Professional Documents
Culture Documents
Training Manual
for Auditors
Peter Elolo Darrah
Upon completing this tutorial, you
Take a tour in
(Microsoft, 2007)
Email: elodarah@yahoo.com
Mobile: +233244592866
Excel 2007 Training Manual for Auditors
TABLE OF CONTENTS
2
Excel 2007 Training Manual for Auditors
Enter the same data into several cells at the same time ....................................... 36
Enter the same data on several worksheets at the same time ............................ 39
Adjust worksheet settings and cell formats ................................................................. 42
Fill data automatically in worksheet cells ............................................................................. 45
Automatically repeat values that already exist in the column ............................. 45
Use the fill handle to fill data ............................................................................................. 46
Fill data into adjacent cells by using the Fill command.......................................... 47
Fill formulas into adjacent cells ........................................................................................ 48
Fill in a series of numbers, dates, or other built-in series items ......................... 49
Fill data by using a custom fill series ............................................................................. 51
APPLY DATA VALIDATION ....................................................................................................... 54
Create or delete a formula ......................................................................................................... 80
Create a simple formula by using constants and calculation operators ........... 82
Create a formula by using cell references and names ............................................ 83
Create a formula by using a function ............................................................................. 84
Create a formula by using nested functions ................................................................ 85
Create an array formula that calculates a single result .......................................... 86
Create an array formula that calculates multiple results ....................................... 87
Delete a formula ..................................................................................................................... 88
Learn tips and tricks about creating formulas ............................................................ 89
Avoid common errors when creating formulas ........................................................... 89
Create an external reference (link) to a cell range in another workbook ................ 91
Learn more about external references........................................................................... 91
Create an external reference between cells in different workbooks .................. 93
Create an external reference to a defined name in another workbook ............ 94
Define a name that contains an external reference to cells in another
workbook ................................................................................................................................... 94
Guidelines and examples for sorting and filtering data by color ................................. 95
Overview of sorting and filtering data by color and icon set ................................ 96
Using color effectively when analyzing data ................................................................ 98
Choosing the best colors for your needs..................................................................... 101
Walking through some examples ................................................................................... 102
Ways to format a worksheet.................................................................................................... 109
3
Excel 2007 Training Manual for Auditors
4
Excel 2007 Training Manual for Auditors
In this chapter, you will be able to start the Excel application, identify the
different features in the Excel application and navigate the Excel
application.
a. At the windows (XP, Vista, Window 7 etc.) desktop, click the start
close .
f. To exit the Excel, click office button and select Exit Excel
.
5
Excel 2007 Training Manual for Auditors
12 15 16 6 7 1 2 3 4 5 8 9 10 11
13 14
6
Excel 2007 Training Manual for Auditors
mouse click.
4 Formula Bar Displays the content of the active cell. The left
hand side of this bar includes the name box
which contains the list of all the range names
and thereby facilitates quicker worksheet
navigation.
5 Column Labels Contain the heading of the columns. Can be used
for column-wide operations like increasing the
column width, hiding columns, formatting entire
column, etc.
6 Row Labels Contain the headings of the rows. Can be used
for row-wide operations like increasing row
height, hiding rows, formatting entire rows, etc.
7 Sheet Area The place where the actual data is entered. The
active cell is surrounded by a dark rectangle.
8 Sheet Tab Gives reference to the sheet which is currently
active. One can quickly navigate through
different sheets from here.
9 Status Bar Includes the various information sent by EXCEL.
Of particular use is the Quick Sum Feature in the
status bar which automatically displays the total
of the selected cells.
10 Scroll Bars & Split The scroll bar can be used for quick movement
Indicator within the work sheet. The extreme top of the
vertical scroll bar and the extreme right of the
horizontal scroll bar contain a split indicator
which permits the user to divide the sheet into
two parts.
11 Application These buttons are used to minimize or control
Control Buttons the size of a particular file.
12 Office Button This replaces the file button in previous MS Excel
programs. It contains the basic file management
commands including new, open, save, print and
close.
13 View Button This enables you view the page from either
normal view, page layout or page break.
14 Zoom Slider This enables you to adjust the workbook to the
level of zoom you may desire quickly without
using the formula bar.
15 Name Box Contains the identifier or location of an active
cell.
16 Tabs The Tabs contain the various tools.
7
Excel 2007 Training Manual for Auditors
Moving Around
A worksheet can contain up to 65,536 rows and 256 columns whereas the
visibility of the information on the screen is restricted to the size of the
screen (generally 18-20 rows and 8-10 columns are visible at a time).
Therefore, one may need to move around different section of a
worksheet. There are various ways in which one can work with cells and
move around very efficiently:
To select Do this
A single cell Click the cell, or press the arrow keys to move to
the cell.
A range of cells Click the first cell in the range, and then drag to
the last cell, or hold down SHIFT while you press
the arrow keys to extend the selection.
A large range of Click the first cell in the range, and then hold
cells down SHIFT while you click the last cell in the
range. You can scroll to make the last cell
visible.
8
Excel 2007 Training Manual for Auditors
Nonadjacent cells or Select the first cell or range of cells, and then
cell ranges hold down CTRL while you select the other cells
or ranges.
Row heading
Column heading
Nonadjacent rows or Click the column or row heading of the first row
columns or column in your selection; then hold down
CTRL while you click the column or row headings
of other rows or columns that you want to add to
the selection.
9
Excel 2007 Training Manual for Auditors
The first or last cell Select a cell in the row or column, and then
in a row or column press CTRL+ARROW key (RIGHT ARROW or LEFT
ARROW for rows, UP ARROW or DOWN ARROW
for columns).
The first or last cell Press CTRL+HOME to select the first cell on the
on a worksheet or in worksheet or in an Excel list.
a Microsoft Office
Excel table Press CTRL+END to select the last cell on the
worksheet or in an Excel list that contains data
or formatting.
Cells to the last used Select the first cell, and then press
cell on the CTRL+SHIFT+END to extend the selection of
worksheet (lower- cells to the last used cell on the worksheet
right corner) (lower-right corner).
More or fewer cells Hold down SHIFT while you click the last cell that
than the active you want to include in the new selection. The
selection rectangular range between the active cell and
the cell that you click becomes the new
selection.
10
Excel 2007 Training Manual for Auditors
Notes
To choose specific options when you paste cells, you can click the arrow
below Paste , and then click the option that you want. For example,
you can click Paste Special or Paste As Picture.
option off. Click the Microsoft Office Button , and then click Excel
Options. In the Advanced category, under Cut, Copy, and Paste, clear the
Show Paste Options buttons check box.
Excel replaces existing data in the paste area when you cut and paste
cells to move them.
When you copy cells, cell references are automatically adjusted. When
you move cells, however, cell references are not adjusted, and the
contents of those cells and of any cells that point to them may be
displayed as reference errors. In this case, you will need to adjust the
references manually.
If the selected copy area includes hidden cells, Excel also copies the
hidden cells. You may need to temporarily unhide cells that you don't
want to include when you copy information.
If the paste area contains hidden rows or columns, you might need to
unhide the paste area to see all of the copied cells.
11
Excel 2007 Training Manual for Auditors
Select the cells or range (range: Two or more cells on a sheet. The cells in
a range can be adjacent or nonadjacent.) of cells that you want to move
or copy.
To select Do this
A single cell Click the cell, or press the arrow keys to move to
the cell.
A range of cells Click the first cell in the range, and then drag to
the last cell, or hold down SHIFT while you press
the arrow keys to extend the selection.
You can also select the first cell in the range, and
then press F8 to extend the selection by using the
arrow keys. To stop extending the selection, press
F8 again.
A large range of Click the first cell in the range, and then hold
cells down SHIFT while you click the last cell in the
range. You can scroll to make the last cell visible.
Nonadjacent cells Select the first cell or range of cells, and then hold
12
Excel 2007 Training Manual for Auditors
or cell ranges down CTRL while you select the other cells or
ranges.
Row heading
Column heading
Nonadjacent rows Click the column or row heading of the first row or
or columns column in your selection; then hold down CTRL
while you click the column or row headings of
other rows or columns that you want to add to the
13
Excel 2007 Training Manual for Auditors
selection.
The first or last cell Select a cell in the row or column, and then press
in a row or column CTRL+ARROW key (RIGHT ARROW or LEFT
ARROW for rows, UP ARROW or DOWN ARROW for
columns).
The first or last cell Press CTRL+HOME to select the first cell on the
on a worksheet or worksheet or in an Excel list.
in a Microsoft
Press CTRL+END to select the last cell on the
Office Excel table
worksheet or in an Excel list that contains data or
formatting.
Cells to the last Select the first cell, and then press
used cell on the CTRL+SHIFT+END to extend the selection of cells
worksheet (lower- to the last used cell on the worksheet (lower-right
right corner) corner).
More or fewer cells Hold down SHIFT while you click the last cell that
than the active you want to include in the new selection. The
selection rectangular range between the active cell (active
cell: The selected cell in which data is entered
when you begin typing. Only one cell is active at a
time. The active cell is bounded by a heavy
border.) and the cell that you click becomes the
new selection.
