How to link to values in another Excel 2010 worksheet or workbook

In Excel 2010 or 2007, if you want data from one worksheet to be linked to, or shown in another worksheet then follow these steps:

1. In the sheet you want to link to (source) select the cell where the value is stored.

2. Right click and select Copy.

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3. In your main sheet (target), select the cell where the value is to be displayed and right click on it.

4. In the displayed context menu, under Paste Options, click on Paste Link (the last icon to the right).

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5. The value in the source sheet will now be reflected in the target sheet. Notice the link to sheet1 in the formula bar.

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6. Every time the source sheet is updated, the target sheet will also be updated with the new values.

7. The same procedure can be applied to link to data in another workbook.

 

How to import a text file into Excel 2010

To import a text file into Excel 2007 or Excel 2010 follow these steps:

1. Click on the Data tab.

2. In the Get External Data group, select From Text.

3. The Import Text File window will open.

4. Select the file you want to import into Excel.

5. The Text Import Wizard will start with Step 1 of 3 as shown below. Here you specify the format of your file. It could be Tab delimited, comma delimited (CSV) or Fixed width, etc.

6. After selecting the file type click Next to advance to Text Import Wizard  Step 2 of 3. Here you specify the delimiter that separates your columns, whether it is a Tab, a “,” or any other character.  You also specify the Text Qualifier. Text columns are usually put between quotes to differentiate them from numeric columns.

7. After selecting the delimiter and text qualifier, click Next to advance to Text Import Wizard  Step 3 of 3. Here you specify the data format for each individual column. In many cases “General” will be OK, but in others you have to be more specific like for “Date” columns for example. Here you also have the option to skip some columns from being imported into Excel.

8. When done with this step click Finish. The Import Data window will be shown. Specify whether to import your data into the current worksheet or a new one. You also specify the address of the first cell (the default is current cell).

9. Click OK to get your data into Excel.

How to import Access table into Excel 2007

  1. Open a new workbook, or an existing one and select a worksheet.
  2. On the Data tab, Get External Data group click From Access.
  3. The Select Data Source window will open. Select the Access database file and click Open.
  4. The Select Table window will open. Select the table you want to import and click OK.
  5. The Import Data window will open. Specify how you want to view the data and whether you want it in the existing worksheet or a new one. Click OK.
  6. Here is how your data will look like in Excel:

How to summarize data using a pivot table in Excel 2007

Pivot table is a feature of Excel that takes a long list of data, summarizes it into a shorter list that is more easy to analyze and assimilate.

The best way to explain how to create a pivot table in Excel 2007 is by using an example.

Below is a list of products, salesmen and total sales for a product / salesman.

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To create a pivot table to summarize the total sales by product, you perform the following steps:

  1. Prepare your data table and make sure you have columns headings.
  2. Select the data range or simply click on a cell within the range.
  3. In the Insert tab click Pivot Table. The window Create Pivot Table will open.
  4. XL7Pivot2

  5. Make sure that Table/Range points to your correct range then click OK.
  6. Now you will get a rectangular area to the left that represents the pivot table, and a field list to the right.
  7. XL7Pivot3

  8. In the Pivot Table Field List to the right select Product and Total Sales. The pivot table that summarizes total sales by product will be created as follows:
  9. XL7Pivot4

  10. If you select Salesman instead of Product, this is what you get: a pivot table that summarizes total sales by salesman.
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  12. You can plot a chart from the pivot table as shown below.

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Hide rows based on cell value in Excel 2007

To hide rows based on cell value in Excel 2007 follow these steps:

  1. Prepare your data including a header row.
  2. In the Home tab, Editing group, click Sort and Filter then select Filter from the menu.
  3. Your data will now look like this:

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In this example we want to hide rows where the sales are greater than or equal to 2000. I.e. we will only show rows where the sales are less than 2000.

  1. Click on the filter arrow next to Sales.
  2. Point to Number Filters and select Less Than.
  3. XL7HideRows2

  4. The Custom AutoFilter window will open.
  5. XL7HideRows3

  6. Enter 2000 in the Combo box to the right and click OK.
  7. Now all rows with values greater than or equal to 2000 will be hidden. Here is the final result:

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Note:

If your data is text then you will see Text Filters instead of Number Filters in the menu.

Paste data as a picture (image) in Excel 2007

To copy data and then paste it as a picture (image) follow these steps:

  1. Select the range you want to copy.
  2. In the Home tab, Clipboard group, click Copy.
  3. Select a cell in the range where you want to paste the picture.
  4. In the Home tab, Clipboard group, click on the arrow below the Paste icon, point to As Picture and click Paste Picture Link.

