab then Save; or
 CRTL + S.
Template worksheet is required to be saved with appropriate name for your future use. User-
created Templates are most often used for distribution to other users for data collection in unified
format.

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Introduction to Information Technology

3 THE OFFICE BACKSTAGE VIEW

Section overview

 What is the Office Backstage view?

 What can you do with the Office Backstage view?

3.1 What is the Office Backstage view?

Definition: Office Backstage view

The Office Backstage view is where you manage your Office files. For example creating, saving and
setting options.

In summary, the Office Backstage view is everything that you do TO a file that you don’t do IN
the file.
You get to the Microsoft Office Backstage view when you click on the File tab within a Microsoft
Office document. Note the consistent layout of Office Backstage whether you’re using Microsoft
Excel, Microsoft Word or Microsoft PowerPoint.

Click

Office Backstage
view

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3.2 What can you do with the Office Backstage view?

The full list of options for backstage views include:

Option Comment
Save Save the changes made in open Workbook
Save As Save the open Workbook (with the changes, if any) as a new file by giving another
filename
Open Open a Workbook from an existing file

Close Close the exiting Workbook. Note that if you try to close a Workbook that hasn’t
been saved since making modifications you will be asked whether you’d like to
save or discard changes before closing
Info A logistical interface allowing you to protect Workbooks, check for issues before
sharing workbooks, and manage different versions of the workbook

Recent Re-open a recently used existing file

New Open a new Workbook

Print Print a part or entire Workbook – see below

Share Share the file either via E-mail, or with others via web (One Drive or Cloud)

Help Access Microsoft Office help, contact Microsoft or check for updates

Options Set options applicable to the whole Workbook such as default font for new
workbooks, default number of Worksheets appearing in a new Workbook and
editing language

Explort Create other formats for example PDF/XPS from the workbook

Publish Publish workbook to share and organize data with other visual softwares incuding
Power BI.

Definition: Cloud computing

Cloud computing is the use of computing resources (both software and hardware) that are
delivered as a service over a network – typically the internet.
A recent trend has been for users to store files off-site rather than within their own computer and
access their files via the internet. This has the benefit of users being able to access their files from
any location (subject to an internet connection).

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Introduction to Information Technology

4 PRINTING
Section overview

 Previewing worksheets before printing

 Printing worksheets and workbooks

4.1 Previewing worksheets before printing

Definition: Print preview

Print preview allows you to see on screen exactly how the worksheet will look when you proceed
with printing it to paper (or as an output file). This saves both time and money by avoiding wasteful
print-runs when further amendments may still be required.

To preview a worksheet or worksheets:

 Select the worksheet or worksheets that you want to preview
Either click on File tab, click the Print icon or press CTRL + F2

Click

‘File’ tab

 Illustrative print preview screen

The preview shows on

the right

‘Print

Navigate multiple
Worksheets here

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 Chapter 4: Introduction to Microsoft Excel

4.2 Printing worksheets and workbooks

Continuing the above example once you have viewed the print preview screen, select
appropriate print options, double check the preview on the right hand side and then click Print.

9. Print 1. How many copies do you

want to print?

2. Select which
printer to print to

3. Print one sheet, the whole

workbook, a selected area or
specific pages?

4. Single or
duplex printing?

5. Collated (e.g. 123, 123) or

un-collated (11, 22, 33)?

6. Select
orientation 7. Select paper size
w

8. Adjust margins and

scaling if necessary

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Introduction to Information Technology

5 CHAPTER REVIEW
Chapter review

Before moving on to the next chapter check that you now know how to:
 Open a new, blank workbook
 Base a new workbook on an existing workbook
 Base a new workbook on a template
 Create and edit your own templates
 Recognise and use some components of the Office Backstage view
 Print from Microsoft Excel

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SELF-TEST
Q1 Which of the below best describes a worksheet?
A The overall file that contains one or more spreadsheets
B A parameter that is used to identify either individual cells or groups of cells
C The logical groupings of commands that can be accessed from the top of the Excel screen
D Individual spreadsheets that belong to a workbook

Q2 Which of the below describes the shortcut for opening a new, blank workbook?
A CTRL + N whilst in an existing presentation
B Click New + Blank workbook on the File tab
C CTRL + N whilst in an existing workbook
D Click Microsoft Excel 2010 from the start menu

Q3 Which of the following best describes a template?

A A file that contains one or more worksheets that can be used to organize specialist statistical
data
B An individual spreadsheet that belongs to a workbook
C A preformatted workbook designed for a specific purpose such as tracking sales or budgeting
D The 9-character address that identifies an Excel file

Q4 How can you access the Office Backstage view?

A Press CTRL-B when in an open workbook
B Click on the File tab within a Microsoft Office document
C Go to the desktop Start menu and select Backstage from the Excel option
D Click on the Backstage view tab within a Microsoft Office document

Q5 What is the short-cut for print preview?

A CTRL + F2
B CTRL + F3
C CTRL + F4
D CTRL + F5

Q6 How many columns are there in a single Microsoft Excel worksheet?

(a) 256 columns
(b) 16384 columns
(c) 1048576 columns
(d) Unlimited columns

Q7 Microsoft Excel opens a new workbook with how many default worksheets?
(a) Only one worksheet
(b) Three worksheets
(c) Five worksheets
(d) Unlimited worksheets

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Q8 Which of the following feature of Microsoft Excel that works behind the scenes, correcting different
types of common mistakes?
(a) Spelling
(b) AutoFormat
(c) AutoEdit
(d) AutoCorrect

Q9 The basic unit of a Microsoft Excel worksheet into which you enter data is called:
(a) Tab
(b) Range
(c) Address
(d) Cell

Q10 When you type data in Microsoft Excel, it will display in which of the following cell?
(a) Previous cell
(b) Active cell
(c) Reference cell
(d) Home cell

Q11 The horizontal and vertical lines on Microsoft Excel worksheet are called:
(a) Gridlines
(b) Rows and columns
(c) Margins
(d) Boundaries

Q12 To save Microsoft Excel workbook using the shortcut keys, you need to press:
(a) Alt + S
(b) Ctrl + S
(c) Shift + S
(d) Ctrl + A

Q13 The number of Microsoft Excel worksheets that you can add to a workbook is:
(a) 156
(b) 256
(c) 16384
(d) Limited by the available amount of memory

Q14 The default top and bottom page margins in Microsoft Excel for both portrait and landscape orientation
is:
(a) 0.50 inch
(b) 0.75 inch
(c) 1.25 inch
(d) 1.50 inch

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Q15 In Microsoft Excel all shared workbook users:

(a) Have full control in shared workbook
(b) Can only edit existing data available in shared workbook
(c) Can change only merged cells
(d) None of the above

Q16 In Microsoft Excel, a rectangular grid containing horizontal rows and vertical columns is called Microsoft
Excel:
(a) Table
(b) Gridlines
(c) Worksheet
(d) Datasheet

Q17 Microsoft Excel has a feature of shared workbook. Sometimes many users have changed the contents
of the same cell causing a conflict. In this conflicting situation Microsoft Excel will:
(a) Keep the first change
(b) Keep the last change
(c) Discard all the changes and keep original contents
(d) Inform the user for conflict

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 Assessment of Fundamental Competencies

CHAPTER
Introduction to Information Technology

Formatting data and contents

Contents
1 Entering, formatting and editing data
2 Conditional formatting
3 Selecting, navigating and managing worksheets
4 Chapter review
Self-test

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1 ENTERING, FORMATTING AND EDITING DATA

Section overview

 Entering data
 Formatting data
 Editing data
 Viewing data
 Copying and moving data
 Formatting numbers

1.1 Entering data

Entering data manually in worksheet cells
There are numerous options for manually entering data into worksheet cells. Data can be entered
one cell at a time, in several cells at the same time, and even in more than one worksheet at the
same time.
You can enter data as numbers, dates, text or times. The data can then be formatted in a variety
of ways.
To enter text or a number in a cell:
 Click a cell in your worksheet
 Type the text or numbers that you want to enter, then press ENTER or TAB; pressing
ENTER key will move your active cell down by one cell TAB key will move it to right side
by one cell.

To enter a date or a time in a cell:

 Click a cell in your worksheet
 Type a time or date as follows:
 Time: To enter a time based on the 12-hour clock enter the time (using a colon
separator) followed by a space then type a or p. Without the a or p Excel defaults to
AM.
 Then press ENTER or TAB

Time format
now saved

 Date: Use a forward slash or hyphen to separate the parts of a date e.g. 01/06/2013;
here default date format is mm/dd/yyyy; date and time format can be changed at a
later stage as well.

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 Chapter 5: Formatting data and contents

 Then press ENTER or TAB

Date format
now saved

To enter a time or date that stays current when you reopen a worksheet use the NOW or
TODAY functions

Enter the same data on several worksheets at the same time

By making multiple worksheets active at the same time you can enter new data or change
existing data on one of the worksheets and the changes will filter through and be applied to the
same cells on all selected worksheets.
 Click the tab of the first worksheet that contains the data that you want to edit.
 Hold down CTRL while you click the tabs of other worksheets in which you want to
replicate the data. In this way all selected worksheets will become a group.

Click tabs here

 Select the cell or range in which you want to edit exiting data (or enter new data) on the
active worksheet
 Type the new data or edit the existing data in the active cell.
 Press ENTER or TAB to move the selection to the next cell.
The changes are applied to all the worksheets that you selected.
TIP: Click any unselected worksheet to cancel a selection of multiple worksheets. Alternatively,
right-click the tab of a selected worksheet and then click Ungroup Sheets
CTRL-D and CTRL-R short-cuts
Two highly useful short-cuts are CTRL-D and CTRL-R. These are used to copy a cell either
downwards or to the right across a highlighted range.
CTRL-D
 Click the cell you wish to copy
 Highlight the cells directly below that you want to copy to either using SHIFT-DOWN arrow
or dragging the mouse downwards.
 Then press CTRL-D

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CTRL-R
 Click the cell you wish to copy
 Highlight the cells directly to the right that you want to copy to either using SHIFT-RIGHT
arrow or dragging the mouse downwards.
 Then press CTRL-R

Wrap text in a cell

You can display multiple lines of text inside a cell by wrapping text:
 Click the cell where you wish to wrap the text
 Click ‘Wrap Text’ on the Home tab within the Alignment group
Note: this only impacts the cells that are selected.

Click
‘Wrap Text’

Change the font

 Select the cells containing the data you wish to format.
 On the Home tab select the format settings from the Font group

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Enter a series of data, such as days, months or progressive numbers

 Type the starting value in a cell, and then in the next cell type a value to establish a
pattern. E.g. if you want the series 1,3,5,7,9 etc. type 1 and 3 in the first two cells.
 Select the cells that contain the starting values, and then drag the fill handle across the
range you want to fill.
Note: to fill in increasing order, drag down or right. To fill in decreasing order drag up or to
the left.

Drag the fill

Select starting handle
values

Insert a line break in a cell

You need to use a keyboard shortcut to add spacing between lines or paragraphs of text in a cell.
 Double-click the cell in which you want to insert one or more line breaks
 Click the exact location where you want to break the line
 Press ALT+ENTER to insert a line break

Click exact ALT+ENTER

location (twice)

Insert a bullet symbol into a cell

If you have a numeric keypad on your keyboard:
 Click in the cell where you want to add your bullet symbol
 Press ALT+7 using the numeric keypad on your keyboard
If you don’t have a numeric keypad (typical of laptops) you must enable Num Lock before
entering a bullet symbol (typically using Fn+Num Lock or SHIFT+Num Lock) then disable Num
Lock to continue typing. You’ll also need to use ALT+ENTER as we learnt above to insert the
line breaks in the cell.

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Insert cells, rows and columns

Blank cells can be inserted to the left of or above the active cell on a worksheet. When this
happens, Excel shifts other cells in the same row to the right or in the same column down to
accommodate the new cell(s).
There’s a similar affect with inserting rows above or columns to the left of the selected column or
row.
To insert blank cells:
 Select the cell (or range of cells) where you want to insert new blank cells.
Note – you must select the same number of cells as you want to insert.
 On the Home tab, click Insert Cells on the Insert drop-down.
Alternatively right-click the selected cells and then click Insert
 Click the direction in which you want to shift surrounding cells in the Insert dialog box

To insert blank rows or columns:

 Follow a similar procedure as when adding cells, except from the Insert drop-down select
Insert Sheet Rows or Insert Sheet Columns instead.
 You can insert Row(s) and Column(s) by Right clicking on Row or Column and select
Insert option.

Right Click the

column and
select Insert
Option

Insert sheet
row

Blank row
appears

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 Chapter 5: Formatting data and contents

Deleting cells, rows and columns

The DELETE key on the keyboard only deletes the contents of the selected cells rather than the
cells themselves. To delete the actual cells, rows or columns use the Delete option in the Cells
group on the Home tab. Select Delete Cells, Delete Sheet Rows or Delete Sheet Columns as
applicable.

2. Delete
Sheet Rows

3. Seven rows
were deleted

1. seven cells
are selected

1.2 Formatting data

Formatting data assists in improving the readability of a worksheet. The following notes provide
an introduction to the most common formatting techniques.
Cell borders
 Select the range of cells to which you wish to add a border
 Click the arrow next to Borders in the Font group on the Home tab
 Click the border style that you want

3. Choose
border to add
2. Select cell to
add border to

1. No
borders… 4. Border
added!

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Cell colouring
 Select the cell or range of cells that you wish to colour
 Select the colour you want (theme or standard) from the Fill Colour within the Font group
on the Home tab

1. No
shading…

3. Select
colour…

2. Select cells
to shade

4. Grey
Shading
added!

Text colouring
 Select the cell or range of cells containing the text you wish to format.
 Click the colour (either theme or standard) in the Font Colour drop-down in the Font
group on the Home tab.
Note: you can also select one or more parts of the text within a cell to apply different text colours.

Now red!

Starts as
black…

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Text alignment
 Select the cell or range of cells containing the text you wish to align.
 Click the alignment option that you want in the Alignment group on the Home tab (see
illustration below for types of alignment)

Choose
alignment
here

Add or remove a sheet background

A sheet background is used for display purposes only and is not printed.
To add a sheet background:
 Click the worksheet you want to add a background to
 Click Background within the Page Setup group on the Page Layout tab
 Select your desired picture, then click Insert.
To remove a sheet background click Delete Background in the Page Setup group on the Page
Layout tab.

Add or remove
background here

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Gridlines
Gridlines are the faint lines that appear around cells in your worksheet to help you manage your
work by distinguishing cells.
Gridlines can be removed or reinstated by ticking or un-ticking the View option under Gridlines
in the Sheet Options group on the Page Layout tab.
Note that by default gridlines do NOT appear when printing. To show (or subsequently remove)
gridlines on printed output tick or un-tick the Print option under Gridlines on the Page Layout
tab.

Gridlines
switched on

Gridlines
switched off

Underlining
The quickest method is to use a keyboard shortcut. Highlight either the relevant text within a cell,
a cell or selection of cells, then press CTRL+U. To remove the underlining, press CTRL+U again.
Bold text
The quickest method is to use a keyboard shortcut. Highlight either the relevant text within a cell,
a cell or selection of cells, then press CTRL+B. To remove the bold effect, press CTRL+B again.
Indentation and orientation
Texts can be left/center/right and top/middle/bottom aligned. We’ve also seen how text can be
wrapped within a cell.
Other alignment options include indentation and orientation.
 Increase or decrease indentation using the indentation buttons within the Alignment
group on the Home tab.
 Change rotation by selecting an option from the Orientation drop-down in the Alignment
group on the Home tab.

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 Chapter 5: Formatting data and contents

The below example incorporates the following rotations:

1. Angle Counter clockwise
2. Vertical text
3. Rotate text up
4. Rotate text down

Rotation
drop-down

Increase
indentation

Reduce
indentation

1.3 Editing data

Merge cells
A highly useful feature used by accountants is the merge facility which enables two or more
neighbouring cells to be merged into a single larger cell. There are a number of options, the two
most common being:
 Merge and center (illustration 1 below) – Merges all selected cells into a single cell
retaining only the contents of the upper-left most cell. The result is center/bottom aligned.
 Merge across (illustration 2 below) – Merges selected cells on a line by line basis, again
retaining only the contents of the left-most cells. The result is left aligned.