When the pointer becomes a move pointer , drag the cell or range of
cells to another location.
14
Excel 2007 Training Manual for Auditors
To copy a cell or range of cells, hold down CTRL while you point to the
Notes
Excel replaces existing data in the paste area when you move cells.
When you copy cells, cell references are automatically adjusted. When
you move cells, however, cell references are not adjusted, and the
contents of those cells and of any cells that point to them may be
displayed as reference errors. In this case, you will need to adjust the
references manually.
If the selected copy area includes hidden cells, Excel also copies the
hidden cells. You may need to temporarily unhide cells that you don't
want to include when you copy information.
If the paste area contains hidden rows or columns, you might need to
unhide the paste area to see all of the copied cells.
Right-click the upper-left cell of the paste area, and then click Insert Cut
Cells or Insert Copied Cells on the shortcut menu.
15
Excel 2007 Training Manual for Auditors
In the Insert Paste dialog box, click the direction in which you want to
shift the surrounding cells.
Note If you insert entire rows or columns, the surrounding rows and
columns are shifted down and to the left.
If some cells, rows, or columns on your worksheet are not displayed, you
have the option of copying all cells or only the visible cells. For example,
you can choose to copy only the displayed summary data on an
outlined (outline: Worksheet data in which rows or columns of detail data
are grouped so that you can create summary reports. The outline can
summarize either an entire worksheet or a selected portion of it.)
worksheet.
On the Home tab, in the Editing group, click Find & Select, and then click
Go To.
Under Select, click Visible cells only, and then click OK.
16
Excel 2007 Training Manual for Auditors
Notes
Excel pastes the copied data into consecutive rows or columns. If the
paste area contains hidden rows or columns, you might need to unhide
the paste area to see all of the copied cells.
If you click the arrow below Paste , you can choose from several paste
options to apply to your selection.
When you copy or paste hidden or filtered (filter: To display only the rows
in a list that satisfy the conditions you specify. You use the AutoFilter
command to display rows that match one or more specific values,
calculated values, or conditions.) data to another application or another
instance of Excel, only visible cells are copied.
On the Home tab, in the Clipboard group, click the arrow below Paste ,
and then click Paste Special.
Double-click the cell that contains the data that you want to move or
copy.
17
Excel 2007 Training Manual for Auditors
Note By default, you can edit and select cell data directly in the cell by
double-clicking it, but you can also edit and select cell data in the formula
bar (formula bar: A bar at the top of the Excel window that you use to
enter or edit values or formulas in cells or charts. Displays the constant
value or formula stored in the active cell.).
In the cell, select the characters that you want to move or copy.
In the cell Double-click the cell, and then drag across the
contents of the cell that you want to select.
In the formula Click the cell, and then drag across the
bar (formula bar: A contents of the cell that you want to select in
bar at the top of the the formula bar.
Excel window that you
use to enter or edit
values or formulas in
cells or charts.
Displays the constant
value or formula
stored in the active
cell.)
By using the keyboard Press F2 to edit the cell, use the arrow keys to
position the insertion point, and then press
SHIFT+ARROW key to select the contents.
18
Excel 2007 Training Manual for Auditors
In the cell, click where you want to paste the characters, or double-click
another cell to move or copy the data.
Press ENTER.
Note When you double-click a cell or press F2 to edit the active cell,
the arrow keys work only within that cell. To use the arrow keys to move
to another cell, first press ENTER to complete your editing changes to the
active cell.
Paste only the cell formatting, such as font color or fill color (and not the
contents of the cells).
Select the cell or range of cells that contains the values, cell formats, or
formulas that you want to copy.
Select the upper-left cell of the paste area or the cell where you want to
paste the value, cell format, or formula.
On the Home tab, in the Clipboard group, click the arrow below Paste ,
and then do one of the following:
19
Excel 2007 Training Manual for Auditors
To paste cell formats only, click Paste Special, and then click Formats
under Paste.
1. Select the cell or the range of cells where you want to insert the
new blank cells. Select the same number of cells as you want to
insert. For example, to insert five blank cells, you need to select
five cells.
2. On the Home tab, in the Cells group, click the arrow next to
Insert, and then click Insert Cells.
TIP You can also right-click the selected cells and then click
Insert on the shortcut menu.
3. In the Insert dialog box, click the direction in which you want to
shift the surrounding cells.
20
Excel 2007 Training Manual for Auditors
NOTES
When you insert cells on your worksheet, all references that are
affected by the insertion adjust accordingly, whether they are
relative or absolute references. The same applies to deleting cells,
except when a deleted cell is directly referenced by a formula. If
you want references to adjust automatically, it's a good idea to use
range references whenever appropriate in your formulas, rather
than specifying individual cells.
You can insert cells that contain data and formulas by copying or
cutting them, right-clicking the location where you want to paste
them, and then clicking Insert Copied Cells or Insert Cut Cells
on the shortcut menu.
Tips
To insert a single row, select the row or a cell in the row above
which you want to insert the new row. For example, to insert a
new row above row 5, click a cell in row 5.
To insert multiple rows, select the rows above which you want
to insert rows. Select the same number of rows as you want to
insert. For example, to insert three new rows, you need to
select three rows.
21
Excel 2007 Training Manual for Auditors
2. On the Home tab, in the Cells group, click the arrow next to
Insert, and then click Insert Sheet Rows.
TIP You can also right-click the selected rows and then click
Insert on the shortcut menu.
NOTE When you insert rows on your worksheet, all references that are
affected by the insertion adjust accordingly, whether they are relative or
absolute references. The same applies to deleting rows, except when a
deleted cell is directly referenced by a formula. If you want references to
adjust automatically, it's a good idea to use range references whenever
appropriate in your formulas, rather than specifying individual cells.
Tips
22
Excel 2007 Training Manual for Auditors
2. On the Home tab, in the Cells group, click the arrow next to
Insert, and then click Insert Sheet Columns.
TIP You can also right-click the selected cells and then click
Insert on the shortcut menu.
NOTE When you insert columns on your worksheet, all references that
are affected by the insertion adjust accordingly, whether they are relative
or absolute references. The same applies to deleting columns, except
when a deleted cell is directly referenced by a formula. If you want
references to adjust automatically, it's a good idea to use range
references whenever appropriate in your formulas, rather than specifying
individual cells.
Tips
23
Excel 2007 Training Manual for Auditors
Tips
NOTES
Pressing DELETE deletes the contents of the selected cells only, not
the cells themselves.
24
Excel 2007 Training Manual for Auditors
You can hide a row or column by using the Hide command, but a row or
column also becomes hidden when you change its row height or column
width to 0 (zero). You can display either again by using the Unhide
command.
Under Visibility, point to Hide & Unhide, and then click Hide
Rows or Hide Columns.
TIP You can also right-click a row or column (or a selection of multiple
rows or columns), and then click Hide.
To display hidden rows, select the row above and below the
rows that you want to display.
25
Excel 2007 Training Manual for Auditors
You can view two areas of a worksheet and lock rows or columns in one
area by freezing or splitting panes (pane: A portion of the document
window bounded by and separated from other portions by vertical or
horizontal bars.). When you freeze panes, you select specific rows or
columns that remain visible when scrolling in the worksheet.
26
Excel 2007 Training Manual for Auditors
For example, you would freeze panes to keep row and column labels
visible as you scroll, as shown in the following example.
When you split panes, you create separate worksheet areas that you can
scroll within, while rows or columns in the non-scrolled area remain
visible.
To lock rows, select the row below where you want the split to
appear.
To lock both rows and columns, click the cell below and to the
right of where you want the split to appear.
2. On the View tab, in the Window group, click Freeze Panes, and
then click the option that you want.
27
Excel 2007 Training Manual for Auditors
1. To split panes, point to the split box at the top of the vertical scroll
bar or at the right end of the horizontal scroll bar.
3. To remove the split, double-click any part of the split bar that
divides the panes.
The name (or title) of a worksheet appears on its sheet tab at the bottom
of the screen. By default, the name is Sheet1, Sheet2, and so on, but you
can give any worksheet a more appropriate name.
28
Excel 2007 Training Manual for Auditors
TIP You can also right-click the tab of an existing worksheet, and
then click Insert. On the General tab, click Worksheet, and then
click OK.
Top of Page
1. Hold down SHIFT, and then select the same number of existing
sheet tabs of the worksheets that you want to insert in the open
workbook.
For example, if you want to add three new worksheets, select three
sheet tabs of existing worksheets.
2. On the Home tab, in the Cells group, click Insert, and then click
Insert Sheet.
29
Excel 2007 Training Manual for Auditors
TIP You can also right-click the selected sheet tabs, and then click
Insert. On the General tab, click Worksheet, and then click OK.
4. In the Save in box, select the folder where you want to store
the template.
30
Excel 2007 Training Manual for Auditors
6. Click Save.
3. Double-click the template for the type of sheet that you want.
Rename a worksheet
1. On the Sheet tab bar, right-click the sheet tab that you want to
rename, and then click Rename.
