How to Use the AutoFill Function in Excel 2003

1. Open Excel.
2. Open your worksheet by clicking 'File > Open.'
3. If you don't have an existing worksheet, create a new one. Go to 'File > New.'
4. Enter your information. The AutoFill function will be able to fill in information in a series. When making a calendar, for example, you can type 'January' into the first box and use AutoFill to put the subsequent months in the next cells.
5. Place your mouse over the bottom right hand corner of the cell with 'January' (or whatever the first cell in your series is). When you see a small 'x' appear where your mouse arrow was, click and drag the 'x' to the cell where your series will end. The rest of the series should be filled in for you.

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How to Reduce the Size of an Excel Workbook

1. Delete the extra default worksheets in a new Excel workbook. Each new workbook that Excel creates has three worksheets (Sheet1, Sheet2 and Sheet3). These sheets require additional memory and space on the hard drive when you save your workbook. Right click on the name tab (at the bottom of the workbook) for the second worksheet. Then choose Delete from the pop-up context menu. Repeat these steps to delete the third worksheet.
2. Reduce the size of graphics, line art or smart art that you have inserted or imported into the workbook. Graphics quickly increase the size of every saved Excel file. Click on any embedded graphic object to activate the Picture Tools menu. Compress, crop or decrease the color saturation and resolution of jpeg, gif, bmp, tiff and png files. You can also use an external graphics program to resize clipart and other file formats, and then insert the smaller sized object into your workbook.
3. Use TrueType fonts as the default font for your Excel worksheet labels. Custom fonts require additional memory allocations. Excel stores the instructions for your printer in the workbook. Therefore, your file size will increase with each custom font.
4. Apply text formats such as bold, italics and colors to individual cells only. If you select a row or column when adding formats, Excel applies the formatting to all cells in the selection. Since Excel has more than 200 columns and thousands of rows, the formatting will use Random Access Memory to manage the formats for the rows and columns.
5. Eliminate unnecessary comments, text boxes and other enhancements such as watermarks, cell shading and borders. All of them require additional space when you save the file. Headers, footers, page numbers, charts, hyperlinks, tables and range names in formulas also increase the size of an Excel workbook. Printing options such as gridline displays and repeated row and column headings can also be eliminated to reduce the size of your workbook.
6. Save your workbook in PDF format. This option is included in Excel 2007; most earlier versions require an add-in that you must download. Choose Save As in the File menu in Excel versions through 2003. It is under the Microsoft Office Button menu (left of Home) in Excel 2007. Select PDF from the menu. Then select the Optimize for minimum size radio button in the file Save dialog box. This creates a smaller PDF file that is ready to email or publish online.

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How to Use a Data Form in Microsoft Excel 2007

1. Open the Microsoft Excel 2007 program on your computer and then click on any cell where you want the form to start.
2. Click on the arrow next to the Quick Access toolbar and then click on the 'More Commands' option. Select 'All Commands' and then click on the 'Form' button from the list.
3. Click on the 'Add' button and then 'OK.' Click 'Form' from the Quick Access toolbar, and then you can enter your data into the first row of the form.
4. Click on the 'New' button to add a new row and then enter your data. Press the 'Enter' key on your keyboard, and the row of data will be added to the bottom of the form.
5. Select any row that you want to remove and then click on the 'Delete' button. Choose 'Close' at any time to close out of the data form and return to your worksheet.

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How to Find Duplicate Entries on an Excel Spreadsheet

1. Select the first cell in your column of data. This cell will serve as a template for the conditional statement that searches for duplicates in the file. After the cell is selected, click the 'Format' menu item and select 'Conditional Formatting.' This opens a new dialog window.
2. Select 'Formula Is' in the new dialog window. A text box displays, prompting you for an Excel formula. Enter the following code into the text box:=COUNTIF (A:A,A1) > 1The 'countif' function searches through the 'A' column and finds any duplicates (the formula assumes that A1 is your first cell. If your data begins at A2, replace 'A1' with 'A2' in the formula. Replace each 'A' with a 'B' to check column B, etc.).
3. Click the 'Format' button in the 'Conditional Formatting' dialog box. This opens a window prompting you for a color selection. Click a color you want to use as the highlight color for the duplicates. The 'countif' function finds the duplicates, and the format color is used to show you which cells are found. Click 'OK.'
4. With your cursor in the first data cell, click 'Copy' from the Edit menu. Press 'Ctrl spacebar' then click 'Paste Special' from the Edit menu. Select 'Formats' from the Paste Special dialog, then click 'OK' to copy the conditional formatting through the entire column.
5. Scroll down the column of data to find each duplicate. The duplicates are highlighted in the color you chose. You can either delete these duplicates, exclude them from future formulas or move them to another area of the spreadsheet.

