Brandeis University ITS Training: Advanced Excel

ITS Training
Advanced
Excel
17.1 Database Features

To use Excel’s database features with a cluster of data, the data must be separated by at
least one row and one column, except for a heading, from the rest of the spreadsheet.

Each row of the spreadsheet is the same as a record in a database and each column
represents a field.

Using Filters
Filters let you screen the data so that only the entries you want are used. To use filters,
open the Data menu, choose Filter, then AutoFilter. Arrows appear in the headings.
Click the drop down arrow and choose the value to filter on.

A sample work sheet is shown in Figure 17.1. In this worksheet, we have clicked the
arrow in the department column to show the drop down menu. If we were to select
accounting, only the records of the employees in accounting would be displayed. To
view all the records again, click the drop down arrow once more and choose All. Or, in
the Data Menu, choose Filter then Show All.

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Figure 17.1 The arrows next to the column headings indicate that Excel is functioning as a database.
Clicking on the drop down arrow next to a heading (Department in our example) shows a list of the
choices for filtering.

You can also filter using mathematical and Boolean operators. Suppose you wish to
display only those with a salary between $40,000 and $50,000. Click the drop down
arrow in the Current Salary column and choose Custom. Choose the operator is greater
than or equal to (>=)and the value $40,000. Select And. Choose the operator is less than
or equal to (<=) and type the value $50,000. Click OK. The desired records are
displayed.

You can use also wildcards for filtering. For example, in the LastName field, choose
Custom and type P*. This pulls up all names beginning with P.

To turn off filters, open the Data Menu, choose Filter and click AutoFilter again.

Form View
To view one record at a time, click the Data Menu and choose Form. Click the Find Next
or Find Prev buttons to move back and forth through the records. The New and Delete
buttons let you add and delete records. Clicking the Criteria button lets you enter search
criteria and filter records.

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Sorting
You can sort records in alphabetical or
numerical order based on any text or
numerical field. You can sort in
ascending or descending order. For text,
ascending means a to z and descending z
to a.

To sort records, open the Data Menu and

choose Sort or use the toolbar buttons.
Figure 17.2 shows the Sort dialog box for
the worksheet in Figure 17.1. Note you
can sort on any of the worksheet fields.

Figure 17.2 Clicking the drop down arrows

lets you choose the sort criteria in the Sort
window.

Subtotals
Excel allows you to calculate subtotals based on any field on which you are sorted. On
the Data Menu, click Subtotals. In the box At each change in, specify the field you are
sorted on. Choose a function (sum, count, average, etc.), and choose a field to display the
values. Every time the value in the sort field changes, Excel calculates a subtotal.

For example, completing the Subtotal dialog box as in Figure 17.3, would take the data in
the spreadsheet in Figure 17.1 and calculate the total current salary by department as well
as a grand total.

When the subtotals are calculated, you will notice that the numbers 1,2, and 3 appear in
the upper left corner of the spreadsheet.
Choosing 1 displays the grand total only.
Choosing 2 displays the grand total and subtotals.

Choosing 3 displays the grand total,

the subtotals and the individual
records

To get rid of the subtotals, click any

cell, open the Data Menu, click
Subtotals then Remove All.

Figure 17.3 The Subtotal dialog box

shown here is completed to display
subtotals of current salaries by
department. The original spreadsheet is
seen in Figure 17.1.

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17.2 Advanced Charting

As we learned in Intermediate Excel, one of Excel’s best features is its ability to quickly
and easily convert your data to a wide variety of chart formats.

Excel charts are fully customizable, that is you can control every element of the chart
from the graph itself to the title, the axis labels, the units, the legend, the background, the
colors, etc. To illustrate this, we will create a chart using the data in Section 17.1 above.

You will recall that to create a chart you first select the cells that contain the data you
want displayed in the
chart. Then select the
Chart command from
the Insert Menu or
click the Chart toolbar
button.