2. Select the current name, and then type the new name.
TIP You can include the name of the sheet when you print the
worksheet.
1. On the Insert tab, in the Text group, click Header & Footer.
2. In the Page Layout View, click the location where you want
the sheet name to appear.
31
Excel 2007 Training Manual for Auditors
Delete a worksheet
On the Home tab, in the Cells group, click the arrow next to
Delete, and then click Delete Sheet.
TIP You can also right-click the sheet tab of the worksheet that
you want to delete, and then click Delete.
32
Excel 2007 Training Manual for Auditors
2. Under Templates, make sure that Blank and recent is selected, and
then under Blank and recent in the right pane, double-click Blank
Workbook.
TIPS
33
Excel 2007 Training Manual for Auditors
You have several options when you want to enter data manually in Excel.
You can enter data in one cell, in several cells at the same time, or on
more than one worksheet at once. The data that you enter can be
numbers, text, dates, or times. You can format the data in a variety of
ways. And, there are several settings that you can adjust to make data
entry easier for you.
34
Excel 2007 Training Manual for Auditors
TIP To enter data on a new line within a cell, enter a line break by
pressing ALT+ENTER.
1. Click the Microsoft Office Button , and then click Excel Options.
2. Click Advanced, and then under Editing options, select the
Automatically insert a decimal point check box.
3. In the Places box, enter a positive number for digits to the right of the
decimal point or a negative number for digits to the left of the decimal
point.
For example, if you enter 3 in the Places box and then type 2834 in a
cell, the value will appear as 2.834. If you enter -3 in the Places box and
then type 283, the value will be 283000.
4. On the worksheet, click a cell, and then enter the number that you want.
NOTE Data that you typed in cells before selecting the Fixed
decimal option is not affected.
35
Excel 2007 Training Manual for Auditors
NOTES
To enter a date or time that stays current when you reopen a worksheet,
you can use the TODAY and NOW functions.
When you enter a date or a time in a cell, it appears either in the default
date or time format for you computer or in the format that was applied to
the cell before you entered the date or time. The default date or time
format is based on the date and time settings in the Regional and
Language Options dialog box (Control Panel). If these settings on your
computer have been changed, the dates and times in your workbooks
that have not been formatted by using the Format Cells command are
displayed according to those settings.
To apply the default date or time format, click the cell that contains the
date or time value, and then press CTRL+SHIFT+# or CTRL+SHIFT+@.
Enter the same data into several cells at the same time
1. Select the cells into which you want to enter the same data. The cells do
not have to be adjacent.
TO SELECT DO THIS
A single cell Click the cell, or press the arrow keys to move to
the cell.
A range of cells Click the first cell in the range, and then drag to
the last cell, or hold down SHIFT while you press
the arrow keys to extend the selection.
You can also select the first cell in the range, and
then press F8 to extend the selection by using the
arrow keys. To stop extending the selection, press
F8 again.
36
Excel 2007 Training Manual for Auditors
A large range of cells Click the first cell in the range, and then hold
down SHIFT while you click the last cell in the
range. You can scroll to make the last cell visible.
Nonadjacent cells or Select the first cell or range of cells, and then hold
cell ranges down CTRL while you select the other cells or
ranges.
Row heading
Column heading
37
Excel 2007 Training Manual for Auditors
Nonadjacent rows or Click the column or row heading of the first row or
columns column in your selection; then hold down CTRL
while you click the column or row headings of
other rows or columns that you want to add to the
selection.
The first or last cell Select a cell in the row or column, and then press
in a row or column CTRL+ARROW key (RIGHT ARROW or LEFT
ARROW for rows, UP ARROW or DOWN ARROW for
columns).
The first or last cell Press CTRL+HOME to select the first cell on the
on a worksheet or in worksheet or in an Excel list.
a Microsoft Office Press CTRL+END to select the last cell on the
Excel table worksheet or in an Excel list that contains data or
formatting.
Cells to the last used Select the first cell, and then press
cell on the worksheet CTRL+SHIFT+END to extend the selection of cells
(lower-right corner) to the last used cell on the worksheet (lower-right
corner).
More or fewer cells Hold down SHIFT while you click the last cell that
than the active you want to include in the new selection. The
selection rectangular range between the active cell and the
cell that you click becomes the new selection.
38
Excel 2007 Training Manual for Auditors
2. In the active cell, type the data, and then press CTRL+ENTER.
TIP You can also enter the same data into several cells by using
the fill handle to automatically fill data in worksheet cells.
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 are applied to the same cells on all the selected worksheets.
1. Click the tab of the first worksheet that contains the data that you want to
edit. Then hold down CTRL while you click the tabs of other worksheets in
which you want to synchronize the data.
NOTE If you don't see the tab of the worksheet that you want,
click the tab scrolling buttons to find the worksheet and then click its
tab. If you still can't find the worksheet tabs that you want, you
might have to maximize the document window.
2. On the active worksheet, select the cell or range in which you want to edit
existing or enter new data.
TO SELECT DO THIS
A single cell Click the cell, or press the arrow keys to move to
the cell.
A range of cells Click the first cell in the range, and then drag to
the last cell, or hold down SHIFT while you press
the arrow keys to extend the selection.
You can also select the first cell in the range, and
then press F8 to extend the selection by using the
arrow keys. To stop extending the selection, press
F8 again.
39
Excel 2007 Training Manual for Auditors
A large range of cells Click the first cell in the range, and then hold
down SHIFT while you click the last cell in the
range. You can scroll to make the last cell visible.
Nonadjacent cells or Select the first cell or range of cells, and then hold
cell ranges down CTRL while you select the other cells or
ranges.
Row heading
Column heading
40
Excel 2007 Training Manual for Auditors
Nonadjacent rows or Click the column or row heading of the first row or
columns column in your selection; then hold down CTRL
while you click the column or row headings of
other rows or columns that you want to add to the
selection.
The first or last cell Select a cell in the row or column, and then press
in a row or column CTRL+ARROW key (RIGHT ARROW or LEFT
ARROW for rows, UP ARROW or DOWN ARROW for
columns).
The first or last cell Press CTRL+HOME to select the first cell on the
on a worksheet or in worksheet or in an Excel list.
a Microsoft Office Press CTRL+END to select the last cell on the
Excel table worksheet or in an Excel list that contains data or
formatting.
Cells to the last used Select the first cell, and then press
cell on the worksheet CTRL+SHIFT+END to extend the selection of cells
(lower-right corner) to the last used cell on the worksheet (lower-right
corner).
More or fewer cells Hold down SHIFT while you click the last cell that
than the active you want to include in the new selection. The
selection rectangular range between the active cell and the
cell that you click becomes the new selection.
41
Excel 2007 Training Manual for Auditors
3. In the active cell, type new data or edit the existing data, and then press
ENTER or TAB to move the selection to the next cell.
4. Repeat the previous step until you have completed entering or editing
data.
NOTES
There are several settings in Excel that you can change to help make
manual data entry easier. Some changes affect all workbooks, some
affect the whole worksheet, and some affect only the cells that you
specify.
When you press TAB to enter data in several cells in a row and then press
ENTER at the end of that row, by default, the selection moves to the
beginning of the next row.
Pressing ENTER moves the selection down one cell, and pressing TAB
moves the selection one cell to the right. You cannot change the direction
42
Excel 2007 Training Manual for Auditors
of the move for the TAB key, but you can specify a different direction for
the ENTER key. Changing this setting affects the whole worksheet, any
other open worksheets, any other open workbooks, and all new
workbooks.
1. Click the Microsoft Office Button , and then click Excel Options.
2. In the Advanced category, under Edit, select the After pressing Enter,
move selection check box, and then click the direction that you want in
the Direction box.
At times, a cell might display #####. This can occur when the cell
contains a number or a date and the width of its column cannot display all
the characters that its format requires. For example, suppose a cell with
the Date format "mm/dd/yyyy" contains 12/31/2007. However, the
column is only wide enough to display six characters. The cell will display
#####. To see the entire contents of the cell with its current format,
you must increase the width of the column.
1. Click the cell for which you want to change the column width.
2. On the Home tab, in the Cells group, click Format.
You can display multiple lines of text inside a cell by wrapping the text.
Wrapping text in a cell does not affect other cells.
43
Excel 2007 Training Manual for Auditors
NOTE If the text is a long word, the characters won't wrap (the
word won't be split); instead, you can widen the column or decrease
the font size to see all the text. If all the text is not visible after you
wrap the text, you might have to adjust the height of the row. On
the Home tab, in the Cells group, click Format, and then under
Cell Size click AutoFit Row.
In Excel, the format of a cell is separate from the data that is stored in
the cell. This display difference can have a significant effect when the data
is numeric. For example, when a number that you enter is rounded,
usually only the displayed number is rounded. Calculations use the actual
number that is stored in the cell, not the formatted number that is
displayed. Hence, calculations might appear inaccurate because of
rounding in one or more cells.
After you type numbers in a cell, you can change the format in which they
are displayed.
