Excel 2016 Advanced

Excel 2016
Advanced
North American Edition

SAMPLE
 Excel 2016 Advanced Page 2

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SAMPLE
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 Excel 2016 Advanced Page 3

TUTOR SETUP INFORMATION..................................................................................................................... 5 

SAMPLE FILES FOR THIS COURSE............................................................................................................ 6 
EXCEL 2016 PIVOT TABLES ........................................................................................................................ 7 
CREATING AND USING A PIVOT TABLE ......................................................................................................................7  
FILTERING AND SORTING DATA WITHIN A PIVOT TABLE ..........................................................................................15  
AUTOMATICALLY GROUPING DATA IN A PIVOT TABLE AND RENAMING GROUPS .....................................................20 
MANUALLY GROUPING DATA IN A PIVOT TABLE AND RENAMING GROUPS ..............................................................23 
EXCEL 2016 INPUT TABLES .......................................................................................................................26 
ONE-INPUT DATA TABLES .......................................................................................................................................26 
TWO-INPUT DATA TABLES .......................................................................................................................................30 
EXCEL 2016 CHARTS...................................................................................................................................34 
CREATING A COMBO LINE AND COLUMN CHART .....................................................................................................34  
CHANGING THE CHART TYPE FOR A PARTICULAR DATA SERIES .............................................................................38 
ADDING A DATA SERIES TO A CHART ......................................................................................................................41  
REMOVING A DATA SERIES FROM A CHART ............................................................................................................44  
RE-POSITIONING CHART TITLE ................................................................................................................................46 
RE-POSITIONING THE CHART LEGEND ....................................................................................................................47  
MOVING AND FORMATTING CHART DATA LABELS ...................................................................................................49  
MODIFYING CHART AXIS SCALES ............................................................................................................................53  
FORMATTING AN AXIS TO DISPLAY USING COMMAS................................................................................................58  
INSERTING IMAGES INTO CHART COLUMNS ............................................................................................................60  
FORMATTING THE CHART PLOT AREA USING A PICTURE ........................................................................................65  
FORMATTING THE CHART AREA USING A PICTURE .................................................................................................69  
EXCEL 2016 AND HYPERLINKS .................................................................................................................73 
INSERTING A HYPERLINK ........................................................................................................................................73 
EDITING A HYPERLINK ............................................................................................................................................74 
REMOVING A HYPERLINK ........................................................................................................................................77 

SAMPLE
LINKING & EMBEDDING WITHIN EXCEL 2016 .........................................................................................79 
WHAT IS EMBEDDING AND LINKING?.......................................................................................................................79  
LINKING DATA WITHIN A WORKSHEET .....................................................................................................................79  
LINKING CELLS BETWEEN WORKSHEETS WITHIN A WORKBOOK .............................................................................81 
LINKING DATA BETWEEN WORKBOOKS ...................................................................................................................82  
LINKING DATA FROM EXCEL TO A WORD DOCUMENT ............................................................................................84  
LINKING AN EXCEL CHART TO A WORD DOCUMENT ...............................................................................................86  
UPDATING, LOCKING AND BREAKING LINKS ............................................................................................................88  
IMPORTING TEXT FILES INTO EXCEL 2016 .............................................................................................94 
WHAT IS A DELIMITED TEXT FILE?...........................................................................................................................94  
IMPORTING A DELIMITED TEXT FILE.........................................................................................................................94  
SORTING, FILTERING & TOTALING DATA WITHIN EXCEL 2016.........................................................101 
SORTING DATA BY MULTIPLE COLUMNS AT THE SAME TIME .................................................................................101  
APPLYING A PRE-INSTALLED CUSTOM SORT ........................................................................................................105  
CREATING A CUSTOMIZED LIST AND PERFORMING A CUSTOM SORT ...................................................................109 
DELETING AN EXCEL CUSTOMIZED LIST ...............................................................................................................114  
USING AUTOFILTER ..............................................................................................................................................116 

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 Excel 2016 Advanced Page 4

USING AUTOFILTER TO PERFORM MULTIPLE QUERIES ........................................................................................123  

TOP 10 AUTOFILTER ............................................................................................................................................128 
REMOVING ALL AUTOFILTERS FROM A WORKSHEET ...........................................................................................131  
ADVANCED FILTER CRITERIA ...............................................................................................................................132 
SUB-TOTALING ......................................................................................................................................................136 
REMOVING SUBTOTALS.........................................................................................................................................140 
EXPANDING AND COLLAPSING OUTLINE DETAIL LEVELS .......................................................................................143  
TRACKING AND REVIEWING CHANGES IN EXCEL 2016 .....................................................................150 
ENABLING OR DISABLING THE 'TRACK CHANGES' FEATURE .................................................................................150  
SHARING, COMPARING AND MERGING WORKSHEETS...........................................................................................156  
EXCEL 2016 SCENARIOS ..........................................................................................................................166 
SCENARIO MANAGER ...........................................................................................................................................166 
SCENARIO SUMMARY REPORTS ............................................................................................................................177  
VALIDATING WITHIN EXCEL 2016 ...........................................................................................................181 
DATA VALIDATION - WHOLE NUMBER ...................................................................................................................181  
DATA VALIDATION - DECIMAL NUMBER .................................................................................................................185  
DATA VALIDATION - LIST .......................................................................................................................................189 
DATA VALIDATION - DATE .....................................................................................................................................193 
DATA VALIDATION - TIME ......................................................................................................................................195 
DATA VALIDATION - TEXT LENGTH........................................................................................................................200  
CUSTOMIZING A VALIDATION INPUT MESSAGE AND ERROR ALERT.......................................................................203 
REMOVING DATA VALIDATION ...............................................................................................................................207 
AUDITING TECHNIQUES IN EXCEL 2016 ................................................................................................209 
TRACING PRECEDENT CELLS ................................................................................................................................209 
TRACING DEPENDENT CELLS ................................................................................................................................211 
IDENTIFYING CELLS WITH MISSING DEPENDENTS .................................................................................................213  
SHOWING ALL FORMULAS IN A WORKSHEET, RATHER THAN THE RESULTING VALUES ........................................215 
INSERTING AND VIEWING COMMENTS ...................................................................................................................216  
EDITING COMMENTS .............................................................................................................................................218 

SAMPLE
DELETING COMMENTS ..........................................................................................................................................220 
SHOWING AND HIDING COMMENTS .......................................................................................................................221  
MACROS WITHIN EXCEL 2016..................................................................................................................225 
RECORDING AN EXCEL MACRO ............................................................................................................................225  
EXCEL 2016 PASSWORDS & SECURITY ISSUES..................................................................................230 
ADDING 'OPEN' PASSWORD PROTECTION TO A WORKBOOK .................................................................................230  
ADDING 'MODIFY' PASSWORD PROTECTION TO A WORKBOOK .............................................................................233  
REMOVING AN 'OPEN' PASSWORD FROM A WORKBOOK .......................................................................................237  
REMOVING A 'MODIFY' PASSWORD FROM A WORKBOOK ......................................................................................239  
PASSWORD PROTECTING CELLS AND WORKSHEETS ...........................................................................................241  
HIDING FORMULAS ................................................................................................................................................246 
UN-HIDING FORMULAS ..........................................................................................................................................249 
 

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 Excel 2016 Advanced Page 5

Tutor Setup Information

 Copy the sample files folder, Excel 2016 Advanced to the Documents folder on
the PC.
 At the end of the course, remove all files modified or created during the course,
prior to re-running the course.
 At the end of the course, reset all program and operating system defaults that
may have been modified during the course, prior to re-running the course.

SAMPLE
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 Excel 2016 Advanced Page 6

Sample files for this Course

 During this course you will need to open samples files.

These are stored under the Documents folder in a sub-folder called:

Excel 2016 Advanced.

If you create any new files, unless otherwise instructed, you should also save the
files in this folder.

SAMPLE
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 Excel 2016 Advanced Page 7

Excel 2016 Pivot Tables

Creating and using a pivot table
 Open a workbook called Pivot Tables 01. This worksheet contains the data
from which you wish to create your pivot table.

SAMPLE
 Click within the data table.
 Click on the Insert tab and within the Tables group click on the Pivot Table
button.

 The Create Pivot Table dialog box will be displayed.

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Excel 2016 Advanced Page 8

 Accept the default values displayed and click on the OK button. Your screen will
now look like this.

SAMPLE
NOTE: A new worksheet has been inserted into your workbook and the default
name for this worksheet is Sheet1.

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Excel 2016 Advanced Page 9

 The Pivot Table Field List will be displayed to the right of the screen. Click on
the Sales Person check box.

SAMPLE
 Your will data will now look like this.

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Excel 2016 Advanced Page 10

 Within the Pivot Table Field List click on the Customer check box.

SAMPLE
 Move the mouse pointer over the Customer field so that the field is highlighted
as illustrated.

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Excel 2016 Advanced Page 11

 Drag the Customer field down to the Column Label box as illustrated.

SAMPLE
 Your data will now look like this.

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Excel 2016 Advanced Page 12

 Within the Pivot Table Field List click on the check box next to Total value.

SAMPLE
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Excel 2016 Advanced Page 13

Your data will now look like this.

 Click on the Pivot Table Data worksheet tab, so that your original table of data is
displayed.
 Make some changes such as changing the value within cell D4, from 1 to 10.

SAMPLE
 Click on the worksheet tab containing your Pivot Table, you will notice that the
Pivot Table has not been updated to take account of your changed data.

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Excel 2016 Advanced Page 14

 Click within the Pivot Table.

 Right click and from the pop-up menu displayed select the Refresh command.

 You will see the data change, as illustrated.

SAMPLE
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 Excel 2016 Advanced Page 15

 Save your changes and close the workbook.

Filtering and sorting data within a pivot table

 Open a workbook called Pivot Tables 02.

 You can see that the names of the sales persons are listed in alphabetical order.
 To reverse the sort order of the sales person names, first click on one of the
Sales Persons names within the data.
 Right click over one of the sales names and from the pop-up menu displayed

SAMPLE
click on the Sort command. From the sub-menu displayed click on the Sort Z to
A.

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Excel 2016 Advanced Page 16

 The sorted data will look like this.

SAMPLE
 To restore the sort order back to alphabetical A to Z order repeat the process
and select A to Z as the sort order.

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Excel 2016 Advanced Page 17

 You can apply filters to the Pivot Table to control which records are displayed.
 Click on the down arrow displayed to the right of the Customer column field
heading.

SAMPLE
 This will display a list of company names.

