Microsoft Office Excel 2003 Inside Out pot

xxxi Part 1 Examining the Excel Environment Chapter 1 What’s New in Microsoft Office Excel 2003 3 New and Improved for 2003.. 489 Chapter 18 Performing What-If Analysis 493 Using Data Ta

One Microsoft Way

Redmond, Washington 98052-6399

Copyright © 2004 by Craig Stinson and Mark Dodge

All rights reserved No part of the contents of this book may be reproduced or transmitted in any form

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Acquisitions Editor: Alex Blanton

Chapter 10Creating Spiffy Graphics 283Chapter 11

Printing and Presenting 331

Using Functions 401Chapter 14

Everyday Functions 411Chapter 15

Formatting and Calculating Date and Time 435Chapter 16

Functions for Financial Analysis 449Chapter 17

Functions for Analyzing Statistics 463Chapter 18

Performing What-If Analysis 493

Transferring Files to and

from Internet Sites 553

Using Excel Data in Word

and PowerPoint Documents 589

Chapter 28Managing Information in Lists 701Chapter 29

Working with External Data 757Chapter 30

Analyzing Data with PivotTable Reports 797

Part 10

Automating Excel

Chapter 31Recording Macros 841Chapter 32

Creating Custom Functions 859Chapter 33

Debugging Macros and Custom Functions 869

Part 11

Appendixes

Appendix AInstalling Microsoft Excel 883Appendix B

Using Speech and Handwriting Recognition 889Appendix C

Keyboard Shortcuts 903Appendix D

Function Reference 921

Table of Contents

Acknowledgments xxv

We’d Like to Hear from You! xxvii

About the CD xxix

What’s on the CD xxix

Using the CD xxix

System Requirements xxx

Support Information xxx

Conventions and Features Used in This Book xxxi

Text Conventions xxxi

Design Conventions xxxi

Part 1 Examining the Excel Environment Chapter 1 What’s New in Microsoft Office Excel 2003 3 New and Improved for 2003 3

Online Assistance 3

Comparing Worksheets Side by Side 4

Improved Statistical Functions 5

New Task Panes 5

Document Workspaces 6

Information Rights Management 7

Improved List Management 7

If You Missed the Last Upgrade 8

Onward 11

Chapter 2 Excel Fundamentals 13 What Happens After You Install Excel? 13

Registering Excel 13

Subscribing to Excel 13

Recovering from Crashes 15

Using AutoRecover 16

Heroic Measures 17

Examining the Excel Workspace 18

Facts About Worksheets 18

Using the Workbook Window 19

Exploring Menus and Dialog Boxes 23

Understanding the Formula Bar 27

About the Status Bar 28

File Management Fundamentals 29

Creating and Opening Workbooks 29

Saving Files 34

Opening Files 41

Searching for Files 46

Importing and Exporting Files 48

Using the Open and Save As Commands to Import and Export Files 48

Importing and Exporting Text Files 49

Sharing Data with Excel for the Macintosh 50

Online Help Works—Really! 51

The Best Way to Use Help 51

Managing the Assistant 55

Using the Assistant 56

Browsing the Help System 59

Customer Feedback Options 60

What’s on the Help Menu? 62

Chapter 3 Custom-Tailoring the Excel Workspace 65 Customizing Toolbars and Menus 65

