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Monday, December 19, 2011

Excel Macro Online Tutorial

1. Navigate to the Brown University Excel macros tutorial listed in References. The guide walks you through running macros, creating macros, and running macros using toolbar buttons and shortcut keys. The guide offers plenty of examples and an advanced section on how to edit macro code. The instructions for creating and running the macros are applicable to Excel 2003, but the concepts are the same for Excel 2007.
2. Go to the Help With PCs website listed in the References section. This website includes an Excel macros tutorial, complete with screen shots to help you see what actions you are performing. The beginning tutorial is a guide to creating a simple macro and playing it back. The guide is applicable to Excel 2003.
3. Load the Florida Gulf Coast University website listed in References. Click on 'Macros' toward the bottom on the page to take you to an Excel 2007 online macros tutorial page. The site also offers a variety of other basic help for Excel 2007, accessible by clicking on any menu item.

How to Remove a Sort in Excel 2007

1. Click the 'Office' button at the top left of the Excel interface, then click 'Excel Options,' 'Popular' and 'Edit Custom Lists.' In versions of Excel earlier than 2007, click 'Tools,' 'Options,' then 'Custom Lists.'
2. Click the list you want to delete to select it.
3. Click 'Delete,' then click 'OK.'

How to Sort by Time in Excel 2007

1. Place titles in the top boxes of every column that you wish to fill. For example, if you are listing phone calls, you might want to list the time, date, name and length of the call.
2. Format each column by clicking on the first box under the title box and then holding the 'Shift' key while you press the 'down' arrow. When the number of boxes you will be use are selected, choose the 'Home' tab to see the 'Numbers' group. Click 'Time' for the time column. The rest of the columns can be formatted in the same way but use the option of 'Date' or 'Number.'
3. Highlight the column again to choose a specific format for time and click on the small arrow at the bottom-right corner of the 'Number' group box. This will bring up the 'Format Cells' menu and show all the options available for formatting the text listed. Within the 'time' option, there are several specific formats from which to choose.
4. Group all the completed entries used so far by highlighting them and then sort the entries by the time. Choose the 'Data' tab and then look at the 'Sort and Filter' group. Choose the 'Sort' option to open the menu. Pick the column that holds the time value as the sorting column and then the 'A to Z' option for the earliest to latest time.

Sunday, December 18, 2011

How to Enable Macros in Microsoft Excel 2007

1. Click the Microsoft Office button located in the upper left corner of the computer screen.
2. Select 'Excel Options' from the menu.
3. Click 'Trust Center' to open the 'Excel Trust Center.'
4. Select 'Trust Center Settings.'
5. Click 'Macro Settings' to modify the settings for macros within Microsoft Excel 2007.
6. Select 'Enable all macros' to allow all macros in your spreadsheets to run.

How to Make a Line Graph That Compares Two Things in Excel

1. Open a new Microsoft Excel 2010 spreadsheet.
2. Click on cell 'B1.' Enter the name of the first set of data you want to include in your graph. This name will appear as a label next to the line on the graph. Click on cell 'C1' and do the same for the second set of data.
3. Click on cell 'A2.' Enter the X-axis labels into the cells in this column. While the 'Y-axis' in a line graph is always numerical, the X-axis can display numbers, dates, times or even text.
4. Enter your data into the cells just under the headers in columns 'B' and 'C.'
5. Click any cell in your data table. Select the 'Insert' tab at the top of the screen. Click the 'Line' button under 'Charts' and choose one of the line chart types. You can choose a regular line chart, on which each line is plotted based on its value; a stacked line chart, on which the second data set is added to the first; and a 100 percent stacked chart, on which each line is plotted as a percentage of the sum of the lines. Click your selection to create the chart. Excel automatically colors the lines differently to provide contrast between the two data sets.

Saturday, December 17, 2011

How to Divide Excel Pivot Table Data Into Separate Spreadsheets Within the Same Workbook

1. Click on the worksheet in the Excel file that contains the Pivot Table. You can do this by clicking the appropriate worksheet tab at the bottom of the spreadsheet window.
2. View the Pivot Table and identify the summary calculations along its right side. Pivot Tables can create many different types of calculations, but all are based on the groups indicated in the Pivot Table, and the results of these calculations appear to the right of each group's row.
3. Double-click a result calculation in a single row of the Pivot Table. All the records from the original spreadsheet that comprise that Pivot Table group are instantly copied and pasted into a new spreadsheet in the same workbook. The column headers remain intact.
4. Click back to the worksheet that contains the Pivot Table.
5. Double-click the result calculations for each of the other rows in the Pivot Table, using this same process. Excel creates a new spreadsheet for each group. You will have to click back to the Pivot Table worksheet after creating each spreadsheet so you can move on to the next row. Since the Pivot Table contains groups that summarize all the original spreadsheet data, the entire data source is divided into separate spreadsheets after you finish this process.
6. Click the worksheet tabs at the bottom of the Excel window to view the different spreadsheets in this workbook.