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Excel 2016 Advanced Page 18

SAMPLE
 At present all the customers are selected and therefore shown on the Pivot
Table.
 Clear the selection boxes so that only ABC Company and KLM Company are
selected.

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Excel 2016 Advanced Page 19

SAMPLE
 Click on the OK button and the filtered Pivot Table will be displayed.

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 Excel 2016 Advanced Page 20

 Only sales for ABC Company and KLM Company are displayed, the other
customers have been filtered out of the Pivot Table.

 Save your changes and close the workbook.

Automatically grouping data in a pivot table and renaming groups

 Open a workbook called Pivot Tables Grouping.

SAMPLE
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Excel 2016 Advanced Page 21

 In this example we are going to automatically group the dates in the pivot table
by year.
 Right click over one of the cells containing a date and from the pop-up menu
displayed select the Group command.

 The Grouping dialog box will be displayed.

SAMPLE
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Excel 2016 Advanced Page 22

 Click on Months to de-select it & then click on Years. The Grouping dialog box
should now look like this.

 Click on the OK button to close the Grouping dialog box and apply the automatic
grouping.

SAMPLE
 As you can see, orders have now been grouped by year.

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 Excel 2016 Advanced Page 23

 You can rename any of the automatically created groups. To rename the 2007
group click on the cell containing the group name (in this case cell A7) and type
in a new name for the group, use the name Final Year, and press Enter.

 Save your changes and close the workbook.

Manually grouping data in a pivot table and renaming groups

 Open a workbook called Pivot Tables 03.

SAMPLE
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Excel 2016 Advanced Page 24

 Lou and Sue are working together as a team, and we want to group their sales
together.
 First, we need to click on cell A5 (the cell containing the text Lou).
 While depressing the Ctrl key we then need to click on cell A8 (the cell
containing the text Sue).
 When you release the Ctrl key, both cells should remain selected.

 Right click over the selected cells and from the pop-up menu displayed select the
Group command.

SAMPLE
 The screen will then change to display the grouped results, as illustrated.

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Excel 2016 Advanced Page 25

 In this case the group has automatically given the name of Group1. To change
the name of the group, click on the cell containing the group name (in this case
cell A5) and enter the new name Sales Team for the group.

SAMPLE
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 26

Excel 2016 Input Tables

One-input data tables
 Open a workbook called One Input Data Tables.

 In this example, we will examine the effects of different interest rates on the
amount of money you have to pay back when taking out a loan.

We will use the PMT function to calculate the monthly loan payments. The PMT
function is covered within the Function section, but for your convenience, the
syntax is listed below.

PMT(rate,nper,pv,fv,type)

Where.

Rate. This is the loan interest rate.

Nper. This is the total number of loan payments.

Pv. This is the ‘present value’, (principal) or the total amount that a series of
future payments is worth now.

Fv. This is the ‘future value’, or a total amount you want to have after the last
payment is made. If Fv is not specified, then it will default to 0 and thus the future
value of the loan is 0.

SAMPLE
Type. This can be either 0 or 1 and donates when payments are due (i.e. at the
end of the period or at the start of each period).

 Click on cell C5 and you will see the function syntax displayed within the
Formula Bar.

=PMT(B5/12,C17,-C16).

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Excel 2016 Advanced Page 27

 To construct the data table, we need to first select the following area of the
worksheet.

SAMPLE
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Excel 2016 Advanced Page 28

 Click on the Data tab and within the Data Tools group click on the What-If
Analysis button. From the sub-list displayed click on Data Table.

SAMPLE
 From the drop down displayed, select Data Table.

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Excel 2016 Advanced Page 29

 This will display the Data Table dialog box.

 Click within the Column input cell text box within this dialog box, and click on
the input cell, i.e. cell B5, as indicated.

 Clicking on the OK button will display the what-if payments, as illustrated.

SAMPLE
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 Excel 2016 Advanced Page 30

 Save your changes and close the workbook.

Two-input data tables

 Open a workbook called Two Input Data Table.

SAMPLE
 We can ask a what-if question relating to how many months to spread the loan
over. In this example we will see what happens if a loan is spread over 36, 48
and 60 months.

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Excel 2016 Advanced Page 31

 Note the use of the PMT function in cell B4.

=PMT(C18/12,C17,-C16)

 To ask a two input, what-if question we first have to select the relevant data, in
the range B4:E13, as illustrated.

SAMPLE
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Excel 2016 Advanced Page 32

 Click on the Data tab and within the Data Tools group click on the What-If
Analysis button. From the sub-list displayed click on Data Table.

 From the drop down displayed, select Data Table.

 This will display the Data Table dialog box.

SAMPLE



Click within the section of the dialog box called Row input cell, and then click on
cell C17.
Click on the section of the dialog box called Column input cell, and then click on
cell C18.

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Excel 2016 Advanced Page 33

 When you click on the OK button, the what-if values will be inserted, as
illustrated below.

SAMPLE
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 34

Excel 2016 Charts

Creating a combo line and column chart
 Open a workbook called Line and column chart.

 Click within the table of data.

 Click on the Insert tab and within the Charts group click on the Column button.

SAMPLE
 From the drop down list displayed, click on the first 2-D column chart option.

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Excel 2016 Advanced Page 35

 A column chart will be inserted into the worksheet.

SAMPLE
 Click on one of the columns within the chart that you wish to convert to a line
rather than column.

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Excel 2016 Advanced Page 36

 Right click over one of the selected columns and from the pop-up menu
displayed, click on the Change Series Chart Type command.

SAMPLE
 The Change Chart Type dialog box will be displayed.

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Excel 2016 Advanced Page 37

SAMPLE
Within the left-hand side of the dialog box click on the Combo button.
 Select the first option within the Line formats displayed in the right section of the
dialog box.
 Click on the OK button and you will now see a chart displayed using both
columns and lines.

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 Excel 2016 Advanced Page 38

 Save your changes and close the workbook.

Changing the chart type for a particular data series

 Open a workbook called Chart Types.

SAMPLE
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Excel 2016 Advanced Page 39

SAMPLE
 Double click on the second data series within the chart (in the example illustrated
we clicked on one of the columns, representing the data for the West sales
region).

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Excel 2016 Advanced Page 40

 Click on the Change Chart Type button.

 Within the Change Chart Type dialog box displayed, click on the Combo chart
option and select the first sub-format, as illustrated below.

SAMPLE
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 Excel 2016 Advanced Page 41

 Click on the OK button to change the chart type, as illustrated.

SAMPLE


Experiment with applying other chart types.
Save your changes and close the workbook.

Adding a data series to a chart

 Open a workbook called Adding a Data Series.
 This workbook contains a chart that is only displaying information relating to the
East region.

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Excel 2016 Advanced Page 42

SAMPLE
 You can select a data range from your worksheet and add this to the chart. To
add information related to the West region to the chart we need to select the data
relating to the West region, as illustrated.

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Excel 2016 Advanced Page 43

 Press Ctrl+C to copy the selected data to the Clipboard.

 Click on the chart to select it and press Ctrl+V to paste the data to the chart. The
chart will now look like this.

SAMPLE
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 Excel 2016 Advanced Page 44

 Save your changes and close the workbook.

Removing a data series from a chart

SAMPLE
 Open a workbook called Deleting a Data Series. This workbook contains a
chart.

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Excel 2016 Advanced Page 45

 To delete a data series from the chart, click on one of the columns (representing
the data series that you wish to remove). In the example illustrated, we clicked
on the sales data for the sales from the West region, (i.e. the yellow column).

SAMPLE
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 Excel 2016 Advanced Page 46

 Press the Del key. The result will be similar to that illustrated.

 Save your changes and close the workbook.

Re-positioning chart title

 Open a workbook called Moving Chart Titles. The chart within the workbook
looks like this.

SAMPLE
 To move the chart title, first click on the chart title to select it, as illustrated.

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 Excel 2016 Advanced Page 47

 Move the mouse pointer to the edge of the chart title and drag the title to a new
location.

SAMPLE
 Save your changes and close the workbook.

Re-positioning the chart legend

 Open a workbook called Moving Chart Legends. The chart within the workbook
looks like this.

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Excel 2016 Advanced Page 48

 Click on the chart legend to select it, as illustrated.

SAMPLE
 Move the mouse pointer to the edge of the chart legend, and drag the legend to a
new location, as in the illustration.

 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 49

Moving and formatting chart data labels

 Open a workbook called Moving Chart Data Labels. The chart within the
workbook looks like this.

 Click on the chart data label, for the 2013 columns, to select them, as illustrated.

SAMPLE
 Right click over a selected data label and from the pop-up menu displayed click
on the Format Data Labels command.

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Excel 2016 Advanced Page 50

 This will display the Format Data Labels side pane.

SAMPLE
 Click on the Size & Properties control.

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Excel 2016 Advanced Page 51

 Within the Alignment section click on the down arrow to the right of Text
direction. From the drop down select Rotate all text 90 degrees.

SAMPLE
 The chart will now look like this.

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Excel 2016 Advanced Page 52

 Experiment with applying other formatting options. For instance, within the
Format Data Labels side pane, you can click on the Fill & Line control and
select Solid Fill. You can then use the Color drop down to select a fill color.

SAMPLE
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 Excel 2016 Advanced Page 53

 Your chart will now look something like this.

 When you have finished experimenting, save your changes and close the
workbook.

Modifying chart axis scales

 Open a workbook called Chart axis scale.

SAMPLE
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Excel 2016 Advanced Page 54

 Click once on the vertical axis so that it is selected.

 Right click on the selected vertical axis and from the pop-up menu displayed,
click on the Format Axis command.

SAMPLE
 The Format Axis side panel is displayed.

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Excel 2016 Advanced Page 55

SAMPLE
 You can use this side panel to set minimum and maximum axis values as well as
specifying the major and minor axis scale units.

 Within the Minimum text box, enter the number 50.

 Within the Maximum text box, enter the number 300. The side panel will look
like this.

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Excel 2016 Advanced Page 56

 The chart will look like this.

SAMPLE



If necessary, re-display the Format Axis side panel.
Within the Major unit section enter the number 100.
Within the Minor unit section enter the number 50. The side pane will look like
this.

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Excel 2016 Advanced Page 57

 The chart will look like this.

SAMPLE
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 58

Formatting an axis to display using commas

 Open a workbook called Chart axis units. The chart looks like this. Notice that
neither the data in the table, or numbers within the vertical axis, use comma
formatting.

 Double click on the vertical axis.