Merge
options

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Change the width of a column

When a cell contains a number or a date and the width of its column cannot display all the
characters that its format requires you will see #### displayed. You must increase the width of
the column to see all the characters.
Column width can be specified between 0 and 255 (which represents how many ‘standard font’
characters that can be displayed – the default is 8.43 characters). Column width of zero will hide
the column.
To set a column (or columns) to a specific width:
 Click the column(s) to be re-sized
 Click Format in the Cells group on the Home tab
 Click Column Width under Cell Size
 Type the value you want in Colum Width
 Click OK

1. Click column
header to select
column for resize 2. Click Column
Width

4. Column has
3. Enter new been resized!
column width

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 Chapter 5: Formatting data and contents

An alternate technique is to use the Autofit facility as follows.

 Click the cell that is not displaying fully
Select Autofit Column Width from the Format drop-down on the Home tab

Column not
wide enough

Autofit column
width

Cell now fully

displayed

Tip: A really useful short-cut for auto-fitting a column is to double click the right-hand boundary in
the header row of the column that needs auto-fitting.

Double-click
here

Re-sized!

Change the height of a row

Row height can be set between 0 and 409 (representing height measurement in points – default
is 12.75 points). A row height of zero will hide the row.
The process for adjusting row heights is almost identical to the process for adjusting column
widths. The same two methods are available – set a specific row height, or auto-fit.
To set a row (or rows) to a specific height:
 Click the row(s) to be re-sized
 Click Format in the Cells group on the Home tab
 Click Row Height under Cell Size
 Type the value you want in Row Height
 Click OK

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Use ‘Row Height…’ to enter a

specific height. Otherwise click
AutoFit Row Height.

In this example the 28 point font

is too tall for a 14.4 point row
height.

Double click the row

header below (i.e.
between 3 and 4) to
AutoFit re-size

Insert a symbol

Definition: Check mark symbol

Symbols are useful graphics that can be inserted into a Workbook. Examples include:

   
To enter a symbol:
 Click Symbol in the Symbols group on the Insert tab
 Click Wingdings in the Font box on the Symbols tab of the Symbol dialog box
 Scroll the list to find the required symbol
 Double-click the symbol that you want inserted

2. Select font type

1. Click here to launch

the Symbol dialog box

3. Double click a
symbol to insert

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Find or replace text and numbers on a worksheet

Find and replace is useful for searching for (and replacing) particular numbers or text strings in a
workbook.
 Click any cell in the worksheet you wish to search
 Click Find & Select in the Editing group on the Home tab
 To simply find text or numbers, click Find. If you wish to find and replace text or numbers,
click Replace
 Enter the search parameters in the Dialog box then click one of the command buttons
such as Replace all. Care must be taken while replacing the contents with precise options.
e.g. if you need to replace 5 with any other number it will replace 5 in Columns AI and AJ
too.
1. Find & Select

2. Replace

3. Enter parameters

4. Replace All

5. Monday has been

replaced with
Sunday

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1.4 Viewing data

Show or hide columns and rows
A row or column can be hidden either by changing its height or width to zero or by using the Hide
command.
To hide a row or column:
 Select the rows or columns that you would like to hide
 Click Format in the Cells group on the Home tab
 Click Hide Rows or Hide Columns under Hide & Unhide within Visibility
Alternatively, Change Row Height or Column Width to zero under Cell Size
You can also hide row(s) or column(s) by right clicking the row/column header and select
hide.
To unhide a row or column:
 To unhide a hidden row(s), select the rows above and below the hidden row(s). Similarly,
to unhide a hidden column(s), select the column(s) to the left and right of the hidden
column(s).
Note: If you need to unhide column A or Row 1 you need to type “A1” in the Name Box
next to the formula bar to select column A/Row 1
 Click Format in the Cells group on the Home tab
 Click Unhide Rows or Unhide Columns under Hide & Unhide within Visibility
Alternatively, Change Row Height or Column Width to a number greater than zero under
Cell Size

2. Hide

1. Select
rows to hide

1.Select rows 2. Unhide

above and
below the
hidden rows

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To unhide row 1 or column A,

type “A1” in the name box to
select row/column 1/A.

A quicker way to hide/unhide is to right-click when columns either side of the hidden column (or
rows either side of the hidden row) are highlighted. The right-click offers the option to hide/unhide
as applicable.
To display all hidden rows and columns at the same time use the Select All button:
 Click Select All
 Right-click in the Worksheet
 Click Unhide 1. Click here
to select all

3. Unhide

2. Right-click in
the Worksheet

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Freeze panes (lock rows / columns)

Freezing panes or splitting panes enables you to keep an area of a worksheet visible whilst you
scroll to another area of the worksheet. The difference between freezing and splitting is that with
freezing you continue to view just one view of the worksheet, whereas with splitting panes the
screen effectively becomes either two or four views of the underlying worksheet.
Note that when freezing panes you can only freeze the upper most rows and left most columns
starting from row 1 and column A respectively. It is not possible for example to freeze say column
K or Row 7 only.
To freeze panes:
 To lock rows, select the row below the row you wish to remain visible. To lock columns
select the column to the right of the column you wish to remain visible. To lock rows and
columns simultaneously, click the cell below and to the right of the rows and columns you
wish to remain visible.
 Click Freeze Panes within the Window group on the View tab
 Select an appropriate action. E.g. Freeze First Column, Freeze Top Row or Freeze
Panes.

1. Select a cell in the row

below the row(s) you wish
to remain visible

2. In this example we
could either ‘Freeze
Panes’ or ‘Freeze
Top Row’

3. Now when we
scroll the first row
remains displayed

To un-freeze panes:
 Click Freeze Panes within the Window group on the View tab
 Select Unfreeze Panes

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Splitting panes
To split panes:
 Click Split in the Window group on the View tab
 The split windows will appear differently depending on which was the active (selected) cell
at the time of splitting:

Active cell Comment

Somewhere in column A Split into two horizontal panes
Somewhere in row 1 Split into two vertical panes
Neither in column A nor row 1 Split into four panes

 Once split you can change where the split occurs by clicking on the split line with your
mouse then dragging it in any direction.

1. Split

2. The screen is now split.

You can click and drag here
to change the split view.

To remove a split:
 Re-click Split in the Window group on the View tab

Hide worksheets
You may wish to hide worksheets for example to maintain confidentiality in the workplace, or to
help manage large workbooks. Note that the hide feature never closes or erases a worksheet, it
just disappears from the monitor screen but remains active in memory.
To hide a worksheet:
 Select the worksheet(s) you wish to hide
 Click Format in the Cells group on the Home tab
 Click Hide Sheet under Hide & Unhide within Visibility
 You can hide worksheet by Right Clicking the Sheet Tab and select Hide.

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Hide sheet This can be

used later to
unhide a hidden
sheet

To unhide a hidden worksheet:

 Click Format in the Cells group on the Home tab
 Click Unhide Sheet under Hide & Unhide within Visibility
 Double click the hidden sheet you wish to display in the Unhide dialog box (note: you can
only unhide one sheet at a time)

The ‘Unhide’
dialog box

Hide workbooks
When working with multiple workbooks simultaneously (e.g. with linked data) you may not need
them all visible. To better manage your workspace you can hide an entire workbook.
 Click Hide in the Window group on the View tab. This will hide the current workbook
without actually closing it.
 To subsequently unhide a hidden workbook click Unhide in the Window group on the
View tab then select the workbook to unhide from the unhide dialog box.

Hide or unhide a
workbook

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Select workbook to
unhide from the
unhide dialog box

Custom views
You can save specific display settings such as hidden columns, filter settings and row heights in
a custom view. These can be later re-applied to quickly re-instate the same settings to that
worksheet. You can also create a library of multiple custom views but note that you can only
apply custom views to the same worksheets they were created in. Old custom views can be
deleted.
To create a custom view:
 Arrange display and print settings as you wish them to be saved on a particular workbook
 Click Custom Views in the Workbook Views group on the View tab
 Click Add
 Select the check boxes of the settings you want to include.
 Type a name for the view in the Name box then click OK
Note that Custom Views isn’t available for workbooks that contain an Excel table anywhere in the
workbook (even if in a different worksheet!).

1. Click

2. Click

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4. Give the view a name

3. Choose what to save

5. Ok

To apply a custom view:

 Click Custom Views in the Workbook Views group on the View tab
 Double-click the saved view you wish to apply
To delete a custom view click Delete from the Custom Views dialog box.

Delete an existing
custom view
Double-click to
apply a saved
custom view

1.5 Copying and moving data

Copy and move cells
The commands for moving and copying cells and their contents are Cut, Copy and Paste. A
number of options are available for copying and moving including copying/moving entire cells and
their contents or just certain contents or attributes.
To move or copy the entire cell including formulas and results, comment and cell formats:
 Select the cell(s) you want to copy/move
 From the Clipboard group in the Home tab:
 Click Cut to move cells (keyboard shortcut = CTRL+X)
 Click Copy to copy cells (keyboard shortcut = CTRL+C)
 Select the destination area
 Click Paste in the Clipboard group on the Home tab
You can also insert the moved or copied cells between existing cells. Cut or copy as above, then:
 Right-click the destination area
 Click Insert Cut Cells or Insert Copied Cells from the shortcut menu

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Cut

Paste

Copy

When filters are applied or some columns or rows are hidden you have the choice of copying all
cells (as described above) or just the visible cells.
To copy just the visible cells:
 Select the visible cells you want to copy
 Click Go To Special within Find & Select in the Editing group on the Home tab
 Click Visible cells only within Select. Then OK
 Continue as if this was a normal copy/paste. i.e.
 Click Copy in the Clipboard group on the Home tab (or use CTRL+C)
 Select the destination area
 Click Paste in the Clipboard group on the Home tab (or use CTRL+V)

Click
Click

Click

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You can also move or copy part of the contents of a cell rather than the whole cell. Instead of
single-clicking a cell you now need to:
 Double-click the cell that contains the data you wish to move or copy
 Use the mouse to select the characters you want to move or copy within the cell
 Continue as described earlier using the cut/copy/paste icons
Another variation rather than pasting the full contents and all other settings of a copied cell(s) is
to paste certain attributes (referred to as ‘Paste Special’) – values, formatting or formulas for
example. Note that when pasting formulas that contain relative cell references, Excel will adjust
the references in the copied formula.

Paste
special

Options

The most common Paste Special settings typically used by accountants include Formulas,
Values and formats.
Another useful setting is ‘Transpose’.

Illustration: Paste special - Transpose

 If you copy cells A1:A4 and paste special with the Transpose setting to destination cell C1, the
paste will populate cells C1:F1 i.e. Excel has transposed four vertical cells into four horizontal
cells. Without Transpose, the paste would have populated cells C1:C4.
 The opposite occurs when you paste-special-transpose from horizontal cells. The pasted cells
will populate vertically. E.g. Copy cells C1:F1 to cell C3 with transpose will populate C3:C6 (as
opposed to C3-F3 without transpose selected).

Move or copy a worksheet

To move or copy a worksheet to another location in the same workbook:
 Select the source worksheet(s)
 Click Format in the Cells group on the Home tab
 Click Move or Copy Sheet under Organize Sheets, you can reach directly to ‘Move or
Copy’ menu by right clicking on the sheet tab.

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 In the Before sheet list of the Move or Copy dialog box

 Click the sheet before which you want to insert the moved/copied sheet; or
 Click move to end
 Note to copy rather than move the sheet(s), select the Create a copy check box in the
Move or Copy dialog box

Select
worksheet to
move/copy

Select destination

Select location
Click

Click here if you’re copying

rather than moving

If you want to move or copy the worksheet to another workbook (either an open workbook or a
completely new workbook), select as appropriate from the ‘To book’ drop-down. i.e.
You can also use copy/move data to another worksheet or workbook (using the cut/copy/paste
buttons on the home tab). Another technique is to drag data between open workbook windows in
the same session of Excel.

1.6 Formatting numbers

Change the format of a number
After typing numbers in a cell you can change the format in which they are displayed.
 Click the cell containing the number whose format you wish to change
 On the Home tab in the number group click on Number Format then select the format
that you want
For example, 100.376 would appear as 100.38 when ‘Number’ format is selected

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Actual value
is 100.376

Select ‘Number’
format

‘Number’ format is
displayed (2dp)

The various in-built formats would display 100.376 as follows:

Format Display Comments

General 100.376
Number 100.38 Defaults to 2 decimal places
Currency PKR100.38
Accounting PKR 100.38
Short date 09/04/1900 Dates in Excel are simply an integer shown in date
format. The number 1 represents 1 January 1900
subsequent to which each day is a +1 increment. For
example 1 January 2013 is 41275, 2 January 2013 is
41276 etc. So 9/4/1900 is 100 days after 1/1/1900.
Long date 09 April 1900 See above
Time 09:01:26
Percentage 10037.60%
Fraction 100 3/8
Scientific 1.00E+02
Text 100.376 Left aligned – see note below
Special n/a Useful for tracking list and database values
Custom See below See below
Note: ‘text’ format - this is useful for numbers that should not be calculated in Excel but rather
appear as text, such as phone numbers.
Note though that if you wish to convert a text-number from text format back to number format you
must first change the cell format from text to number then re-calculate the cell. To re-calculate
the cell press F2 followed by ENTER.
Custom number formats

Definition: Custom number format

Custom format allows you to customize a built-in number format to create your own. A number
format can have up to four code sections separated by semicolons:
<POSITIVE>;<NEGATIVE>;<ZERO>;<TEXT>

If one of the many built-in formats does not meet your needs you can customize a built-in number
format to create your own. The best way to approach this is to select the closest built-in format
then change any one of the embedded code sections to create your own custom number format.

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Note the following rules:

 You do not have to include all code sections in your custom number format
 If you specify two code sections, the first will be used for positive numbers and zeros, the
second for negative numbers
 If you specify only one code section it is used for all sections
 If you want to skip a code section and include a code section that follows it, you need to
include the ending semicolon for the section that you skip.
To display both text and numbers enclose the text characters in double quotation marks (“ ”) or
precede a single character with a backslash.
To create a custom format:
 Open the workbook in which you wish to create (and store) a custom number format
 Click the Dialog Box Launcher next to Number on the Home tab
 Select Custom
 Select the number format that you want to customize in the Type list
 In the Type box make the necessary changes.
Note: A custom number format is stored in the workbook in which it was created. Therefore it will
not be available in other workbooks. One thing you could do is save the current workbook as an
Excel template that can be used as the basis for a new workbook.

Illustration: Custom number format – PKR currency

Custom format: "PKR "0.00" Receivable ";" PKR "(0.00)" Payable"
This would display positive 58 as:
PKR 58.00 Receivable
and negative 62.3 as
PKR (62.30) Payable

Number ‘dialog box

launcher

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Enter custom number

format here

Then press ‘OK’

Resultant customized
format data

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To delete a custom format:

 Open the Number format dialog box from the Home tab (as before)
 Select the custom format you wish to delete
 Click Delete

Click

Whilst the range of options for programming custom formats is broad the below table provides a
good overview of the most common custom format components.
Category Comment
Specify colours [Green], [Black], [Red], [White], [Blue], [Magenta], [Cyan], [Yellow]
Some characters E.g. $ + - ( ) : ^ ‘ = / ! ~ > <
are displayed
without using
quotation marks
0 (zero) Displays insignificant zeros if a number has fewer digits than there are
zeros in the format.
E.g. To display 5.4 as 5.40 use #.00
# Follows similar rule as 0 (zero). However, extra zeros are not added if the
number has fewer digits than there are # symbols in the format.
E.g. with a #.## format, 5.4 will still show as 5.4
? Follows same rules as 0 (zero) except that Excel adds a space for
insignificant zeros on either side of the decimal point so decimal points are
aligned in the column. E.g. 5.4 and 3.28 would be aligned as 5.40 and
3.28 with a 0.0? format.
Thousands , (comma) displays the thousands separator in a number.
separator Note that a comma that follows a digit placeholder scales the number by
1,000.
E.g.
 To display 15000 as 15,000 use #,###
 To display 15000 as 15 use #,
 To display 15500000 as 15.5 use 0.0,,
Other examples  To display 3456.78 as 3456.8 use ####.#
 To display 4.9 as 4.900 use #.000
 To display .324 as 0.3 us 0.#
Dates See below

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The below table summarises all the available date format components. You should practice in
Excel to determine exactly how each one displays.