Managing Buttons and Commands 65

Customizing Toolbars on the Fly 66

Changing the Face of Buttons 74

Managing Toolbars 76

Positioning Bars on Your Screen 77

Creating New Toolbars and Menus 78

Creating New Toolbars 78

Attaching Custom Toolbars to Workbooks 79

Creating New Menus 80

Restoring Toolbars and Menus 82

Other Toolbar and Menu Options 83

Controlling Other Elements of the Excel Interface 83

Displaying Underlying Formulas 85

Hiding Zeros 86

Changing the Color Palette 87

Enhancing Accessibility 89

Part 2

Building Worksheets

Chapter 4

Would Your Worksheet Survive Without You? 97

Does the Worksheet Rely on Imported Data? 97

Do You Need More Than One Worksheet? 98

Have You Allowed Room to Insert New Rows and Columns? 99

Chapter 5 How to Work a Worksheet 101 Moving Around 101

Navigating Regions 101

Selecting Stuff 104

Selecting with the Mouse 104

Selecting with the Go To Command 107

Entering Stuff 109

Making Entries in Cells and in the Formula Bar 109

Making Entries in Ranges 116

Editing and Undoing Entries 116

Managing Worksheets 118

Inserting and Deleting Sheets 118

Naming and Renaming Sheets 119

Moving and Copying Sheets 120

Looking at Worksheets 121

Splitting Sheets into Panes 122

Zooming Worksheets 125

Protecting Worksheets 127

Unlocking Individual Cells 128

Protecting Workbooks 128

Hiding Cells and Sheets 132

Chapter 6 How to Work a Workbook 133 Managing Multiple Workbooks 133

Navigating Between Open Workbooks 134

Arranging Workbook Windows 134

Getting the Most Out of Your Screen 136

Comparing Sheets Side-by-Side 136

Opening Multiple Windows for the Same Workbook 138

Useful Inconsistencies of New Windows 140

Hiding and Protecting Workbooks 141

Hiding Workbooks 141

Protecting Workbooks 142

Saving Workbooks or Windows as Hidden 143

Hiding Worksheets 143

Formatting and Editing Worksheets

Chapter 7

Copying, Cutting, and Pasting 147

Copying and Pasting 148

Cutting and Pasting 150

Pasting Hyperlinks 156

Moving and Copying with the Mouse 157

Inserting and Deleting 158

Inserting Columns and Rows 158

Inserting Cells 160

Deleting Cells, Columns, and Rows 161

Inserting, Deleting, and Clearing Cells with the Mouse 163

Undoing Previous Actions 166

Redoing What You’ve Undone 167

Repeating Your Last Action 167

Editing Cell Contents 167

Editing in the Formula Bar 167

Editing Directly in Cells 168

Editing Options 169

Clearing Cell Contents and Formats 170

Filling and Creating Data Series 171

Extending Existing Formatting 178

Finding and Replacing Stuff 179

Specifying Variables Using Wildcard Characters 182

Replacing What You Find 183

Editing Multiple Worksheets 183

Grouping Sheets for Editing 184

Filling a Group 187

Getting the Words Right 187

Fixing Errors as You Type 187

Letting Excel Help with Typing Chores 191

Cheking Yer Speling 193

Chapter 8 Worksheet Formatting Techniques 195 Formatting Fundamentals 195

Painting Formats 197

Turbo Formatting with AutoFormat 198

Formatting in Cells 200

Formatting Numbers 203

Formatting Currency 203

Using the Euro Currency Tools Add-in 204

Using Accounting Formats 207

Using Accounting Underlines 208

Formatting Percentages 208

Formatting Fractions 208

Formatting Scientific (Exponential) Values 209

Understanding the Text Format 210

Using the Special Formats 210

Creating Custom Formats 211

Creating New Number Formats 211

Creating Four-Part Formats 215

Adding Color to Formats 216

Using Custom Format Condition Operators 218

Aligning Data in Cells 219

Aligning Text Horizontally 220

Aligning Text Vertically 222

Shrinking Text to Fit in Cells 225

Selecting Alignment Using Toolbars 225

Using Fonts 226

Formatting Fonts with Toolbar Buttons 227

Customizing Borders 228

Applying Border Formats with Toolbar Buttons 229

Applying Colors and Patterns 231

Adding Colors with Toolbars 233

Adding Graphic Backgrounds to Worksheets 233

Controlling the Size of Cells 234

Changing Column Widths 234

Changing Row Heights 235

Merging and Unmerging Cells 237

Chapter 9 Advanced Formatting and Editing Techniques 241 Applying Conditional Formats 241

Formatting with Styles 243

Applying a Style 245

Defining Styles 245

Defining Styles from Scratch 246

Modifying a Style 247

Overriding a Style with Direct Formatting Changes 248

Merging Styles from Different Workbooks 248

Deleting a Style 248

Adding Templates to the XLStart Folder 250

Auditing and Documenting Worksheets 251

Tracing Cell References 256

Adding Comments to Cells 261

Using Go To Special 263

Outlining Worksheets 268

Hiding or Clearing an Outline 271

Collapsing and Expanding Outline Levels 272

Displaying a Specific Outline Level 273

Selecting Only Visible Cells 273

Ungrouping and Grouping Columns and Rows 273

Consolidating Worksheets 274

Consolidating by Position 275

Consolidating by Category 277

Part 4 Adding Graphics and Printing Chapter 10 Creating Spiffy Graphics 283 Using the Drawing Tools 283

Drawing Constrained Objects 284

Using Tear-Off Palettes 286

Creating Graphic Objects 287

Drawing Freehand Lines and Polygons 287

Working with Text Boxes 290

Working with AutoShapes 292

Creating WordArt 294

Working with Graphic Objects 297

Selecting and Grouping Objects 297

Formatting Objects 298

Positioning Objects 305

Protecting Objects 308

Inserting Other Objects 308

Using Clip Art and Other Media 310

Importing Graphics 314

Inserting Pictures 315

Formatting Pictures 318

More Tricks with Objects 321

Assigning Macros to Objects 321

Taking Pictures of Your Worksheets 322

Controlling the Appearance of Your Pages 331

Setting Page Options 331

Setting Margins 333

Creating a Header and Footer 334

Setting Sheet Options 338

Adjusting Page Breaks 341

Inserting and Removing Manual Page Breaks 342

Using Print Preview 343

Specifying What and Where to Print 344

Defining a Default Print Area 346

Setting Printer Driver Options 347

Part 5 Creating Formulas and Performing Data Analysis Chapter 12 Building Formulas 351 Formula Fundamentals 351