SAMPLE
 The Format Axis side pane will be displayed.

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Excel 2016 Advanced Page 59

 Click on the Number item (towards the bottom of the side pane).

SAMPLE
 Click on the Use 1000 separator check box.
 Your chart will look like this.

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 Excel 2016 Advanced Page 60

 Save your changes and close the workbook.

Inserting images into chart columns

 Open a workbook called Chart Columns with Images.
 Click on one of the columns within the chart, so that all 3 columns are selected.

SAMPLE
 Right click over the selected columns and from the pop-up menu displayed click
on the Format Data Series command.

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Excel 2016 Advanced Page 61

 This will display the Format Data Series side panel.

SAMPLE



Click on the Fill button.
Click on the Fill option.
Click on the Picture or texture fill button.

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Excel 2016 Advanced Page 62

 Click on the File button. The Insert Picture dialog box will be displayed.
 Navigate to the Excel 2016 Advanced folder (under the My Documents folder).
 Double click on the picture file called Car.

SAMPLE
 The chart will now look like this

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Excel 2016 Advanced Page 63

SAMPLE
 Click on the Stack button.

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Excel 2016 Advanced Page 64

 Your chart will now look like this.

SAMPLE
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 Excel 2016 Advanced Page 65

 Save your changes and close the workbook.

Formatting the chart plot area using a picture

 Open a workbook called Chart Plot Area Images. The Chart plot area is the
area illustrated by the dark line.

 If you click on the chart to select it and then move the mouse pointer over this
area, you will see a pop-up indicating that this area of the chart is called the Plot

SAMPLE
Area.
 Click on the Plot Area to select it. The chart will look like this.

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Excel 2016 Advanced Page 66

 Right click on the selected plot area and from the pop-up menu displayed click on
the Format Plot Area command.

SAMPLE
 This will display the Format Plot Area side pane.

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Excel 2016 Advanced Page 67

 Click on the Fill button.

 Click on the Fill option.
 Click on the Picture or texture fill button. The side pane will now look like this.

SAMPLE
 Click on the File button. The Insert Picture dialog box will be displayed.
 Navigate to the Excel 2016 Advanced folder (under the My Documents folder).
 Double click on the picture file called Background.

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Excel 2016 Advanced Page 68

SAMPLE
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 Excel 2016 Advanced Page 69

 Close the Format Plot Area dialog box. Your chart will now look like this.

 Save your changes and close the workbook.

Formatting the chart area using a picture

SAMPLE
 Open a workbook called Chart Area Images. The Chart Area is the entire
'background' area of the chart. The diagram below shows the chart area covered
in red to illustrate the principle.

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Excel 2016 Advanced Page 70

 Move the mouse pointer over the chart area, and right click. From the pop-up
menu displayed click on the Format Chart Area command.

SAMPLE
 This will display the Format Chart Area side panel.

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Excel 2016 Advanced Page 71

 Click on the Fill button.

 Click on the Fill option.
 Click on the Picture or texture fill button.
 Click on the File button. The Insert Picture dialog box will be displayed.
 Navigate to the Excel 2016 Advanced folder (under the My Documents folder).

SAMPLE
 Double click on the picture file called Background.

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Excel 2016 Advanced Page 72

 Your chart will now look like this.

SAMPLE
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 73

Excel 2016 and hyperlinks

Inserting a Hyperlink
 Open a workbook called Hyperlinks.
 Click on cell C3 and enter the following:

http://www.microsoft.com

SAMPLE
 When you press the Enter key the text will be converted into a hyperlink.

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 Excel 2016 Advanced Page 74

NOTE: By default, the hyperlink is underlined and displayed in a blue color.

 To open the hyperlink, move the mouse pointer over the hyperlink and the mouse
pointer will change to a hand shape. You will also see a pop-up message,
describing the hyperlink.

SAMPLE
 Click on the hyperlink and your web browser will start automatically and display
the Microsoft web page.

 Press Alt+F4 to close the web browser.

Editing a Hyperlink
 To edit the hyperlink, right click on the hyperlink and from the pop-up menu
displayed, select the Edit Hyperlink command.

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Excel 2016 Advanced Page 75

SAMPLE
 This will display the Edit Hyperlink dialog box.

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Excel 2016 Advanced Page 76

 You can use this dialog box to edit the hyperlink properties. For instance, you
can enter a web site address within the Address section of the dialog box. In
this case change the web address to display the Intel home page at:

http://www.intel.com

 The dialog box will now look like this.

SAMPLE
 You can click on the ScreenTip button to enter text that will be displayed when
you move the mouse pointer over the hyperlink. The Set Hyperlink ScreenTip
dialog is displayed. Enter the text 'Intel Home Page'

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 Excel 2016 Advanced Page 77

 Click on the OK button to close the dialog box.

 Click on the OK button to close the main dialog box.
 The modified hyperlink will be displayed. Move the mouse pointer over the
hyperlink and you will see the new pop-up displayed.

 Finally, you may wish to change the text in cell B3 to display information about
Intel rather than Microsoft.

Removing a Hyperlink

SAMPLE
 To remove the hyperlink, right click over the hyperlink and from the pop-up menu
displayed, select the Remove Hyperlink command.

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Excel 2016 Advanced Page 78

SAMPLE
 The text will now be displayed, without the hyperlink.
 Click on the Undo button to restore the hyperlink.
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 79

Linking & embedding within Excel 2016

What is embedding and linking?
 If you create a chart within Excel, copy it to the Clipboard, and then paste it into a
Word document, then by default the chart will be embedded within the Word
document. This means that the chart within the Word document is a separate
copy of the original chart within Excel. If you make changes to the original chart
within Excel, the chart within the Word document will not be updated.
 If you copied the chart within Excel to the Clipboard and then within in the Word
document 'paste linked' the chart into the document, then in this case changes
made to the original chart within Excel will be seen in the linked copy displayed
within the Word document.

Linking data within a worksheet

 Open a workbook called Linking cells within a worksheet. In this worksheet,
the postage & packing cost is stored in cell A3.

SAMPLE
 Click on cell C7 and add the following formula. =$A$3.

TIP: Adding the $ symbols makes the reference an absolute reference, rather
than a relative reference, so that if you extend a series containing these
references they will still point to the absolute cell reference containing the price

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Excel 2016 Advanced Page 80

for postage & packing.

 Copy this formula to cells C8:C11 (by clicking on cell C7, moving the pointer to
the bottom-right of the cell, until the mouse pointer changes to the shape of a
small cross, and then dragging down to cell C11). The worksheet should then
resemble the illustration shown.

 Click on cell A3 and change the value to 3.0. This should automatically change
the data in the “postage and packing” column data. This demonstrates the
advantage of linking data - it saves the time it would take to change each value
individually.

SAMPLE
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 81

Linking cells between worksheets within a workbook

 Open a workbook called Linking cells between worksheets.

NOTE: This workbook contains two worksheets. The Postage and Packing
value is stored on the second worksheet.

 In this example, we will link the “postage and packing” value on the second
worksheet to a cell within the first worksheet of the workbook.

SAMPLE
 Click on cell C4 on the first worksheet.
 Type in the equals sign (=).
 Click on the tab of the second worksheet, called Postage and Packing.

 Click on cell A4 (within the second worksheet).

 Press Enter and you will return to the first worksheet.
 Re-click on cell C4 and you can look at the formula displayed within the
Function bar.

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 Excel 2016 Advanced Page 82

 The formula is:

='Postage and Packing'!A4

 This formula established a link between the two worksheets, within the workbook.
 Switch to the second worksheet and change the postage from 2.50 to 3.00.
 Switch back to the first worksheet and you will see that the data has been
automatically updated.
 Save your changes and close the workbook.

Linking data between workbooks

 Open two Excel workbooks called:

SAMPLE
Linking Between Workbooks 01

and

Linking Between Workbooks 02.

 Display the workbook called Linking Between Workbooks 01.

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Excel 2016 Advanced Page 83

 Within the first workbook, select the data range B3:D7.

SAMPLE
 Press Ctrl+C to copy the selected range to the Clipboard.
 Switch to the second workbook.
 Click on the cell that you wish to paste the selected data to, in this case click on
cell B2.
 Click on the Paste button (under the Home tab) and from the drop down list
displayed, select the Paste Link command. The data will be paste linked into
the first worksheet of the second workbook.

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 Excel 2016 Advanced Page 84

TIP: You may need to adjust the column widths to display the data.

 Try altering the data in the first workbook and you will see that the data within the
second workbook also changes.
 Save your changes and close both workbooks.

Linking data from Excel to a Word document

SAMPLE
 Open a workbook called Linking Excel data to Word.
 Within Excel, select the data that you wish to link, in this case the range A4:C8
and copy it to the Clipboard.

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Excel 2016 Advanced Page 85

 Press Ctrl+C to copy this range to the Clipboard.

 Start Microsoft Word, which by default will start and display a new empty
document.
 Place the insertion point at the location within the document where you wish to
paste the data.
 Within the Word program click on the lower part of the Paste button (displayed
under the Home tab). From the drop down list displayed, select the Link & Keep
Source Formatting command.

SAMPLE
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 Excel 2016 Advanced Page 86

 The data will be displayed within the Word document.

 Switch back to Excel and change some of the sales values.

 Switch back to Word and the changes that you made within the Excel workbook,
will be displayed within the Word document, showing that the data displayed
within the Word document is linked to the data within the Excel workbook.
 Save your Word document into the folder containing your sample files for this
course. Use the file name My Linked Excel Data.
 Save your changes to the Excel worksheet and close the workbook.

Linking an Excel chart to a Word document

 Open a workbook called Linking an Excel chart to Word.

SAMPLE
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Excel 2016 Advanced Page 87

 Select the chart, by clicking on the chart border.

 Press Ctrl+C to copy the chart to the Clipboard.
 Start Microsoft Word, which by default will start and display a new empty

SAMPLE
document.
 Place the insertion point at the location within the document where you wish to
paste the chart.
 Within the Word program, click on the lower part of the Paste button (under the
Home tab) and select the Keep Source Formatting & Link Data command.

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 Excel 2016 Advanced Page 88

 The chart will be displayed within Word.

SAMPLE
Switch back to your Excel workbook. Change some of the data values within the
Excel workbook and the chart will change within Word.
 Switch back to your Word document and you will see that the chart has also
changed within your Word document. This shows that the chart displayed within
the Word document is linked to the chart within Excel.
 Save your word document into the folder containing your sample files for this
course. Use the file name My Linked Excel Chart.
 Save your changes to the workbook and close the workbook.