The Chart Wizard

starts and Step 1 asks
you to choose the type
and subtype of chart.
We will create a pie
chart with a 3-D
visual effect. Click
Next for Step 2 to
preview the chart.

Figure 17.4 The types of

charts available include
column, bar, line, pie,
scatter, area and others.

Click Next for Step 3 and give the chart a title. Depending on the type of chart, you may
also be able to provide labels for the x and y axes (see Figure 17.5).

Use the Legend tab (Figure 17.5) to locate the legend on the bottom, top or sides or to
delete it altogether. A legend identifies the chart components by colors or patterns.

Select the Data Labels tab (Figure 17.5) and show the values or percentages in your chart
if you so desire. Note that every change you make appears in the preview window so you
can decide if you like it and want to keep it.

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Figure 17.5
The Chart
Options
window lets
you add a
chart title, x
and y axis
labels, a
legend and
individual
data labels.

Click Next again for the final step and you are asked to choose if you want the chart to be
on a separate worksheet or if you want it to appear as an object on your current
worksheet.

The chart we created for the data in Figure 17.1 appears below in the pie chart in Figure
17.6.

Salary by Department
20% 15%
Figure 17.6 The salaries from the
9% spreadsheet in Figure 17.1 have
21% been sorted by department,
12% subtotaled and turned into a 3-D
3% 7% 13% pie chart.
Accounting Total Administration Total
Data Processing Total Human Resources Total
Inventory Total Payroll Total
Purchasing Total Sales Total

You can move the position of your chart or change its size. Click in the white area of the
chart. Sizing handles appear around the box. Click again and hold and your pointer turns
to a four directional arrow. Move the chart where you want it and release the mouse
button.

To size the chart, grab one of the sizing handles with your mouse and pull. Note that
only the corner handles retain the proportionality of the chart.

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Double click on the chart itself and the Format Data Series window appears. The
Patterns tab lets you change borders, colors, and fill effects including patterns, textures
and gradients. The Data Labels tab gives you the opportunity to add data labels as in
Step 3 of the Chart Wizard above. The Options tab lets you rotate the chart.

Double click on the chart title. The Format Chart Title window appears and gives you
the chance to change the font, font size, alignment, color, border and fill effects.

Clicking on the legend will give you the same options to modify the legend.

Even individual elements of the chart itself are modifiable. To emphasize a particular
slice of the pie in our chart, select the individual slice by clicking once on the pie, then
once on the slice. Drag the slice away from the others to form an exploded pie chart.

You can also use the Chart toolbar or the Chart Menu to make formatting changes or to
change the type of chart.

Tip: If you have created a chart and decide that you want to add additional data to it, you
can do so three ways:
• Open the Chart menu and select Add Data. Select the cells that contain the data you
want to add to the chart. If you want the column or row label for the new data to
appear in the chart, include that cell in your selection. Click OK.
• Select the cells that contain the data you want to add to the chart. If you want the
column or row label for the new data to appear in the chart, include that cell in your
selection. Click Copy. Click the chart. Click Paste. If you are not satisfied with the
appearance of the added data, click Undo then open the Edit menu and choose Paste
Special. Specify how you want to plot the data in the chart and select the options you
want.
• For embedded charts, you can select the data in your spreadsheet, put the mouse on
the border of the selection and, when it becomes an arrow, drag it onto the chart.
Release the mouse button when a + appears and the data is added to the chart.

17.3 Linked and Embedded Objects

We already know how to copy information between programs using Cut and Paste. Items
shared this way are static; they cannot be updated if the information in them changes
without recreating the item in the original program and then repeating the Cut and Paste.

Using linked and embedded objects to share information between programs allows for
easier, even automatic, updating of information. Linked and embedded objects can be
created in all MS Office programs as well as many others. You can create a new
embedded object, or you can create a linked object or an embedded object from an
existing file.

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The main differences between linked objects and embedded objects are where the data is
stored and how it is updated after you place it in the destination file. With a linked
object, information is updated only if you modify the source file. Linked data is stored in
the source file. The destination file stores only the location of the source file and displays
a representation of the linked data. Use linked objects if file size is a consideration.