Understanding the Precedence of Operators 351

Using Cell References in Formulas 352

Editing Formulas 359

Using Functions: A Preview 361

Using the AutoSum Button 362

Inserting Functions 363

Creating Three-Dimensional Formulas 364

Formula-Bar Formatting 364

Creating Natural-Language Formulas 364

Naming Cells and Cell Ranges 368

Using Names in Formulas 369

Defining and Managing Names 370

Editing Names 371

Workbook-Wide vs Worksheet-Only Names 372

Creating Names Semiautomatically 373

Naming Constants and Formulas 374

Creating Three-Dimensional Names 374

Pasting Names into Formulas 375

Creating a List of Names 375

Replacing References with Names 376

Using Go To with Named Ranges 377

Understanding Error Values 378

Recalculating Manually 379

Copying Formulas and Pasting Only Their Resulting Values 380

Evaluating Part of a Formula 381

Using Circular References 382

Understanding the Precision of Numeric Values 384

Using Arrays 385

One-Dimensional Arrays 385

Array Formula Rules 386

Two-Dimensional Arrays 386

Single-Cell Array Formulas 387

Using Array Constants 388

Understanding Array Expansion 389

Linking Workbooks 389

Saving Linked Workbooks 390

Opening a Dependent Workbook 390

Editing Links 391

Copying, Cutting, and Pasting in Linked Workbooks 392

Creating Conditional Tests 393

Using the Conditional Sum and Lookup Wizards 394

Creating Conditional Sum Formulas 394

Creating Lookup Formulas 397

Chapter 13 Using Functions 401 Using Excel’s Built-In Function Reference 401

Installing the Analysis ToolPak 403

Exploring the Syntax of Functions 404

Expressions as Arguments 405

Types of Arguments 405

Inserting Functions 406

Inserting References and Names 409

Chapter 14 Everyday Functions 411 Understanding Mathematical Functions 411

Using the SUM Function 411

Using Selected Mathematical Functions 412

Using the Rounding Functions 414

Understanding Text Functions 416

Using Selected Text Functions 416

Using the Substring Text Functions 419

Using Selected Information Functions 424

Using the IS Information Functions 425

Understanding Lookup and Reference Functions 426

Using Selected Lookup and Reference Functions 426

Chapter 15 Formatting and Calculating Date and Time 435 Understanding How Excel Records Dates and Times 435