Updating, locking and breaking links

 Open a workbook called Controlling links. This worksheet contains a table of
data and a chart.

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Excel 2016 Advanced Page 89

SAMPLE
 Start Microsoft Word and open the Sales Data document.

TIP: Remember that this document is stored in a folder called Excel 2016
Advanced, contained within the Documents folder.

The Word document is currently empty.

 Switch back to the Microsoft Excel workbook.

 Select the cell range B3:D7.

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Excel 2016 Advanced Page 90

 Press Ctrl+C to copy the selected range to the clipboard.

 Switch back to the Microsoft Word document.
 Within the Microsoft Word document click on the down arrow under the Paste
button, and from the drop down list displayed click on the Paste Special
command.

SAMPLE
 This will display the Paste Special dialog box.

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Excel 2016 Advanced Page 91

 Click on the Paste Special link and then click on the OK button. The linked table
data will now be displayed within your Word document.

SAMPLE
 Within the Microsoft Word document, right click on the table data and from the
pop-up menu displayed, click on the Linked Worksheet Object command.
From the sub-menu displayed click on the Links command.

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Excel 2016 Advanced Page 92

 The Links dialog box will be displayed.

SAMPLE
 You will see a number of buttons that allow you to control the way the link from
Excel works.

Update Now: Will force the object within word to update to take account of any
changes made to the original data within Excel.

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Excel 2016 Advanced Page 93

Open Source: Will open the data within Excel.

Changes Source: Allows you to change the data source.

Break Link: Breaks the link between the chart displayed within the Word
document with the original data within the Excel worksheet.

Locked: In addition there is a check box called Locked, which allows to you
temporarily stop the updating of the chart displayed within the Word document,
even if changes are made to the original data within Excel.

NOTE: By default a linked object will update automatically. To force an update,

click on the Update Now button.

 Click on the Break Link button. You will see a warning dialog box displayed.

 Click on the Yes button.

 Switch back to Excel and make some changes to your data.
 Switch back to the Word document and you will see that the data has not now
been updated, as you have broken the link.

SAMPLE
 Save your changes to the Excel worksheet and close the worksheet.
 Save your changes to the Word document and close the Word program.

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 Excel 2016 Advanced Page 94

Importing text files into Excel 2016

What is a delimited text file?
 A delimited file is a text only formatted file that uses items such as commas or
tab stops to separate each item of data within each row of the list.

A common example used to supply mail merge addresses, is a CSV file format,
in which the delimiter is a comma.

When you open a delimited, text formatted file within Excel, it will automatically
try to recognize the type of delimitation used and display the relevant data in the
familiar column and row format, used by Excel.

Importing a delimited text file

 Press Ctrl+O and the Open screen will be displayed.

SAMPLE



Click on This PC and then click on the Browse button. The Open dialog box will
be displayed.
If necessary, navigate to the My Documents folder and you will see the Excel
2016 Advanced folder displayed.

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Excel 2016 Advanced Page 95

 Double click on a folder called Excel 2016 Advanced to display the contents of
your sample files folder.
 Click on the down arrow next to the File name section and select All Files.

SAMPLE
 Select a text file called Delimited Text. This file uses Tab delimitation.

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Excel 2016 Advanced Page 96

TIP: Tab delimitation, means that each item within this text file is separated from
the next item in a row by a tab.

 Click on the Open button. You will see the Text Import Wizard (Step 1 of 3)
dialog box, as illustrated.

SAMPLE
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Excel 2016 Advanced Page 97

 Notice that the dialog box has two areas, the upper referring to choices you can
make, the lower showing the data you are about to import. The wizard looks at
your source data and the original file format and determines whether it is
delimited or not. You can choose to alter this decision if you wish.
 Click Next and the Text Import Wizard (Step 2 of 3) dialog box is displayed.
The upper half of this box allows you to select the required field delimiter. The
default is Tab.
 Make the appropriate choice(s) as more than one can be selected. I.e. select
items, such as Space, Comma or Tab.
 When you have chosen your delimiter the data display in the lower half of the
dialog box shows the effect.

SAMPLE
 When this is as you want click on the Next button. The Text Import Wizard
(Step 3 of 3) dialog box is displayed.

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Excel 2016 Advanced Page 98

 Click on the Finish button to import the text into your spread sheet. The data
should be neatly separated into columns, as illustrated below.

NOTE: You may have to widen the columns to accommodate the data.

SAMPLE
 Click on the Save button in the Quick Access Toolbar. The following dialog will
be displayed. Read this dialog carefully.

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Excel 2016 Advanced Page 99

 Click on the No button. The Save As screen is displayed.

SAMPLE




Select This PC and click on the Browse button. The Save As dialog box will be
displayed.
Enter the file name My Text File.
Click on the down arrow next to the Save as type section and select Excel
workbook.

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Excel 2016 Advanced Page 100

 Click on the Save button.

 Close the workbook.

SAMPLE
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 Excel 2016 Advanced Page 101

Sorting, Filtering & Totaling data within

Excel 2016
Sorting data by multiple columns at the same time
 Open a file called Sorting Data.
 In this example, we wish to sort the data by second name, and then by first
name. If you examine the list, you will see that there are 3 people with the
second name Smith.

SAMPLE
 Click within the Second_name column of data.

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Excel 2016 Advanced Page 102

 Click on the Data tab and within the Sort & Filter group click on the Sort button.

 This will display the Sort dialog box.

SAMPLE
 Click on the down arrow to the right of the Sort by section of the dialog box, and
select Second-name. Within the Order section of the dialog box make sure the
order is set to A to Z.

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Excel 2016 Advanced Page 103

 Click on the Add Level button.

 A second sort level will now be displayed as illustrated.

SAMPLE
 Click on the down arrow to the right of the Then by section of the dialog box,
and select First-name.

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Excel 2016 Advanced Page 104

 Make sure that the A to Z order option is selected.

 Click on the OK button and the data will be sorted by second name and then by
first name, as illustrated. You can more clearly see the effect by looking at the

SAMPLE
way the people called Smith are sorted.

 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 105

Applying a pre-installed custom sort

 Open a workbook called Custom Sorting 01.

 This worksheet contains details for a small air travel company, operating flights to
different countries that leave on specific days of the week. We wish to sort the
data by the days of the week.
 The easy way to do this is to click within the Day Flights Available column and
then click on the Data tab and click on the A-Z Sort button (within the Sort &
Filter group).

SAMPLE
 If we click on the A-Z Sort button you will see the following, which is not really
what we want.

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Excel 2016 Advanced Page 106

 What we want is the list sorted so that we see Monday’s flights listed first, then
Tuesday's and so on. To do this we need to perform a custom sort.


SAMPLE
Click on the Data tab and within the Sort & Filter group click on the Sort button.

 This will display the Sort dialog box. In the Sort by section of the dialog box
make sure that Day Flights Available is selected.

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Excel 2016 Advanced Page 107

 Click on the down arrow to the right of the Order section and select Custom
List.

SAMPLE
 This will display the Custom Lists dialog box. Select the days of the week as
illustrated.

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Excel 2016 Advanced Page 108

 Click on the OK button and the Sort dialog box will now look like this.

SAMPLE
 Click on the OK button to close the dialog box and sort the list.

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 Excel 2016 Advanced Page 109

 Save your changes and close the workbook.

Creating a customized list and performing a custom sort

 Open a workbook called Custom Sorting 02.

SAMPLE
 We want to perform a custom sort so that the planets are sorted by distance from
the Sun. The easy way to sort this list is to click within the Planets of the Solar
System column and then click on Data tab and select the A-Z Sort button (within

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Excel 2016 Advanced Page 110

the Sort & Filter group).

 If we click on this Sort button you will see the following, which is not what we
want. The results of an A-Z sort will look like this.

SAMPLE
 Excel is supplied with a list of custom sort collections, but we need to create a
new custom list to sort the planets by distance from the Sun.
 Click on the Data tab and within the Sort & Filter group click on the Sort button.

 This will display the Sort dialog box. In the Sort by section of the dialog box
make sure that Planets of the Solar System is selected.

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Excel 2016 Advanced Page 111

 Click on the down arrow to the right of the Order section and select Custom
List.

 This will display the Custom Lists dialog box. Select New List as illustrated.

SAMPLE
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Excel 2016 Advanced Page 112

 Enter the following list into the List entries section of the dialog box:

Mercury, Venus, Earth, Mars, Jupiter, Saturn, Uranus, Neptune, Pluto

 The dialog box will now look like this.

SAMPLE
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Excel 2016 Advanced Page 113

 Click on the Add button. You will now see the new list displayed within the
Custom lists section of the dialog box.

 Click on the OK button to close the Custom List dialog box. The Sort dialog
box will now look like this.

SAMPLE
 The list will now be sorted in order of distance from the Sun.

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 Excel 2016 Advanced Page 114

 Save your changes and close the workbook.

Deleting an Excel customized list

SAMPLE
 Open a workbook called Custom Sorting 03.
 Click on the Data tab and within the Sort & Filter group click on the Sort button.

 This will display the Sort dialog box. In the Sort by section of the dialog box
make sure that Planets of the Solar System is selected.

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Excel 2016 Advanced Page 115

 Click on the down arrow to the right of the Order section and select Custom
List.

SAMPLE
 This will display the Custom Lists dialog box. Select Planets of the solar
system as illustrated.

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 Excel 2016 Advanced Page 116

 Click on the Delete button.

You may see a warning dialog box, if so click on the OK button to delete the list.

SAMPLE



Close the document without saving any changes that you may have made to the
document.

Using AutoFilter
Open a workbook called AutoFilter 01.

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Excel 2016 Advanced Page 117

 Click on any cell within the list.

 Click on the Data tab and within the Sort & Filter group click on the Filter button

SAMPLE
 The display will change as illustrated. We can click on the down arrows
displayed to apply filters to the data.

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Excel 2016 Advanced Page 118

 To see only sales relating to the North region, click on the down arrow in the
Region column and click on the check box next to Select All.

SAMPLE
 The drop down list will now look like this.

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Excel 2016 Advanced Page 119

 Click on the North check box.

SAMPLE
 You will then only see sales relating to the North region.

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Excel 2016 Advanced Page 120

 To remove the filter and see all the regions, click on the down arrow in the
Regions column and re-click on the Select All.

SAMPLE
 You will now see all the regions displayed again.