Category D
Day d, dd, ddd, dddd
Month m, mm, mmm, mmmm, mmmmm
Year yy, yyyy

Illustration: Custom format - dates

Custom format Presentation

dd/mm/yyyy 13/07/2013
ddd/mmm/yy Sat/Jul/13
dddd mmm yyyy Saturday Jul 2013
yyyy-m-d 2013-7-13

Phone number formats

Microsoft Excel provides a special number format that allows a number to be entered as a phone
number. This is available as a ‘special’ number format accessible as follows:
 Open the Dialog Box Launcher in the Number group on the Home tab

Click

 Click Special in the Category box

 Select an appropriate locale – e.g. English (U.S.)
 Click Phone Number in the Type list
 Click OK

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Note that Excel does not include special number formats for all locations (e.g. there are no UK or
Pakistan phone number formats).
To get around this problem:
 Follow the above steps to customise a cell’s format into US Phone Number format
 Re-open the Dialog Box Launcher in the Number group on the Home tab
 This time, click Custom in the Category box
 The custom equivalent of the US Phone Number is displayed. You can now edit this
Custom format into a format to match your requirements

The below illustration shows how this might look for a typical Pakistan phone number.

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The following table also illustrates the link between custom formats and the resultant
presentation for formulating an appropriate custom format phone numbers.

Format Presentation Custom format equivalent

General 5552638244 0
Special: English (US)
(555) 263-8244 [<=9999999]###-####;(###) ###-####
Phone Number
Custom 922135526098 0
Custom (92) (21) 3552-6098 [<=99999999]####-####;(##) (##) ####-####

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2 CONDITIONAL FORMATTING
Section overview

 Introduction
 Using conditional formatting

2.1 Introduction
Conditional formatting is an excellent feature of Microsoft Excel allowing Users to visually and
quickly identify trends and exceptions. Conditional formatting helps bring the workbook to life and
assist in interpreting data.
Some of the many uses an accountant may find for conditional formatting might include:
 Identifying overdue customer accounts for the credit controller to chase payment
 Identifying variances where test results fall outside pre-determined parameters
 Monitoring inventory levels and warning when too low
 Managing cash balances within operating boundaries
 Ensuring bank covenants are not breached
 Which sales clerks achieved PKR 300,000 sales this month?
 Which products exceeded 8% year-on-year growth

2.2 Using conditional formatting

Applying a built-in conditional format
One approach to using conditional formatting is to apply one of the built-in styles and then edit
the rules behind it for your particular circumstances.
To use one of the built-in styles do the following:
 Select the data where you want to apply conditional formatting
 Click Conditional Formatting in the Styles group on the Home tab
 Select one of the many conditional formatting options and hover your mouse over the
scheme icons to see a preview of the data with conditional formatting applied.
 Once you’ve identified a suitable option, click to apply.
The illustrations below show an aged trade receivables ledger for 15 accounts. The ageing
ranges from 6 days to 46 days.
The conditional formats applied in the three illustrations are:
 Illustration 1: Data bars / gradient fill / light blue
 Illustration 2: Colour scales / red-white-blue
 Illustration 3: Icon sets / ratings / 5-quarters

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Illustration 1:

Illustration 1: Data
bars / Gradient fill /
light blue

Illustration 2:

Illustration 2: Colour
scales / red-white-blue

Illustration 3:

Illustration 3: Icon
sets / ratings / 5-
quarters

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Customized conditional formatting: text, number or date/time values

You may want to find specific cells within a range, for example inventory items with fewer than 20
units in stock. Another example may involve analysing group results to identify which of the 200
retail stores achieved net profit greater than 10% or sales volumes less than 1m PKR.
To do this do the following:
 Select the cells to be analysed
 Click Conditional Formatting in the Style group on the Home tab
 Select Highlight Cells Rules
 Choose an appropriate command such as Equal to Text that Contains, Between or A
Date Occurring (Note *)
 Enter appropriate values then select a format.
* Note - If the exact logic command you require is not available you can select “More rules…”.
This is demonstrated in illustration 2 below.

Illustration: Conditional formatting 1

Continuing with our earlier aged trade receivables ledger example let’s highlight all accounts that
have exceeded the standard 30-day credit period.

1. Highlight data to
apply conditional
formatting to

2. Select a logic
test

4. Choose
3. Set applicable
parameters format

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5. Result – We can
quickly see that charitable
contribution, depreciation,
other liabilities all
exceeded 26 days credit

Customized conditional formatting: Top or bottom ranked values

We can use customized conditional formatting to identify highest and lowest values in a range of
cells. By specifying cut-off we have great flexibility whether it’s for identifying the top 3 selling
products in a national report, the bottom 10% destinations per a customer survey or the top 20
bonuses in a department personnel analysis.
The process is as follows:
 Select the cells to be analysed
 Click Conditional Formatting in the Style group on the Home tab
 Select Top/Bottom Rules
 Choose an appropriate command such as Top 1- items or Bottom 10%
 Enter appropriate values then select a format.

Illustration: Conditional formatting 2

Continuing with our earlier aged trade receivables ledger example let’s highlight the five accounts
with the highest trade receivables days.
Note that ‘top 5’ isn’t a built-in option so we will have to build our own condition.
Also note that Excel remembers the conditional format conditions for the applicable range.
Therefore as the cell values change Excel will adjust highlighting automatically so the top 5 are
always highlighted.

2. This time we
need to click
“More Rules…” to
create our own

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3. Let’s select the

top 5 accounts

4. Click ‘Format’ to
set an exception
format

5. Set the exception

format in the Format
Cells dialog box. Then
OK / OK

6. Result is that the

highest five values have
been highlighted.

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Customized conditional formatting: Values above or below average

The ‘average-based’ conditional formats allow us to focus for example on above average
performing client accounts, or perhaps as part of quality control identify manufactured
components that fail below two standard deviations in their quality ratings.
The process is as follows:
 Select the cells to be analysed
 Click Conditional Formatting in the Style group on the Home tab
 Select Top/Bottom Rules
 Choose an appropriate command such as Above Average or Below average
 Choose a format.

Illustration: Conditional formatting 3

Continuing with our earlier aged trade receivables ledger example let’s highlight all accounts that
have ‘below-average’ receivables days.

1. Highlight
data to apply
conditional
formatting to

2. Select
‘Below
average’

3. Choose
applicable
format

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4. Result – All accounts

below the average of 21.67
days are highlighted

Customized conditional formatting: Unique or duplicate values

One approach to using conditional formatting is to apply one of the built-in styles
The process is as follows:
 Select the cells to be analysed
 Click Conditional Formatting in the Style group on the Home tab
 Select Top/Bottom Rules
 Choose an appropriate command such as Above Average or Below average
 Choose a format.

Illustration: Conditional formatting 4

Continuing with our earlier aged trade receivables ledger example let’s highlight all accounts that
have exceeded the standard 30-day credit period.

1. Highlight
data to apply
conditional
formatting to

2. Select
‘Duplicate values…’

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3. Select
parameters:
- Duplicate/Unique
- Format
Then click OK

4. Result – Commissions
has been identified as a
duplicate account (which
presumably now needs
investigating)

Customized conditional formatting: Using formula

We have already had a taste of the mechanics behind conditional formatting in Illustration 2
above. Taking this one stage further we can use the Conditional Formatting Rules Manager
for creating new rules or for editing existing rules.
Open the Conditional Formatting Rules Manager as follows:
 Click Conditional Formatting in the Style group on the Home tab
 Select Manage Rules
 Use the drop-down to select the source of the rules to analyse e.g. This Worksheet
 Use the Rules Manager to edit or delete rules as necessary.
Note that ‘Clear Rules’ can be used to delete some or all of the rules in a workbook.

Use ‘clear
rules’ to delete
rules

Use ‘Manage
Rules…’ to open
the Rules
Manager

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 Chapter 5: Formatting data and contents

Create new rules,

edit or delete
existing rules
Select source of
the rules to
manage

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3 SELECTING, NAVIGATION AND MANAGING WORKSHEETS

Section overview

 Selecting and navigating worksheets

 Managing Worksheets
 Adding comments

3.1 Selecting and navigating Worksheets

Similar to the average human’s use of a limited amount of words actually available in a language,
many accountants’ experience of Excel is limited to a sub-set of its true potential.
Whilst likely familiar with a number of techniques described in section 3 students must ensure
they are comfortable across the syllabus.
Find and select cells meeting specific conditions
We can use the Go To command to identify all cells containing specific types of data (e.g.
comments) or cells that meet specific criteria.
 Identify the search area
 To search the entire worksheet, click any cell
 To search a defined area highlight that area e.g. a selection of rows or columns
 Click Go To Special within Find & Select in the Editing group on the Home tab (or
CTRL+G)
 Select appropriate options to define the search parameters. E.g. Comments or Data
validation

1. Find & Select

(Home tab). Click
‘Go To Special’

2. Set
parameters
then click OK

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Hide or display scroll bars

 Select Options on the File tab
 Click Advanced
 Set parameters under Display options for this workbook

Set
parameters

Select one or multiple worksheets

You can quickly select a different sheet by clicking the tabs of worksheets at the bottom of a
worksheet. s
Select multiple sheets to make a group so that you can edit several worksheets simultaneously.
To select multiple sheets:
 For adjacent sheets: Click the tab of the first sheet then hold down SHIFT as you click the
tab of the last sheet you wish to select
 For non-adjacent sheets: Click the tab of the first sheet you wish to select. Then hold down
CTRL whilst you click the other tabs individually you wish to group-select.
 To select all sheets: Right-click a sheet tab then Select All Sheets

Locating hidden cells on a worksheet

Sometimes it may be difficult to locate hidden columns or rows. To locate them you can use the
Visible cells only command.
 Click anywhere on the worksheet containing hidden cells
 Click Find & Select in the Editing group on the Home tab
 Select Go To Special
 Click Visible cells only within Select
 Click Ok

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You can identify hidden rows and columns as they are marked with a white border.

White borders allow us

to identify hidden rows
(9 to 12) and columns
(E & F)

3.2 Managing worksheets

Change font or font size
Changing fonts and font sizes helps emphasise and present work in a clearer fashion.
To change the font or font size:
 Select what you want to re-format – text, characters, a cell or range of cells
 Use the Font group on the Home tab to adjust font settings.

Change Increase or
settings as decrease font
applicable size one notch
at a time

Create a new workbook

To open a new, blank workbook press CTRL+N.
Rename a worksheet
To rename a worksheet either:
 Right-click the sheet tab you wish to rename and select Rename Sheet; or
 Double-click the existing name on the sheet tab that you wish to rename. Then edit the
name directly.

2. Rename

1. Right-click
tab name

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Insert or delete a worksheet

There are a number of options for inserting worksheets.
 To insert a new worksheet after all the existing worksheets click the Plus icon at the
bottom of the screen.

Click

 To insert a worksheet in front of the existing worksheet, click Insert in the Cells group on
the Home tab. Then click Insert Sheet.

Click

 To insert multiple worksheets at the same time hold down the SHIFT key, select the same
number of existing sheet tabs as you want new worksheets then follow the same
procedure as described above.
To change the order of worksheets in a workbook:
 Click and hold the mouse button on the worksheet tab at the bottom of the screen then
drag it to its new location.
To delete a worksheet:
 Click Delete Sheet from the Delete options in the Cells group on the Home tab.
Alternatively, Right-click on the tab name at the bottom of the screen and select Delete

Click

3.3 Adding comments

Introduction
We are all familiar with leaving ourselves post-it notes on the fridge door or at our workstation to
remind ourselves of something. We can also add comments to our workbooks to annotate cells,
make them easier to understand and also share information with colleagues in shared
workbooks.

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Cells with comments are identified with a red indicator in the upper right corner. The comment
appears when you rest the mouse pointer on the cell.

Add a comment
 Right-click the cell you wish to add a comment to
 Select ‘Insert Comment’
 Enter your comment in the body of the comment
 Click outside the comment box to save your comment

Right click a cell

then click “Insert
Comment”

Edit or delete a comment

 Right-click the cell containing the comment you wish to edit
 Select Edit or Delete comment as appropriate

Right click a cell then

click Edit or Delete as
appropriate

Copy comments to other cells

 Select the cell containing the comment you wish to copy
 Click Copy in the Clipboard group on the Home tab (or use CTRL+C)
 Select Paste Special (within the arrow below Paste) in the Clipboard group on the Home
tab (or use CTRL+ALT+V)
 Select Comments in the Paste Special dialog box then click OK.

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Select
‘Comments’

Display or hide comments and review comments on the worksheet

To display or hide comments:
 Click the cell containing the comment you wish to be permanently displayed
 Click Show/Hide Comment in the Comments group on the Review tab
Note: Alternatively you can show all comments on the worksheet by selecting Show All
Comments
To review comments use the Next and Previous buttons in the Comments group on the Review
tab.

On the ‘Review’ tab

use ‘Show/Hide
Comment’ or ‘Show
All Comments’ as
applicable

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Print comments
There are two options for printing comments – either as they appear on the sheet, or at the end
of the sheet.
 Select the worksheet containing the comments you wish to print
 Next you need to display on the workhseet any comments you wish to print. Use the
techniques described above.
 Launch the Page Setup dialog box in the Page Setup group on the Page Layout tab and
select the Sheet tab.
 Select either ‘As displayed on sheet’ or ‘At end of sheet’ in the Comments box.
 Print.
Note: By default Comment box is hidden and visible when the user place mouse pointer on
the Cell; only those comments will be printed which the user has opted to show comment.

1. Click

2. Select
Sheet tab

3. Select as
appropriate

4. Print

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4 CHAPTER REVIEW
Chapter review

Before moving on to the next chapter check that you now know how to:
 Enter, format and edit data
 View, copy and move data
 Format numbers
 Apply conditional formatting
 Add comments
 Manage worksheets
 Understand how to select items and navigate around a workbook

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SELF-TEST
Q1 What are gridlines in Excel?
A Faint lines that appear around cells in a worksheet to distinguish cells
B A type of margin that assists with aligning borders in print preview mode
C The left and right cell edges along the column header row
D The spacing bars that appear when hovering the mouse over a cell

Q2 What is the allowable character range of column width?

A 0 to 409
B 0 to 255
C 1 to 409
D 1 to 255

Q3 What is the allowable point range of row height?

A 0 to 409
B 0 to 255
C 1 to 409
D 1 to 255

Q4 Which of the following is NOT correct regarding the hide worksheet facility?
A The hide feature creates worksheets in a large workbook
B The hide feature is useful in managing large and complex workbooks
C The hide feature erases worksheets from a large workbook
D The hide feature can assist in maintaining confidentiality in the workplace

Q5 In MS Excel, the keyboard shortcut to insert current date in a cell is:

(a) CTRL + D
(b) CTRL + T
(c) CTRL + ;
(d) CTRL + /

Q6 To emphasize certain entries and make the Microsoft Excel worksheet easier to read and understand,
you can:
(a) Format the worksheet
(b) Edit the worksheet
(c) Print the worksheet
(d) Proofread the worksheet

Q7 To enter a number as text in Microsoft Excel worksheet, start the entry with:
(a) Apostrophe
(b) Hyphen
(c) Plus sign
(d) Inverted comma

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 Chapter 5: Formatting data and contents

Q8 The range of Microsoft Excel cells receiving a copy of data is called:

(a) Source area
(b) Destination area
(c) Copied area
(d) Referenced area

Q9 Which keyboard key is used to display a key tip badge in Microsoft Excel?
(a) Esc key
(b) Alt key
(c) Ctrl key
(d) Home key

Q10 It is a predefined set of colors, fonts, cell styles, and fill effects that can be applied to an entire Microsoft
Excel workbook.
(a) Paste Special
(b) Theme
(c) Outlook
(d) Default

Q11 Microsoft Excel cells that you cannot change values in are called:
(a) Saved cells
(b) Closed cells
(c) Protected cells
(d) Hidden cells

Q12 Which of the following allows you to create Microsoft Excel rules that change the formatting of a cell
based on the value of a cell?
(a) Conditional formatting
(b) Formatting wizard
(c) Conditional rules
(d) Value formatting

Q13 Which of the follwing serves as a digit placeholder in format codes of Microsoft Excel?
(a) Ampersand (&)
(b) Dollar sign ($)
(c) Number sign (#)
(d) Question mark (?)