Entering Dates and Times 436

Entering a Series of Dates 437

Formatting Dates and Times 440

Creating Your Own Date and Time Formats 441

Calculating with Date and Time 444

Working with Date and Time Functions 445

Working with Specialized Date Functions 447

Chapter 16 Functions for Financial Analysis 449 Calculating Investments 449

The PV Function 450

The NPV Function 451

The FV Function 451

The PMT Function 452

The IPMT Function 453

The PPMT Function 453

The NPER Function 453

The RATE Function 453

The IRR Function 454

The MIRR Function 455

Calculating Depreciation 455

The SLN Function 455

The DDB and DB Functions 456

The VDB Function 456

The SYD Function 457

Analyzing Securities 457

The DOLLARDE and DOLLARFR Functions 458

The ACCRINT and ACCRINTM Functions 459

The INTRATE and RECEIVED Functions 459

The PRICE, PRICEDISC, and PRICEMAT Functions 459

The DISC Function 460

The YIELD, YIELDDISC, and YIELDMAT Functions 460

The TBILLEQ, TBILLPRICE, and TBILLYIELD Functions 461

The COUPDAYBS, COUPDAYS, COUPDAYSNC, COUPNCD, COUPNUM, and COUPPCD Functions 461

The DURATION and MDURATION Functions 462

Functions for Analyzing Statistics 463

Analyzing Distributions of Data 464

Using Built-In Statistical Functions 464

Using Functions That Analyze Rank and Percentile 465

Using Sample and Population Statistical Functions 468

Understanding Linear and Exponential Regression 469

Calculating Linear Regression 470

Calculating Exponential Regression 476

Using the Analysis Toolpak Data Analysis Tools 477

Using the Descriptive Statistics Tool 477

Creating Histograms 479

Using the Rank and Percentile Tool 482

Generating Random Numbers 484

Sampling a Population of Numbers 488

Calculating Moving Averages 489

Chapter 18 Performing What-If Analysis 493 Using Data Tables 493

Data Tables Based on One Input Variable 493

Single-Variable Tables with More Than One Formula 495

Data Tables Based on Two Input Variables 495

Editing Tables 497

Using the Scenario Manager 498

Defining Scenarios 499

Browsing Your Scenarios 501

Adding, Editing, and Deleting Scenarios 501

Routing and Merging Scenarios 502

Creating Scenario Reports 504

Using the Goal Seek Command 507

Precision and Multiple Solutions 509

Using the Solver 509

Stating the Objective 511

Specifying Variable Cells 512

Specifying Constraints 512

Saving and Reusing the Solver Parameters 514

Assigning the Solver Results to Named Scenarios 515

Other Solver Options 515

Generating Reports 517

Collaboration and the Internet

Chapter 19

Saving and Retrieving Files on Remote Computers 521

Sharing Workbooks on a Network 522

Using Advanced Sharing Options 525

Tracking Changes 526

Reviewing Changes 529

Canceling the Shared Workbook Session 530

Combining Changes Made to Multiple Workbooks 530

Merging Workbooks 531

Distributing Workbooks and Worksheets by E-Mail 532

Sending an Entire Workbook as an E-Mail Attachment 533

Sending the Current Sheet as the Body of an E-Mail Message 533

Sending a Workbook for Review 535

Routing Workbooks to a Workgroup 536

Controlling Document Access with Information Rights Management 538

Protecting a Document with IRM 538

Using a Protected Document 541

Using a SharePoint Team Services Site 541

Downloading and Uploading Documents 542

Checking Documents In and Out 544

Using the Shared Workspace Task Pane 544

Creating a New Document Workspace 548

Using Web Discussions 550

Chapter 20 Transferring Files to and from Internet Sites 553 Working with FTP Sites 553

Adding a Site to Your My Places Bar 555

Saving and Publishing Excel Files in HTML 556

Considering the Options 556

Saving an Entire Workbook Without Interactivity 561

Publishing Without Interactivity 562

Publishing with Interactivity 563

Using the Interactive Web Components 563

Integrating Excel with Other Applications

Chapter 21

Embedding vs Linking 569

Embedding vs Static Pasting 570

Embedding and Linking from the Clipboard 571

Embedding and Linking with the Object Command 574

Manipulating Embedded Objects 576

Managing Links 577

Choosing Automatic or Manual Update 578

Updating on File Open 578

Fixing Broken Links 579

Linking vs Hyperlinking 579

Chapter 22 Using Hyperlinks 581 Creating a Hyperlink in a Cell 582

Turning Ordinary Text into a Hyperlink 583

Linking to a Web Site or Local File 583

Linking to a Location in the Current Document 585

Linking to a New File 585

Linking to an E-Mail Message 586

Assigning a Hyperlink to a Graphic, Toolbar Button, or Menu Command 587

Editing, Removing, and Deleting a Hyperlink 587

Formatting a Hyperlink 588

Using the HYPERLINK Function 588

Chapter 23 Using Excel Data in Word and PowerPoint Documents 589 Using Excel Tables in Word Documents 589

Pasting an Excel Table from the Clipboard 589

Using Paste Special to Control the Format of Your Table 591

Using the Object Command 597

Using Excel Charts in Word Documents 598

Using Excel to Supply Mail-Merge Data to Word 600

Using Excel Data in PowerPoint 603

Paste-Linking Excel Data into PowerPoint 605

Using Excel Charts in PowerPoint 605

Creating Charts

Chapter 24

Creating a New Chart 609

Step 1: Choosing a Chart Type 610

Step 2: Specifying the Data to Plot 611

Step 3: Choosing Chart Options 613

Step 4: Telling Excel Where to Put Your Chart 618

Creating Combination (Overlay) Charts 618

Changing a Chart’s Size and Position 618

Plotting Hidden Cells 619

Handling Missing Values 619

Changing the Default Chart Type 620

Printing Charts 620

Saving, Opening, and Protecting Charts 621

Working with Embedded Chart Objects 621

Chapter 25 Enhancing the Appearance of Your Charts 623 Working with the Chart Menu and Chart Toolbar 623