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Excel 2016 Advanced Page 121

 Experiment with filtering the Units Sold column. Let's say you want to only
display details for sales people that have sold more than 11 units. Click on the
down arrow in the Units Sold column, and select the Number Filters
command. From the sub-menu displayed select Custom Filter.

SAMPLE
 This will display the Custom AutoFilter dialog box.

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Excel 2016 Advanced Page 122

 Click on the down arrow next to the Units Sold section and select 'is greater
than'.

 In the box to the right enter the number 11. The dialog box will now look like this.

SAMPLE
 Click on the OK button and the filtered list will look like this.

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 Excel 2016 Advanced Page 123

 Spend a little time experimenting with applying and removing filters using the
options available.
 Save your changes and close the workbook.

Using AutoFilter to perform multiple queries

SAMPLE
 Open a workbook called AutoFilter 03.

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Excel 2016 Advanced Page 124

 You can use AutoFilter to perform a query using multiple criteria. For instance,
you can filter the list to only show sales within the North region of more than 11
units.
 Click within the data table.
 Click on the Data tab and within the Sort & Filter group click on the Filter button

SAMPLE
 The display will change as illustrated. We can click on the down arrows
displayed to apply filters to the data.

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Excel 2016 Advanced Page 125

 Click on the down arrow in the Region column and click on the check box next
to Select All.

 Click on the check box next to North.

SAMPLE
 Your table will now only show sales relating to the North region.

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Excel 2016 Advanced Page 126

 Click on the down arrow in the Units_Sold column and select Number Filters.
From the sub-menu menu displayed click on Custom Filter.

SAMPLE
 The Custom AutoFilter dialog box is displayed. Click on the down arrow in the
Units_sold section of the dialog box, and select is greater than.

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Excel 2016 Advanced Page 127

 Type the number 11 into the text box in the right hand section of the dialog box.
The dialog box should now look like this.

SAMPLE


Click on the OK button to apply the filter.
You will now only see data relating to the North, for sales over 11 units.

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 Excel 2016 Advanced Page 128

 Save your changes and close the workbook.

Top 10 AutoFilter
 Open a workbook called Top 10 AutoFilter.

 Click within any cell within the list.

 Click on the Data tab and within the Sort & Filter group click on the Filter button

SAMPLE
 The display will change to show the AutoFilter drop down arrows.

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Excel 2016 Advanced Page 129

 Click on the down arrow in the Units_Sold column.

 From the drop down menu displayed click on Number Filters. From the
submenu displayed click on Top 10.

SAMPLE
 The Top 10 AutoFilter dialog box will be displayed.

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Excel 2016 Advanced Page 130

 Change the Top value to 5, as illustrated.

 Click on the OK button and you will see the top 5 entries listed, as illustrated.

 You can then sort these in descending order. To do this click on the AutoFilter
down arrow in the Units_Sold column and click on the Sort Largest to
Smallest command.

SAMPLE
 The sorted data will look like this.

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 Excel 2016 Advanced Page 131

 Save your changes and close the workbook.

Removing all AutoFilters from a worksheet

 Open a workbook called AutoFilter 02.

SAMPLE
 An AutoFilter has been applied to the list within this worksheet.
 Click within the data table.

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 Excel 2016 Advanced Page 132

 Click on the Data tab and within the Sort & Filter group click on the Filter button

 This will remove all filters and display all records.

 Close your workbook without saving your changes.

SAMPLE
Advanced Filter Criteria
 Open a workbook called Advanced Filter Criteria. This worksheet contains a
sales list. We wish to filter the list so only sales made by Agustín to the UK are
displayed.

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Excel 2016 Advanced Page 133

 Enter the following (i.e. Agustín and UK) into the criteria area beneath the list.

SAMPLE
 Select a cell within the Sales Person list.

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Excel 2016 Advanced Page 134

 Click on the Data tab and within the Sort & Filter group click on the Advanced
button

SAMPLE
 This will display the Advanced Filter dialog box. Excel should have
automatically entered your list range into the List range box.

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Excel 2016 Advanced Page 135

 We wish to filter according to the criteria in cells A25:D26, so click within the
Criteria range box and enter $A$25:$D$26.

SAMPLE
 Click on the OK button and Excel will filter the list, showing only records that
match your criteria.

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 Excel 2016 Advanced Page 136

 Save your changes and close the workbook.

Sub-totaling


SAMPLE
Open a workbook called Subtotals 01.

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Excel 2016 Advanced Page 137

SAMPLE
 Click within the data in the Sales Region column.
 Click on the Data tab and within the Sort & Filter group click on the A to Z Sort
button.

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Excel 2016 Advanced Page 138

 The list will now look like this.

 Click on the Subtotal button within the Outline group under the Data tab.

SAMPLE
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Excel 2016 Advanced Page 139

 This will display the Subtotal dialog box, as illustrated.

 Use the settings illustrated in the dialog box, and then click on the OK button.
The data will now display subtotals.

SAMPLE
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 Excel 2016 Advanced Page 140

 Save your changes and close the workbook.

Removing subtotals
 Open a workbook called Subtotals 02. This contains a list displaying subtotals.

SAMPLE
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Excel 2016 Advanced Page 141

 Click within the data table.

 Click on the Subtotal button within the Outline group under the Data tab.

SAMPLE
 This will display the Subtotal dialog box.

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Excel 2016 Advanced Page 142

 Click on the Remove All button. The data will now look like this.

SAMPLE
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 Excel 2016 Advanced Page 143

 Save your changes and close the workbook.

Expanding and collapsing outline detail levels

SAMPLE
 Open a workbook called Outlining.
 Controls for expanding and collapsing outline levels are displayed to the left of
the worksheet.

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Excel 2016 Advanced Page 144

SAMPLE
 The numbers at the top of the column allow you to expand or collapse all the
groups at a level simultaneously.

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Excel 2016 Advanced Page 145

 Click on the number 2 level.

SAMPLE



The sales for each region have now collapsed so that only the total sales are
displayed.
Click on the number 1 level.

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Excel 2016 Advanced Page 146

 Now the region totals have collapsed, leaving just the grand total.
 Click on the number 3 level to expand all the groups once more.

SAMPLE



It is also possible to collapse individual groups by clicking on the associated –
(minus) icon.
Click on the – (minus) icon displayed to the left of the East Total.

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Excel 2016 Advanced Page 147

 The East Total group has been collapsed, leaving just the total for the group as
shown below.

SAMPLE
 Expand the East Total group by clicking on the + (plus) icon displayed to the left
of the East Total.

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Excel 2016 Advanced Page 148

 The data will now look like this.

SAMPLE
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Excel 2016 Advanced Page 149

SAMPLE
 Close the workbook and save your changes.

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 Excel 2016 Advanced Page 150

Tracking and reviewing changes in Excel

2016
Enabling or disabling the 'track changes' feature
 Open a workbook called Tracking changes. The worksheet contains a list of
company employees.

 Excel can log information about changes made to a worksheet each time it is
saved. This feature is especially useful when a group of people are working on

SAMPLE
an Excel worksheet.
 To enable tracking, click on the Review tab and within the Changes group, click
on the Track Changes button.

 From the drop down list displayed, click on the Highlight Changes command.

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Excel 2016 Advanced Page 151

 This will display the Highlight Changes dialog box. Click on the 'Track
changes while editing' check box. This will enable the other options within the
dialog box.

 Click on the OK button. You will see a dialog box displayed.

SAMPLE
 Click on the OK button and the workbook will be saved as a shared workbook. If
you look at the Title Bar, you will see that the worksheet is now shared.

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Excel 2016 Advanced Page 152

 Make some changes to the workbook. Click on cell C3 and change the name
from Pelosi to Murray.
 Click on cell D4 and change the department from Marketing to Sales.
 Click on cell E5 and change the country from South Africa to UK.

SAMPLE
 Move the mouse pointer over cell C3 and you will see a pop-up describing the
changes made.

 Move the mouse pointer over cell D4 and you will see a pop-up describing the
changes made.

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Excel 2016 Advanced Page 153

 Move the mouse pointer over cell E5 and you will see a pop-up describing the
changes made.

 Save your changes and close the workbook.

 Reopen the workbook.

 Click on the Review tab and within the Changes group, click on the Track
Changes button. From the sub-menu displayed select the Accept / Reject
Changes command.

SAMPLE
 This will display the Select Changes to Accept or Reject dialog box.

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Excel 2016 Advanced Page 154

 Click on the OK button.

 The Accept or Reject Changes dialog is displayed and the first change that you
made is highlighted.

SAMPLE
 To accept this change, click on the Accept button.

 The next change is then highlighted.

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Excel 2016 Advanced Page 155

 Click on the Reject button to reject this change.

 The third change is now highlighted. Click on the Accept button to accept this
change.

 The data now looks like this.

SAMPLE
 To turn the tracking off, click on the Review tab and within the Changes group,
click on the Track Changes button. From the drop down list displayed, click on
the Highlight Changes command.

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 Excel 2016 Advanced Page 156

 This will display the Highlight Changes dialog box. Remove the tick in the
'Track changes while editing' check box.

 Click on the OK button. You will see a warning dialog box displayed. Click on the
Yes button.

 Save your changes and close the workbook.

Sharing, comparing and merging worksheets

 Open a workbook called Compare and Merge 01. This worksheet contains a list

SAMPLE
of people working within an organization.

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Excel 2016 Advanced Page 157

SAMPLE
 We first need to make this workbook as sharable. To do this click on the Review
tab within the Changes group, click on the Share Workbook button.

 This will display the Share Workbook dialog box. Click on the check box to
allow sharing and then click on the OK button.

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Excel 2016 Advanced Page 158

 A dialog box will be displayed.

SAMPLE
 Click on the OK button to continue. If you look at the Title Bar you will see that
the workbook is described as shared.

 We can now make some changes.

 Click on cell C3 and change the name from Pelosi to Murray.
 Click on cell D4 and change the department from Marketing to Sales.

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Excel 2016 Advanced Page 159

 Click on cell E5 and change the country from South Africa to UK.

 Click on the File tab and then click on the Save As command.

SAMPLE
 Click on This PC and then click on the Browse button.
 The Save As dialog box will be displayed. Rename the workbook as:
Compare and Merge 02.

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Excel 2016 Advanced Page 160

 Close the workbook and close Excel.

 Restart Excel and create a new blank workbook.

 Next you need to add the Compare and Merge Workbooks command to the
Quick Access Toolbar. To do this right click on the File tab and from the pop-

SAMPLE
up menu displayed, click on the Customize Quick Access Toolbar command.