Q14 To copy the contents of Microsoft Excel cell to the cell directly below it, click in the destination cell and
press:
(a) Ctrl + Down Arrow
(b) Ctrl + D
(c) Ctrl + C
(d) Ctrl + V

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Q15 Which of the following option on the Paste menu will paste the Microsoft Excel cell reference of the
source area in the destination area?
(a) Paste Special
(b) Paste Merge
(c) Paste Link
(d) Paste Simple

Q16 In MS Excel, if the number format of a cell has been customised to “+##-42-####-####” and 12325678
is entered in the cell, it will be displayed as:
(a) +12-42-3256-78
(b) 42-1232-5678
(c) +12-42-3256-78##
(d) +-42-1232-5678

Q17 To create an exact copy of Microsoft Excel formula without replication, hold down the following key
while dragging the fill handle.
(a) Ctrl key
(b) Alt key
(c) Shift key
(d) TAB key

Q18 With Microsoft Excel workbook sharing enabled, which of the following is/are disabled for the
workbook?
(a) Merge cells
(b) Removing passwords
(c) Creating data tables
(d) All of the above

Q19 What will be the result of =today() function of Microsoft Excel?

(a) It will display the day like “Monday”
(b) It will display the day number like “1”
(c) It will display the date like “12/24/2014”
(d) None of the above

Q20 To split a merged cells in Microsoft Excel, select the cell and click the following option on Home tab:
(a) Split
(b) Split and Merge
(c) Merge and Center
(d) Split and Center

Q21 In Microsoft Excel, the small black square located in the lower-right corner of the heavy border around
the active cell is called:
(a) Fill handle
(b) Range handle
(c) Resize handle
(d) View handle

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 Chapter 5: Formatting data and contents

Q22 To apply a percent style format to a cell in Microsoft Excel using shortcut keys, press the following:
(a) Alt + %
(b) Alt + Shift + %
(c) Ctrl + %
(d) Ctrl + Shift + %

Q23 Which of the following statements is correct regarding ‘hide’ feature of MS Excel?
(a) You can hide more than one worksheet
(b) You can hide an entire workbook without actually closing it
(c) Both (a) and (b)
(d) You cannot hide more than one worksheet

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 Assessment of Fundamental Competencies

CHAPTER
Introduction to Information Technology

Organizing and analysing data

Contents
1 Introduction to formulas
2 Useful functions for accountants
3 Chapter review
4 Self-test

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1 INTRODUCTION TO FORMULAS
Section overview

 Introduction to formulas
 Create your first formula
 Using functions to create a formula
 Nested formulas
 Relative and absolute references
 Avoiding common formula errors
 Deleting a formula

1.1 Introduction to formulas

Definition: Formula
A formula is a statement written by the user to be calculated. Formulas range from very simple to
highly complex. They can contain values, references to cells, defined names and functions.
All formulas must start with the equals sign, e.g. “=2+6”

Definition: Function
A function is a small program designed to calculate specific values. Many standard functions are
built into Excel such as a function to sum values or calculate the current time. Additional functions
can be defined using the Visual Basic programming language (which is outside the syllabus).
Functions are typed alongside parenthesizes within which the arguments are listed. E.g.
=NOW() returns the current time
=SUM(3+5+7)*3 will multiply the sum of 3, 5 and 7 by 3.

Formulas are constructed using Functions, Cell references, Constants and Operators. For
example:

Illustration: Formulas
= 2 * PI () * A1
This formula is constructed of the following:
 A function - PI (). This function returns the value of pi (3.14159). Some functions require
‘arguments’ to be entered in an exact syntax between the brackets. For example the SUM()
function requires at least one argument to sum e.g. SUM(A1, B2, C5). Others such as PI do not
require arguments.
 A cell reference – A1.
 A constant – 2.
 An operator - * (multiply). Operators are the symbols used to create a calculation such as *
multiply, + add, - subtract, / divide, ^ raise to the power of.
So the cell will show the result of multiplying 2 times pi times the value of cell A1. For example if
A1’s current value was 10, then the formula would return
= 2 * 3.14159 * 10
= 62.8319

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As we have demonstrated in the illustration above, formulas enable us to transform an Excel

Workbook from columns and rows of data to a dynamic tool that can be customized to suit your
needs. For example, we might solve an engineering problem, calculate ‘what-if’ scenarios to
model financial data, calculate interest rates and sum columns or rows of numbers. The list is
literally endless!
Here are some other examples of formulas to help get us started.

Illustration: Formulas
=TODAY () – Returns the current date
=UPPER(“convert”) – Converts the text “convert” to “CONVERT”
=IF(C1<100) – tests cell C1 to see if it contains a value less than 100. The result will
show as TRUE or FALSE
=SQRT(E3) – Uses the SQRT function to return the square root of the value in cell E3
=(D4+(E4*F4)-G4)/3 – Adds D4 to the product of E4 and F4, then subtracts G4 before dividing
the whole result by 3

1.2 Create your first formula

A simple formula can be constructed as follows:
 Click the cell where you want to enter the formula
 Type the equals sign “=”
 Enter the formula by doing one of the following:
 Type the constants and operators

 E.g. = 7 + 11

 E.g. = 14 ^ 8
 Click the cells OR type the address of the cell rather than typing a constant

 E.g. = A1 + 11

 E.g. = C1 ^ C2
 Press ENTER
Note that there are almost limitless numbers of constants and operators that can be used
in a formula (subject to a maximum 8192 characters).

See the formula

either in the
formula bar (fx)
See the formula or in the cell itself
either in the (A1)
formula bar (fx) or This formula will
in the cell itself (A1 raise 4 to the power
– when in edit of 3.
mode). i.e. 4 x 4 x 4 = 64

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Cell A1 shows the

result of the formula
after we press
ENTER.

1.3 Using functions to create a formula

There are two main ways of entering functions as formula:
 Using Insert Function (fx) on the formula bar
 Use the drop-down menus from the Formulas tab
Let us illustrate both techniques with a simple weekly sales report. The two formulas we will build
are the sales total for five days sales in cell B10 and the average daily sales across those five
days in cell B12.

B10: We want
the sales total
(2500) here

B12: We want
the average
daily sales
here. Note:
2500/5 = 500

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 Chapter 6: Organizing and analysing data

Insert Function
Use Insert Function to show the total of 5 day’s sales in cell B10:
 Click B10
 Click Insert Function (fx) on the formula bar (note that Excel inserts the equals sign
automatically)
 Select the formula from the Dialog box then press ENTER. Note – if the function you need
is not showing you can use the search box (e.g. by typing the word “SUM” in the search
box) to generate suggestions.

3.Use ‘search’
to help find the
SUM function

2.Click Insert
Function fx

4.Select the
SUM formula

5.OK

1.Click B10

 When you press ENTER after selecting the appropriate formula the Function Arguments
dialog box is displayed. This is where you enter the arguments. Note that with many
functions, Excel makes an attempt to enter the arguments for you. These may or may not
require amendment.

Pre-populated
arguments appear
i.e. the range of
cells from B4 to B9
inclusive (shown as
B4:B9)

 Click OK to confirm the arguments. Note that in this example we could either use the
arguments: B4 + B5 + B6 + B7 + B8 + B9 or a single ARRAY argument B4:B9
 The sum of 2500 is now displayed in B10.

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The sum of B4:B9 is now

displayed in B10

Drop-down menu on the formula tab

Let’s use the drop-down menu on the Formulas tab to calculate the average daily sales in cell
B12:
 Click cell B12
 On the Formulas tab select the drop-down category that includes the function you wish to
use. In this case the AVERAGE function is part of the Statistical group.

2. Select the
Statistical group
within ‘More
Functions’

1. Click B12

3. Click AVERAGE

 Once again when we select our function (AVERAGE) by clicking on it in the drop-down list
we’re presented with the arguments dialog box.
Note this time though that the auto-generated Excel-populated arguments list is wrong as it
shows B4:B11. You need to manually edit the correct range of B4:B8.
 Click OK to confirm the newly edited arguments.

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 Chapter 6: Organizing and analysing data

Need to manually
adjust the argument
to B4:B8

Now manually
adjusted Note how Excel gives
you a preview of the
result
Click to
confirm

 The average daily sales of 500 now show in B12.

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1.4 Nested formulas

Excel formulas are not restricted to using only one function at a time. They are much more
powerful and flexible and we can include formulas within other formulas as their arguments. Such
a formula is called a nested formula.
Let’s introduce a new function – IF – in order to demonstrate the point.

Illustration: The IF function

Syntax: = IF (Logical_test, [value_if_true], [value_if_false])
For example,
= IF (A10>100,”Higher”, “Lower”)
 Logical_test: The logical test is whether the value of cell A10 is greater than 100.
 Value_if_true: If the value of cell A10 is greater than 100, the function will return the text
string “Higher”.
 Value_if_false: If the value of cell A10 is NOT greater than 100, the function will return the
text string “Lower”

Continuing our earlier example we could use column C to show whether each day’s sales are
higher or lower than the average for the week (which we calculated as 500).
 Click cell C4
 Select the IF function from the Logical drop-down on the Formulas tab
 Type in the arguments in the Function Arguments dialog box
 Click OK

2.Select IF from the

Logical drop-down

1.Click D4

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 Chapter 6: Organizing and analysing data

3.Type the
arguments

4.Click OK

The function that we have just created reads as:

=IF(B4>500,"Higher","Lower")

However, so far we entered the average of 500 as the number 500. We can change this to use
the AVERAGE function instead so that the overall formula is dynamic and does not need
manually updating every week.
TIP – the least risky method of constructing an embedded formula is to build each formula
separately using the Insert Function process as described above, then cut+paste one formula
into the other to replace one of the arguments.
So in our example we have built the AVERAGE function in cell B12 and constructed a non-
embedded IF function in D4. We can simply copy the text of the function in cell B12 and replace
the constant 500 within the IF function arguments as follows:
 Click B12
 In the function bar highlight the function EXCLUDING THE EQUALS SIGN

2.Highlight text in the function

bar (excluding the equals
sign).

3. CTRL+C to copy

4. ESCAPE

1.Click B12

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 Press CTRL+C (copy) to copy the contents of B12 (excluding the equals sign) onto the
clipboard
 Press ESCAPE
 Click cell D4
 Click with the mouse in the function bar and delete the constant 500 replacing it with the
AVERAGE function text from B12 by pressing CTRL+V (paste).
 Press ENTER

6. Replace the constant 500 by

clicking and deleting in the function
bar, then paste the AVERAGE
function from the clipboard by
pressing CTRP-P

The new formula in cell C4 will now show:

=IF(B4>AVERAGE(B4:B8),"Higher","Lower")

We have NESTED (embedded) the Average function within the IF function. If we replicate this for
all days our Worksheet would then appear as follows:

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The values in the cells being:

1.5 Relative and absolute references

When you copy and paste a formula from one cell to another the relative positioning of the
function arguments is retained.
For example, if the formula in cell A3 is

=A1 * A2

what it is really saying is multiply

 The contents of a cell two rows above (A1) by
 The contents of a cell one row above (A2).
So if we were to copy the formula (CTRL + C) and paste (CTRL+V) into say cell D3 the formula
would paste as

= D1 * D2

i.e. the relativity of multiplying a cell two rows above (D1) by a second cell one row above (D2)
has been retained.
The alternative to relative cell references is absolute reference. An absolute cell reference does
not change when you copy and paste the formula to another cell and is identified by the dollar $
prefix for both Row and Column. In the above example, the formula for average in cell C4, with
the help of both relative and absolute reference would be:
=IF(B4>AVERAGE($B$4:$B$8),"Higher","Lower")
When we copy the above formula in the subsequent cells the relative reference i.e., B4 will go on
changing from B5 to B8; however, the absolute reference i.e., $B$4:$B$8 will remain unchanged.

Illustration: Relative vs. Absolute cell references

1. Relative cell references
1.1 Enter the following formula into cell A3
= A1 * A2
1.2 Copy cell A3 (CTRL+C) and paste into cell B3 (CTRL+V).
Cell B3 appears as follows:
= B1 * B2

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Relative references
retained

The values are:

2. Absolute cell references

2.1 Click on cell A3 then click into the formula bar highlighting all the arguments
2.2 Press function key F4
The formula in cell A3 changes to:
= $A$1 * $A$2
2.3 Copy the formula from cell A3 (CTRL+C) and paste into C3 (CTRL + V).
This time rather than C3’s new formula being ‘= C1 * C2’ as in the previous example, cell C3 has
retained absolute references to cells A1 and A2 and also shows:
= $A$1 * $A$2

Function key F4
generates absolute
references

Absolute reference
retained when copied

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 Chapter 6: Organizing and analysing data

1.6 Avoiding common formula errors

The following table summarises common errors that users encounter when building formulas

Point often over-looked Comments

Enter numbers without formatting e.g. PKR 50,000 should be entered as 50000 (no
comma for thousands or currency notation)

Include the path to external workbooks All external links should include a path to the source
workbook.

References to other worksheet names Note this is only necessary when the other worksheet
should be made in single quotation name includes a non-alphabetical character such as
marks a hyphen – or a plus sign +

You must enter exactly the required For functions that have a specified number of
number of arguments arguments you must enter exactly the required
number.

Use a colon to indicate a range Some users accidentally use the hyphen but
remember this is the subtraction operator in Excel. A
range should be for example A1:A4

Match all open and close parentheses Be careful when nesting functions. Ever open
parenthesis must be matched by a close parenthesis.
This is why it can be a useful technique to build
nested functions, function by function, as it can be
difficult to identify missing parentheses in multi-level
embedded functions.

1.7 Deleting a formula

There are two methods for deleting a formula:
Delete key
 Click the cell containing the formula to delete
 Press the DELETE key
Note that using the delete key empties the cell of all its contents, including the result of the
former formula.
Paste-special values
 Click the cell containing the formula to delete
 Click Copy in the Clipboard group on the Home tab (or press CTRL+C)
 Click Paste Special under the Paste drop-down and select Values.
 Click OK

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2. Click
Paste Note cell contents is a
formula

3. Click ‘paste special’

from drop-down
1. Click cell containing
formula to delete

4. Select ‘values’

5. OK

Result: Formula has

been overwritten by the
equivalent value

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 Chapter 6: Organizing and analysing data

2 USEFUL FUNCTIONS FOR ACCOUNTANTS

Section overview

 Introduction
 Compatibility functions
 Date and time functions
 Financial functions
 Information functions
 Logical functions
 Lookup and reference functions
 Math and trigonometry functions
 Statistical functions
 Text functions

2.1 Introduction
Microsoft Excel functions are categorized by their functionality into the various groupings shown
in the Function Library on the Formulas tab.

Function library

Last section we introduced the mechanics of how to enter, edit and delete functions. In this
section we explore each of the function libraries for the functions most commonly used by
Accountants giving examples where appropriate.
Note that we have not covered all the available functions by any means, just those that you are
most likely to encounter as Accountants.
One really useful option in the functions library is the Recently Used category, which does
exactly what it says – lists your most recently used functions.
Note too that if you can’t remember which library a function belongs to you can click ‘Insert
Function’ either on the Formulas menu bar or at the foot of any of the drop-down Library menus.