With an embedded object, information in the destination file does not change if you
modify the source file. Embedded objects become part of the destination file and, once
inserted, are no longer part of the source file. Double-clicking on the embedded object,
however, opens the source program and allows you to edit the object in the destination
file.

To create a new embedded object, click in the document where you want to place the
embedded object. Open the Insert menu, click Object, and then click the Create New tab.
In the Object type box, click the type of object you want to create. To display the
embedded object as an icon (rather than see the object in its entirety), select the Display
as icon check box. To prevent the embedded object from being displayed as a drawing
object that you can position in front of or behind text and other objects, clear the Float
over text check box.

Note that only programs that are installed on your computer and that support linked and
embedded objects appear in the Object type box. Also note that when you click
Microsoft Excel Worksheet in the Object type box, an entire workbook is inserted into
your document. The document displays only one worksheet at a time. To display a
different worksheet, double-click the Excel object, and then click a different worksheet.

You can also create a linked object or embedded object from an existing file. Click in the
document where you want to place the linked object or embedded object. Open the Insert
menu, click Object, and then click the Create from File tab. In the File name box, type
the name of the file you want to create a linked object or embedded object from, or click
Browse to select from a list. To create a linked object, select the Link to file check box.
Otherwise, an embedded object is created. To prevent the linked object or embedded
object from being displayed as a drawing object that you can position in front of or
behind text and other objects, clear the Float over text check box. To display the linked
object or embedded object as an icon, select the Display as icon check box.

Example:
Open Word. Type:

Dear Dean,
Here is a breakdown of our applications to date for next year.

Insert the Excel file LINKSAMPLE as an embedded object. Double click on it. Change
the number of applicants in March to 425. Click in the text portion of the document to
return to Word. Open the Excel program. Open the spreadsheet LINKSAMPLE in
Excel. The change has not been updated because the data is stored in the destination file.

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Figure 17.7 The Excel file LINKSAMPLE has been inserted as an embedded object into a Word
document. Note that the Excel toolbars are available within the Word program.

Delete the embedded object.

Insert the Excel file LINKSAMPLE as an linked object. Save the Word file as
LINKLETTER and close it. In Excel, open the spreadsheet LINKSAMPLE. Change the
number of applicants in March to 425. Save the file and close it. Switch to Word and
open LINKLETTER. The spreadsheet has been updated.

Delete the linked object. Now insert the object and check Display as Icon.

Tips: When using linked and embedded objects be careful that:

• You only use linked objects if you want the information to be updated every time the
original data changes in the source file.
• If you use linked objects, the source file must remain available on your computer or
network. Use embedded objects if you or others will be using the destination file on
another computer or one without needed network access.
• You have sufficient disk space. Remember that an embedded object becomes part of
the destination file and thus increases its file size.

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17.4 Pivot Tables

A pivot table is used to quickly summarize a large amount of data in a format you choose.
You create pivot tables from existing data.

You specify what data is to be included and how to organize that data by choosing from
fields (column labels) and items. Open the spreadsheet PIVOTSAMPLE. In the sample,
region is a field and west is an item.

The items become the row and column headings in the pivot table. To use pivot tables
successfully, the row, column and page fields usually contain a limited set of values. The
data fields contain the data you want summarized.

In PIVOTSAMPLE, month, type, salesperson and region would make good row or
column headings. Sales and Units would be good data fields.

Excel uses the sum finction for numerical data and the count function for text data. You
can change the function (e.g., to average) through the Data menu, Pivot Table Field
command.

Figure 17.8 Parts of a Pivot Table

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To filter data in a pivot table, use a page field. A page field breaks data into separate
pages so you can see data for one item at a time. To see data for a second item, use the
drop down arrow next to the page field.

To create a pivot table, use the PivotTable Wizard. If you are basing the PivotTable on a
Microsoft Excel list or database, first click a cell in the list or database. Open the Data
menu and select PivotTable Report. The wizard takes you through four steps.