Selecting Chart Elements 625

Copying Formats from One Chart to Another 625

Adding a Customized Chart to the Chart Wizard Gallery 625

Repositioning Chart Elements with the Mouse 626

Moving and Resizing the Plot Area 626

Working with Titles 627

Creating a Two-Line Title 627

Formatting a Title 627

Formatting Individual Characters in a Title 630

Adding Text Annotations 631

Working with Data Labels 631

Label Positioning and Alignment Options 631

Numeric Formatting Options for Data Labels 633

Font and Patterns Options for Data Labels 633

Editing Data Labels 633

Positioning and Formatting Data Labels Individually 634

Generating Useful Data Labels on XY (Scatter) Charts 634

Working with Axes 636

Specifying the Line Style, Color, and Weight 637

Specifying the Position of Tick Marks and Tick-Mark Labels 637

Changing the Numeric Format Used by Tick-Mark Labels 638

Scaling Axes Manually 639

Adding, Removing, and Formatting Gridlines 646

Assigning a Series to a Secondary Value Axis 647

Using Two or More Chart Types in the Same Chart 647

Changing the Series Order 648

Toggling the Column/Row Orientation 649

Changing Colors, Patterns, Fills, and Borders for Markers 649

Adjusting Spacing in Two-Dimensional Column and Bar Charts 650

Adjusting Data Point Spacing in Three-Dimensional Charts 652

Adding Series Lines in Stacked Column and Bar Charts 653

Changing Shapes in Three-Dimensional Column and Bar Charts 653

Smoothing the Lines in Line and XY (Scatter) Charts 654

Changing Line and Marker Styles in Line, XY (Scatter), and Radar Charts 654

Adding High-Low Lines and Up and Down Bars to Line Charts 654

Adding Drop Lines to Area and Line Charts 655

Exploding Pie Slices and Doughnut Bites 655

Using Formatting and Split Options in Pie-Column and Pie-Pie Charts 656

Changing the Angle of the First Pie Slice or Doughnut Bite 657

Working with Data Tables 657

Formatting Background Areas 658

Filling an Area with a Color Gradient 658

Filling an Area with a Pattern 659

Filling an Area with a Texture or Picture 660

Changing Three-Dimensional Viewing Angles 664

Adjusting the Elevation 664

Changing the Rotation 664

Changing the Height 665

Changing the Perspective 665

Changing the Axis Angle and Scale 665

Chapter 26 Working with Chart Data 667 Adding Data 667

Using Copy and Paste 668

Adding Series 669

Using List Features to Create Expanding Charts 670

Removing Data 671

Changing or Replacing Data 671

Plotting or Marking Every nth Point 672

Changing the Plot Order 675

Using Multilevel Categories 675

Adding Trend Lines 678

Using Named Ranges to Create Dynamic Charts 683

Plotting New Data Automatically 685

Plotting Only the Most Recent Points 686

Using Arrays to Create a Static Chart 687

Using Bubble Charts 687

Using Radar Charts 689

Creating Gannt Charts 692

Assorted Formatting Issues 693

Tick-Mark Labels Without Axes 694

Tick-Mark Labels on the Plot Area 694

Formatting Selected Gridlines or Tick-Mark Labels 695

Staggered Tick-Mark Labels 695

Plotting Your Own Projection (Extrapolation) Line 696

Part 9 Managing Databases and Lists Chapter 28 Managing Information in Lists 701 Building and Maintaining a List 701

Using Label-Based Formulas in Calculated Columns 703

Using (or Disabling) Other List-Building Aids 705

Custom Lists 707

Working with List Objects 707

Publishing a List Object 709

Toggling the Total Row 717

Resizing a List Object 718

Inserting and Deleting Rows and Columns within a List Object 718

Validating Data Entry 719

Specifying Data Type and Acceptable Values 720

Specifying an Input Message (Prompt) 721

Specifying Error Alert Style and Message 721

Using Excel’s Form Command to Work with Lists 721

Adding Rows 722

Finding Records 722

Sorting Lists and Other Ranges 723

Sorting on a Single Column 723

Sorting on More than One Column 724

Sorting Only Part of a List 725

Sorting by Columns 726

Sorting Cells That Contain Formulas 727

Sorting Months, Weekdays, or Custom Lists 728

Performing a Case-Sensitive Sort 729

Using the AutoFilter Command 730

Using the Advanced Filter Command 734

Using Subtotals to Analyze a List 742

Subtotaling on More Than One Column 745

Subtotaling with More Than One Aggregation Formula 745

Using Automatic Page Breaks 745

Removing or Replacing Subtotals 746

Grouping by Date 746

Using the SUBTOTAL Function 746

Using Functions to Extract Details from a List 747

The Database Statistical Functions 747

COUNTIF and SUMIF 749

COUNTBLANK 750

VLOOKUP and HLOOKUP 750

MATCH and INDEX 752

Chapter 29 Working with External Data 757 Using File, Open to Import External Data Files 757