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Insert function
button

Recently used functions.

Really useful!

Insert function is an option in

each of the function libraries.

2.2 Compatibility functions

Function Comment

PERCENTILE (array, k) Returns the k’th percentile of values in a range.

e.g. =PERCENTILE(C1:C1000,0.2) would return the 20th
percentile

QUARTILE(array,quart) Returns the quartile of a dataset (note: quart values can be 0 –

minimum value, 1 – 25th percentile, 2 – 50th percentile, 3 – 75th
percentile, 4 – maximum value).
e.g. =QUARTILE(C1:C1000,3) would return the 75th percentile

RANK(number,ref,[order]) Returns the rank of a number in a list of numbers. Note, for

‘order’, 0 is descending and 1 is ascending.
e.g. =RANK(C20,C1:C1000,0)

STDEV.S(number1, Estimates standard deviation on a sample.

number2, number3 …..)
e.g. =STDEV.S(C1:C1000)

If the dataset C2:C1001 was simply a list of numbers from 1 to 1,000, the formulas and results
would be as follows:

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Illustration: Compatibility functions

If the dataset C2:C1001 was simply a list of numbers from 1 to 1,000, the formulas and results
would be as follows:

2.3 Date and time functions

Function Comment

TODAY() Returns the current date

=NOW() Returns the current time

=WEEKDAY(serial_number,[return_type]) Returns the day of the week corresponding to a

date (i.e. serial_number).
e.g. =WEEKDAY(TODAY(),1) returns 2 (i.e. a
Monday as under return type 1, days of the week
range from 1 (Sunday) to 7 (Saturday). Other
common return types include:
 2: ranges from 1 (Monday) to 7 (Sunday)
 3: ranges from 0 (Monday) to 6 (Sunday)

=WEEKNUM(serial_number,[return_type]) Returns the week number of a specific date. E.g.

week containing january 1 is the first week of the
year and is number 1.
e.g. =WEEKNUM(TODAY(),1) returns 1 if today
is 3 January.

Illustration: Date and time functions

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2.4 Financial functions

Excel includes a large range of financial functions. However, they are specialised in nature, for
example relating to treasury, banking or actuarial roles.
A number of functions are briefly summarised below but note that detailed knowledge of these
functions will not be required in the exam.

Function Comment

ACCRINT Returns accrued interest on a secuity paying periodic interest

ACCRINTM As ACCRINT but interest paid at maturity

COUPDAYS Returns number of days in the coupon period that contains the settlement date

CUMPRINC Returns the cumulative principal paid on a loan between two periods

EFFECT Returns effective annual interest rate

IRR Returns the internal rate of return for a series of cash flows

PV Returns the present value of an investment: the total amount that a series of
future payments is worth now

NPV Returns the net present value of an investment based on a discount rate and a
series of future payments (negative values) and income (positive values)

SLN Returs the straight-line depreciation of n asset for a specified period

RATE Returns the interest rate per period of a loan or investment

PMT Calculates the payment for a loan based on constant payments and a constant
interest rate

YIELD Returns the yield on a security that pays periodic interest

2.5 Information functions

Function Comment
IS functions Each IS function checks the specified value and returns TRUE or FALSE.
e.g. ISBLANK(A1) returns TRUE if cell A1 is blank, otherwise returns FALSE.
Typically these functions are used in IF statements.
e.g. =IF(ISERROR(C6),”Exception occurred”,C6*365). This would multiply C1
x 365 unless the value in C1 was an error, in which case the text string
“Exception occurred” would be displayed
IS functions  ISBLANK(value)
– examples  ISERR(value) – checks for any error except #N/A
 ISERROR(value) – checks for any error
 ISLOGICAL(value)- checks if it’s a logical value e.g. TRUE
 ISNA(value) – checks if #N/A
 ISNONTEXT(value) – checks if non-text
 ISNUMBER(value)
 ISREF(value) – checks if it’s a reference
 ISTEXT(value)

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Illustration: Information functions

2.6 Logical functions

Function Comment
AND(logical1, [logical2], Returns TRUE if all it’s arguments are TRUE. Note – ALL
[logical3]…) arguments must be TRUE, otherwise FALSE will be
returned.
e.g. =AND(5*5=25,32/8=4) would return TRUE
IF(logical_test,[value_if_true], Returns one value if the condition is TRUE, otherwise returns
[value_if_false]) another value.
e.g. if 2011 sales were in cell A1 and 2012 sales in A2 we
could specify the following:
=IF(A2>A1,”Sales increased”,”Sales not increased”)
IFERROR(value, Returns a specified value if a formula (value) evaluates an
value_if_error) error. Otherwise the result of the formula is returned. Useful
for trapping formula errors.
e.g. =IFERROR(25/0,”Exception”) would return “Exception”
but =IFERROR(25/5,”Exception”) would return 5.
NOT(logical) Reverses the value of its argument.
e.g. =NOT(2+2=4) would return FALSE
OR(logical1,[logical2],[logical Returns TRUE if any argument is TRUE. If all arguments are
3]…) FALSE then FALSE is returned.
e.g. =OR(A1>10%,A2>15%,A3>20%) would return TRUE if
any of the three tests hold TRUE.

Illustration: Logical functions

2.7 Lookup and reference functions

Function Comment
VLOOKUP(lookup_value, Looks in the first column of an array and moves across the
table_array, col_index_num, row to return the value of a cell.
[range_lookup])  Lookup_value – the value we’re trying to match in the
first column
 Table_array – the dataset that we’re searching
 Col_index_num – Once we’ve found a match this is the
number of columns to count across on that row for the
result

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Function Comment
 [range_lookup] – an optional value. Use “TRUE” if you
want a ‘best-fit’ match to the data. Use “FALSE” if you
need an exact fit.
HLOOKUP – lookup_value, Works in an almost identical fashion to VLOOKUP except
table_array, row_index_num, rather than checking for a matching row then moving across
[range_lookup]) a certain number of columns, HLOOKUP checks for a
matching column then moves down a certain number of
rows.
VLOOKUP
The Vlookup function is used to search the first column of a range of cells and then returns a
value from any cell on the same row of the range.
This is best described by way of an illustration.

Illustration: VLOOKUP
Let’s say we have a list of 1,000 employees in a worksheet with columns arranged as follows:
 A: Employee ID
 B: Surname
 C: Department
 D: Salary
We could use the VLOOKUP function to search the records for employee XYZ2538 and return
their salary from the 4th column as follows:
=VLOOKUP("XYZ2538",A1:D1000,4,FALSE)

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HLOOKUP
The Hlookup function is used to search the first row of a range of cells and then returns a value
from any cell in the same column of the range.
This is best described by way of re-arranging a subset of the data from the Vlookup illustration
into a columnar format.

Illustration: HLOOKUP
Let’s say we have a list of 100 employees in a worksheet with rows arranged as follows:
 Row 1: Employee ID
 Row 2: Surname
 Row 3: Department
 Row 4: Salary
We could use the HLOOKUP function to search the columns for employee XYZ2538 and return
their salary from the 4th row as follows:
=HLOOKUP("XYZ2531",D1:CZ4,4,FALSE)

2.8 Maths and trigonometry functions

Function Comment

ABS (number) Returns the absolute value of a number (i.e. the number without its
sign)
e.g. =ABS(-3) = 3

CEILING (number, Rounds a number up (away from zero) to the nearest multiple of
significance) significance.
e.g. =CEILING(7,2) = 8 i.e. rounds 7 up to the next multiple of 2

FLOOR (number, Rounds a number down (towards zero) to the nearest multiple of
significance) significance.
e.g. =FLOOR(7,2) = 6 i.e. rounds 7 down to the highest multiple of 2

INT (number) Rounds a number DOWN to the nearest integer.

e.g. =INT(17.8) = 17

MOD (number, Returns the remainder after a number is divided by the divisor. Note
divisor) the result has the same sign as the divisor.
e.g. =MOD(7,2) = 1 i.e. 7/2=3.5, so working backwards 3 x 2 = 6,
leaving one left over

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Function Comment

ROUND (number, Rounds a number to a specified number of digits.

num_digits) e.g. =ROUND(13.7589,2) = 13.76

SUBTOTAL Returns a subtotal in a list or database. However, the term ‘subtotal’

(function_num, ref1, can be misleading as it is not restricted to the (sum) function.
[ref2], [ref3]….)
The ‘function_num’ argument defines which function should be
applied to the dataset, for example function_num 9 means SUM the
dataset, whereas function_num 1 means take the average of the
dataset.
See illustration SUBTOTAL below.

SUM (number1, Adds all the numbers that are specified as arguments. Note that the
[number2], arguments can take many forms, e.g. a range, constants, cell
[number3]…) references).
e.g. =SUM(2,10,13) = 25.
If cells A1, A2 and A3 contained the values 2, 10 and 13 this could
also be written as:
=SUM(A1, A2, A3) or alternatively
=SUM(A1:A3) or alternatively
=SUM(A1:A2, A3)

SUMIF (range, This clever function sums the values in a range that meet criteria that
criteria, [sum_range]) you specify. For example in a list of employees and salaries you
might want to sum the salaries of all employees with manager grade.
See illustration SUMIF below.

TRUNC (number, Truncates a number to an integer by removing the fractional part of

[num_digits]) the number. If [num_digits] is not specified then it defaults to zero.
e.g. =TRUNC(17.89,1) = 17.8
e.g. =TRUNC(17.89) = 17

Illustration: Maths and trigonometry functions

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Illustration: SUBTOTAL
Using a list of employees including their employee ID, surname, department and salary we can
perform 11 different functions on the salary column using the subtotal function.
The dataset is as follows:

The subtotal syntax is:

= SUBTOTAL (function_num, ref1, [ref2], [ref3]….)
The ref1, ref2 etc. arguments represent the data to be analysed. We can summarise this as the
range D2-D16.
The Subtotal function has 11 different function_num arguments built-in which applied to our
dataset give the following results:

In fact there are 22 different function_num arguments:

 Those in the range 1 to 11 will include hidden values (i.e. from hidden rows).
 Those in the range 101 to 111 (same order as the 1 to 11 range) will ignore hidden values.

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Illustration: AutoSum
The quick method for summing data is to use the AutoSum function on the Formulas tab.
Let’s say a property developer has seven tenants and information about how much each tenant
owes for electric, gas and water:

We could add totals for electric, gas and water in cells B9, C9 and D9:
 Click cells B9, C9 and D9
 Click the AutoSum function on the Formulas tab

2. Click
AutoSum

1. Click cells

We could also create totals for each tenant in column E:

 Click cells E2 to E9
 Click the AutoSum function on the Formulas tab 2. Click
AutoSum

1. Click cells

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Illustration: SUMIF
A human resources department wants to find out the combined salaries of all the employees in
the Manufacturing department. The dataset is as follows:

We can use the SUMIF formula as follows:

The syntax of SUMIF is:

 SUMIF (range, criteria, [sum_range])
So in this illustration:
 Range = C1-D16. In practice the first column of the range should be the column that includes
the selection criteria, in this case “Manufacturing”
 Criteria = “Manufacturing”. Note the use of speech marks
 Sum_range = D1:D16. This represents the column from which entries should be added if the
value in column C on that row matches the criteria.
So in plain terms, add up column D for all rows where column C on that row says ‘Manufacturing’.
The final result is that the total combined salary of all Manufacturing employees is 149,000.

2.9 Statistical functions

Like with the Financial function library, many of the Statistical functions are similarly specialised
in nature. However, there are a number of useful functions in this library that can routinely assist
accountants in their day-to-day work whether as auditors, accountants in industry, or indeed in
any of the many other roles that accountants fulfil. These functions are summarised below.

Function Comment

AVERAGE (number1, Returns the average of the arguments.

[number2], [number3]…)
e.g. =AVERAGE(C1:C1000)

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Function Comment

COUNT (value1, [value2], Counts the number of cells in a range that contain a number
[value3]…) (i.e. not text or logical values etc.) plus the number of
numbers entered as arguments.
e.g. If there are numbers in cells C3, C8 and C11 but text in
all other C-cells in the range C1 to C20, then
=COUNT(C1:C20,10,11,12) would return an answer of 6. i.e.
the three numbers in cells C3, C8 and C11 plus three
numbers entered as arguments 10, 11 and 12.

COUNTA (value1, [value2], Very similar to COUNT except that COUNTA simply counts
[value3]…) non-empty cells and arguments, irrespective of type.

COUNTIF (range, criteria) Countif returns a count of the number of cells in a range that
satisfy the criteria.

MAX (number1, [number2], Returns the largest value in a set of values. Note that the
[number3]…) arguments can either relate to cells or be constants.
e.g. if cells C1:C3 included the values 7, 11, 4
=MAX(C1:C3) = 11
But,
=MAX(C1:C3, 15) = 15

MEDIAN (number1, Returns the median (number in the midle of a set of

[number2], [number3]…) numbers) of a list (can include a range) of numbers.
e.g. MEDIAN(3,2,7,11,5) = 5

MIN (number1, [number2], Opposite to the MAX function.

[number3]…)
Returns the smallest value in a set of values. Note that the
arguments can either relate to cells or be constants.
e.g. if cells C1:C3 included the values 7, 11, 4
=MIN(C1:C3) = 4
But,
=MIN(C1:C3, 0) = 0

PERCENTILE.INC Returns the k-th percentile of values in a range where k is in

(array, k) the range 0..1 inclusive (i.e. 0% = 0 and 100% = 1).
e.g. =PERCENTILE.INC(A1:A1000,0.25) would return the
25th percentile of cells in the range A1:A1000.

STDEV.S (number1, Calculates the standard deviation based on a sample of

[number2], [number3]…) numbers (ignoring text and logical values that may have
crept into the dataset).
e.g. =STDEV.S(1,3,5,7,9) = 3.16

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Illustration: Statistical functions

Illustration: COUNT vs. COUNTA vs. COUNTIF

 Count returns a count of numbers in the arguments (or within any ranges entered as
arguments).
 CountA returns the number of non-empty cells and arguments – i.e. text, error values, logic
values etc.
 CountIF returns the number of cells in a range that satisfy the criteria

For example:

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2.10 Text functions

Function Comment

EXACT (text1, The Exact function is useful for testing that text entered into a document is
text2) accurate. Also useful when combined with the LEFT, MID and RIGHT
functions below for example for testing certain check-digits say in product
codes or invoice numbers.

Returns TRUE if the text strings are exactly the same. EXACT is case-
sensitive but ignores formatting such as bold or underline.

e.g. =EXACT(“saMe”, “saMe”) = TRUE

LEFT (text, Returns the left most character (or characters if num_chars is used) of a
[num_chars]) text string.

e.g. =LEFT(“Pakistan”,2) = Pa

LEN (text) Returns the number of characters in a text string

Note, spaces, commas etc. are also counted.

e.g. = LEN(“Pakistan, Asia”) = 14

LOWER (text) Converts all uppercase letters in a text string to lowercase.

e.g. = LOWER(“paKiSTAn”) = pakistan

MID (text, Returns a specific number of characters (num_chars) from a text string
start_num, (text), starting at the position you specify (start_num).
num_chars)
e.g. =MID(“Pakistan”,3,4) = kist

PROPER (text) Capitalizes the first letter in a text string plus any other text letters that
follow a character other than a letter. All other letters are converted to lower
case.

e.g. =PROPER("account NuMBer 36CeB") = Acount Number 36Ceb

RIGHT (text, The opposite of the LEFT function - returns the right most character (or
[num_chars]) characters if num_chars is used) of a text string.

e.g. =RIGHT(“Pakistan”,2) = an

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Function Comment

TEXT (value, TEXT allows us to convert a numeric value to text. The ‘format_text’
format_text) argument lets us specify the display formatting (e.g. m/d/yyyy, #,##0.00).

Note the following guidelines for text formats:

 0 (zero) – Displays insignificant zeros if a number has fewer digits than

specified in the format. E.g. 17.8 shows as 17.80 with format #.00

 # - Same as 0 (zero) but does NOT display insignificant zeros. Note

that in effect this operates as a ‘rounding’ function when there are more
digits than specified in the format.