 This will display the Excel Options dialog box. Click on the down arrow to the
right of the Choose command from section and select All Commands.

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Excel 2016 Advanced Page 161

 Scroll down the list and select Compare and Merge Workbooks. Click on the
Add button.

SAMPLE
 The dialog box will now look like this.

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Excel 2016 Advanced Page 162

 Click on the OK button and you will see an extra icon in the Quick Access
Toolbar.

SAMPLE
 Reopen the original workbook called Compare and Merge 01.

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Excel 2016 Advanced Page 163

 Within the Quick Access Toolbar, click on the Compare and Merge Workbooks
icon.

 Within the Select Files to Merge into Current Workbook dialog box, click on the
workbook called Compare and Merge 02.

 Click on the OK button and the changes will be highlighted by a box around each
cell containing a changed item.

SAMPLE
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Excel 2016 Advanced Page 164

 Move the mouse pointer to cell C3 and you will see the following changes
illustrated.

SAMPLE
 Move the mouse pointer to cell D4 and you will see the following changes
illustrated.

 Move the mouse pointer to cell E5 and you will see the following changes
illustrated.

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Excel 2016 Advanced Page 165

 Double click on a changed cell to accept the changes.

 Save your changes and close the workbook.

SAMPLE
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 Excel 2016 Advanced Page 166

Excel 2016 Scenarios

Scenario Manager
 Open a workbook called Scenario Manager 01.

This worksheet contains data for calculating yearly payments on specific items
this year and details of the expected percentage increase in these costs. You
may be interested in knowing how the figures are affected if we make a range of
assumptions about how each item might increase.

SAMPLE
 The cell E3 contains the formula =C3*D3%
 The cell E4 contains the formula =C4*D4%
 The cell E5 contains the formula =C5*D5%
 The cell E6 contains the formula =C6*D6%
 The cell E7 contains the formula =SUM(E3:E6)
 The cell C7 contains the formula =SUM(C3:C6)

 We are going to create scenarios for the following situations.

Staff Low - 2.5%

Staff Low, Energy High - 2.5%, 35%

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Excel 2016 Advanced Page 167

 Select the cells that you wish to change, in this case the range D3:D6.

 Click on the What-If Analysis button within the Data Tools group, under the
Data tab. From the drop down list displayed, select Scenario Manager.

 If no previous scenarios have been created, you will see the following dialog box.

SAMPLE
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Excel 2016 Advanced Page 168

 Click on the Add button and the Add Scenario dialog box is displayed.

 Enter a name for the scenario you are about to create. In this case enter the
name Low Staff into the Scenario name text box.

SAMPLE
 Click on the OK button. The Scenario Values dialog box will be displayed as
illustrated.

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Excel 2016 Advanced Page 169

 The percentage rise in staff costs is located in cell D4 and we need to change the
contents of this cell. In the dialog box enter a low value, i.e. in the text box, next
to $D$4. Enter a value of 2.5 in this section.

 Click on the OK button and you will be returned to the main Scenario Manager
dialog box, as illustrated.

SAMPLE
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Excel 2016 Advanced Page 170

 Next we will add a second scenario where staff cost increases are low, but
energy cost increases are high. Click on the Add button and enter the name for
the next scenario, in this case Staff Low Energy High.

 Click on the OK button, and change the two cells in the Scenario Values dialog
box as illustrated.

I.e. in the $D$4 text box enter 2.5

SAMPLE
I.e. in the $D$5 text box enter 35.

 Click on the OK button. You will be returned to the main Scenario Manger
dialog box.

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Excel 2016 Advanced Page 171

 You can go on adding different scenarios in the way outlined above. In this case,
we will content ourselves with just these two scenarios.
 To see the effect of one of these scenarios, we need to first select a scenario. In
this case, select Staff Low Energy High.

SAMPLE
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Excel 2016 Advanced Page 172

 Click on the Show button.

SAMPLE
 To see an alternative scenario, select the Low Staff scenario from the Scenario
Manager and click on the Show button.

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Excel 2016 Advanced Page 173

 The data will change as illustrated.

SAMPLE
 At any time, we can edit a scenario. Select the Low Staff scenario and click on
the Edit button.

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Excel 2016 Advanced Page 174

 This will display the Edit Scenario dialog box.

SAMPLE
 Click on the OK button and the Scenario Values dialog box will be displayed.
Change the value relating to D4 from 2.5 to 2.0.

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Excel 2016 Advanced Page 175

 Click on the OK button to return to the Scenario Manager dialog box.

SAMPLE
 Click on the Show button to see the effect of this scenario.

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Excel 2016 Advanced Page 176

 Finally, we can delete a scenario. To do this, select the scenario that you wish to
delete. In this case select the Low Staff scenario and then click on the Delete
button.

SAMPLE
 The selected scenario will no longer be displayed within the Scenario Manager
dialog box.

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 Excel 2016 Advanced Page 177

 Close the Scenario Manager dialog box.

 Save your changes and close the workbook.

Scenario summary reports

 Open a workbook called Scenario Manager 02.

SAMPLE
This worksheet contains data for calculating yearly payments on specific items
this year and details of the expected percentage increase in these costs.

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Excel 2016 Advanced Page 178

 Click on the What-If Analysis button within the Data Tools group, under the
Data tab. Click on Scenario Manager from the drop down.

SAMPLE
 This will display the Scenario Manager dialog box. As you can see two
scenarios have been created.

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Excel 2016 Advanced Page 179

 Select the Energy High Rent High scenario from the list and click on the
Summary button.

SAMPLE
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Excel 2016 Advanced Page 180

 This will display the Scenario Summary dialog box.

 Make sure that the Scenario summary button is selected, and click on the OK
button. The summary will be automatically formatted and displayed on the
screen.

SAMPLE
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 181

Validating within Excel 2016

Data validation - Whole number
 Open a workbook called Data Validation - Whole number.

SAMPLE
 Click on cell C5.
 Click on the Data tab and within the Data Tools group click on the Data
Validation button.

 From the drop down list displayed click on Data Validation.

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Excel 2016 Advanced Page 182

 This will display the Data Validation dialog box.

SAMPLE
 Make sure that the Settings tab is selected.
 Click on the down arrow within the Allow section of the dialog box. From the
drop down list displayed select Whole number.

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Excel 2016 Advanced Page 183

 Once you have selected the Whole number option, you will see additional items
displayed within the dialog box.

SAMPLE
 Click on the down arrow to the right of the Data section and you will see a list of
conditions that you can apply to the whole number. In this case select the 'equal
to' option.

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Excel 2016 Advanced Page 184

 Within the Value section enter the number 27.

SAMPLE


Click on the OK button to close the dialog box.
Click on cell C5 and try typing in any number, apart from the number 27. You will
see the following dialog box displayed.

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 Excel 2016 Advanced Page 185

 Click on the Retry button and this time enter the number 27. Press the Enter
key and you will now see this number displayed within the cell.

 Click on the cell C6. Set a validation rule that allows you to enter any whole
number, apart from 88. Test that the validation rule has been correctly applied.
 Click on the cell C7. Set a validation rule that allows you to enter any whole
number larger than 7. Test that the validation rule has been correctly applied.
 Click on the cell C8. Set a validation rule that allows you to enter any whole
number smaller than 20. Test that the validation rule has been correctly applied.
 Click on the cell C9. Set a validation rule that allows you to enter any whole
number between 3 and 20. Test that the validation rule has been correctly
applied.
 Click on the cell C10. Set a validation rule that allows you to enter any whole
number greater than or equal to 21. Test that the validation rule has been
correctly applied.
 Click on the cell C11. Set a validation rule that allows you to enter any whole
number less than or equal to 35. Test that the validation rule has been correctly
applied.
 Save your changes and close the workbook.

SAMPLE
Data validation - Decimal number
 Open a workbook called Data Validation - Decimal Number. This worksheet
contains the following data.

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Excel 2016 Advanced Page 186

 Click on cell C5.

 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

 This will display the Validation dialog box.

 Make sure that the Settings tab is selected.

SAMPLE
 Click on the down arrow within the Allow section of the dialog box. From the
drop down list displayed select Decimal.

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Excel 2016 Advanced Page 187

 Once you have selected the Decimal option, you will see additional items
displayed within the dialog box.

SAMPLE
 Click on the down arrow to the right of the Data section and you will see a list of
conditions that you can apply to the whole number. In this case select the 'equal
to' option.

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Excel 2016 Advanced Page 188

 Within the Value section enter the number 27.

SAMPLE


Click on the OK button to close the dialog box.
Click on cell C5 and try typing in any decimal, apart from the number 27. You will
see the following dialog box displayed.

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 Excel 2016 Advanced Page 189

 Click on the Retry button and this time enter the number 27. Press the Enter
key and you will now see this number displayed within the cell.

 Click on the cell C6. Set a validation rule that allows you to enter any decimal,
apart from 88. Test that the validation rule has been correctly applied.
 Click on the cell C7. Set a validation rule that allows you to enter any decimal
larger than 7. Test that the validation rule has been correctly applied.
 Click on the cell C8. Set a validation rule that allows you to enter any decimal
smaller than 20. Test that the validation rule has been correctly applied.
 Click on the cell C9. Set a validation rule that allows you to enter any decimal
between 3 and 20. Test that the validation rule has been correctly applied.
 Click on the cell C10. Set a validation rule that allows you to enter any decimal
greater than or equal to 21. Test that the validation rule has been correctly
applied.
 Click on the cell C11. Set a validation rule that allows you to enter any decimal
less than or equal to 35. Test that the validation rule has been correctly applied.
 Save your changes and close the workbook.

Data validation - List

SAMPLE
 Open a workbook called Data Validation - List. This worksheet contains the
following data.

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Excel 2016 Advanced Page 190

 Click on cell C4.

 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

SAMPLE
 This will display the Validation dialog box. Make sure that the Settings tab is
selected. Click on the down arrow within the Allow section of the dialog box.
From the drop down list displayed select List.

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Excel 2016 Advanced Page 191

 Once you have selected the List option, you will see additional items displayed
within the dialog box. In the Source section, enter the range that includes the list
of planets:

=$B$8:$B$16

SAMPLE
 Click on the OK button and you will see a drop down arrow control listed next to
cell C4.

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Excel 2016 Advanced Page 192

 Click on this drop down arrow to display a list that you can select from.

 The item that you select will be inserted into the cell.


SAMPLE
Click on cell C4 and try entering the word Moon. When you press the Enter key
you will see an error message displayed.