Opening Text Files 757

Opening Microsoft Access Tables in Excel 761

Opening dBase Files 762

Working with XML Files 762

Opening or Importing an XML List 763

Exporting an XML List 767

Using a Query to Retrieve External Data 767

Reusing an Existing Query 767

Creating a New Database Query 769

Working Directly with Microsoft Query 779

Using a Web Query to Return Internet Data 791

Using an Existing Web Query 792

Creating Your Own Web Query 793

Chapter 30 Analyzing Data with PivotTable Reports 797 A Simple Example 797

Creating a PivotTable 800

Starting the PivotTable And PivotChart Wizard 800

Step 1: Specifying the Type of Data Source 801

Step 2: Indicating the Location of Your Source Data 801

Step 3: Telling the Wizard Where to Put Your PivotTable 802

Moving Page Fields to Separate Workbook Pages 806

Selecting Items to Display on the Row and Column Axes 806

Creating a PivotChart 806

Refreshing a PivotTable 808

Refreshing on File Open 808

Selecting Elements of a PivotTable 808

Formatting a PivotTable 809

Using AutoFormat with PivotTables 809

Changing the Numeric Format for the Data Area 809

Changing the Way a PivotTable Displays Empty Cells 809

Changing the Way a PivotTable Displays Error Values 810

Merging Labels 810

Using Multiple Data Fields 811

Renaming Fields and Items 812

Sorting Items 812

Using AutoSort 812

Rearranging Items by Hand 813

Showing the Top or Bottom Items in a Field 814

Hiding and Showing Inner Field Items 814

Displaying the Details Behind a Data Value 815

Grouping and Ungrouping Data 816

Creating Ad Hoc Item Groupings 816

Grouping Numeric Items 817

Grouping Items in Date or Time Ranges 818

Removing Groups (Ungrouping) 819

Using Grand Totals and Subtotals 819

Grand Totals 819

Subtotals 820

Subtotals for Innermost Fields 821

Changing a PivotTable’s Calculations 821

Using a Different Summary Function 821

Applying Multiple Summary Functions to the Same Field 822

Using Custom Calculations 822

Using Calculated Fields and Items 824

Referencing PivotTable Data from Worksheet Cells 827

Creating a PivotTable from External Data 827

Refreshing PivotTable Data from an External Source 829

Using a PivotTable to Consolidate Ranges 830

Building a PivotTable from an Existing PivotTable 835

Printing PivotTables 835

Using Row and Column Headings as Print Titles 835

Repeating Item Labels on Each Printed Page 835

Printing Each Outer Row Field Item on a New Page 836

Using the PivotTable Web Component 836

Using Custom Functions 861What’s Happening 862Understanding Custom Function Rules 863Using VBA Keywords in Custom Functions 863Documenting Macros and Custom Functions 864Creating Custom Functions with Optional Arguments 865Making Your Custom Functions Available Anywhere 867Chapter 33

Debugging Macros and Custom Functions 869

Using Design-Time Tools 869Catching Syntax Errors 870Catching Misspelled Variable Names 871Stepping Through Code 872Setting Breakpoints with the Toggle Breakpoint Command 873Setting Conditional Breakpoints Using Debug.Assert 873Using the Watch Window to Monitor Variable Values

and Object Properties 874Using the Immediate Window 875Dealing with Run-Time Errors 876

Using Speech and Handwriting Recognition 889

Using the Language Bar 889Controlling the Language Bar 893Using Speech Recognition 895Training Your Computer and Your Voice 895Issuing Verbal Commands 896Using Your Voice to Input Text 896Using Handwriting Recognition 899Appendix C

Charts and Select Chart Elements 904Data Forms 904Dialog Box Edit Boxes 905Dialog Boxes 905Edit Data 906Enter and Calculate Formulas 906Enter Data 907Enter Special Characters 908Extend a Selection 908Filter Lists 909Format, Cells Dialog Box—Border Tab 909Format Data 910Help 911Help Window 911Insert, Delete, and Copy Cells 912Languages 912Macros 912Menus and Toolbars 912Move and Scroll—In End Mode 913

Move and Scroll—Worksheets 914Move Within a Selected Range 914Open, Save As, and Insert Picture Dialog Boxes 915PivotTable and PivotChart Wizard Layout Dialog Box 915PivotTable—Display and Hide Items 916PivotTable—Change the Layout 916Print 916Print Preview 916Select Cells, Rows, Columns, and Objects 917Select Cells with Special Characteristics 917Send E-Mail Messages 918Show, Hide, and Outline Data 918Smart Tags 919Speech Recognition and Text-To-Speech 919Task Panes 919Windows and Office Interface 920Worksheets 920Appendix D

Index of Troubleshooting Topics 969Index 971

Software books are not products of inspiration, but of perspiration However, the work done

by the authors is just the tip of the iceberg Producing books like this requires a sort of nate sanity” on the part of all involveda combination of childlike curiosity, skepticism,

“alter-stubbornness, and anger management skills for dealing with the idiosyncrasies of unfinished software and unruly authors Our hats are off to Sandra Haynes, Kristen Weatherby, Bill Teel, Alex Blanton, Beth Fuller, Stephanie English, Jan Cocker, J.J Andrews, Don Lesser, Mannie White, and Brenda Silva and the rest of nSight’s desktop team Thanks to all for doing a great job Musical thanks to guitar maestro Gary Moore for keeping the bar set higher than most other blues-rock mortals could possibly hope to leap

Craig Stinson and Mark Dodge

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Every effort has been made to ensure the accuracy of the book and the contents of this panion CD For feedback on the book content or this companion CD, please contact us by using any of the addresses listed in the “We’d Like to Hear From You” section

com-Microsoft Press provides corrections for books through the World Wide Web at http://

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www.microsoft.com/mspress/support/search.htm.

For support information regarding Windows XP, you can connect to Microsoft Technical

Support on the Web at http://support.microsoft.com/.