 ? – Same rules as 0 (zero) but adds spaces to ensure the decimal

points are aligned in columns.

 . (period) – displays the decimal point in a number.

e.g. =TEXT(17.8945,"PKR #.##") = PKR 17.89

TRIM (text) TRIM is particularly useful for formatting data received from other sources
that may have irregular spacing.

TRIM removes all spaces from text except for single spaces between
words.

e.g. = TRIM(“ Long account end”) =

Long account end

UPPER (text) Converts text to uppercase

e.g. =UPPER("pAkiSTan") = PAKISTAN

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Illustration: Text functions

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3 CHAPTER REVIEW
Chapter review

Before moving on to the next chapter check that you now know how to:
 Understand and construct basic formulas
 Work with date formulas
 Use functions commonly used by accountants

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4 SELF-TEST
Q1 If today was a Monday, what would be the output of the following function?
=WEEKDAY(TODAY()+3,2)
A 2
B 3
C 4
D 5

Q2 What function returns the yield on a security that pays periodic interest?
A RATE
B YIELD
C NPR
D YLD

Q3 Which parameter describes the dataset that is being searched in the below function?
= VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup])
A lookup_value
B table-array
C col_index_num
D range_lookup

Q4 Which of the below functions is entered correctly?

A =IF(G4>32,”Warm”,”Cold”)
B =IF(G4>32,Warm,Cold)
C =IF(G4>”32”,”Warm”,”Cold)
D =IF(G4>32,(”Warm”,”Cold”))

Q5 Which of the below is the odd one out?

A You must enter exactly the required number of arguments
B A range can be indicated by a colon
C All open and closing parentheses should be matched
D References to other worksheet names should be made in double speech marks

Q6 Which Microsoft Excel command in the AutoCalculate area displays the highest value in the selected
range?
(a) Largest
(b) Most
(c) Highest
(d) Maximum

Q7 In the formula = A14 / B14 + C5 – D6 * F6 which calculation is performed first?

(a) Division
(b) Multiplication
(c) Subtraction
(d) Addition

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Q8 Which sign tells Microsoft Excel that you are typing a formula or function and not text?
(a) Apostrophe
(b) Letter F
(c) Equal
(d) Colon

Q9 Which of the following checks the formulas of Microsoft Excel workbook in a manner similar to the spell
checker that checks misspelled words?
(a) Formula checker
(b) Calculation checker
(c) Arithmetic checker
(d) Math checker

Q10 You may use the following Microsoft Excel function on formulas that potentially can result in more
decimal places than the format display in a given cell.
(a) AVERAGE
(b) ROUND
(c) DECIMAL
(d) FIT

Q11 Which of the following Microsoft Excel feature would help you find the input values to reach the desired
result ?
(a) Goal seeking
(b) Result tracing
(c) Formula seeking
(d) Any of the above may be used

Q12 In Microsoft Excel “What IF analysis” is carried out using the following tool:
(a) Value Seek
(b) IF Seek
(c) Track Seek
(d) Goal Seek

Q13 You can set Microsoft Excel in Automatic or Manual calculation mode. If it is in manual mode which key
you will press to update the formula values of all worksheets in all open workbooks?
(a) F6
(b) F9
(c) F11
(d) F12

Q14 In Microsoft Excel, when all the numbers between 0 to 100 in a range are to be displayed in Red Color,
you may apply the following:
(a) Use =if() function to format the required numbers red
(b) Apply Conditional Formatting option from Home tab
(c) Select the cells that contain number between 0 to 100 then click Red color on Text Color tool
(d) Any of the above method may be used

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Q15 To override the order of calculations in Microsoft Excel formula, you need to use:
(a) Single quotes
(b) Double quotes
(c) Brackets
(d) Parentheses

Q16 The general syntax of the IF function in Microsoft Excel is:

(a) IF(value_if_true, logical_test, value_if_false)
(b) IF(logical_test, value_if_false, value_if_true)
(c) IF(value_if_false, logical_test, value_if_true)
(d) IF (logical_test, value_if_true, value_if_false)

Q17 Which of the following Microsoft Excel function can be used to find out 20th percentile of values
available in data from cell C1 to cell C1000?
(a) =PERCENTILE(C1:C1000,0.2)
(b) =PERCENTILE(C1:C1000,20)
(c) =PERCENTILE20 (C1:C1000)
(d) =PERCENTILE(C1:C1000,2%)

Q18 If today is Saturday then what will be the result of this Microsoft Excel function
=WEEKDAY(TODAY(),1)
(a) Monday
(b) Saturday
(c) 1
(d) 7

Q19 Microsoft Excel function IRR is used to calculate:

(a) PKR (Pakistani Rupees) to IRR (Iranian Riyal)
(b) Internal rate of return for a series of cash flows
(c) It is not a valid function of Microsoft Excel
(d) None of the above

Q20 What will be the result of Microsoft Excel function =MOD(7,2) ?

(a) 3.5
(b) 4
(c) 3
(d) 1

Q21 In Microsoft Excel which chart style shows horizontal bars that compare two or more values to show
how the proportions relate to each other?
(a) Line chart
(b) Column chart
(c) Bar chart
(d) Pie chart

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Q22 To select non-adjacent ranges in Microsoft Excel worksheet, select the first range, hold down the
following key, then select the next range.
(a) Alt key
(b) Ctrl key
(c) Shift key
(d) Tab key

Q23 Which of the following Microsoft Excel function is used when the table direction is horizontal, or across
the worksheet?
(a) VLOOKUP
(b) HLOOKUP
(c) ALOOKUP
(d) WLOOKUP

Q24 You can sort data in Microsoft Excel table using which of the following techniques?
(a) Click the Sort & Filter button on the Home tab on the ribbon
(b) Right-click the table and then point to Sort on the shortcut menu
(c) Use the sort button on the Data tab on the ribbon
(d) Any of the above methods may be used

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 Assessment of Fundamental Competencies

CHAPTER
Introduction to Information Technology

Managing data and workbooks

Contents
1 Introduction to managing data
2 Importing and exporting data
3 Representing data
4 Data connections
5 Chapter review
Self-test

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1 INTRODUCTION TO MANAGING DATA

Section overview

 Introduction to managing data

1.1 Introduction to managing data

There are two sources of data in an Excel workbook:
 Storing data directly in the workbook
 Storing data in an external data source
Storing data directly in the workbook
Storing data locally in a workbook has the benefit of speed, control and accessibility.
However, it can become cumbersome to manage and consume disk space. Furthermore users
may encounter accessibility challenges, particularly when sharing workbooks, which can lead to
multiple and inconsistent copies of data co-existing. Imagine how dangerous this could be if it
related to a human resources database.
This is why many operations benefit from having a single copy of secure and well-managed data
that is maintained centrally but that multiple users can share.
Storing data in an external data source
Examples of external data sources include
 Text files
 Databases
 OLAP (Online Analytical Processing) cubes
The workbook and external data source communicate via a data connection which includes
information on location, log-in and accessing the external data source.
The benefits of storing data externally include
 You can periodically analyse the external data without repeatedly copying the data into
your workbook. Such copying of data can be time-consuming and error-prone.
 Once connection has been established you can also automatically refresh (update) the
linked Excel workbook from the original data source. This enables the workbook to be kept
up-to-date.
 External data sources support data sharing and can promote data integrity by having just
one central copy of the data.
Connection information is stored in a workbook and can also be stored in a connection file such
as:
 ODC file – Office Data Connection
 .dsn – Data Source Name file

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This can be illustrated as follows:

Illustration: The basics of Excel data connections

1. Data 2. 3. Connection 4. 5. Workbook

source file

1. Data source such as a text file (.csv, .txt.), SQL Server or Microsoft Access.
2. Data source may have an associated Open Database Connectivity (ODBC) driver or Object
Linking and Embedding Database (OLE DB) provider. The terms ODBC driver and OLE DB
connection describe the interface that connects a database with an application such as an
Excel workbook. OLE DB is a more up-to-date and versatile method than ODBC.
3. A connection file is required which provides the bridge between the data source and the
workbook. This defines all the information needed to access and retrieve data from a data
source.
4. Connection information is copied from the connection file into a workbook. Users can then
access and edit the connection information from within the workbook.
5. Data is ultimately displayed into the workbook (all the way from the data source) and available
directly in the workbook for use.

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2 IMPORTING AND EXPORTING DATA

Section overview

 Importing data from a text file

 Using the Text Import Wizard
 Exporting data to a text file

2.1 Importing data from a text file

There are two types of text files that you will typically encounter:

Text file type Comments

.txt Delimited text file – the TAB character typically separates each text field.
However, other separators are possible such as comma, semicolon and
space.

.csv Comma separated values text files – data is separated by a comma in

these files.

We can see the difference by looking at the same data set in Microsoft Notepad in both .txt and
.csv formats as follows:

Text file: Tab-delimited

CSV file: Comma-delimited

There are a number of methods for using this data in an Excel worksheet:

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Method Comments
Open a .csv file This is the simplest method. You can either:
directly into Excel  use the ‘File-Open’ function in Excel (changing file type from ‘All
Excel Files’ to ‘Text Files’ so you can find the .csv file’)

or
 use Windows Explorer to find the .csv file then use the ‘Open
With…’ and select Microsoft Excel.
Note:
 Opening a .csv file directly in Excel does NOT import the data
nor create a connection. You are literally in the live and original
.csv file so any changes you make will change the .csv file.
Import a .csv or .txt We can use the Text Import Wizard to generate a copy of the source
using the Text data from the .csv or .txt file in an Excel Workbook. The process is
Import Wizard explained in full detail below.
within Excel Note:
 Importing data using the Text Import Wizard (for both .csv and .txt
files) creates a copy of the source data in your workbook and
also creates a connection back to the source file. The
connection can then be subsequently updated to reflect further
changes to the source data.

2.2 Using the Text Import Wizard

The Text Import Wizard assists users with importing data from a text file into a worksheet.
The Text Import Wizard is accessed by clicking From Text in the Get External Data group on
the Data tab.

Click

The process is best illustrated by working through an example. Let’s import the below tab-
delimited text file (shown open in MS Notepad):
To start the process, double-click the text file to be imported from the Import Text File dialog
box:

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Double Click

The text import wizard now involves three steps…

Step 1 – Establish whether source data is delimited
 Select whether the text is delimited (i.e. fields are separated by a tab, colon, semicolon,
space or other character) or fixed width (i.e. every column has the same number of
characters)
 Select which row to start the import from. Note that we can easily delete unnecessary data
rows from the imported worksheet later.
 Select file origin – i.e. the character set used in the text file. It is rare to need to re-set this
from the default setting but you should double-check.
 Review the file preview.

1. Delimited or fixed width

4. Preview
2. Start row 3. File origin

5. Next

Step 2a – Delimited text - specify the delimiters

 Select the character that separates values in your text file – i.e. the delimiter.
 Set the text qualifier – i.e. the character that encloses values in the text file. Typically this
will be double quotation marks “.
 Review the data preview.

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1. Specify the
delimiter

2. Set the text

qualifier

3. Review

4. Next

Step 2b – Fixed width data

 If the data source is fixed-width then step 2 involves specifying the column widths.
Step 3 – Specify data format for each column
 A practical approach to step 3 is to start by reviewing the data preview. You very quickly
get a feeling for whether the settings are ‘about right’ or ‘need major surgery’.
 The ‘advanced’ button opens an advanced dialog box that allows you to
 adjust the decimal and thousands separators; and
 specify that one or more numeric values may contain a trailing minus sign

Adjust as
appropriate

Adjust as
appropriate

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 For each of the data columns

 Select the column by clicking somewhere on the data
 Set the column data format (general, text or date) or alternatively select “Do not
import column” to exclude that column from importing.

2. Set an appropriate
data format for import

1. Select a column by 3. After setting each

clicking in the data column’s format click
‘Finish’.

Final steps
 Clicking the ‘finish’ button opens a final dialogue box seeking confirmation exactly where
you want the imported data importing to.

Specify exactly where

you want the text to be
imported to.

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The imported text data has now populated into your workbook.

Imported
data

2.3 Exporting data to a text file

You can export data to a text file simply by saving the worksheet with a .txt or .csv file-type.
Note:
 You can only save the current worksheet (i.e. not multiple worksheets). So if you need to
save multiple worksheets you will need to save each worksheet individually each with a
different name.
 Text files are by definition relatively simple files (which minimises file size dramatically)
without many of the features of an Excel workbook. Therefore data formatting such as
bold, colours and shading will be lost in the export process.

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To export data to a text file:

 Click Save As on the File tab

Click

 Choose the text file format you wish to export to:

 Text (Tab delimited)
 CSV (Comma delimited)
 Click Save

2. Save

1. Choose
appropriate file
format

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3 REPRESENTING DATA
Section overview

 Use of Charts
 Steps for Drawing up Charts
 Types of charts
 Elements of a Chart
 Modifying Chart

3.1 Use of Charts

Data can be presented in form of Charts which makes it easier to understand the relationship
between series of data. Representing data into graphical form can also help analyze, organize or
summarize data into meaningful information.

3.2 Steps for Drawing up Charts:

1 Enter numeric data in Excel
2 Go to Insert Menu, you will find options for different type of charts there.
3 Select the most appropriate form in which you want to present the data.

Excel also provides recommended chart options together with all chart tools that may be used to
represent data visually.

3. Click Charts

2. Click Insert

Recommended/ All
charts

1. Select the
data
5. Click Ok

4. Select Chart type

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3.3 Types of charts:

1 Column Charts: are used to compare values across categories.
2 Line Charts: are used to display trends over time.
3 Pie Charts: display the contribution of each value to a total.
4 Bar Charts: are the best chart types for comparing multiple values.
5 Area Charts: emphasize differences between several sets of data over a period of time.
6 Scatter Charts: compares pairs of values.
7 Other Charts: Stock chart, Surface chart, doughnut chart, Bubble or Radar chart.

3.4 Elements of a Chart:

A chart has many elements, some of which are displayed by default and some of them can be
added or deleted as per the requirement of the work. The display of the chart elements can be
changed, resized and formatted.

1 1 2 3

18 6
16
Score Board Highest 7
4
14
12 5
Scores

10
8 Pak
6
Ind
4
6
2
0
1 2 3 4 5 6 7 8 9 10

4
Overs
6

1 The chart area of the chart.

2 The plot area of the chart.
3 The data points of the data series that are plotted in the chart.
4 The horizontal (category) and vertical (value) axis along which the data is plotted in the chart.
5 The legend of the chart.
6 A chart and axis title that you can use in the chart.
7 A data label that you can use to identify the details of a data point in a data series.

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3.5 Modifying Chart:

Inserted Chart can be modified or altered using Chart tools. When inserted chart is selected,
Chart tools tab appears.

Chart Design:
Chart design tool has option to change
 Color
 Layout
 Chart elements
 Chart type
 Switch rows/column

Change chart type: It consists of multiple options. If you have selected a Bar chart and now you
want to change it to Column chart then it could be done by using ‘change chart type’ option.
Quick layout: Another option in Chart design is that you can save the layout of a chart as a
template; hence you can apply same as for the other charts in future.
Switching data: Data being charted on the X-axis will move to Y-axis and vice versa.
Select data: Data being used in the chart can be changed by using Select data option.
Change color: A combination of color to choose from in modifying chart type.
Chart styles: For a selected chart type there are multiple styles available with different look and
formatting.
Move chart: Option moves your chart as an object or in another sheet which is a powerful option
to place a chart in another sheet.
Resize Chart: A chart can be resized by selecting it and then from all four corners cursors will
show and drag it to the desired size.

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Chart Format: Chart formatting tools include

Shape styles: To apply a style to overall chart inserted.
Fill shape, Shape outline and Shape effects: Used to apply colors to the chart area, bordered
lines to the chart and glow effects respectively.
Word art styles: Used to change the format of the elements of charts.

Chart Elements
Chart elements may be inserted using a plus (+) sign when selecting an inserted chart.