 Click on the Retry button and enter the word Saturn. This should be accepted.
 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 193

Data validation - Date

 Open a workbook called Data Validation - Date. This worksheet contains the
following data.

 Click on cell C5.

 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

SAMPLE
 This will display the Validation dialog box. Make sure that the Settings tab is
selected. Click on the down arrow within the Allow section of the dialog box.
From the drop down list displayed select Date.

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Excel 2016 Advanced Page 194

 Once you have selected the Date item more options will be displayed within the
dialog box.

SAMPLE
 In this case enter the following information.

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 Excel 2016 Advanced Page 195

 Click on the OK button to close the dialog box. Click on cell C5 and type in a
date that lies outside the specified date range. You will see an error message
displayed.

 Click on the Retry button and then enter a valid date.

 Enter appropriate data validation codes into the rest of the cells in the range C6

SAMPLE
to C12. In each case test that the validation rules prevent you from entering the
wrong dates.

 Save your changes and close the workbook.

Data validation - Time

 Open a workbook called Data Validation - Time. This worksheet contains the
following data.

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Excel 2016 Advanced Page 196

 Select the range C5:C12.

SAMPLE
 We need to format this range so that Excel knows the entries within it are times.
To do this, right click over the selected range and from the pop-up menu
displayed, click on the Format Cells command.

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Excel 2016 Advanced Page 197

 This will display the Format Cells dialog box. Make sure that the Number tab is
selected. Within the Category section of the dialog box, select Time. Select the
following time format type:

13:30:55

 The dialog box will look like this.

SAMPLE
 Click on the OK button to close the dialog box
 Click on cell C5.
 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

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Excel 2016 Advanced Page 198

 This will display the Validation dialog box. Make sure that the Settings tab is
selected. Click on the down arrow within the Allow section of the dialog box.
From the drop down list displayed select Time.

 Once you have selected the Time item more options will be displayed within the

SAMPLE
dialog box.

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Excel 2016 Advanced Page 199

 In this case enter the following information.

SAMPLE
 Click on the OK button to close the dialog box. Click on cell C5 and type in a
time that lies outside the specified time range. You will see an error message
displayed.

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 Excel 2016 Advanced Page 200

 Click on the Retry button and then enter a valid time.

 Enter appropriate data validation codes into the rest of the cells in the range C5
to C12. In each case test that the validation rules prevent you from entering the
wrong times.

 Save your changes and close the workbook.

Data validation - Text Length

 Open a workbook called Data Validation - Text length. This worksheet
contains the following data.

SAMPLE
 Click on cell C5.
 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

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Excel 2016 Advanced Page 201

 This will display the Validation dialog box. Make sure that the Settings tab is
selected. Click on the down arrow within the Allow section of the dialog box.
From the drop down list displayed select Text length.

SAMPLE
 Once you have selected the Text length item more options will be displayed
within the dialog box.

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Excel 2016 Advanced Page 202

 Click on the down arrow in the Data section of the dialog box and you will see a
list of options.

SAMPLE
 In this case enter the following information.

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 Excel 2016 Advanced Page 203

 Click on the OK button to close the dialog box. Click on cell C5 and type in a
word containing less than or more than 3 characters. You will see an error
message displayed.

 Click on the Retry button and then enter a word containing exactly 3 characters.

 Enter appropriate data validation codes into the rest of the cells in the range C6
to C12. In each case test that the validation rules prevent you from entering the

SAMPLE
wrong length of word.

 Save your changes and close the workbook.

Customizing a validation input message and error alert

 Open a workbook called Data validation customization.

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Excel 2016 Advanced Page 204

 You can customize the messages that a user will see when using a workbook
containing ranges that have been formatted with validation controls.
 Click on cell C5, which contains a validation rule.
 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

SAMPLE
 The Data Validation dialog box is displayed. Select the Input Message tab
within the dialog box.
 Enter the following information:

Title: Hello

Input message: You can only enter the number 27 into this cell.

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Excel 2016 Advanced Page 205

 Click on the OK button to close the dialog box.

 Whenever you click on cell C5 you will now see the following information
displayed.

SAMPLE
 You can also customize the error message that will be displayed.
 Click on cell C5.
 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

 The Data Validation dialog box is displayed.

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Excel 2016 Advanced Page 206

 Select the Error Alert tab within the dialog box and enter the following
information:

You did not type in the required number, i.e. 27.

 Click on the OK button to close the dialog box.

 Click on cell C5 and you will see the pop-up display asking you to enter the
number 27. Type in a different number. You will see the error dialog box
displayed.

SAMPLE



Click on the Retry button and this time enter the correct number, i.e. 27. This
time the number will be accepted.

NOTE: You can apply customized input messages and error alerts for any type of
data validation within and Excel worksheet.

Save your changes and close the workbook.

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 Excel 2016 Advanced Page 207

Removing data validation

 Open a workbook called Removing data validation. The workbook contains the
following data.

 Click on cell C2 and enter a number that is less than 4 or greater than 9. As you
can see the validation rules will not allow this and you see an error message.
Click on the Cancel button to close the error message dialog box.
 Click on the cell containing the validation rule, in this case cell C2.
 Click on the Data tab and within the Data Tools group click on the upper part of
the Data Validation button.

SAMPLE
 This will display the Data Validation dialog box. Within the Settings tab, click
on the Clear All button.

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Excel 2016 Advanced Page 208

 Click on the OK button to close the dialog box.

 Click on cell C2 and enter a number that is less than 4 or greater than 9. You
should find that the validation rules have been removed.
 Save your changes and close the workbook.

SAMPLE
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 Excel 2016 Advanced Page 209

Auditing techniques in Excel 2016

Tracing precedent cells
 Open a workbook called Tracing precedent cells 01.

 Click on cell F15.

 Click on the Trace Precedents button, contained within the Formula Auditing

SAMPLE
group, under the Formulas tab.

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Excel 2016 Advanced Page 210

 You will see the following displayed.

 Repeat this procedure, i.e. click on the Trace Precedents button, contained
within the Formula Auditing group, under the Formulas tab. You will see the
following.

SAMPLE
 Repeat this procedure again, and you will see the following. As you can see
each time you perform this procedure, you go “one layer back”.

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 Excel 2016 Advanced Page 211

 Save your changes and close the workbook

Tracing dependent cells

 Open a workbook called Tracing dependent cells.
 Click on cell C6.

SAMPLE
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Excel 2016 Advanced Page 212

 Click on the Trace Dependents button, contained within the Formula Auditing
group, under the Formulas tab.

 You will see the following.

 Click on the Trace Dependents button again and you will see the following.

SAMPLE
 Close the workbook and save your changes.

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 Excel 2016 Advanced Page 213

Identifying cells with missing dependents

 Open a workbook called Missing dependents. The workbook contains the
following data.

SAMPLE
Notice the errors in cells F13 and F20. When Excel cannot evaluate a formula
result, an error value is displayed. The error value displayed depends on the type of
error. Cells with error values are marked at the top-left corner with a triangle
(usually green).

 Click on cell F20.

 Click on the Error Checking button, contained within the Formula Auditing
group, under the Formulas tab.

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Excel 2016 Advanced Page 214

 The Error Checking dialog box will be displayed.

 Within the Error Checking dialog box, click on the Trace Error button.

SAMPLE

Trace arrows will be displayed. In this case the arrows show that the error is
originating from cell F13.

Close the workbook and save your changes.

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 Excel 2016 Advanced Page 215

Showing all formulas in a worksheet, rather than the resulting values

 Open a workbook called Displaying Formulas. The workbook contains the
following data.

 You see the results of the calculations, rather than the formula contained within
each cell.
 Click on the Show Formulas button, contained within the Formula Auditing
group, under the Formulas tab.

SAMPLE
 You should now see the formulas displayed on your screen:

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 Excel 2016 Advanced Page 216

 Before proceeding, re-click on the Show Formulas button to reset the display
back to normal so that formulas are not displayed.
 Close the workbook and save and changes you have made.

Inserting and viewing comments

 Open a workbook called Comments 01.

SAMPLE


Select cell D7.
Click on the New Comment button within the Comments group under the
Review tab.

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Excel 2016 Advanced Page 217

 This will display the Note dialog box.

NOTE: You will see the ‘User name’ for your particular computer displayed,
rather than the words “Cheltenham Group”.

 Enter your text into the Note box, in this case “This figure looks low, is it
correct?”

SAMPLE
 Click outside the box when finished. Your workbook will now look like this.

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 Excel 2016 Advanced Page 218

 If you look carefully at the cell containing your comments, you will see a small red
shape within the cell containing a comment.

 Move your mouse pointer over the cell containing the comment. After a short
pause the comment will be re-displayed.

SAMPLE




Save your changes and close the workbook

Editing comments
Open a workbook called Comments 02.
Cell D7 contains a comment. Move the mouse over cell D7 and you will see the
comment displayed.

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Excel 2016 Advanced Page 219

 To edit this comment, right click on the cell containing the comment and a pop-up
menu will be displayed. Select the Edit Comment command.

SAMPLE
 The insertion point will now be displayed within the comment, allowing you to edit
the comment.

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 Excel 2016 Advanced Page 220

 You can now edit the comment. In this case add the words:

'I have checked this figure and it is OK'.

 Click outside the box when finished. Move the mouse pointer back over the cell
containing the message and you will see the edited comment displayed.

SAMPLE
NOTE: You may have to re-size the comment box, so that it can properly display
all the text within it.

Deleting comments
 To remove a comment right click on the cell containing the comment you want to
delete. From the shortcut menu displayed, select the Delete Comment
command.

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 Excel 2016 Advanced Page 221

 The small red marker in the top right-hand corner of the cell disappears,
indicating that the comment has been deleted.
 Save your changes and close the workbook.

Showing and hiding comments

 Open a workbook called Comments 03. This document contains a number of
comments.

SAMPLE
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Excel 2016 Advanced Page 222

SAMPLE
 Move the mouse over each of these cells to view the comments.

- C11
- F8
- F18

 Right click over cell C11 and from the pop-up menu displayed select the
Show/Hide Comments command.

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Excel 2016 Advanced Page 223

 Right click over cell F8 and from the pop-up menu displayed select the
Show/Hide Comments command.
 Right click over cell F18 and from the pop-up menu displayed select the
Show/Hide Comments command.
 All three comments will now be displayed.

SAMPLE
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Excel 2016 Advanced Page 224

 To hide these comments right click over each comment in turn and again select
the Show/Hide Comments command, which toggles the displaying or hiding of
comments within your workbook.
 Save your changes and close the workbook.