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How to Use Excel's DSUM Function

1. Learn the syntax of DSUM (database, field, criteria). Database is a cell range that specifies the database, field is a column in the database from which DSUM will add values and criteria is a cell range with the criteria to be used in selecting the values.
2. Define the database for DSUM. The first cell in the range will indicate the upper left corner of the database array and the second cell will indicate the lower right corner of the array. The first row of the array must contain the column names.
3. Specify the field for DSUM. It can include the column name enclosed in double quotation marks or a number representing the column's position in the database where 1 is the first column, 2 is the second column and so on.
4. Supply the criteria for DSUM. This cell range must contain at least one column name and one condition for that column. The condition will generally be of the form ='condition.' Thus, a value of ='=Apple' would select rows where the value in the specified column is equal to 'Apple.'
5. Enter the following in the first four columns of an Excel spreadsheet:Row 1: Tree, Height, Age and Yield;
Row 2: ='=Apple' and ='>10' (nothing in columns three and four);
Row 3: ='=Pear' (nothing in columns two, three and four);
Row 4: Tree, Height, Age and Yield;
Row 5: Apple, 18, 20 and 14;
Row 6: Pear, 12, 12 and 10;
Row 7: Cherry, 13, 14 and 9;
Row 8: Apple, 14, 15 and 10;
Row 9: Pear, 9, 8 and 8; and
Row 10: Apple, 8, 9 and 6.
6. Interpret the formula =DSUM(A4:D10,'Yield',A1:B2) as follows: The database is defined as the array A4:D10. Note the column names in the first row of this array. 'Yield' is the column name from which the values will be taken. The criteria are given by A1:B2 which indicates that the column named Tree must contain 'Apple' and the column named Height must contain a value greater than 10. DSUM(A4:D10,'Yield',A1:B2) will therefore be evaluated as SUM(14,10)=24.

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How to Convert Columns of Text to Rows

1. Click the letter at the top of a column to select a column. Hold 'Ctrl' and click on more column headers to choose several columns.
2. Press 'Ctrl' and 'X' to cut the selected columns.
3. Right-click inside the first cell into which you want to paste the data as rows.
4. Select 'Paste Special' from the drop-down menu.
5. Select the 'Transpose' check box in the 'Paste Special' dialog box.
6. Click 'OK.' The columns will now appear as rows.

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How to Share Password Protect Track Changes in Excel

Password Protection for Specific Cells
1. Determine the level of protection needed for your spreadsheet. If there are specific cells you do not want changed but others that can be, you can just lock cells. If the spreadsheet needs to be fully locked, or you want to prevent users from accessing the actual file, then file-level protection is appropriate.
2. Click 'Home' on the ribbon after opening a file in Excel.
3. Navigate to the Cells section, click 'format,' and then click 'Lock Cell.'
Password Protection for Workbooks
4. On the ribbon click 'Review.'
5. Navigate to the changes group and click 'Protect Workbook.' This will bring up a pop-up window.
6. Select 'Structure' or 'Windows' from the pop-up window. If you lock the structure, users will not be able to reorder worksheets. If you lock windows, users will not be able to change worksheet window sizes.
7. Choose and write down a password to lock the workbook. This is optional, but enhances the security of your worksheet.
Tracking Changes
8. On the ribbon click 'Review.'
9. Navigate to the changes group and click on 'Share Workbook.' This will bring up a pop-up window.
10. Select the check box next to 'allow changes by more than one user at the same time.' Then click on the 'Advanced' tab and type in the number of days you want Excel to keep the change history. Click 'OK.' Note that Excel defaults to 30 days of change history. This is sufficient for most users.
11. Navigate to the changes group and click on 'Track Changes.' Then select 'Highlight Changes.' This will highlight any changes made to a cell so that you will be able to review it later.

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How to Do Stacked Charts in Excel

1. Enter the data for the stacked chart into an Excel spreadsheet. Clearly label the data in the first row so that it is easier to identify when you are making the chart.
2.
Highlighting the data tells Excel which data to include in the chart.
Highlight the data you want to include in the stacked chart. Include the data labels (typically placed in the first row). You can highlight by clicking your left mouse button, holding it down, and dragging to include all pieces of data. Alternatively, to include the entire spreadsheet in the chart, press 'Ctrl-A' to highlight everything.
3. Open the chart interface. In Excel 2007, click the 'Insert' tab, then click the down arrow under Column, and click 'All Chart Types.' In Excel 2010, click the 'Insert' tab and click 'Chart.'
4. Choose the chart type by clicking or scrolling to the corresponding section. The most common type of stacked chart is column, but you may also choose bar.
5. Choose stacked chart style by clicking the corresponding stacked style under the chart type. Verify that the style you have chosen is stacked by hovering over it and looking for 'stacked' in the tool tip description. Choose a 100 percent stacked style if you want all bars to be full and display the composition breakdown. Choose the style that most clearly displays your data and fits your taste.
6. Press 'OK' and verify the data.