How to Convert Numbers to Words in Excel

1. Open Microsoft Excel.
2. Press the 'Alt' and 'F11' keys simultaneously to start the Visual Basic Editor.
3. On the Insert menu, click 'Module' and type the following code into the module sheet (Note: Omit the '*').Option Explicit'Main FunctionFunction SpellNumber(ByVal MyNumber)Dim Dollars, Cents, TempDim DecimalPlace, CountReDim Place(9) As StringPlace(2) = ' Thousand 'Place(3) = ' Million 'Place(4) = ' Billion 'Place(5) = ' Trillion '' String representation of amount.MyNumber = Trim(Str(MyNumber))' Position of decimal place 0 if none.DecimalPlace = InStr(MyNumber, '.')' Convert cents and set MyNumber to dollar amount.If DecimalPlace > 0 ThenCents = GetTens(Left(Mid(MyNumber, DecimalPlace 1) _'00', 2))MyNumber = Trim(Left(MyNumber, DecimalPlace - 1))End IfCount = 1Do While MyNumber
''Temp = GetHundreds(Right(MyNumber, 3))If Temp
'' Then Dollars = Temp Place(Count) DollarsIf Len(MyNumber) > 3 ThenMyNumber = Left(MyNumber, Len(MyNumber) - 3)ElseMyNumber = ''End IfCount = Count 1LoopSelect Case DollarsCase ''Dollars = 'No Dollars'Case 'One'Dollars = 'One Dollar'Case ElseDollars = Dollars ' Dollars'End SelectSelect Case CentsCase ''Cents = ' and No Cents'Case 'One'Cents = ' and One Cent'Case ElseCents = ' and ' Cents ' Cents'End SelectSpellNumber = Dollars CentsEnd Function' Converts a number from 100-999 into textFunction GetHundreds(ByVal MyNumber)Dim Result As StringIf Val(MyNumber) = 0 Then Exit FunctionMyNumber = Right('000' MyNumber, 3)' Convert the hundreds place.If Mid(MyNumber, 1, 1)
'0' ThenResult = GetDigit(Mid(MyNumber, 1, 1)) ' Hundred 'End If' Convert the tens and ones place.If Mid(MyNumber, 2, 1)
'0' ThenResult = Result GetTens(Mid(MyNumber, 2))ElseResult = Result GetDigit(Mid(MyNumber, 3))End IfGetHundreds = ResultEnd Function' Converts a number from 10 to 99 into text.Function GetTens(TensText)Dim Result As StringResult = '' ' Null out the temporary function value.If Val(Left(TensText, 1)) = 1 Then ' If value between 10-19...Select Case Val(TensText)Case 10: Result = 'Ten'Case 11: Result = 'Eleven'Case 12: Result = 'Twelve'Case 13: Result = 'Thirteen'Case 14: Result = 'Fourteen'Case 15: Result = 'Fifteen'Case 16: Result = 'Sixteen'Case 17: Result = 'Seventeen'Case 18: Result = 'Eighteen'Case 19: Result = 'Nineteen'Case ElseEnd SelectElse ' If value between 20-99...Select Case Val(Left(TensText, 1))Case 2: Result = 'Twenty 'Case 3: Result = 'Thirty 'Case 4: Result = 'Forty 'Case 5: Result = 'Fifty 'Case 6: Result = 'Sixty 'Case 7: Result = 'Seventy 'Case 8: Result = 'Eighty 'Case 9: Result = 'Ninety 'Case ElseEnd SelectResult = Result GetDigit _(Right(TensText, 1)) ' Retrieve ones place.End IfGetTens = ResultEnd Function' Converts a number from 1 to 9 into text.Function GetDigit(Digit)Select Case Val(Digit)Case 1: GetDigit = 'One'Case 2: GetDigit = 'Two'Case 3: GetDigit = 'Three'Case 4: GetDigit = 'Four'Case 5: GetDigit = 'Five'Case 6: GetDigit = 'Six'Case 7: GetDigit = 'Seven'Case 8: GetDigit = 'Eight'Case 9: GetDigit = 'Nine'Case Else: GetDigit = ''End SelectEnd Function
4. Save in the final workbook environment you will be working in, and either create a new copy by selecting 'Save as' every time or continuously update the original workbook.
5. You must enable macros for this function to work. In order to use this function, use one of these methods. Use a direct entry method where you changed 24.35 into 'Twenty Four Dollars and Thirty Five Cents.' Go into the cell or another cell and type: =Spellnumber(24.35).Another method would be cell reference. Do this by referring to another cell you want turned into words. An example is enter =SpellNumber(A1) in another cell and it will turn into 'Twenty Four Dollars and Thirty Five Cents.'You can refer to other cells in the workbook. For example, enter the number 32.50 into cell A1, and type the following formula into another cell:=SpellNumber(A1)