Used in this Book

This book uses special text and design conventions to make it easier for you to find the mation you need

infor-Text Conventions

Design Conventions

This icon identifies a new or significantly updated feature in this version of the software

Inside Out

This statement illustrates an example of an “Inside Out” problem statement

These are the book’s signature tips In these tips, you’ll get the straight scoop on what’s

going on with the software—inside information about why a feature works the way it does

You’ll also find handy workarounds to deal with software problems

commands For example, “Click Tools, Track Changes, Highlight Changes” means that you should click the Tools menu, point to Track Changes, and click the High-light Changes command

type

dialog box elements, and commands are capitalized

Example: the Save As dialog box

Italicized type Italicized type is used to indicate new terms.

sep-arating two key names For example, Ctrl+Alt+Delete means that you press the Ctrl, Alt, and Delete keys at the same time

xxxi

Tip Tips provide helpful hints, timesaving tricks, or alternative procedures related to the task being discussed.

Troubleshooting

This statement illustrates an example of a “Troubleshooting” problem statement.Look for these sidebars to find solutions to common problems you might encounter Trou-bleshooting sidebars appear next to related information in the chapters You can also use the Troubleshooting Topics index at the back of the book to look up problems by topic

Cross-references point you to other locations in the book that offer additional information about the topic being discussed.

This icon indicates information or text found on the companion CD

Caution Cautions identify potential problems that you should look out for when you’re completing a task or problems that you must address before you can complete a task

Sidebars

The sidebars sprinkled throughout these chapters provide ancillary information on the topic being discussed Go to sidebars to learn more about the technology or a feature

Chapter 1

What’s New in Microsoft

Office Excel 2003

New and Improved for 2003 .3

If You Missed the Last Upgrade 8

Onward 11

Sometimes new versions of software just don’t seem compelling enough for you to take the

upgrade plunge You wonder how many more big leaps can really be made in usability and

functionality Microsoft Excel has certainly evolved into a “mature” program This release is

more than just cosmetic, however; many of the new features are “under the hood,” and might

not be apparent to the typical user Foremost of the apparent enhancements: the new look of

Microsoft Office that is, as Microsoft describes it, “more open and energetic.” In addition,

new and improved task panes are available, including Help, Shared Workspace, and Research

And Tablet PC support now allows you to provide input directly into Office documents using

a Tablet PC

Microsoft Office Excel 2003 includes a few improvements to existing features and a few major

new features that facilitate easier and more secure sharing of documents, efficient

communi-cation and collaboration with others, more comprehensive and up-to-date online assistance,

and enhanced programmability and extensibility Here’s an overview of the new features

you’ll find in Microsoft Office Excel 2003 and Microsoft Office 2003 Edition

New and Improved for 2003

First, we’ll highlight the new features in the 2003 release of Microsoft Office and Microsoft

Excel, and later, we’ll summarize the features that are as good as new to you if you skipped the

last upgrade

Online Assistance

The Microsoft Office help system is always changing, and this release is no exception

Web-based assistance is now a priority, with new commands such as Contact Us and Check For

Updates offering direct connections to the Microsoft mother ship Online help now

automat-ically looks for additional help topics available from the Microsoft Web site, as shown in

Fig-ure 1-1, making the Help system more complete and accurate than ever before Online/

offline integration is seamless—all you have to do is connect to the Internet and the Help

sys-tem automatically avails itself of available online content

For more information about online Help, see “Online Help Works—Really!” on page 51.

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Search Results task pane displays relevant online and offline topics

Controlling Web Interaction

The Help, Customer Feedback Options command offers control over the new “Web-active” features of Excel You can choose to enlist in the voluntary “Customer Experience Improve-ment Program” to help make future versions of Microsoft Office more user friendly; to con-trol whether Excel automatically connects to the Microsoft Web site for available online content; and learn how to handle updates when changes are made to shared documents

For more information about customer feedback options, see “Customer Feedback Options” on page 60.

Getting Software Updates

It’s now easier to keep your software current by simply clicking Check for Updates on the Help menu This brings up the Office Update page in your Internet browser, where you will find any available downloads, making those inevitable Service Releases all the more accessible

For more information about software updates, see “Getting Updates,” on page 15.

Comparing Worksheets Side by Side

Chapter 1

5

For more information about comparing worksheets, see “Managing Multiple Workbooks” on page 133.

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Improved Statistical Functions

A number of Excel’s built-in worksheet functions that deal with statistical analysis have been

made more accurate; past versions of these functions produced slightly different rounding

results The ultimate precision of these functions has also been increased The list of

enhanced functions is as follows: BINOMDIST, CHIINV, CONFIDENCE, CRITBINOM,

DSTDEV, DSTDEVP, DVAR, DVARP, FINV, FORECAST, GAMMAINV, GROWTH,

HYP-GEOMDIST, INTERCEPT, LINEST, LOGEST, LOGINV, LOGNORMDIST,

NEGBINOM-DIST, NORMNEGBINOM-DIST, NORMINV, NORMSNEGBINOM-DIST, NORMSINV, PEARSON, POISSON,

RAND, RSQ, SLOPE, STDEV, STDEVA, STDEVP, STDEVPA, STEYX, TINV, TREND, VAR,

VARA, VARP, VARPA, and ZTEST

For more information about statistical analysis, see Chapter 17, “Functions for Analyzing Statistics,” on

page 463.