1. Click the cell that contains the numbers that you want to format.
2. On the Home tab, in the Number group, point to General, and then
click the format that you want.
44
Excel 2007 Training Manual for Auditors
NOTE Numbers that you entered before you applied the Text
format to the cells need to be entered again in the formatted cells.
To quickly reenter numbers as text, select each cell, press F2, and
then press ENTER.
Instead of entering data manually on a worksheet, you can use the Auto
Fill feature to fill cells with data that follows a pattern or that is based on
data in other cells. This article does not explain how to enter data
manually or enter data simultaneously on multiple worksheets. For
information about how to manually enter data, see the article Enter data
manually.
45
Excel 2007 Training Manual for Auditors
If the first few characters that you type in a cell match an existing entry
in that column, Excel automatically enters the remaining characters for
you. Excel automatically completes only those entries that contain text or
a combination of text and numbers. Entries that contain only numbers,
dates, or times are not automatically completed.
After Excel completes what you started typing, do one of the following:
NOTES
Excel completes an entry only when the cursor is at the end of the current
cell contents.
Excel bases the list of potential AutoComplete entries on the column that
contains the active cell. Entries that are repeated within a row are not
automatically completed.
If you don't want Excel to automatically complete cell values, you can
turn off this feature.
1. Click the Microsoft Office Button , and then click Excel Options.
2. Click Advanced, and then under Editing options, clear or select the
Enable AutoComplete for cell values check box to turn automatic
completion of cell values on or off.
To quickly fill in several types of data series, you can select cells and drag
the fill handle . To use the fill handle, you select the cells that you
want to use as a basis for filling additional cells, and then drag the fill
handle across or down the cells that you want to fill.
46
Excel 2007 Training Manual for Auditors
By default, the fill handle is displayed, but you can hide it, or show it if it's
hidden.
1. Click the Microsoft Office Button , and then click Excel Options.
2. Click Advanced, and then under Editing options, clear or select the
Enable Fill handle and cell drag-and-drop check box to hide or show
the fill handle.
3. To avoid replacing existing data when you drag the fill handle, make sure
that the Alert before overwriting cells check box is selected. If you
don't want to see a message about overwriting nonblank cells, you can
clear this check box.
After you drag the fill handle, the Auto Fill Options button appears so
that you can change how the selection is filled. For example, you can
choose to fill just cell formats by clicking Fill Formatting Only, or you
can choose to fill just the contents of a cell by clicking Fill Without
Formatting.
If you don't want to display the Auto Fill Options button every time you
drag the fill handle, you can turn it off. Likewise, if the Auto Fill Options
button does not appear when you drag the fill handle, you might want to
turn it on.
1. Click the Microsoft Office Button , and then click Excel Options.
2. Click Advanced, and then under Cut, Copy, and Paste, clear the Show
Paste Options buttons check box.
You can use the Fill command to fill the active cell or a selected range
with the contents of an adjacent cell or range, or you can quickly fill
adjacent cells by dragging the fill handle .
47
Excel 2007 Training Manual for Auditors
1. Select an empty cell that is below, to the right, above, or to the left of the
cell that contains the data that you want to use to fill the empty cell.
2. On the Home tab, in the Editing group, click Fill, and then click Down,
Right, Up, or Left.
TIP To quickly fill a cell with the contents of an adjacent cell, you can
press CTRL+D to fill from the cell above or CTRL+R to fill from the cell to
the left. To fill a cell with the contents of a cell below it (that is, to fill up),
on the Home tab, in the Editing group, click Fill, and then click Up. To
fill a cell with the contents of a cell to the right (fill left), on the Home
tab, in the Editing group, click Fill, and then click Left.
NOTE If you drag the fill handle up or to the left of a selection and stop
in the selected cells without going past the first column or the top row in
the selection, Excel deletes the data within the selection. You must drag
the fill handle out of the selected area before releasing the mouse button.
1. Select the cell that contains the formula that you want to fill into adjacent
cells.
2. Drag the fill handle across the cells that you want to fill.
3. To choose how you want to fill the selection, click Auto Fill Options ,
and then click the option that you want.
48
Excel 2007 Training Manual for Auditors
1. Click the Microsoft Office Button , click Excel Options, and then
click the Formulas category.
2. Under Calculation options, look under Workbook Calculation.
Automatic Formulas automatically recalculate.
Automatic except for data tables Formulas recalculate, unless the
formula is in a data table.
Manual Formulas never recalculate automatically.
Recalculate workbook before saving This option is available only if
Workbook Calculation is set to Manual. If this check box is selected,
formulas do not automatically recalculate until you save the workbook.
Note that several other actions can cause the workbook to be saved, such
as using the Send To command.
TIPS
You can also fill the active cell with the formula of an adjacent cell by
using the Fill command (on the Home tab in the Editing group) or by
pressing CTRL+D to fill a cell below or CTRL+R to fill a cell to the right of
the cell containing the formula.
You can automatically fill a formula downward, for all adjacent cells that it
applies to, by double-clicking the fill handle of the first cell that contains
the formula. For example, cells A1:A15 and B1:B15 contain numbers, and
you type the formula =A1+B1 in cell C1. To copy that formula into cells
C2:C15, select cell C1 and double-click the fill handle.
Using the fill handle, you can quickly fill cells in a range with a series of
numbers or dates, or with a built-in series for days, weekdays, months, or
years.
1. Select the first cell in the range that you want to fill.
2. Type the starting value for the series.
3. Type a value in the next cell to establish a pattern.
49
Excel 2007 Training Manual for Auditors
If you want the series 2, 2, 2, 2..., you can leave the second cell
blank.
When you fill a series, the selections are extended as shown in the
following table. In this table, items that are separated by commas
are contained in individual adjacent cells on the worksheet.
1, 2, 3 4, 5, 6,...
50
Excel 2007 Training Manual for Auditors
TIPS
You can also specify the type of series by using the right mouse button to
drag the fill handle over the range and then clicking the appropriate
command on the shortcut menu. For example, if the starting value is the
date JAN-2007, click Fill Months for the series FEB-2007, MAR-2007, and
so on; or click Fill Years for the series JAN-2007, JAN-2008, and so on.
If the selection contains numbers, you can control the type of series that
you want to create.
You can suppress series AutoFill by holding down CTRL as you drag the
fill handle of a selection of two or more cells. The selected values are then
copied to the adjacent cells, and Excel does not extend a series.
51
Excel 2007 Training Manual for Auditors
NOTE A custom list can only contain text or text mixed with numbers.
For a custom list that contains numbers only, such as 0 through 100, you
must first create a list of numbers that is formatted as text.
TIP You might have to click More to see the Text format in the
list.
2. Click the Microsoft Office Button , and then click Excel Options.
3. Click Popular, and then under Top options for working with Excel,
click Edit Custom Lists.
4. Verify that the cell reference of the list of items that you selected is
displayed in the Import list from cells box, and then click Import.
The items in the list that you selected are added to the Custom lists
box.
5. Click OK twice.
6. On the worksheet, click a cell, and then type the item in the custom fill
series that you want to use to start the list.
52
Excel 2007 Training Manual for Auditors
7. Drag the fill handle across the cells that you want to fill.
1. Click the Microsoft Office Button , and then click Excel Options.
2. Click Popular, and then under Top options for working with Excel,
click Edit Custom Lists.
3. In the Custom lists box, click NEW LIST, and then type the entries in
the List entries box, starting with the first entry.
4. When the list is complete, click Add, and then click OK twice.
5. On the worksheet, click a cell, and then type the item in the custom fill
series that you want to use to start the list.
6. Drag the fill handle across the cells that you want to fill.
1. Click the Microsoft Office Button , and then click Excel Options.
2. Click Popular category, and then under Top options for working with
Excel, click Edit Custom Lists.
3. In the Custom lists box, select the list that you want to edit or delete,
and then do one of the following:
To edit the fill series, make the changes that you want in the List entries
box, and then click Add.
To delete the fill series, click Delete.
53
Excel 2007 Training Manual for Auditors
You use data validation to control the type of data or the values that
users enter into a cell. For example, you may want to restrict data entry
to a certain range of dates, limit choices by using a list, or make sure that
only positive whole numbers are entered.
This article describes how data validation works in Excel and outlines the
different data validation techniques available to you. It does not cover cell
protection, which is a feature that lets you "lock" or hide certain cells in a
worksheet so that they can't be edited or overwritten. For more
information about how to protect cells, see the links in the See Also
section.
In this article
54
Excel 2007 Training Manual for Auditors
Data validation is an Excel feature that you can use to define restrictions
on what data can or should be entered in a cell. You can configure data
validation to prevent users from entering data that is not valid. If you
prefer, you can allow users to enter invalid data but warn them when they
try to type it in the cell. You can also provide messages to define what
input you expect for the cell, and instructions to help users correct any
errors.
For example, in a marketing workbook, you can set up a cell to allow only
account numbers that are exactly three characters long. When users
select the cell, you can show them a message such as this one:
If users ignore this message and type invalid data in the cell, such as a
two-digit or five-digit number, you can show them an actual error
message.