How to Create a Pie Chart in Excel That Illustrates a Portion That Contributes to a Total

1. Open Microsoft Excel. Click into the first cell on the spreadsheet, A1. Type the first sector of items to calculate for the pie chart, such as 'Cats.' Press the 'Enter' key to drop to the next cell, A2. Type the next item, such as 'Dogs.' Continue entering items until all are listed.
2. Click into cell B1. Type the number to use for the pie chart calculations, such as '100.' Press the 'Enter' key to drop into cell B2 and type the number corresponding with the entry in column A. Repeat until all of column A's cells have numbers in column B.
3. Highlight all of the cells you just entered. Click the 'Insert' tab at the top of the workspace.
4. Click the drop-down arrow below the 'Pie' chart button. Click the second button under '2-D Pie,' which is the exploded pie and looks like a Pac-Man. Excel automatically produces a pie chart showing portions of the pie contributing to the total pie.

How to Change Color of Selected Cells in Excel 2007

Manual Color Change
1. Highlight the selected cells you wish to change color. Hold the left mouse button down while running your mouse pointer over the selected cells, provided the cells are continuous. If the cells do not touch each other and are more selective, you can hold the Ctrl (Control) button as you click each cell you wish to highlight.
2. Select the 'Home' tab on the top tool bar. Underneath 'Home' should be seven sections, with labels on the bottom of each section. The section names should be: 'Clipboard,' 'Font,' 'Alignment,' 'Number,' 'Styles,' 'Cells' and 'Editing.'
3. Click the down arrow next to the icon that looks like a paint can, located in the 'Font' section. Select one of the 'Theme Colors' or 'Standard Colors' by clicking on the colored box representing the color you want. If you don't see the desired color, click 'More Colors...' for more standard and custom color options. Once you have clicked on the desired color, the cells you highlighted will change to the color you selected.
Automatic Color Change
4. Highlight the selected cells you wish to change color. Excel 2007 offers conditional formatting enabling you to set the cells to automatically change color based on the rules you set.
5. Select the 'Home' tab on the top toolbar. Click on 'Conditional Formatting' in the 'Styles' section. A drop-down box will appear with options.
6. Move your mouse over 'Highlight Cells Rules' at the top of the drop-down box. Another box will appear to the side listing the most common rules used, plus an option to select 'More Rules...' should you not immediately find what you need.
7. Select 'Greater Than...' or the rule most appropriate for your formatting. If you use 'Greater Than...,' a small box will pop up with the cursor automatically in a blank box on the left and color descriptions in a box on the right of the little screen. The same box will appear for all represented rules, but with different titles for the purpose of the rule's function.
8. Enter the value that highlighted cells should be greater than in order to change color. Click the drop-down arrow next to the color description box on the right, and select one of the predetermined cell formats, or select 'Custom Format...' to create your own rules on how the cells should look. Click OK when you are done. Your cells will now change color depending upon the number entered.

How to Link Excel Charts to Powerpoint

1. Click the 'Start' button on the lower left corner of your screen, and point your cursor to 'All Programs.' Scroll down, and click 'Microsoft Office' in the alphabetical list of your programs, then 'Microsoft PowerPoint.'
2. Click the 'Insert' tab on the ribbon on Microsoft PowerPoint 2007. If you're using PowerPoint 2003, click the fourth menu item, labeled 'Insert,' on the upper left side.
3. Click 'Object' on the right side of the ribbon if you're using PowerPoint 2007 and 'Object' in the 'Insert' menu if you're using 2003.
4. Click the second radio button on the left, labeled 'Create from File,' and click 'Browse....' Click the location of the Excel chart in the left panel, and double-click the file on the main panel on the right.
5. Click the toggle box labeled 'Link' next to the 'Browse...' button. Click 'OK' on the right side. This will link your Excel chart into your presentation.