New Task Panes

The new Research task pane offers a wide variety of reference information and expanded

resources if you have an Internet connection You can conduct research on topics using an

encyclopedia, Web search, or by accessing third-party content

In conjunction with SharePoint Team Services version 2, Excel 2003 provides more robust support for collaborative projects The new Shared Workspace task pane shows which of your collaborators are currently online and provides easy access to contact information for your teammates With a single click you can begin an e-mail message to any or all, or initiate a Windows Messenger conversation with an online collaborator The new task pane also lets you assign tasks to team members and monitor completion status

For more information about Excel’s new task panes, see “The Best Way to Use Help” on page 51 and

“Using the Shared Workspace Task Pane” on page 544.

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workspaces for group collaboration using user-level permissions

Document Workspaces

Users with SharePoint sites can create subwebs of those sites called document workspaces All Office documents associated with a particular project can be assembled into a project-focused document workspace, and access to the workspace can be limited to those colleagues who are involved with that project

For more information about document workspaces, see “Creating a New Document Workspace,” on page 548.

Chapter 1

7

Information Rights Management

The new information rights management (IRM) features allow you to control unauthorized

access to your Excel workbooks You can assign either read or read/write access permission to

individuals or groups of individuals using a robust server-based or NET Passport-based

authen-tication system, and you can set expiration dates that make documents inaccessible to others

after a specified period of time IRM protection remains with the file wherever the file resides

For more information about IRM, see “Controlling Document Access with Information Rights

Management,” on page 538.

Improved List Management

New list-management features help ensure list integrity and make it easy to upload list ranges

to SharePoint sites A new List and XML toolbar lets you refresh list ranges with a single click,

toggle total rows on and off, and more

For more information about managing lists, see “Working with List Objects,” page 707.

Support for User-Defined XML Structures

Excel now lets you import and export XML data in any schema A new XML Source task pane

lets you map XML elements to list columns on your worksheet

For more information about importing and export XML data, see “Working with XML Files,” page 762.

Introducing The Spreadsheet Assistant™

Included on the companion CD is a nifty set of tools called the Spreadsheet Assistant,

cour-tesy of Macro Systems There are dozens of useful, time-saving features included with the

Spreadsheet Assistant, including many that you probably didn’t even know you needed We

encourage you to install the add-in and check it out as you work through this book The

ver-sion of the Spreadsheet Assistant that is included with this book is a fully functional demo

which is good for 30 days after you install it—time enough to evaluate its usefulness to

you We think you’ll be hooked after just a few days If so, see the Spreadsheet Assistant

Help file for ordering information

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The Spreadsheet Assistant adds a number of commands to existing menus, a new tant menu, and a toolbar, providing quick access to many of Excel’s most useful functions and features that are otherwise buried in dialog boxes The add-in also adds appropriate commands to a number of shortcut menus (Menu commands added by the Spreadsheet Assistant are preceded by a chevron (>>).)

Assis-With the Spreadsheet Assistant, you can create “bookmarks,” save multiple files, paste special and “select special” using menu commands, trim blanks, apply superscript and subscript formats, create hyperlinked multi-sheet indexes, create sheets of statistics about selected workbooks, create sheet-level range names, and do quick calculations off the worksheet, among dozens of additional time-saving functions

To install the Spreadsheet Assistant, refer to the StartCD page on the companion CD and follow the instructions on your screen

If You Missed the Last Upgrade …

Just in case you “leapfrogged” a software upgrade and missed the last big Microsoft Office release, here is a concise list and brief description of features that are essentially new to you, but were actually introduced in the previous release

them smarter, more responsive, and less intrusive than dialog boxes Discussions of task panes appear throughout the book, including “Recovering from Crashes” on page

15, “Creating and Opening Workbooks” on page 29, “Using Template Files to Store Formatting” on page 249, “More AutoShapes” on page 294, and “Using Clip Art and Other Media” on page 310

the time the problem occurred and make them available when you restart Excel See

“Recovering from Crashes” on page 15

new Office-wide crash recovery feature more effective See “Using AutoRecover” on page 16

it, offering a powerful recovery feature and a little extra peace of mind See “Recovering Corrupted Files” on page 45

allow-ing you to resize them by draggallow-ing the resize handle in the lower right corner of the log box See “Saving Files” on page 34 and “Opening Files” on page 41

option See “Searching for Files” on page 46