Step 1 - Select the type of data source. Your choices are:

An Excel list or database

External data sources including Access, FoxPro, DBase, Oracle and SQL Server
You can combine and summarize data from multiple Excel worksheets
An existing pivot table

Step 2 - Specify the location of the data. If you have already clicked inside the Excel
spreadsheet or database, this is done for you.

Step 3 – Construct the layout of your pivot table by dragging the field buttons on the right
to the diagram on the left. Drag the fields you want to use as row and column field labels
into the row and column areas. Drag the fields you want summarized into the data area.
You can include more than one field in row or column areas for greater detail.

If you move a field into the page area, the pivot table displays data for only one item in
that field at a time.

Let’s create a table in PIVOTSAMPLE that sumarizes the type of sales (that is, Meat,
Dairy, Beverages, Produce) by region. Our data field is sales.

Step 4 - Specify where you want the pivot table to appear. It can appear in the worksheet
containing the data or in a separate worksheet. Choose Finish.

The Query and Pivot toolbar appears to let you customize the pivot table. You can
rearrange fields, display or delete totals, change field names, change the format, etc.

When you save the pivot table, Excel stores a copy of the data source as hidden data
along with the pivot table layout. If you are using a large amount of data and don’t want
to store it, clear the Save Data with Table Layout box in step 4. Next time you change or
reefresh the table, it will be updated from the data source.

More examples:

1. a. Create a pivot table that sumarizes the type of sales (column) by the year and
salesperson (rows). Once again, the data field is sales.

b. Move the year field from a row to a column and observe the change.

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2. a. Create a pivot table that plots year versus region using the sales field as the data
field.

b. Add a page field for the salesperson.

17.5 Importing Data from a Database to Excel

To import data from a database into Excel, you must:

• Have access to the database. If the data you want access to is not on your local
computer, you may need to see the administrator of the database for a password, user
permission or other information about how to connect to the database.
• Install Microsoft Query. Microsoft Query is an optional feature of Excel and includes
the Query Wizard. Instructions for installing Microsoft Query are at the end of this
section.
• Install an ODBC driver for your data source. An ODBC driver is required to retrieve
data, including data in Excel. An ODBC driver is a dynamic-link library (DLL) file
that Microsoft Query and Excel can use to connect to a particular database. Each
database program, such as Access or dBASE, requires a different driver.

Unless you change the options when you install Microsoft Query, the setup program
automatically installs three ODBC drivers that allow you to retrieve data from dBASE,
Access and Excel. The program gives you the option to install other ODBC drivers as
well.

ODBC drivers are available for Access, dBASE, Excel, FoxPro, Paradox, SQL Server,
text and HTML databases. It is possible to use other ODBC drivers that do not come
with Excel; these should be investigated on a case-by-case basis.

Other ways to import data into Excel include:

• Data can be imported from a Microsoft Exchange or Lotus 1-2-3 data source by using
DAO in Visual Basic.
• You can retrieve data from external sources that you want to summarize in a
PivotTable using the PivotTable Wizard.
• A Visual Basic macro can be used to gain access to an external data source.
• External data from a World Wide Web source or intranet source can be retrieved with
a Web query (see below).

Getting External Data Using the Query Wizard

1. Click the cell where you want to start the external data range.
2. On the Data menu, point to Get External Data, and then click Create New Query.
3. On the Databases tab, select the database from which you want to retrieve the data.
If you need to set up a new data source, double-click New Data Source then specify
the data source.

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4. Make sure the Use the Query Wizard to create/edit queries check box is selected
then click OK.
5. Follow the instructions in the Query Wizard.
6. To return the data directly to Excel, choose Return Data to Microsoft Excel, click
Finish, then select where you want to put the external data.

To refine the query further, click View Data or Edit Query in Microsoft Query, click
Finish, then make the changes you want. If you choose to refine the query further in
Microsoft Query, the result set is displayed in Microsoft Query. If you want, you can
return the result set to Microsoft Excel at a later time.