SAMPLE
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 Excel 2016 Advanced Page 225

Macros within Excel 2016

Recording an Excel macro
 Open a workbook called Macro 01. Currently this workbook contains data that is
formatted as Portrait orientation but which would be better formatted in
Landscape orientation. To see the orientation setup, click on the Page Layout
tab and the click on the Orientation button. You will see a drop down indicating
the current layout is set to Portrait.

 To create a macro that will change your page orientation first click on the View
tab and then click on the lower part of the Macros button, within the Macros
group. From the sub-menu displayed select the Record Macros button.

SAMPLE
 This will display the Record Macro dialog box.

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Excel 2016 Advanced Page 226

 Enter a name for the macro in the Macro name text box, in this case call it
ChangeToLandscape.

TIP: Do not insert spaces into the macro name.

 The default description is displayed in the Description text box, and contains the
date and user name. Change this to say 'Changes from portrait to landscape
orientation'.
 In the Shortcut key section of the dialog box, enter k as the keyboard shortcut.

SAMPLE
 To begin recording, select OK.
 We can now start performing the actions that we want the macro to record. Click
on the Page Layout tab and within the Page Setup group click on the
Orientation button. From the drop down list displayed, select Landscape.

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Excel 2016 Advanced Page 227

 To stop recording, click on the View tab and click on the down arrow under the
Macros button. From the drop down list displayed click on Stop Recording.

 To see the effect of the macro, first click on the Page Layout tab and within the
Page Setup group click on the Orientation button. From the drop down list
displayed, select Portrait.

SAMPLE
 Press Ctrl+K to run the macro and you should see the page orientation changes
from portrait to landscape.

TIP: To see the changes more clearly, press Ctrl+F2, which is the keyboard
shortcut to display the worksheet in Print Preview View.

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Excel 2016 Advanced Page 228

 Clicks on the Save icon (top-left of the screen).

NOTE: You may need see the following dialog box displayed.

 Click on the No button.

 Within the Save As dialog box, click on the down arrow to the right of the Save
as type section and select Excel Macro-Enabled Workbook.

SAMPLE
 Rename the workbook to My Macro.

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Excel 2016 Advanced Page 229

 Click on the Save button to save the workbook with the macro.

SAMPLE
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 Excel 2016 Advanced Page 230

Excel 2016 passwords & security issues

Adding 'open' password protection to a workbook
 Open a workbook called Opening password 01. We wish to add a password to
prevent unauthorized access to this file.

 Click on the File tab and select the Save As command.

SAMPLE
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Excel 2016 Advanced Page 231

 Select This PC and then click on the Browse button. This will display the Save
As dialog box.

 Click on the Tools link, and from the drop down list displayed select the General
Options command.

SAMPLE
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Excel 2016 Advanced Page 232

 This will display the General Options dialog box.

 Enter a password (in this case cct) into the Password to open text box. In
future, you will be required to enter this password in order to open the file.

 Click on the OK button. You will be asked to re-type the password.

SAMPLE
 Re-enter the password, and click on the OK button to close the Confirm
Password dialog box.
 You will be returned to the Save As dialog box. Click on the Save button. You
will be asked if you wish to overwrite the original file.

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 Excel 2016 Advanced Page 233

 Click on the Yes button

 Close the workbook.

 Re-open the workbook. You will see a dialog box, into which you must enter the
correct password, i.e. 'cct'. Do this and the workbook should open.

 Close your workbook.

Adding 'modify' password protection to a workbook

 Open a workbook called Modification password 01.

SAMPLE
We wish to save this file so that when opened it will display a dialog box,
explaining that you should normally open this worksheet as a read-only file, i.e.
one where modifications may be made, but where you cannot overwrite the
original file. Any changes would have to be saved in a file with a different name.

 Click on the File tab and select the Save As command.

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Excel 2016 Advanced Page 234

 Select This PC and then click on the Browse button. This will display the Save
As dialog box.

SAMPLE
 Click on the Tools link, and from the drop down list displayed select the General
Options command.

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Excel 2016 Advanced Page 235

 This will display the General Options dialog box.

 Enter a password (in this case cct) into the Password to Modify text box. In
future, you will be required to enter this password in order to open and modify the
file.

SAMPLE
 Click on the OK button. You will be asked to re-type the password.

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Excel 2016 Advanced Page 236

 Re-enter the password, and click on the OK button to close the Confirm
Password dialog box.
 You will be returned to the Save As dialog box. Click on the Save button. You
will be asked if you wish to overwrite the original file.

 Click on the Yes button.

 Close the workbook.

 Re-open the workbook. You will see a dialog box displayed.

SAMPLE
If you enter the correct password, you can open and edit the document. If you do
not supply the correct password, you can only open and view the document.

NOTE: Without the password you can still open and edit the document, but you
must save the workbook using a different filename. You will not be allowed to
overwrite the original version of the document.

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 Excel 2016 Advanced Page 237

 Close your workbook.

Removing an 'open' password from a workbook

 Open a workbook called Opening password 02.
 This workbook has been protected with a password that prevents opening the
workbook, unless you enter the correct password. You will see a Password
dialog box displayed.

 Enter the password (in lower case) which is.

cct

and then click on the OK button to open the file.

 Click on the File tab and select the Save As command.

SAMPLE
 Select This PC and then click on the Browse button. This will display the Save
As dialog box.

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Excel 2016 Advanced Page 238

 Click on the Tools link, and from the drop down list displayed select the General
Options command.

SAMPLE
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 Excel 2016 Advanced Page 239

 This will display the General Options dialog box.

 Delete the password and then click on the OK button.

 Save and close the workbook.
 Reopen the workbook and you will see that the password has been removed.
 Close the workbook.

Removing a 'modify' password from a workbook

 Open a workbook called Opening password 03.
 This workbook has been protected with a 'modify' password. You will see a
Password dialog box displayed.

SAMPLE
 Enter the password (in lower case) which is.

cct

and then click on the OK button to open the file.

 Click on the File tab and select the Save As command.

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Excel 2016 Advanced Page 240

 Select Computer and then click on the Browse button. This will display the Save
As dialog box.

SAMPLE
 Click on the Tools link, and from the drop down list displayed select the General
Options command.

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 Excel 2016 Advanced Page 241

 This will display the General Options dialog box.

 Delete the password and then click on the OK button.

 Save and close the workbook.

 Reopen the workbook and you will see that the password has been removed.
 Close the workbook.

SAMPLE
Password protecting cells and worksheets
 Open a workbook called Protecting Cells. This workbook contains a simple
registration form. At the moment all the data within the form is unprotected, so
that anyone filling in the form can also edit and delete parts of the form.

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Excel 2016 Advanced Page 242

 For instance, a user could delete the text in cells B2:B6. We wish to protect the
contents of these cells.

It is important to remember that by default all cells within a worksheet are locked
(i.e. protected), but that this cell protection only becomes active if you protect the
sheet containing the cells. Luckily, this sounds more confusing than it really is.

 Select the cells you want someone using the form to alter, i.e. this case select
the cells C3:C6.

SAMPLE
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Excel 2016 Advanced Page 243

 Right click over the selected cells and from the pop-up menu displayed, click on
the Format Cells command.

 The Format Cells dialog box is displayed.

SAMPLE
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Excel 2016 Advanced Page 244

 Click on the Protection tab.

 Remove the tick from the Locked check box.
 Click on the OK button.

SAMPLE
TIP: Remember by default all cells are locked. You have specifically unlocked
cells within the selected range.

 Next you need to apply protection to the worksheet as a whole. Click on the
Review tab and within the Changes group click on the Protect Sheet button.

 This will display the Protect Sheet dialog box. Make sure that the Protect
worksheet and contents of locked cells check box is ticked.

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Excel 2016 Advanced Page 245

 Click on the OK button to close the Protect Sheet dialog box.

 Try deleting the text in the range B2:B6. You should see a dialog box telling you
that you cannot do this.

 Enter data into the cells C3:C6. You should find you can do this without a
problem, as we previously unlocked the contents of the cells.

SAMPLE
NOTE: Remember that when you apply protection to a worksheet you can also
add a password to increase the level of protection.

NOTE: To remove worksheet protection, click on the Unprotect Sheet button.

 Save your changes and close the workbook.

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 Excel 2016 Advanced Page 246

Hiding formulas
 Open a workbook called Hiding Formulas 01.
 Click on cell E4 and you will see the formula for this cell, displayed within the
Formula Bar.

SAMPLE
 As you can see the formula is:

=C4*D4

 This type of formula is repeated within the range E4:E17.

 Select the range E4:E17.

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Excel 2016 Advanced Page 247

 Right click over the selected range and from the pop-up menu displayed click on
the Format Cells command.

SAMPLE
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Excel 2016 Advanced Page 248

 This will display the Format Cells dialog box.

 Click on the Protection tab.

 Click on the Hidden check box and then click on the OK button to close the
dialog box.

SAMPLE
TIP: If you click within a cell in the range you selected, you will see that the
formula is still displayed within the Formula Bar. We now need to protect the
worksheet.

 To protect the worksheet, click on the Review tab within the Changes group
click on the Protect Sheet button.

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 Excel 2016 Advanced Page 249

 This will display the Protect Sheet dialog box.

 Click on the OK button to close the dialog box.

 If you now click in any of the cells in the range E4:E17, you will no longer see the
formula displayed within the Formula Bar.
 Save your changes and close the workbook.

Un-hiding formulas


SAMPLE
Open a workbook called Hiding Formulas 02.
 Click on any of the cells within the range E4:E17 and even though these cells
contain formulas, you will not see the formulas displayed within the Formula Bar.
 First we need to un-protect the worksheet. To do this click on the Review tab
within the Changes group, click on the Unprotect Sheet button.

 The Unprotect Sheet dialog box will be displayed.

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Excel 2016 Advanced Page 250

 Enter the password, in this case the word 'secret', then click on the OK button.
 To remove the Hidden attributes from these cells, first select the range E4:E17.
 Right click over the selected cells. From the pop-up menu displayed click on the
Format Cells command.
 This will display the Format Cells dialog box. Select the Protection tab.

 Remove the tick from the Hidden check box and click on the OK button to close
the dialog box.
 Click on any of the cells within the range E4:E17 and you will now see the
formula displayed within the Formula Bar.

SAMPLE
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Excel 2016 Advanced Page 251

 Save your changes and close the workbook.

SAMPLE
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