55
Excel 2007 Training Manual for Auditors
in the workbook. In the following example, the user has typed $4,000 in
cell E7, which exceeds the maximum limit specified for commissions and
bonuses.
56
Excel 2007 Training Manual for Auditors
Among other things, you can use data validation to do the following:
Restrict data to predefined items in a list For example, you can limit
types of departments to Sales, Finance, R&D, and IT. Similarly, you can
create a list of values from a range of cells elsewhere in the worksheet.
For more information, see Create a drop-down list from a range of cells.
Restrict numbers outside a specified range For example, you can specify
a minimum limit of deductions to two times the number of children in a
particular cell.
Restrict dates outside a certain time frame For example, you can
specify a time frame between today's date and 3 days from today's date.
Restrict times outside a certain time frame For example, you can
specify a time frame for serving breakfast between the time when the
restaurant opens and 5 hours after the restaurant opens.
57
Excel 2007 Training Manual for Auditors
Limit the number of text characters For example, you can limit the
allowed text in a cell to 10 or fewer characters. Similarly, you can set the
specific length for a full name field (C1) to be the current length of a first
name field (A1) and a last name field (B1), plus 10 characters.
What users see when they enter invalid data into a cell depends on how
you have configured the data validation. You can choose to show an input
message when the user selects the cell. This type of message appears
near the cell. You can move this message, if you want to, and it remains
until you move to another cell or press ESC.
Input messages are generally used to offer users guidance about the type
of data that you want entered in the cell.
You can also choose to show an error alert that appears only after users
enter invalid data.
58
Excel 2007 Training Manual for Auditors
You can customize the text that users see in an error alert message. If
you choose not to do so, users see a default message.
Input messages and error alerts appear only when data is typed directly
into the cells. They do not appear under the following conditions:
Top of Page
59
Excel 2007 Training Manual for Auditors
entering invalid data, and implemented the error alert to let you know
that the data you entered is invalid.
You can enter only valid data in cells that have data validation applied. If
you are not clear about the validity of the data that you can enter, you
should contact the owner of the workbook.
If you inherited the workbook, you can modify or remove the data
validation unless the worksheet is protected with a password that you do
not know. If possible, you can contact the previous owner to help you
unprotect the worksheet. You can also copy the data to another
worksheet, and then remove the data validation. For more information
about how to change or remove data validation, see Change data
validation settings or Remove data validation.
In the following list, you will find tips and tricks for working with data
validation in Excel.
If you plan to share the workbook, share it only after you have finished
specifying data validation and protection settings. After you share a
workbook, you won't be able to change the validation settings unless you
stop sharing, but Excel will continue to validate the cells that you have
designated while the workbook is being shared.
You can apply data validation to cells that already have data entered in
them. However, Excel does not automatically notify you that the existing
cells contain invalid data. In this scenario, you can highlight invalid data
by instructing Excel to circle it on the worksheet. Once you have identified
the invalid data, you can hide the circles again. If you correct an invalid
entry, the circle disappears automatically.
60
Excel 2007 Training Manual for Auditors
To quickly remove data validation for a cell, select it, and then open the
Data Validation dialog box (Data tab, Data Tools group). On the Settings
tab, click Clear All.
To find the cells on the worksheet that have data validation, on the Home
tab, in the Editing group, click Find & Select, and then click Data
Validation. After you have found the cells that have data validation, you
can change, copy, or remove validation settings.
When creating a drop-down list, you can use the Define Name command
(Formulas tab, Defined Names group) to define a name for the range that
contains the list. After you create the list on another worksheet, you can
hide the worksheet that contains the list and then protect the workbook
so that users won't have access to the list.
Formulas are error free Make sure that formulas in validated cells do
not cause errors, such as #REF! or #DIV/0!. Excel ignores the data
validation until you correct the error.
In the next sections, you will learn the different techniques for adding
validation to cells in a worksheet.
61
Excel 2007 Training Manual for Auditors
It is not possible to change the font or font size for items in a list.
On the Data tab, in the Data Tools group, click Data Validation.
62
Excel 2007 Training Manual for Auditors
Click the Source box and then type the list values separated by the
Microsoft Windows list separator character (commas by default).
For example:
You can also create the list entries by referring to a range of cells
elsewhere in the workbook. For more information, see Create a drop-
down list from a range of cells.
Note The width of the drop-down list is determined by the width of the
cell that has the data validation. You might need to adjust the width of
that cell to prevent truncating the width of valid entries that are wider
than the width of the drop-down list.
Make sure that the In-cell dropdown check box is selected. Otherwise,
you won't be able to see the drop-down arrow next to the cell.
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
Note If your allowed values are based on a cell range that has a defined
name and there is a blank cell anywhere in that range, selecting the
Ignore blank check box allows any value to be entered in the validated
cell. This is also true for any cells that are referenced by validation
formulas: if any referenced cell is blank, selecting the Ignore blank check
box allows any value to be entered in the validated cell.
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
63
Excel 2007 Training Manual for Auditors
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
Note If you want to allow users to type entries that are not in the list,
clear the Show error alert after invalid data is entered check box instead.
To display a warning message that does not prevent entry of invalid data,
select Warning.
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title uses the default string
"Microsoft Excel" and the message is (by default): "The value you entered
is not valid. A user has restricted values that can be entered into this
cell."
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
On the Data tab, in the Data Tools group, click Data Validation.
64
Excel 2007 Training Manual for Auditors
An Excel table may be linked to a SharePoint site You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
In the Data box, select the type of restriction that you want. For example,
to set upper and lower limits, select between.
Enter the minimum, maximum, or specific value to allow. You can also
enter a formula that returns a number value.
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
Note If your allowed values are based on a cell range with a defined
name, and there is a blank cell anywhere in the range, setting the Ignore
blank check box allows any values to be entered in the validated cell. This
is also true for any cells that are referenced by validation formulas: if any
referenced cell is blank, setting the Ignore blank check box allows any
values to be entered in the validated cell.
65
Excel 2007 Training Manual for Auditors
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
To display a warning message that does not prevent entry of invalid data,
select Warning.
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title defaults to "Microsoft
Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
On the Data tab, in the Data Tools group, click Data Validation.
66
Excel 2007 Training Manual for Auditors
An Excel table may be linked to a SharePoint site You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
In the Data box, select the type of restriction that you want. For example,
to set upper and lower limits, select between.
Enter the minimum, maximum, or specific value to allow. You can also
enter a formula that returns a number value.
Note To let a user enter percentages, for example 20%, select Decimal
in the Allow box, select the type of restriction that you want in the Data
box, enter the minimum, maximum, or specific value as a decimal, for
example .2, and then display the data validation cell as a percentage by
selecting the cell and clicking Percent Style in the Number group on
the Home tab.
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
67
Excel 2007 Training Manual for Auditors
Note If your allowed values are based on a cell range with a defined
name, and there is a blank cell anywhere in the range, setting the Ignore
blank check box allows any values to be entered in the validated cell. This
is also true for any cells that are referenced by validation formulas: if any
referenced cell is blank, setting the Ignore blank check box allows any
values to be entered in the validated cell.
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
To display a warning message that does not prevent entry of invalid data,
select Warning.
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title defaults to "Microsoft
Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
68
Excel 2007 Training Manual for Auditors
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
On the Data tab, in the Data Tools group, click Data Validation.
An Excel table may be linked to a SharePoint site You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
In the Data box, select the type of restriction that you want. For example,
to allow dates after a certain day, select greater than.
Enter the start, end, or specific date to allow. You can also enter a
formula that returns a date.
For example, to set a time frame between today's date and 3 days from
today's date, select between in the Data box, enter =TODAY() in the
Minimum box, and enter =TODAY()+3 in the Maximum box.
69
Excel 2007 Training Manual for Auditors
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
Note If your allowed values are based on a cell range with a defined
name, and there is a blank cell anywhere in the range, setting the Ignore
blank check box allows any values to be entered in the validated cell. This
is also true for any cells that are referenced by validation formulas: if any
referenced cell is blank, setting the Ignore blank check box allows any
values to be entered in the validated cell.
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
To display a warning message that does not prevent entry of invalid data,
select Warning.
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title defaults to "Microsoft
Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
70
Excel 2007 Training Manual for Auditors
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
On the Data tab, in the Data Tools group, click Data Validation.
An Excel table may be linked to a SharePoint site You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
In the Data box, select the type of restriction that you want. For example,
to allow times before a certain time of day, select less than.
Enter the start, end, or specific time to allow. You can also enter a
formula that returns a time.
71
Excel 2007 Training Manual for Auditors
For example, to set a time frame for serving breakfast between the time
when the restaurant opens (the value in cell H1) and five hours after that,
select between in the Data box, enter =H1 in the Minimum box, and then
enter =H1+"5:00" in the Maximum box.
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
Note If your allowed values are based on a cell range with a defined
name, and there is a blank cell anywhere in the range, setting the Ignore
blank check box allows any values to be entered in the validated cell. This
is also true for any cells that are referenced by validation formulas: if any
referenced cell is blank, setting the Ignore blank check box allows any
values to be entered in the validated cell.