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Data validation in Excel 2007 – Date range

If you want to validate a cell to restrict data entry to a date range then follow these steps:

  1. Select the cell you want to validate.
  2. On the Data tab, in the Data Tools group, click Data Validation.
  3. xl7validation

  4. The Data Validation dialog box will open.
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  6. In the Data Validation dialog box, click the Settings tab.
  7. Click on the Allow box then select Date from the drop-down list.
  8. Click the Data box and then select an option from the drop down list e.g. “Between” , “Greater than”, …etc.
  9. In the Start Date box enter a valid date compatible with your regional settings for the date.
  10. In the End Date box enter a valid date compatible with your regional settings for the date (this box is not applicable for some options).
  11. You can enter a formula that returns a date for Start Date or End Date, for example “=Today()+7”.

Notes:

  1. To specify how you want to handle blank (null) values, select or clear the Ignore blank check box.
  2. If your allowed values are based on a cell range that has a defined name and there is a blank cell anywhere in that range, selecting the Ignore blank check box allows any value to be entered in the validated cell. This is also true for any cells that are referenced by validation formulas: if any referenced cell is blank, selecting the Ignore blank check box allows any value to be entered in the validated cell.

More Validation options:

  1. Display an input message when the cell is clicked.
    1. Click the Input Message tab.
    2. Select Show input message when cell is selected check box.
    3. Fill in the Title and text for the Input message.
  2. Display an error message when wrong data is entered.
    1. Click the Error Alert tab.
    2. Select Show error alert after invalid data is entered check box.
    3. Fill in the Title and text for the Error message.
    4. Select one of the following options for the Style box:
      1. Information: Display an information message. Does not prevent entry of invalid data.
      2. Warning: Display a warning message. Does not prevent entry of invalid data.
      3. Stop : Prevent entry of invalid data.

Tip

If you change the validation settings for a cell, you can automatically apply your changes to all other cells that have the same settings. To do so

  1. Open the Data Validation dialog box.
  2. Click the Settings tab.
  3. Select the Apply these changes to all other cells with the same settings check box.

Average values based on a given criteria in Excel 2007

To average a range of values that meet a given criteria or condition, you use the AVERAGEIF function.

Syntax

AVERAGEIF(range,criteria,average_range)

Range : The group of cells to be evaluated for criteria.

Criteria: is the criteria in the form of a number, expression, cell reference, or text that defines which cells are averaged.

Average_range: is the actual set of cells to be averaged. If omitted, range is used.

Example:

In the example below we want to average the total sales for a particular salesman (Jim). So our range is B2:B13 and our criteria is “Jim”. The range to be averaged is C2:C13. The formula will be:

=AVERAGEIF(B2:B13;”Jim”;C2:C13)

The result is 1005, i.e. (2300 + 1100 + 200 + 420) / 4

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Notes:

1. Cells in range that contain TRUE or FALSE are ignored.

2. If a cell in average_range is an empty cell, AVERAGEIF ignores it.

3. If range is a blank or text value, AVERAGEIF returns the #DIV0! error value.

4. If a cell in criteria is empty, AVERAGEIF treats it as a 0 value.

5. If no cells in the range meet the criteria, AVERAGEIF returns the #DIV/0! error value.

6. You can use the wildcard characters, question mark (?) and asterisk (*), in criteria. In the previous example if you use “J*” in criteria then both “Jim” and “John” will be included in the average.

How to delete duplicate rows from a range in Excel 2007

1. Select the range from which you want to delete duplicate rows.

2. In the Data tab, Data Tools group click Remove Duplicates.

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3. The Remove Duplicates window will open.

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4. Specify whether your columns have headers or not.

5. Select the column(s) from which you want to remove duplicates then click OK.

6. The rows with duplicate data will be deleted and you will get a message like the one below.

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Note:

The rows with duplicate data will be deleted permanently. So make sure you backup your data before performing this task.

Sort data by multiple columns in Excel 2007

To sort a data range by multiple columns, or keys, follow these steps:

1. Select the data range you want to sort.
2. On the Home tab, Editing group click on Sort & Filter.

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3. Select Custom Sort.

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4. The Sort window will open, with 3 combo boxes (drop-down) labeled Column, Sort On and Order respectively.

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5. At first you will see one row of “Sort by” drop-downs.

a. In the Column drop-down specify the column name to use as your key.
b. In the Sort On drop-down specify whether to sort on cell value, cell color, font color or cell icon.
c. In the Order drop-down specify whether to sort on ascending, descending or based on a custom list.

6. To add another sort level (another column) click the Add Level button. A new row of drop-downs will be added in the sort window. Repeat the process until you are done.

7. Click OK.