You can check the status of a query that's running in the background and taking a long
time to return data. While the query is executing, click Refresh Status on the External
Data toolbar. To cancel the query, click Stop Refresh.

Importing Data from the World Wide Web

To retrieve external data from a Web source, you do not need to install Microsoft Query.
However, you must have access to the Internet either through the Brandeis network or
through a modem and an Internet service provider on your home computer. In addition,
you must have a Web query (.iqy file) to run.

If you know how to create forms in HTML, you can create a Web query to retrieve
external data from a World Wide Web or intranet source. Excel includes sample Web
queries that you can modify by changing the HTML code using Notepad or another text
editor. You can find these samples in the Queries folder in the Microsoft Office folder.

To run a web query:

1. Open the Data menu, choose Get External Data and then click Run Web Query.
2. Select the Web query you want to run. A Web query has an .iqy file name
extension.
3. Click the Get Data button. The Returning External Data to Microsoft Excel dialog
box is displayed.
4. Click Properties to specify whether you want to return only the data from tables in the
HTML data source or from all of the information on the Web page.
5. To return the external data range to the selected worksheet, click Existing worksheet.
On your worksheet, click the cell where you want to place the upper-left corner of the
external data range, and then click OK. To return the external data range to a new
worksheet, click New worksheet then click OK. Excel adds a new worksheet to your
workbook and automatically starts the external data range in the upper-left corner of
the new worksheet.
6. If prompted, enter parameters for the query. If you do not know what the valid
parameters are, you may have to ask the person who created the query.

You can tell the query is running because Excel displays a spinning icon on the status
bar. You can check the status of a query that's running in the background and taking a

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long time to return data. While the query is running, click Refresh Status on the External
Data toolbar. To cancel the query, click Stop Refresh.

Instructions for Installing Microsoft Query and ODBC Drivers

Microsoft Query, which includes the Query Wizard, is an optional feature for Microsoft
Excel. If you chose the Typical installation option during Setup, Microsoft Query is not
installed on your computer.

1. Close all open programs.

2. On the Start menu, point to Settings and then click Control Panel.
3. Double-click Add/Remove Programs.
4. Click the Install/Uninstall tab, click Microsoft Office or Microsoft Excel, and then
click Add/Remove. The setup program starts.
5. When the Setup dialog box is displayed, click Add/Remove.
6. Click Data Access (or Data Access and ActiveX Controls), then click Change
Option.
7. Click Database Drivers and then click Change Option.
8. Select the ODBC drivers you want to install, then click OK.
9. Select the Microsoft Query check box, then click OK.
10. Click Continue and follow the directions to finish the Setup.

17.6 Customizing Toolbars

You can customize the toolbars that come with Excel or even create your own new ones.
Open the Tools menu, select Customize and click the Toolbar tab. Make sure there is a
check mark next to the toolbar you want to modify so that it is visible. Click the
Commands tab. Click on the icon you want to add and drag it to the toolbar you want it
to appear on and drop it in its
desired location. You can
also access this dialog box by
right clicking on any blank
area in any toolbar and then
choosing Customize.

To create a custom toolbar,

open the Tools menu, select
Customize and chooses the
Toolbars tab. Click the New
button and give the new
toolbar a name. Choose
whether the toolbar will be
available just to this document
or to your other templates.

Figure 17.9 The Customize dialog

box.

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Click the Commands tab and drag the icons you want onto the new toolbar. You can
further modify the toolbar choices by clicking the Modify Selection button. Excel allows
you to edit or change the images that appear on the buttons.

To delete an icon you no longer want on your toolbar, hold down the ALT key and drag
the button off the toolbar. Note that when you delete a built-in toolbar button, the button
is still available in the Customize dialog box. However, when you delete a custom
toolbar button, it is permanently deleted. To remove and save a custom toolbar button for
later use, create a toolbar for storing unused buttons, move the button to this storage
toolbar, and then hide it.