How to Create a BOM Using MS Excel

1. Start Excel by double-clicking the Excel icon on your taskbar or desktop, or click 'Start,' point to 'Programs' or 'All Programs' and select 'Microsoft Excel.'
2. Go to the 'File' menu in Excel 2003 and select 'New' or click the 'Office Button' in Excel 2007 and select 'New.'
3. Type 'bill of materials' into the 'Search Office Online' under 'Templates.' Click 'Go' or press 'Enter.'
4. Select the BOM template you want to use. Click 'Download.' The template opens as a new Excel worksheet. Go to the 'File' menu in Excel 2003 or the 'Office Button' in Excel 2007 and click 'Save As.' Enter a name for the worksheet and save the file in your desired location.
5. Enter the job name, material descriptions, costs and quantities and dates purchased or used. Save the file again before closing and print as needed.

How to Remove Cells with Zeros from Excel 2007

1. Click 'Alt' and 'F11' to open the Visual Basic Editor (VBE).
2. Click 'Insert' and then click 'Module.'
3. Cut and paste the following code into the blank window:Sub CleanZeros()Dim c As RangeFor Each c In ActiveSheet.UsedRangeIf c = 0 And Len(c) > 0 Then c.DeleteNext cEnd Sub
4. Press 'F5' to run the macro.

Friday, December 16, 2011

How to Share an Excel 2003 Spreadsheet With Multiple Users

1. Open Excel 2003 by clicking the program's icon on your computer's desktop or by selecting the program's name on the “All Programs” menu.
2. Click “File” followed by “Open.” Navigate to the directory containing the spreadsheet you want to share with other users. Double-click the spreadsheet's file name to open the file.
3. Click “Tools” and select “Share Workbook.” The “Share Workbook” dialog box will open.
4. Click the check box next “Allow changes by more than one user at the same time.”
5. Click the “Advanced” tab, if you want to change the default settings related to sharing a spreadsheet.
6. Click “OK” to close the “Share Workbook” dialog box.
7. Click “OK” when prompted with the question “This action will now save the workbook. Do you want to continue?” The Excel 2003 spreadsheet is now shared. You will see the file name of the spreadsheet at the top of the screen and the wording “[Shared]” next to it.

How to Add Minutes Seconds

1.
Add the minutes and the seconds separately.
Add up all the minutes and separately add up all the seconds. For three values as follows, two minutes and 33 seconds, 12 minutes and 10 seconds and 17 minutes and 23 seconds, the total minutes is 31 and the total seconds is 66.
2. Divide the total number of seconds by 60 to convert the seconds into minutes. In the example, 66 divided by 60 is one minute, six seconds.
3. Add the minutes and the seconds. The total is 32 minutes, six seconds.

How to Use the Microsoft Excel Program

1.
Create a chart or graph from information on a spreadsheet. Select the cells to be included in the chart. In Excel 2003, click the 'Chart Wizard' button on the toolbar. In Excel 2007, go to the 'Insert' tab of the ribbon and select a type of chart. Or press the 'F11' key to create an instant, basic chart.
2.
Format the chart by right clicking it and selecting 'Chart Type' to change the type or subtype of the graph. Right click and select 'Format Plot Area' to alter the chart background.
3.
Make a header or footer for the spreadsheet. In Excel 2003, go to the 'View' menu and click 'Header and Footer.' In Excel 2007, go to the 'Insert' tab and click 'HeaderFooter.' Select 'Custom Header' or 'Custom Footer' to enter text or graphics.
4.
Create a drop-down list. Select a cell or cell range to contain a list. In Excel 2003, go to the 'Data' menu and click 'Validation.' In Excel 2007, go to the 'Data' tab and click 'Validation.' Select 'List' under 'Allow' on the 'Settings' tab. Enter the list items in the 'Source' box, with a comma between each one.
5.
Add functions to cells or ranges. Select the cell in which the calculation should appear and click the 'Insert Function' button to the left of the Formula Bar. Type a description of what you want to do and select the function that best suits your need.

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