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How to Audit Formulas in Excel 2007

1. Open an existing Microsoft Excel document to audit. Double click on the 'My computer' icon on the operating system desktop. Then locate the existing Excel document and double click on that file.
2. Select the 'Microsoft Office Main Menu Button' located in the top right hand corner of Microsoft Excel. From that menu click on the 'Excel Options' button located at the bottom of the menu dialogue box.
3. Click on the 'Advanced' options button on the Excel options dialogue box.
4. Check all the options under the 'Display Options for This Workbook' section. Also, make sure that the 'For Object: Show' option choose 'All.'
5. Show all the formulas in an Excel worksheet by selecting all the cells. Do this by clicking on the top left hand corner of the worksheet. Once they are all selected click on the 'Formulas' tab and choose 'Show All Formulas' from the formula auditing section of the formulas tab.
6. Audit the formulas by choosing the 'Error Checking' button in the formula auditing section of formula ribbon. A user can also trace dependents and precedents by choosing the 'Trace Dependents' and 'Trace Precedents' option from the very same section of the formula auditing section of the formulas ribbon.

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How to Subtract Dates in Excel 2007

1. Open Excel 2007 and enter the current date in cell A1. Enter another date in cell B1.
2. Highlight cells A1 and B1. Click the 'Home' tab and locate the 'Numbers' group. Change the number format to 'Short Date.'
3. Click cell C1 and enter a subtraction formula. Enter 'A1-B1.' Press the 'Enter' key to see the results.

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How to Create a Toggle Switch in Excel 2003

1. Open Microsoft Excel 2003. Click the 'Microsoft' button on the top left corner of the window. Click the 'Excel Options' button in the lower right corner of the dropdown menu.
2. Click the 'Popular' tab. On the box to the right, check the 'Show Developers tab in the Ribbon' box. Click the 'OK' button on the bottom right of the window.
3. Click the 'Insert' button in the top center of the window. Click on the 'Toggle' button on the bottom right corner of the dropdown menu.
4. Click the left mouse button anywhere on the screen. The toggle button appears. Click and hold the left mouse button on the 'Toggle' button to move it. Your toggle switch is now created.

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How to Merge Two Macros in Excel

1. Create a master macro by clicking on the 'View' tab in the toolbar. Click on 'Macros' and select 'View Macros.' Type the name of the master macro, such as 'Master,' in the 'Macro name' box. Click on the 'Create' button to launch the Visual Basic editor.
2. Place the cursor in the second line under the subroutine. For example, if the name of the macro you created is 'Master,' the first line is 'Sub Master().' Under this line, type 'Call,' followed by the name of the first macro you would like to run. For example, if you created a macro called 'GetWebQueries' that loops through a list of URLs, opening each one and copying and pasting the data from a table into a new worksheet, you would type 'Call GetWebQueries().'
3. Press 'Enter' to go to the next line. Type 'Call,' followed by the name of the second macro, such as 'Call Format(),' which would run the Format macro that formats each worksheet in a specified manner. Save the macro and close the Visual Basic editor.
4. Run the master macro by clicking on the 'View' tab. Click on 'Macros' and select 'View Macros.' Select the master macro and click on the 'Run' button. The master macro will run 'GetWebQueries' and the 'Format' macros in the specified order.

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How to Filter Excel for Duplicate Names

1. Open your Excel spreadsheet.
2. Select one or more columns in which you suspect there are duplicate values.
3. Click on the 'Data' tab at the top of the screen, then the 'Remove Duplicates' icon.
4. Check the boxes with suspected duplicates in the dialog box that opens.
5. Click 'OK.' Another box will appear, telling you how many duplicates have been removed and how many unique values remain.

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How to Remove All the Blank Rows in Excel 2007

1. Open Excel 2007 and select a workbook. Select the 'Office' button and click 'Open.' Search your network for the workbook. Click the workbook and select 'Open.' The workbook opens.
2. Select the first column header in your workbook. Select the 'Home' tab and click 'Filter' from the 'Sort Filter' button in the 'Editing' group. Notice the dropdown icons that appear in your column headers.
3. Select a column header that may contain blank data. Click the dropdown icon. Scroll down in the list and locate 'Blanks.' Remove the check. The blank rows from this column are removed.
4. Repeat this step for each column that may contain blank data. Once you have done this for each affected column, all of the blank rows will be removed from your Excel 2007 workbook.

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How Do I Count Distinct Records in an Excel Pivot Table?

1. Add a column to the database with which you are working; give it a text heading of your choice and add this field to your pivot table.
2. Enter the following formula in the first cell of the column you created:=IF($A$2:$A2=A2)>1,0,1)where A is the column which you are searching and 2 is the first row of data in your pivot table.
3. Copy the formula down the entire column you created and the cells in that column will display the number of distinct records in that row.

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