Chart title: To apply a title to the chart and it can be changed, removed and repositioned at right
or left side.
Axis title: To apply a title to X-axis and Y-axis, it is actually used to label each axis.
Legend: Legend contains the names of data series with their actual data values.
Data Table: Same data (as in the sheet) will be shown in tabular form with the chart.
Axes: Option is used to change layout and formatting of each axes.
Grid lines: Option is being used to show and hide the grid lines in the chart on horizontal and
vertical axes.
Plot Area: Option is being used to change the background of the chart with gradient and solid
colors etc.
Trend line: Shows the trends between data series from beginning to end.

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4 DATA CONNECTIONS
Section overview

 Introduction
 Finding existing data connections
 Editing connection properties
 Refreshing data connections
 Exchanging data with other data sources
 Exporting data from Excel to Word

4.1 Introduction
In the earlier worked example in section 2.2 we used the Text Import Wizard to import a text file
(15 employee HR records) into Excel.
Behind the scenes Excel created connection data and a link between the Excel worksheet and
the source data. This is exactly as described in the illustration in section 1.1 earlier.
During the import process Excel makes a local copy within the workbook of the imported data.
However, Excel is clever in that the connection data means it remembers exactly where the
imported data came from.
If the source data is changed we can either continue working with the original imported data or
alternatively refresh the connection to pick up the updated source data.
This section explains how we can identify and manage existing data connections.

4.2 Finding existing data connections

To identify existing connection files:
 Click Existing Connections in the Data tab.
 You can narrow your search by selecting from the dialog box drop-down between
 Connections in this workbook
 Connection files in network
 Connection files on this computer

Click

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Refine search here

List of connections

4.3 Editing connection properties

 Click ‘Connections’ in the Connections section on the Data tab
 Select a connection to edit
 Click Properties.
The Connection Properties dialog box gives numerous options for editing Usage and Definition
properties.

1. Click

2. Select a
connection to edit 3. Click

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Usage
properties

Definition
properties

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4.4 Refreshing data connections

Microsoft Excel offers a number of options for when data updates should occur, including:
 Automatically refreshing data at timed intervals (“Refresh every x minutes”)
 Refreshing data every time the workbook is opened
 Manual updates only – this occurs if neither of the above two options are checked.
You can continue to work on the workbook during refresh periodically checking the refresh
status. Note that the external data source may require a password to gain access.
The refresh settings can be found on the Connection Properties dialog box that we opened in 4.3
above.
For each connection where “Prompt for file name on refresh” is ticked then you will need to
negotiate the Import Text dialog box and select a file to link to every time you refresh.
Note that ‘Prompt for file name on refresh’ is ticked by default each time you set up a new
connection.

Change refresh
settings here

Manually refreshing connections

There are a number of options for refreshing connections:
 If you have multiple connections you can use the ‘Refresh All’ icon on the Connections
group of the Data tab to simultaneously refresh all the connections.
 Alternatively you can click on ‘Connections’ in the Connections group of the Data tab
and:
 Refresh specific individual connections by selecting a connection then clicking the
Refresh button; or
 Refresh all the connections by clicking Refresh All from the Refresh drop-down.
 The other method for updating a single connection is
 Select a cell within the range where the connected data is currently populated
 Click Refresh from the Connections group of the Data tab. This will only refresh the
data connection associated with the selected cell.

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Illustration: Manually refresh connections

For this illustration we have two data sets each connected to a different text source file. I.e. there
are two external connections.
The data currently appears as follows:

Some changes have been made in the underlying data files as follows:
 Employees XYZ2505, RD3211 and RDD3212 have left
 Employee XYZ2516 has joined
We therefore need to refresh connections to reflect these changes.

Method 1

Click

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Method 2

1. Click

2. Click a
connection
3. Refresh

4. Repeat 2 and 3
for each
connection

Method 3

2. Click refresh
from the Data
menus

3. Repeat 1 and 2
for each dataset
1. Select a
cell in the
dataset

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Results after refreshing connections

We can now see that three employees have been removed and a new one added:

RDD3211 and
RDD3212
removed
XYZ2505
removed

XYZ2516 new

4.5 Exchanging data with other data sources

Microsoft Office supplies the OLE DB providers and ODBC drivers necessary to retrieve data
from multiple sources including:
 Text files - as seen above
 Microsoft Access - see below
 XML files
 SQL Server Analysis Services
 Microsoft SQL Server
 HTML files on the World Wide Web (the internet) – see below
The Data Connection Wizard and Microsoft Query also support access to many other data
sources that incorporate appropriate OLE DB providers and ODBC drivers. These include:
 Other Excel worksheets
 Paradox
 Oracle
 DB2
 dBASE
 Microsoft FoxPro
The below notes give an overview of importing (and exporting where relevant) with a selection of
the above.

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Exchanging data with Microsoft Access and the internet

Data source Import Export

Microsoft Access  Copy from an Access table  Copy data from an Excel
and paste into an Excel worksheet and paste into an
worksheet Access table
 Set up a connection from an  Import an Excel worksheet
Excel worksheet to an Access into an Access table
database using the ‘From
Access’ icon on the ‘Get  Link to an Excel worksheet
External Data’ group of the from an Access table
Data tab

 Export Access data into an

Excel worksheet

The Web  Use the New Web Query

dialog box (see illustration
below)

Other methods of exchanging data with Microsoft Excel

Select one of the options under the ‘From Other Sources’ icon in the Get External Data group
on the Data tab

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Illustration: Importing data to Excel from the internet

1. Click From Web in the Get External Data group on the Data tab
2. Select the web page and click Go
3. Place yellow arrows next to the tables you want to import
4. Click Import
5. Select a destination for the imported data
6. Wait whilst data downloads
7. Success - external data has been imported from the internet

1. Click

2b. Go

2a. Load web page

3. Click yellow arrows

(which turn green on
selection) to select
data for download

4. Import

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5. Select
destination for
imported data

6. Wait whilst data

downloads

7. Data
successfully
downloaded
(note: may
need to re-
size columns)

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4.6 Exporting data from Excel to Word

The simple method is to
 Select the data in Excel
 Copy (CTRL+C)
 Click the location in your Microsoft Word file
 Paste (CTRL+V)
However, the downside of this method is that the pasted table in Word would normally need re-
formatting.

2. Copy
(clipboard icon or
CTRL+C)

1. Select data

3. Paste
(clipboard icon
or CTRL+V)
and re-format

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The cleaner (but longer) method is:

 Save the table as a .CSV comma delimited file (see section 2.3)
 In Microsoft Word open the .CSV file
Currently the imported data looks like a jumble of characters. However, remember that it is still in
its raw comma delimited format:

.CSV file opened

in MS Word.
Currently a jumble
of characters

 In Word:
 Highlight the imported comma-delimited text
 Select Convert Text to Table in the Table drop-down on the Insert tab
 Adjust ‘Convert Text to Table’ settings as appropriate then click OK

2. Select ‘Convert
Text to Table’

1. Highlight the
imported .CSV text

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3. Adjust settings
as applicable

4. OK

4. Worksheet now fully

exported to MS Word

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5 CHAPTER REVIEW
Chapter review

Before moving on to the next chapter check that you know how to:
 Understand the basics of data connections between Microsoft Excel and other applications
 Import data from other applications and in alternative formats
 Represent data using charts and graphs
 Export data to other applications and in alternative formats

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SELF-TEST
Q1 Which of the following best describes OLAP?
A Overall level of accountability protocol
B Online analytical processing
C Overt linked analytical process
D Overlapping level for analogue program

Q2 Which of the following is correct?

A Data is separated either by commas or semicolons in TXT files
B Data is separated either by commas or semicolons in CSV files
C Data is separated by commas, semicolons or other separators such as TAB character and
spaces in TXT files
D Data is separated by commas, semicolons or other separators such as TAB character and
spaces in CSV files

Q3 What is the import wizard used for?

A Sending data to an external file using OLAP links
B Receiving data from an internal source using OLAP links
C Importing data from an HTTP file into a worksheet
D Importing data from a text file into a worksheet

Q4 How could you identify existing data connections?

A Left-click the Data tab and select Existing Connections
B Click Existing Connections in the Get External Data section of the Data tab
C Click Get External Data in the Existing Connections section of the Connections tab
D Right-click the Data tab and select Existing Connections

Q5 The short-cut for pasting data into a cell is:

A CTRL-V
B CTRL-P
C SHIFT+CTRL-V
D SHIFT+CTRL-P

Q6 Which of the following are used to represent data visually?

A Graphs and Charts
B Tables and Functions
C Formula and Layouts
D Charts and Texts

Q7 One of the downside of exporting Excel data to word is?

A Misrepresentation of data
B Data copied would not be editable
C Reformatting of the data
D All of the above

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Q8 Which of the following is not amongst the options under ‘Data from other sources’ in Microsoft Excel?
A Analysis services
B Microsoft query
C XML data import
D Data axis

Q9 Which of the following elements contain names of data series with the actual data values?
A Grid lines
B Legend
C Title
D Axes

Q10 Delimit test means:

A Preview data using delimiter
B Limit data in a cell by rows
C Separating data by characters such as commas or tabs
D qualify values in a data

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 Assessment of Fundamental Competencies

CHAPTER
Introduction to Information Technology

Security and sharing

Contents
1 Protecting worksheets, workbooks and cells
2 Sharing and merging workbooks
3 Chapter review
Self-test

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1 PROTECTING WORKSHEETS, WORKBOOKS AND CELLS

Section overview

 Password protect a worksheet or workbook

 Mark as final
 Encrypt with a password
 Protect current sheet
 Protect workbook structure
 Add a digital signature
 Lock cells

1.1 Password protect a worksheet or workbook

Microsoft Excel offers a hierarchy of security features enabling users to protect their work. Users
can protect cells, worksheets and even entire workbooks.
The ‘Protect Workbook’ interface is accessed with the Protect workbook icon on the Info group
in the File tab. The drop-down menu offers five further options:
 Mark as Final
 Encrypt with Password
 Protect current Sheet
 Protect Workbook Structure
 Restrict Access
 Add a Digital Signature
These are explained in more detail below.

Click

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1.2 Mark as final

When a workbook is marked as final it becomes read-only. This means that typing, editing
commands and proofing marks are disabled and turned off.
In essence, marking as final helps you communicate to others that you are sharing a completed
workbook. Reviewers and readers are prevented from making inadvertent changes to the
workbook.
The mark as final procedure is as follows:
 Click Mark as Final from the Protect Workbook interface on the File tab (Info category)
 Select OK to the warning message
 An information pop-up appears informing you that the document has been marked as final.
Click OK.
 The Protect Workbook interface on the File tab (Info category) now shows that the
workbook has been marked as final.
 If you try to select any of the worksheet editorial tabs such as Home, Insert, Page Layout,
Formulas etc.:
 An information bar is displayed showing “Marked as Final”
 All of the options with editorial capacity have been disabled (greyed-out). Note that
options without editorial rights are still enabled such as:
- Home - Find & Select
- Review – Show All Comments
- View – Zoom

1. Select

2. OK

3. OK

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4a. Workbook has been marked as final

and re-saved as read-only

Read-only

4b. Workbook has been marked as final, re- 5. Click to reverse

saved as read-only and editorial options ‘Marked as Final’
disabled (greyed-out)

Remove “Mark as Final’

 If you wish to edit, add, delete any content or add worksheet in workbook, click Edit
Anyway on any of the tabs when the Marked as Final information bar is showing. You can
then make changes and either re-save the same file or save-as a new file.

1.3 Encrypt with a password

Encrypting a workbook with a password requires users to subsequently enter a password to open
a workbook. Without the correct password the workbook will not open (even in read-only mode!).
Therefore, you should ensure you have a secure method of remembering passwords.
To set-up password security:
 Click Encrypt with Password from the Protect Workbook interface on the File tab (Info
category)
 Enter a password in the Encrypt Document dialog box.
Note: Passwords are CASE SENSITIVE. For example, paKiSTan must be entered as
paKiSTan rather than say Pakistan or pakistaN.
 Re-enter the password in the Confirm Document dialog box.
Password protection is now set-up. When someone (including the author) tries to subsequently
open the file they must enter the case-sensitive password in the Password dialog box.
If an incorrect password is entered a warning message is displayed. Click OK then re-open the
file and enter the correct password.

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1. Select

2. Enter case-sensitive
password

3. Re-enter case-
sensitive password

4. Type password to
subsequently open the
file

Error message displays if

incorrect password is entered.
Click OK and try again.

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Remove Password Encryption

To remove password encryption:
 Re-open the file entering the password
 Click Encrypt with Password from the Protect Workbook interface on the File tab (Info
category)
 As you would expect the Encrypt Document dialog box already shows a password
(denoted by asterisks *******)
 Delete the asterisks, click OK and re-save the document.
Password encryption has now been removed.

To remove password
encryption: Delete the
password (denoted by
asterisks) then click OK and
re-save

1.4 Protect current sheet

The Protect Current Sheet facility allows us to password-protect individual worksheets. We can
specify exactly which features of each worksheet to protect.
To protect a worksheet:
 Click a cell in the worksheet you wish to protect
 Select Protect Current Sheet from the Protect Workbook interface on the File tab (Info
category)
 Tick all functionality options that you wish users to retain.
 By default users will be able to select (but not change) cells (both locked and
unlocked).
 If no options are ticked then users will just be able to view the worksheet but not
select any cells. Note that users will see the formula of cell A1 when viewing the
protected worksheet.
 If users breach one of the edit rules when subsequently in a protected worksheet they will
receive an error message.

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1. Select

3. Create a password

2. Select functionality that

you wish users to retain

4. OK

5. Re-confirm
password then click
OK. The worksheet is
now protected.

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Warning box that

displays if a user
breaches one of the
Unprotect a worksheet protected worksheet
rules
To unprotect a worksheet:
 Select the worksheet you wish to un-protect
 On the Review tab click Unprotect Sheet
 Enter password in the Unprotect Sheet dialog box
 Click OK

To un-protect a
worksheet:

1. Click ‘Unprotect
Sheet’

2. Enter password.

3. OK

1.5 Protect workbook structure

The Protect Workbook Structure facility allows us to protect
 Workbook structure – this prevents users from:
 Viewing hidden worksheets
 Deleting, hiding, moving or changing the names of worksheets
 Inserting new worksheets
 Copying or moving worksheets to another workbook
 Recording new macros
 Workbook windows
 This ensures workbook windows will retain the same size and position each time the
workbook is opened
 Users will not be able to subsequently change the size and position of the windows
for the workbook when the workbook is opened
 Select Protect Workbook Structure from the Protect Workbook interface on the File tab
(Info category)
 Select Structure and/or Windows depending on which you need to protect

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 Create a password
 Confirm the password
 Click OK
The structure and/or windows are is/are now protected.

1. Select

2. Select structure
and/or Windows

3. Create a
password.

4. OK

5. Re-enter
password.

6. OK

The structure
and/or windows
is/are now
protected.

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Unprotect a workbook
To unprotect a workbook:
 On the Review tab click Protect Workbook (note – this is not a typo – it does say Protect
Workbook. However, when you click on it if the workbook is currently protected then the
Unprotect Workbook dialog box will open.
 Enter password in Unprotect Workbook dialog box
 Click OK

1. Click

2. Enter password.
3. OK
The workbook structure
and/or windows is/are now
unprotected.

1.6 Add a digital signature

Digital signatures can be used to sign important documents electronically. There are two types:
 Visible
 Invisible
They both operate similarly in that once a document has been digitally signed it reverts to Final
status (see earlier). The difference is that users of the file can see a visible signature whereas an
invisible signature is not displayed.
To add a visible digital signature:
 Click Signature Line in the Text group on the Insert tab
 You can either use a Microsoft Office digital signature or select a signature from an online
supplier. We’ll adopt the former, so click OK at the next dialog box.
 Complete the Signature Setup dialog box and click OK
A blank digital signature line has been added to the document which now needs signing.
 When the document is re-opened an information bar is displayed alerting that the
document needs signing. Click View Signatures to display the list of outstanding
signatures.
 Click on the relevant signature. The Signature Setup option re-opens the Signature Setup
dialog box that was filled-in earlier. After making any revisions click on the Sign… option
then OK. This opens the Sign dialog box.
 The signee now signs the document by doing one of the following:
 Type name
 Use a touch-screen to sign with a digital-pen
 Select an image of the signature from a picture file
 Complete the ‘Purpose for signing’ and change the ‘Signing as:’ as necessary.