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
To display a warning message that does not prevent entry of invalid data,
select Warning.
Fill in the title and text for the message (up to 225 characters).
72
Excel 2007 Training Manual for Auditors
Note If you don't enter a title or text, the title defaults to "Microsoft
Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
On the Data tab, in the Data Tools group, click Data Validation.
An Excel table may be linked to a SharePoint site You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
73
Excel 2007 Training Manual for Auditors
In the Data box, select the type of restriction that you want. For example,
to allow up to a certain number of characters, select less than or equal to.
Enter the minimum, maximum, or specific length for the text. You can
also enter a formula that returns a number value.
For example, to set the specific length for a full name field (C1) to be the
current length of a first name field (A1) and a last name field (B1) plus
10, select less than or equal to in the Data box and enter
=SUM(LEN(A1),LEN(B1),10) in the Maximum box.
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
Note If your allowed values are based on a cell range with a defined
name, and there is a blank cell anywhere in the range, setting the Ignore
blank check box allows any values to be entered in the validated cell. This
is also true for any cells that are referenced by validation formulas: if any
referenced cell is blank, setting the Ignore blank check box allows any
values to be entered in the validated cell.
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
To display a warning message that does not prevent entry of invalid data,
select Warning.
74
Excel 2007 Training Manual for Auditors
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title defaults to "Microsoft
Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
On the Data tab, in the Data Tools group, click Data Validation.
An Excel table may be linked to a SharePoint site You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
75
Excel 2007 Training Manual for Auditors
In the Allow box, select the type of data that you want.
In the Data box, select the type of restriction that you want.
In the box or boxes below the Data box, click the cell that you want to
use to specify what is allowed.
For example, to allow entries for an account only if the result won't go
over the budget in cell E4, select Decimal for Allow, select less than or
equal to for Data, and in the Maximum box, enter =E4.
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
Note If your allowed values are based on a cell range with a defined
name, and there is a blank cell anywhere in the range, setting the Ignore
blank check box allows any values to be entered in the validated cell. This
is also true for any cells that are referenced by validation formulas: if any
referenced cell is blank, setting the Ignore blank check box allows any
values to be entered in the validated cell.
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
76
Excel 2007 Training Manual for Auditors
To display a warning message that does not prevent entry of invalid data,
select Warning.
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title defaults to "Microsoft
Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
On the Data tab, in the Data Tools group, click Data Validation.
An Excel table may be linked to a SharePoint site You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
77
Excel 2007 Training Manual for Auditors
to stop sharing or protecting a workbook, see the links in the See Also
section.
In the Formula box, enter a formula that calculates a logical value (TRUE
for valid or FALSE for invalid entries). For example:
78
Excel 2007 Training Manual for Auditors
To specify how you want to handle blank (null) values, select or clear the
Ignore blank check box.
Note If your allowed values are based on a cell range with a defined
name, and there is a blank cell anywhere in the range, setting the Ignore
blank check box allows any values to be entered in the validated cell. This
is also true for any cells that are referenced by validation formulas: if any
referenced cell is blank, setting the Ignore blank check box allows any
values to be entered in the validated cell.
Make sure the Show input message when cell is selected check box is
selected.
Specify how you want Microsoft Office Excel to respond when invalid data
is entered.
Click the Error Alert tab, and make sure that the Show error alert after
invalid data is entered check box is selected.
79
Excel 2007 Training Manual for Auditors
To display a warning message that does not prevent entry of invalid data,
select Warning.
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title defaults to "Microsoft
Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
Try entering both valid and invalid data in the cells to make sure that
your settings are working as you intended and your messages are
appearing when you expect.
Tip If you change the validation settings for a cell, you can
automatically apply your changes to all other cells that have the same
settings. To do so, open the Data Validation dialog box, and then select
the Apply these changes to all other cells with the same settings check
box on the Settings tab.
You can also create a formula by using a function. For example, the
formulas =SUM(A1:A2) and SUM(A1,A2) both use the SUM function to
add the values in cells A1 and A2.
80
Excel 2007 Training Manual for Auditors
Depending on the type of formula that you create, a formula can contain
any or all of the following parts.
Functions A function, such as PI(), starts with an equal sign (=), and
you can enter arguments for the function within its parentheses. Each
function has a specific argument syntax.
Operators Operators are the symbols that are used to specify the type
of calculation that you want the formula to perform. For example, the ^
(caret) operator raises a number to a power, and the * (asterisk)
operator multiplies numbers.
To achieve the calculation result that you want, you can use a single
function, nested functions, or arrays that calculate single or multiple
results. You can delete any formula when it's no longer needed.
81
Excel 2007 Training Manual for Auditors
=5/2 Divides 5 by 2
Click the cell that contains the value that you want to use in the
formula, type the operator that you want to use, and then click
another cell that contains a value.
82
Excel 2007 Training Manual for Auditors
4. TIP You can enter as many constants and operators as you need to
achieve the calculation result that you want.
5. Press ENTER.
The first cell reference is B3, the color is blue, and the cell range has a
blue border with square corners.
The second cell reference is C3, the color is green, and the cell range
has a green border with square corners.
83
Excel 2007 Training Manual for Auditors
4. Press ENTER.
You can enter a question that describes what you want to do in the
Search for a function box (for example, "add numbers" returns the
SUM function), or browse from the categories in the Or Select a
category box.
84
Excel 2007 Training Manual for Auditors
TIP To summarize values quickly, you can also use AutoSum. On the
Home tab, in the Editing group, click AutoSum, and then click the
function that you want.
The AVERAGE and SUM functions are nested within the IF function.
You can enter a question that describes what you want to do in the
Search for a function box (for example, "add numbers" returns the
SUM function), or browse from the categories in the Or Select a
category box.
85
Excel 2007 Training Manual for Auditors
1. Click the cell in which you want to enter the array formula.
2. Enter the formula that you want to use.
TIP Array formulas use standard formula syntax. They all begin
with an equal sign, and you can use any of the built-in Excel
functions in your array formulas.
3. Press CTRL+SHIFT+ENTER.
86
Excel 2007 Training Manual for Auditors
IMPORTANT Any time you edit the array formula, the braces ({ })
disappear from the array formula, and you must press
CTRL+SHIFT+ENTER again to incorporate the changes into an array
formula and to add the braces.
1. Select the range of cells in which you want to enter the array formula.
2. Enter the formula that you want to use.
TIP Array formulas use standard formula syntax. They all begin
with an equal sign, and you can use any of the built-in Excel
functions in your array formulas.
3. Press CTRL+SHIFT+ENTER.
87
Excel 2007 Training Manual for Auditors
IMPORTANT Any time you edit the array formula, the braces ({ })
disappear from the array formula, and you must press
CTRL+SHIFT+ENTER again to incorporate the changes into an array
formula and to add the braces.
Delete a formula
When you delete a formula, the resulting values of the formula is also
deleted. However, you can instead remove the formula only and leave the
resulting value of the formula displayed in the cell.
88
Excel 2007 Training Manual for Auditors
3. On the Home tab, in the Clipboard group, click the arrow below
Paste , and then click Paste Values.
Quickly copy formulas You can quickly enter the same formula into a
range of cells. Select the range that you want to calculate, type the
formula, and then press CTRL+ENTER. For example, if you type
=SUM(A1:B1) in range C1:C5, and then press CTRL+ENTER, Excel
enters the formula in each cell of the range, using A1 as a relative
reference.
The following table summarizes some of the the most common errors that
you can make when entering a formula and how to correct those errors:
89
Excel 2007 Training Manual for Auditors
Match all open and Make sure that all parentheses are part of a
close parentheses matching pair. When you create a formula, Excel
displays parentheses in color as they are
entered.
Nest no more than You can enter, or nest, no more than 64 levels
64 functions of functions within a function.
Include the path to Make sure that each external reference contains
external a workbook name and the path to the workbook.
workbooks
90
Excel 2007 Training Manual for Auditors
Merge data from several workbooks You can link workbooks from
several users or departments and then integrate the pertinent data into a
summary workbook. That way, when the source workbooks are changed,
you won't have to manually change the summary workbook.
Create different views of your data You can enter all of your data
into one or more source workbooks, and then create a report workbook
that contains external references to only the pertinent data.
91
Excel 2007 Training Manual for Auditors
If you use a cell reference to create an external reference, you can then
also apply formulas to the information. By switching between the various
types of cell reference, you can also control which cells are linked to if you
move the external reference. For example, if you use a relative reference,
when you move the external reference, the cell or cells that it links to
change to reflect its new position on the worksheet.
When the source is open, the external reference includes the workbook
name in square brackets ([ ]), followed by the worksheet name, an
exclamation point (!), and the cells that the formula depends on. For
example, the following formula adds the cells C10:C25 from the workbook
named Budget.xls.
EXTERNAL REFERENCE
92
Excel 2007 Training Manual for Auditors
=SUM([Budget.xlsx]Annual!C10:C25)
When the source is not open, the external reference includes the entire
path.