17.7 Using Macros

If you perform a task repeatedly in Excel, you can automate the task with a macro. A
macro is a series of commands and functions that are stored in a Visual Basic module and
can be run whenever you need to perform the task. You record a macro just as you
record music with a tape recorder. You then run the macro to "play back" the commands.

Before you record or write a macro, plan the steps and commands you want the macro to
perform. If you make a mistake while recording the macro, the mistakes and corrections
you make will also be recorded. Each time you record a macro, the macro is stored in a
new module attached to a workbook.

With the Visual Basic Editor, you can edit macros, copy macros from one module to
another, copy macros between different workbooks, rename the modules that store the
macros, or rename the macros.

Recording a Macro

Open the Tools menu, select Macro, and then click Record New Macro. Type a name for
the macro in the Macro name box. The first character of the macro name must be a letter.
Other characters can be letters, numbers or underscore characters. Spaces are not
allowed in a macro name; use underscore characters as word separators.

If you want to be able to

run the macro by
pressing a keyboard
shortcut key, enter a
letter in the Shortcut key
box. You can use CTRL
+ a lowercase letter or
CTRL + SHIFT + an
uppercase letter. The

Figure 17.10 You can create a shortcut key for your macro in the
Record Macro dialog box.

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shortcut key letter you use cannot be a number or special character. The shortcut key will
override any default Microsoft Excel shortcut keys while the workbook that contains the
macro is open.

In the Store macro in box, click the location where you want to store the macro. If you
want a macro to be available whenever you use Microsoft Excel, store the macro in the
Personal Macro Workbook in the XLStart folder. Type a description of the macro in the
Description box. Click OK.

Carry out the actions you want to record. Note that, if you select cells while running a
macro, the macro will select the same cells regardless of which cell is first selected
because it records absolute cell references. If you want a macro to select cells regardless
of the position of the active cell when you run the macro, set the macro recorder to record
relative cell references. On the Stop Recording toolbar, click Relative Reference. Excel
will continue to record macros with relative references until you quit Excel or until you
click Relative Reference again.

When finished, click Stop Recording on the Stop Recording toolbar.

Tip: If you want a macro to select a specific cell, perform an action, and then select
another cell relative to the active cell, you can mix the use of relative and absolute
references when you record the macro. To record a macro by using relative references,
make sure that Relative Reference is pressed in. To record with absolute references, make
sure Relative Reference is not pressed in.

Editing a Macro

Before you edit a macro, you should be familiar with the Visual Basic Editor. The Visual
Basic Editor can be used to write and edit macros attached to Excel workbooks.
On the Tools menu, select Macro and then click Macros. In the Macro name box, enter
the name of the macro. Click Edit.

Running a Macro

Open the workbook that contains the macro. Open the Tools menu, select Macro and
then click Macros. In the Macro name box, enter the name of the macro you want to run.
Click Run.

To interrupt a macro before it completes its actions, press ESC.

Running A Macro From A Toolbar Button

You can run a macro from a button on a toolbar.

1) On the Tools menu, click Customize.

2) If the toolbar that contains the button is not visible, click the Toolbars tab then click

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the check box next to the toolbar name.

3) If the button you want to run the macro from is not on the toolbar, click the
Commands tab, then click Macros in the Categories list. Drag the Custom button
from the Commands list onto the toolbar.
4) Right-click the toolbar button, and then click Assign Macro on the shortcut menu.
5) In the Macro name box, enter the name of the macro.

Now when you click the new button on the toolbar, the macro will run.

Copying Part Of A Macro To Create Another Macro

Open the workbook that contains the macro you want to copy. On the Tools menu, point
to Macro, and then click Macros. In the Macro name box, enter the name of the macro
that you want to copy. Click Edit.

Now you can use copy and paste as you would elsewhere in Excel. Select the lines of the
macro you want to copy. To copy the entire macro, make sure to include the Sub and
End Sub lines in the selection. Click Copy. Switch to the module where you want to
place the code. Click Paste.

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