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 Click Sign to complete the sign-off.

The document is now officially ‘signed off’ and is re-saved as ‘read-only’ in ‘Marked as Final’
mode. If the file is subsequently changed (using the ‘Edit Anyway’ button) then all signatures are
removed.
Note that multiple signatures can be used.

1. Click

2. OK

3. Fill in the
Signature Setup
dialog box then
click OK

A digital signature
line has been
added.

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When the file is re-

opened an
information bar
alerts the user that
a signature is
required. Click
View Signatures.

A list of Signatures is
displayed. Click ‘Sign…’
under the appropriate
name.

Ok

Type name, select

signature image or
use touchpad to sign.

Insert comments as
appropriate
(if available).

Click Sign

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Confirmation is
displayed

Document is
‘Marked as
final’

Signature is
displayed ‘Requested
signatures’
has changed
to ‘Valid
Signatures’

Status is updated
in the Info group
(File tab)

Subsequent editing (by

clicking ‘Edit Anyway’) will
remove signatures

Confirmation that
signatures have
been removed

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To add an invisible digital signature:

 Click Add a Digital Signature from the Protect Workbook drop-down in the Info group
on the File tab
 Click Ok
 You can either use a Microsoft Office digital signature or select a signature from an online
supplier. We’ll adopt the former, so click OK at the next dialog box.
 Complete the Signature dialog box and click Sign.
 Click OK on the signature confirmation.
The document is now signed, re-saved in read-only and ‘Marked as final’. Any subsequent
editing will remove the signature.

Select

OK

Fill in reason for

signing then click
Sign.

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Confirmation is
displayed. Click
OK.

Status is
updated in the
Info group
(File tab)

Document is ‘Marked as final’

1.7 Lock cells

The combination of locking cells and protecting a worksheet will lock users out of all cells
tagged as locked. This helps prevent users accidentally deleting formulas or changing values.
Note that by default when you open a new worksheet all cells are tagged as being locked. That’s
why when we activate ‘Protect Sheet’ the whole worksheet becomes inaccessible to users (for
edit purposes).
However, also by default when you open a new worksheet its worksheet protection is not
activated. That’s why we can still edit all cells – despite them being tagged as locked the locks
are not activated.
So in order to lock only specific cells we need to:
 Firstly unlock all cells on a worksheet
 Re-lock just the specific cells we wish to protect
 Activate worksheet protection
The detailed steps to achieve this are:
 Select all cells by clicking the Select all button
 Open the Format Cells dialog box from the Font group on the Home tab
 On the Protection tab un-tick both the Locked and Hidden options then click OK
 Back in the worksheet highlight the cells you want to lock

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 Re-open the Format Cells dialog box and tick Locked and/or Hidden as applicable. Click
OK.
 Click Protect Sheet in the Changes group on the Review tab.
 Select the elements that you want users to be able to change
 Enter a password if you also want to password protect the worksheet
Note that if you do not password protect the worksheet then subsequent users can simply
unlock the worksheet and edit the previously locked cells.
 Click OK
The cells are now locked and/or hidden.
 If a user tries to edit a locked cell they receive an error message.
 If a user clicks on a hidden cell then the formula is hidden from display on the formula bar.

2. Click here to open

the Format Cell
dialog box
1. Select all cells by
clicking the Select all
button

3. On the Protection tab un-tick both the Locked

and Hidden options then click OK.

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4. Highlight the cells

you want to lock.

5. Re-open the Format Cells dialog box and tick

Locked and/or Hidden. Click OK.

6. Click

7a. Select the elements that

you want users to be able to
change.

7b. Enter a password if you

want to also password
protect the worksheet.

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If you try to edit a locked cell

you receive this error
message.

If you click on a hidden

cell the formula is
hidden from view in the
formula bar.

To unlock and unhide cells:

 Click Unprotect Sheet in the Changes group on the Review tab. You will also need to enter
the password if the worksheet is password protected.

Click

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2 SHARING AND MERGING WORKBOOKS

Section overview

 Introduction
 Sharing workbooks
 Opening a shared workbook
 Editing a shared workbook
 Removing a user from a shared workbook
 Resolving conflicting changes in a shared workbook
 End the sharing of a shared workbook
 Merging workbooks

2.1 Introduction

Definition: Shared workbook

A workbook that can be simultaneously accessed (viewed, edited and saved) by multiple users
across a network.

It may be useful for multiple users to have simultaneous access to the same workbook, for
example in project management in a manufacturing business. It may be necessary for project
managers to be able to access a central shared workbook containing a list of latest component
prices plus project status, costs and timings for each project.
To facilitate this we can create a shared workbook and place it on a network for multiple users to
access. The workbook owner controls user access and resolves any conflicting changes. At the
end of the process you can stop sharing the workbook.

2.2 Sharing workbooks

You can either create a new workbook or open an existing workbook to share.
Make sure the workbook you want to share is open and that it is the active workbook in your
Microsoft Excel session. Easiest way to ensure this is to click any cell on any worksheet within
the workbook you want to share.
The ‘share workbooks’ process has three steps:
 Step 1: Share workbook
 Step 2: Protect shared workbook
 Step 3: Verify links
In detail:
Step 1: Share workbook
 Click Share Workbook in the Changes group on the Review tab
 Select ‘Allow changes by more than one user at the same time’ on the Editing tab of
the Share Workbook dialog box.
 Select the options you want to use for tracking and updating changes on the Advanced
tab. Then click OK. Also click OK on the subsequent confirmation dialog box.
 Save the workbook on a shared network drive so other users will ultimately be able to
access it.

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The workbook is now shared. Note though that some productivity is suppressed in file sharing
mode. The below list is not comprehensive but gives some examples of suppressed functionality
in shared workbooks:

Suppressed functionality Comments

Delete worksheets

Merge cells or split merged cells

Add or change conditional formats Existing conditional formats will still update as cell
values change

Use drawing tools

Protect or unprotect worksheets or the Existing protection is retained

workbook

Insert automatic subtotals Existing subtotals are retained

Write, record, change, view or assign Existing macros that don’t access unavailable
macros features will still run.

Create an Excel table

1. Click

2. Select

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3. Change
advanced
settings as
applicable
then click OK.

4. Click OK then
save to a network
location.

File is now flagged

as a SHARED file.

Step 2 – Protect shared workbook

Once the shared workbook has been saved to a shared network drive all users with access to the
shared network drive could open, edit and amend the file. With this in mind you should
IMMEDIATELY protect the shared workbook as follows:
 Click Protect Shared Workbook in the Changes group on the Review tab
 To ensure maximum protection you can set a password for the shared workbook.
Remember though that Microsoft Excel can NOT recover lost passwords so be careful in
managing your password.

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Click to
protect

Step 3 – Verify links

 If the workbook contains links to other workbooks or documents you should now verify
links and update any that are broken. To do this:
 Click Edit Links in the Connections group on the Data tab. Note – this is disabled if
the file does not contain linked information.
 Click Check Status to verify the status for all links in the list. Note – may be slow
depending on the network speed. You may need to take appropriate action such as:

Status Comment
OK No action required
Error: Source not Click Change Source and select another
found workbook.
Error: Workbook Click Change Source and select another
not found worksheet

 Re-save the workbook using either the save icon or press CTRL+S.

1. Click to
verify links

2. Select a link then

Check Status

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2.3 Opening a shared workbook

So long as a user can find the shared workbook on the network they can open the shared
workbook on their workstation (subject to any password protection that may have been set up)
just like opening any other existing workbook.
Once a user has opened the shared workbook they should confirm the User name that will
identify their work in the shared workbook. To do this:
 Click Options on the File tab
 Select the General tab
 Enter the user name under Personalize your copy of Microsoft Office
 Click OK

Update as
necessary.

2.4 Editing a shared workbook

Once a shared workbook is open, users can enter and edit data on the worksheets as usual. As
mentioned above though, remember that certain functionality is disabled in shared workbook
view such as changing merged cells, conditional formats, charts, pictures, subtotals, workbook
and worksheet protection and macros.
However, you can personalise filter and print settings, or alternatively adopt those of the original
author. To use the original filter and print settings:
 Click Share Workbook in the Changes group on the Review tab
 Clear the Print settings and Filter settings check boxes under Include in personal view
on the Advanced tab.
 Click OK.

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Clear both check-

boxes to use the
original filter and print
settings.

Click the Save icon or press CTRL+S to save your changes to the workbook and see changes
other users have made since your last save.
You will need to ‘resolve conflicts’ if the Resolve Conflicts dialog box appears.

2.5 Removing a user from a shared workbook

There may be occasions when you need to disconnect users from a shared workbook. This might
be for example prior to a period of known network maintenance, or because you need to perform
one of the suppressed functions such as moving or creating worksheets.
Before disconnecting users, make sure they have completed and saved their work on the
workbook. Any unsaved work will be lost when you remove them.
To remove a user from a shared workbook:
 Click Share Workbook in the Changes group on the Review tab
 Review the names of active users in the Who has this workbook open now list on the
Editing tab.
 Select the name of the user you want to disconnect and click Remove User.
The user has now been disconnected. Note though this is not a permanent expulsion – it just
reflects that point in time and won’t stop them editing the shared workbook again in the future.

2.6 Resolving conflicting changes in a shared workbook

Definition: Shared workbook conflict

A shared workbook conflict occurs when multiple users have edited the same shared workbook
and attempt to save changes that affect the same cell.
Excel can only retain one of the changes in that cell so it displays the Resolve Conflicts dialog box
to the second user when they attempt to save their workbook.

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When the Resolve Conflicts dialog box is displayed address the conflicts as follows:
 Click Accept Mine or Accept Other for each conflict.
 If there are multiple conflicts and your response will be the same for all conflicts you can
click Accept All Mine or Accept All Others.
You can make your changes override all other changes without displaying the Resolve Conflicts
dialog box. Do this by clicking The changes being saved win on the Advanced tab of the
Share Workbook dialog box.
Remember this is opened by clicking Share Workbook in the Changes group on the Review
tab.

The changes being

saved win.

To view past conflict resolutions:

 Click Track Changes in the Changes group on the Review tab
 Click Highlight Changes
 Select (or type) All in the When list.
 Clear the Who and Where check-boxes
 Select List changes on a new sheet then click OK
View the Action Type and Losing Action columns on the History worksheet for details of how
previous resolutions were resolved.

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1. Click

2. When = All

2. Who and Where = Blank

2. Select 3. Click

History is generated on
a new tab

Results of prior
conflict resolutions are
shown in Action Type
and Losing Action
columns

2.7 End the sharing of a shared workbook

Ending the sharing of a shared workbook will prevent other users from accessing the workbook.
Any unsaved changes will be lost and the change history will be deleted. With this in mind you
need to carefully manage the end of sharing using the following steps:
Overview:
 Step 1: Ensure all other users have completed their work.
 Step 2: Generate the history worksheet then print or copy it to another workbook.
 Step 3: If the shared workbook is protected you must first unprotect the workbook.
 Step 4: End the sharing.

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In detail:
Step 1 – Ensure all other users have completed their work – see Merging workbooks below.
Step 2 - To generate the history worksheet
 Click Highlight Changes under Track Changes in the Changes group on the Review tab
 Select (or type) “All” in the When list.
 Clear the Who and Where check boxes
 Select the List changes on a new sheet check box. Click OK
The change history appears in a new worksheet which you can then either print or copy to
another workbook.

1. Click

2. When = All

3. Who and Where = Blank

4. Select 5. Click

History is generated on
a new tab

History is generated on
a new tab

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Step 3 - To unprotect the shared workbook:

 If the shared workbook is protected you must first unprotect the workbook.
 Click Unprotect Shared Workbook in the Changes group on the Review tab
 Enter the password if prompted then click OK.

Click to unprotect
shared workbook

Step 4 - To end the sharing:

 Click Share Workbook in the Changes group on the Review tab.
 Make sure you are the only person listed in the Who has this workbook open now list on
the Editing tab. You can remove any additional users first as described earlier.
 End sharing by clearing the Allow changes by more than one user at the same time
option then click OK. Click Yes on the confirmation dialog box.
Note this activates the workbook merging check box. See later section for details on merging
workbooks.

1. Click

3. Un-tick

2. Ensure you are the only

person listed. Otherwise
remove other users.

4. Click

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2.8 Merging workbooks

Definition: Merging workbooks

Merging workbooks initially involves multiple users making amendments to a shared workbook.
Users must save their amended copies of the shared workbook with a new filename in the same
network directory as the original source shared workbook was saved.
The original shared workbook can then be re-opened and integrated with the amendments made
in any of the copies of that shared workbook.
The process is called ‘merging’ because multiple copies of the workbook are all merged into a
single workbook.

Add the Compare and Merge Workbooks command

The Compare and Merge Workbooks command that you need does not appear as standard in
the Review/Changes group. Therefore it must be added to the Quick Access Toolbar as
follows:
 In the shared workbook click Options on the File tab.
 Click All Commands in the Choose commands from list in the Quick Access Toolbar
category
 Select Compare and Merge Workbooks in the list then click Add and OK.
The Compare and Merge Workbooks command now appears in the Quick Access Toolbar
(i.e. the string of icons at the top left of the Excel window).

1. Click

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3.Click Add

2. Select ‘Compare
and Merge
Workbooks’

4.Click OK

The Compare and Merge

Workbooks command now
appears in the Quick Access
Toolbar.

Merge workbooks
To merge workbooks:
 Open the copy of the shared workbook into which you want to merge changes.
 Click Compare and Merge Workbooks on the Quick Access Toolbar
 Save the workbook if prompted
 Click the copy (or multiple copies by holding down the CTRL or SHIFT key) of the
workbook that contains the changes that you want to merge.
 Click OK.
Multiple copies of the shared workbook have now been merged into your current copy of the
shared workbook.
As usual you can use the Track Changes facility (from the Changes group on the Review tab)
to generate the change history relating to all the changes that have just been applied during
merging.

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Note that the source copies of the shared workbook that you select for merging MUST be direct
copies of the destination shared workbook into which you are merging workbooks.

Illustration: Merge workbooks.

This illustration merges three workbooks into one.
Original shared workbook saved as “B5 - Share and merge - Market data - V1.xls”

A second copy has been saved by another user as “B5 - Share and merge - Market data – V2.xls”

Cells E1
and B11
were
changed.

A third copy has also been saved by another user as “B5 - Share and merge - Market data –
V3.xls”

Cells E1
and D11
were
changed.

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Open version 1 of the shared workbook and click Compare and Merge Workbooks on the Quick
Access Toolbar (OK to save if asked).

Click

OK

Select versions v2 and v3 by holding down the SHIFT key. Then click OK.

Choose files to
merge with V1
then click OK

The three files have now merged into the central V1 file resulting in the following worksheet.
Note how cell E1 was initially updated with the text string “Version 2” when file V2 was merged
but was then subsequently overwritten with “Version 3” when file V3 was merged.

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Final
merged
worksheet

We can review all the changes by creating the history tab using Track Changes-Highlight Changes
from the Review tab:

Settings =
“All” and
“List
changes in
a new
sheet”

Change history

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3 CHAPTER REVIEW
Chapter review

Before moving on to the next chapter check that you now know how to:
 Protect worksheets and workbooks with passwords including
 Password protect workbooks
 Mark workbooks as final
 Protect worksheets
 Protect structures
 Use digital signatures
 Lock and hide cells
 Manage the sharing and merging of workbooks including
 Open a shared workbook
 Edit a shared workbook
 Remove users from a shared workbook
 Resolve conflicting changes in shared workbooks
 End the sharing of a shared workbook
 Merge workbooks

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