EXTERNAL REFERENCE
=SUM('C:\Reports\[Budget.xlsx]Annual'!C10:C25)
EXTERNAL REFERENCE
=SUM(Budget.xlsx!Sales)
TOP OF PAGE
1. Open the workbook that will contain the external reference (the
destination workbook) and the workbook that contains the data that you
want to link to (the source workbook).
2. In the source workbook, click Save on the Quick Access Toolbar.
3. Select the cell or cells in which you want to create the external reference.
4. Type = (equal sign). If you want to perform calculations or functions on
the external reference value, type the operator or function that you want
to precede the external reference.
5. Switch to the source workbook, and then click the worksheet that
contains the cells that you want to link to.
6. Select the cell or cells that you want to link to.
7. Return to the destination workbook, and notice that Excel adds the
reference to the source workbook and the cells that you selected in the
previous step.
93
Excel 2007 Training Manual for Auditors
1. Open the workbook that will contain the external reference (the
destination workbook) and the workbook that contains the data that you
want to link to (the source workbook).
2. In the source workbook, click Save on the Quick Access Toolbar.
3. Select the cell or cells in which you want to create the external reference.
4. Type = (equal sign). If you want to perform calculations or functions on
the external reference's value, type the operator or function that you
want to precede the external reference.
5. On the View tab, in the Window group, click Switch Windows, click
the source workbook, and then click the worksheet that contains the cells
that you want to link to.
6. Press F3, and then select the name that you want to link to.
TOP OF PAGE
3. In the New Name dialog box, in the Name box, type a name for the
range.
4. In the Refers to box, delete the contents, and then keep the cursor in
the box.
94
Excel 2007 Training Manual for Auditors
If the name contains a formula, enter the formula, and then position
the cursor where you want the external reference. For example, type
=SUM(), and then position the cursor between the parentheses.
5. On the View tab, in the Window group, click Switch Windows, click
the source workbook, and then click the worksheet that contains the cells
that you want to link to.
6. Select the cell or range of cells that you want to link to.
7. In the New Name dialog box, click OK.
95
Excel 2007 Training Manual for Auditors
When white light passes through a color spectrum, you see six colors:
red, orange, yellow, green, blue, and violet.
In this article
Sorting and filtering data, along with conditionally formatting data, are
integral parts of data analysis and can help you answer questions such as
the following:
Who has sold more than $50,000 worth of services this month?
Which products have greater than 10% revenue increases from year to
year?
Who are the highest performing and lowest performing students in the
freshman class?
Where are the exceptions in a summary of profits over the past five
years?
What is the overall age distribution of employees?
96
Excel 2007 Training Manual for Auditors
You sort data to quickly organize your data and to find the data that you
want. You filter data to display only the rows that meet criteria that you
specify and hide rows that you do not want displayed, for one or more
columns of data. You conditionally format data to help you visually
explore and analyze data, detect critical issues, and identify patterns and
trends. Together, sorting, filtering, and conditionally formatting data can
help you and your users make more effective decisions based on your
data.
Using Excel 2007, you can sort and filter by format, including cell color
and font color, whether you have manually or conditionally formatted the
cells.
You can also sort and filter by an icon set that you created through a
conditional format. Use an icon set to annotate and classify data into
three to five categories that are separated by a threshold value. Each icon
represents a range of values. For example in the following table of icon
sets, 3 Arrows icon set, the green arrow that points upward represents
higher values, the yellow sideways arrow represents middle values, and
the red arrow that points downward represents lower values.
97
Excel 2007 Training Manual for Auditors
Almost everyone likes colors. The effective use of color in any document
can dramatically improve the document's attractiveness and readability.
Good use of color and icons in your Excel reports improves decision
making by helping to focus users' attention on critical information and by
helping users visually understand results. Good use of colors can provide
a positive emotional feeling right from the start. On the other hand, bad
use of color can distract users, and even cause fatigue if over-used. The
following sections provide guidelines to help you make good use of colors,
and to avoid bad use of colors.
98
Excel 2007 Training Manual for Auditors
When you sort and filter by color, you might choose colors that you
prefer, and the results may look good to you. But, a critical question that
needs to be asked is, "Do your users prefer and see the same colors?"
Your computer is capable of displaying 16,777,216 colors in 24-bit color
mode. However, most users can only distinguish a tiny fraction of these
colors. Furthermore, color quality can vary on computers. Room lighting,
paper quality, screen and printer resolution, and browser settings all can
be different. Up to 10% of the population has some difficulty
distinguishing and seeing some colors. These are important variables that
you probably don't have control over.
But you do have control over such variables as color choice, the number
of colors, and the worksheet or cell background. By making good choices
based on fundamental research, you can help make your colors
communicate the correct message and interpretation of your data. You
can also supplement colors with icons and legends to help ensure that
users understand your intended meaning.
In general, use colors with a high color saturation, such as bright yellow,
medium green, or dark red. Make sure that the contrast is high between
the background and the foreground. For example, use a white or gray
worksheet background with cell colors, or a white or gray cell color with a
font color. If you must use a background color or picture, make the color
or picture as light as possible so that the cell or font color is not washed
out. If you are relying just on font color, consider increasing the size of
the font or setting the font in bold. The larger the font, the easier it is for
99
Excel 2007 Training Manual for Auditors
Avoid using color combinations that might decrease the color visibility or
confuse the viewer. You don't want to inadvertently create eye-popping
art or an optical illusion. Consider using a cell border to distinguish
problematic colors, such as red and green, if it is unavoidable to prevent
the colors from being next to each other. Use complementary and
contrasting colors to enhance contrast, and avoid using similar colors. It
pays to know the basic color wheel and how to determine similar,
contrasting, and complementary colors.
A similar color is one next to another color on the color wheel (for
example, violet and orange are similar colors to red).
A contrasting color is three colors away from a color (for example, blue
and green are contrasting colors to red).
Complementary colors are opposite each other on the color wheel (for
example, blue-green is the complementary color of red).
If you have time, test out your colors, run them by a few colleagues, try
them out in different lighting conditions, and experiment with different
computer screen and printer settings.
100
Excel 2007 Training Manual for Auditors
TIP If you print the document in color, double-check the cell color and
cell font for readability. If the cell color is too dark, consider using a white
font to improve readability.
“Need a quick summary? Use red, yellow, green, or blue, with a white or
gray background.”
Assign meaning to the colors that you choose based on your audience and
intended purpose. If necessary, provide a legend to specifically clarify the
meaning of each color. Most people can easily distinguish seven to ten
colors in the same worksheet. Up to 50 colors are possible to distinguish,
but would require specialized training, and is beyond the scope of this
article.
When you sort and filter data by color, use the following table to help you
decide which colors to choose. These colors provide the most dramatic
contrast, and, in general, are the easiest for most people to distinguish.
You can easily apply these colors to cells and fonts by using the Fill Color
or Font Color buttons in the Font group on the Home tab.
101
Excel 2007 Training Manual for Auditors
When reading financial data, numbers are either in the red (negative) or
in the black (positive). A red color conveys meaning because it is an
accepted convention. If you want to highlight negative numbers, then red
is a top color choice. Depending on what type of data that you have, you
may be able to use specific colors because they convey meaning to your
audience, or perhaps there is an accepted standard for their meaning. For
example:
If your data is about temperature readings, you could use the warm
colors (red, yellow, and orange) to indicate a hotter temperature, and the
cool colors (green, blue, and violet) to indicate colder temperatures.
If your data is about topographical data, you could use blue for water,
green for vegetation, brown for desert and mountains, and white for ice
and snow.
If your data is about traffic and safety, you could use red for stopped or
halted conditions, orange for equipment danger, yellow for caution, green
for safety, and blue for general information.
If your data is about electrical resistors, you could use the standard color
code of black, brown, red, orange, yellow, green, blue, violet, gray, and
white.
Let us say that you are preparing a set of reports on product descriptions,
pricing, and inventory levels. The following sections illustrate questions
that you typically ask about this data, and how you can answer each
question by using color and icon sets.
SAMPLE DATA
102
Excel 2007 Training Manual for Auditors
Sample data
Problem
103
Excel 2007 Training Manual for Auditors
You want to find out the different types of containers for your products,
but there is no Container column. You can use the Quantity Per Unit
column to manually color each cell, and then sort by color. You can also
add a legend to clarify to the user what each color means.
Results
Solution
2. Click a cell in the Quantity Per Unit column, and on the Home tab in the
Editing group, click Sort & Filter, and then click Custom Sort.
3. In the Sort dialog box, select Quantity Per Unit under Column, select
Cell Color under Sort On, and then click Copy Level twice.
104
Excel 2007 Training Manual for Auditors
4. Under Order, in the first row, select the red color, in the second row,
select the blue color, and in the third row, select the yellow color.
If a cell does not contain any of the colors, such as the cells colored
white, those rows remain in place.
NOTE The colors that are listed are the available colors in the
column. There is no default color sort order, and you cannot create a
custom sort order by using a custom list.
5. Add a legend using cells on the side of the report by using the following
table as a guide.
LEGEND:
Problem
You want to quickly see the highest and lowest markup values at the top
of the report.
Results
105
Excel 2007 Training Manual for Auditors
Solution
1. Select cells E2:E26, and on the Home tab, in the Style group, click the
arrow next to Conditional Formatting, click Icon Set, and then select
the Three Arrows (Colored) icon set.
2. Right-click a cell in the Markup column, point to Sort, and then click
Custom Sort.
3. In the Sort dialog box, select Markup under Column, select Cell Icon
under Sort On, and then click Copy Level.
4. Under Order, in the first row, select the green arrow that points upward,
and in the second row, select the red arrow that points upward.
Problem
106
Excel 2007 Training Manual for Auditors
Results
Solution
1. Select cells I2:I26, and on the Home tab, in the Style group, click the
arrow next to Conditional Formatting, point to Highlight Cells Rules ,
and then click Equal To.
2. Enter Yes in the first box, and then select Light Red Fill with Dark Red
Text from the second box.
3. Right-click any formatted cell in the column, point to Filter, and then
select Filter By Selected Cell's Color.
TIP Hover over the Filter button in the column header to see how
the column is filtered.
Problem
You want to see the highest and lowest prices and costs grouped together
at the top of the report.
Results
107
Excel 2007 Training Manual for Auditors
Solution
108
Excel 2007 Training Manual for Auditors
In this article
Your company may provide a corporate document theme that you can
use, or you can choose from a variety of predefined document themes
that are available in Excel. If needed, you can also create your own
document theme by changing any or all of the theme colors, fonts, or
effects that a document theme is based on.
Before you format the data on your worksheet, you may want to apply
the document theme that you want to use, so that the formatting that
you apply to your worksheet data can use the colors, fonts, and effects
that are determined by that document theme.
Depending on the data that you want to format, you can use the following
styles in Excel:
Cell styles To apply several formats in one step, and to ensure that
cells have consistent formatting, you can use a cell style. A cell style is a
defined set of formatting characteristics, such as fonts and font sizes,
number formats, cell borders, and cell shading. To prevent anyone from
making changes to specific cells, you can also use a cell style that locks
cells.
Excel has several predefined cell styles that you can apply. If
needed, you can modify a predefined cell style to create a custom
cell style.
Some cell styles are based on the document theme that is applied to
the entire workbook. When you switch to another document theme,
these cell styles are updated to match the new document theme.
For information on how to work with cell styles, see Apply, create, or
remove a cell style.
110
Excel 2007 Training Manual for Auditors
Chart styles You apply a predefined style to your chart. Excel provides
a variety of useful predefined chart styles that you can choose from, and
you can customize a style further if needed by manually changing the
style of individual chart elements. You cannot save a custom chart style,
but you can save the entire chart as a chart template that you can use to
create a similar chart.
For information on how to work with chart styles, see Change the
layout or style of a chart.
To make specific data (such as text or numbers) stand out, you can
format the data manually. Manual formatting is not based on the
document theme of your workbook unless you choose a theme font or use
theme colors — manual formatting stays the same when you change the
document theme. You can manually format all of the data in a cell or
range at the same time, but you can also use this method to format
individual characters.
111
Excel 2007 Training Manual for Auditors
For the optimal display of the data on your worksheet, you may want to
reposition the text within a cell. You can change the alignment of the cell
contents, use indentation for better spacing, or display the data at a
different angle by rotating it.
112
Excel 2007 Training Manual for Auditors
Rotating data is especially useful when column headings are wider than
the data in the column. Instead of creating unnecessarily wide columns or
abbreviated labels, you can rotate the column heading text.
If you have already formatted some cells on a worksheet the way that
you want, you can simply copy the formatting to other cells or ranges. By
using the Paste Special command (Home tab, Clipboard group, Paste
button), you can paste only the formats of the copied data, but you can
also use the Format Painter (Home tab, Clipboard group) to copy
and paste formats to other cells or ranges.
113
Excel 2007 Training Manual for Auditors
Your worksheet looks fine on the screen, so you are now ready to print —
right? Not necessarily. You could save time and paper by adjusting the
format and page layout of your worksheet, or by taking measures to
avoid common printing problems before you print your worksheet.
In this article
To present all of your data on the printed pages, make sure that the data
is visible on the screen. For example, if text or numbers are too wide to fit
in a column, the printed text will be truncated and the printed numbers
will appear as number signs (##). To avoid printing truncated text and
number signs in place of text, you can increase the column width to
accommodate the data, or you may want to increase the row height by
wrapping the text to fit the column width, to make the text visible on the
screen and on the printed pages.
Column sizing
Row sizing
114
Excel 2007 Training Manual for Auditors
To make your data easy to read or scan, you may want to apply different
formatting to help draw attention to important information. However,
keep in mind that some formatting (such as colored text or cell shading)
that looks good on the screen may not produce the printed results that
you expect when you print on a black-and-white printer. If you use
colored text or cell shading, be sure to use colors that contrast well for
printing on a black-and-white printer.
You may also want to print a worksheet with gridlines displayed so that
the data, rows, and columns stand out better.
You may want to add a header and footer that contain useful information
about the printed worksheet, such as a worksheet title, a logo, file
information, or page number. Headers and footers that you specify
automatically appear on every printed page. You cannot print headers or
footers on the first page only, but you can print different headers and
footers on the first page as well as on odd and even pages.
Header
Footer
115
Excel 2007 Training Manual for Auditors
If a worksheet spans more than one page, you can print row and column
headings or labels (also called print titles) on every page to ensure that
the data is properly labeled.
Column labels
You can adjust the column width and wrap text to fit more columns on the
printed page. However, if the worksheet has many more columns than
will fit horizontally when you use the default portrait orientation, you can
print the data to accommodate additional columns (but fewer rows) by
using landscape orientation.
116
Excel 2007 Training Manual for Auditors
To fit a few more columns on the printed page, you can adjust the width
of margins or columns. If your data is too wide for one page, you can
adjust vertical page breaks.
If the data is just a bit too large to fit on a printed page, you can scale the
worksheet to make it fit. Scaling reduces the horizontal and vertical size
of the printed data by a percentage or by the number of pages that you
specify.
If some columns contain data that you don't need to print, you can
temporarily hide the columns. Hidden data will not be printed.
You can also use Page Layout view to position and resize charts so that
they appear exactly where you want them to appear on the printed
pages.
Your worksheet data may be too wide or too long to fit on one page, or
perhaps you want to keep specific data together on the same page. You
can use Page Break Preview view to quickly adjust the vertical and
horizontal page breaks. In this view, page breaks that are manually
inserted appear as solid lines. Dashed lines indicate where Office Excel
2007 will break pages automatically.
Page Break Preview view is especially useful for seeing how other
changes that you make (such as formatting changes and page
orientation) affect the automatic page breaks. For example, changing the
row height and column width can affect the placement of the automatic
page breaks. You can also make changes to the page breaks that are
affected by the margin settings of the current printer driver.
117
Excel 2007 Training Manual for Auditors
For an exact preview of how the data will be printed, you may want to
preview the worksheet pages in Print Preview view. In this view, you
can make any final adjustments to the pages before you print.
You are finally ready to print your data. When you click Print (Microsoft
Office Button ), you can specify exactly what you want to print. You
can print all of the worksheets in your workbook, print one or more
selected worksheets, or print only a selected portion of the worksheet.
118
Excel 2007 Training Manual for Auditors
1. Click (Office Button), point at Print, and then click Print Preview.
119
Excel 2007 Training Manual for Auditors
For details on the operation of the print preview, see "Let's check the
print layout".
1. Right-click the sheet tab, and then click Select All Sheets
in the shortcut menu.
120
Excel 2007 Training Manual for Auditors
121
Excel 2007 Training Manual for Auditors
You can change the page settings while you are checking the print
preview.
You can set the page settings by clicking Page Setup in Print on the
Print Preview tab.
For details on the basic operations in Page Setup, see "Change the page
orientation and quit Print Preview" and "Let's set the page settings ".
122
Excel 2007 Training Manual for Auditors
3. In Excel, you can add a variety of information to the header and footer.
In this example, add the name of the sheet tab to the header and
the page number to footer.
Click the arrow in Header, and then select the name of the sheet
tab.
Click the arrow in Footer, and then select Page 1 to insert the page
number.
123
Excel 2007 Training Manual for Auditors
4. Click OK.
124
Excel 2007 Training Manual for Auditors
4. Click OK.
125
Excel 2007 Training Manual for Auditors
Once you have finished checking and adjusting the print layout, you can
start the actual printing.
In this example, set Print range and Print what, and then start
printing.
126
Excel 2007 Training Manual for Auditors
127
Excel 2007 Training Manual for Auditors
2. In Print range in the Print dialog box, you can select the pages of the
worksheet to print.
Enter "1" in the box for From, and then enter "3" in the box for To.
128
Excel 2007 Training Manual for Auditors
4. Click OK.
129