Exploring Microsoft Excel 2016, Session 5 & 6

This set of exercises mirrors the hands-on exercises throughout this chapter, following the
same steps as the textbook exercises but based on a different scenario. It may be useful for in-
class demonstration.
Dream Home Furniture Store
The Dream Home Furniture Store is divided into four departments: Living
Room, Bedroom, Dining Room, and Home Office. All merchandise is
categorized into one of these four departments for inventory records and
sales. Dream Home employs four sales reps: Curtis Cole, Janice Tracy, Karen
Harmon, and Dylan Schafer. The sales system tracks which sales rep
processed each transaction.
You have been asked to analyze the sales data in order to increase future
profits. You were given the May 2018 data from the sales system in the
form of an Excel workbook. To avoid extraneous data that is not needed in
the analysis, you did not include customer names, accounts, or specific
product numbers. The downloaded file contains transaction numbers,
dates, sales rep names, departments, general merchandise description,
total price, payment type, transaction type, and the total price.
Hands-On Exercise 4: Table Aggregation and Conditional Formatting
You are interested in Curtis Cole’s sales record and the three highest transaction amounts. In
addition, you want to compare the down payment amounts visually. Finally, you will analyze the
amounts owed for sales completed by Curtis.
Steps:

1. Add a Total Row

a. Open e04_script_solution.
b. Select the May Individual worksheet, click any cell inside the table, click the Design tab,
and then click Total Row in the Table Style Options group.
c. Click the DownPay cell in row 109, click the total arrow, and then select Sum.
d. Click the Amount cell in row 109, click the total arrow, and then select Sum.
e. Click the RepLast filter arrow, click the (Select All) check box, click the Cole check box to
select it, and then click OK.
f. Click the Data tab and click Clear in the Sort & Filter group to remove all filters. Save the
workbook.

2. Apply Highlight Cells Rules

a. Select row headings 6 through 108 in the May Individual worksheet. Click the Home tab,
click the Fill Color arrow, and then select No Fill.
b. Select the range C6:C108.
c. Click Conditional Formatting in the Styles group, point to Highlight Cells Rules, and then
select Text that Contains.
d. Type Curtis in the box, click the with arrow, and then select Green Fill with Dark Green
Text. Click OK. Deselect the range and save the workbook.

3. Specify Top/Bottom Rules

a. Select the range I6:I108, the range that contains the amounts.
b. Click Conditional Formatting in the Styles group, point to Top/Bottom Rules, and then
select Top 10 Items.
c. Click the arrow to display 3 and click OK.
d. Scroll through the worksheet to see the top three amounts. Save the workbook.

4. Display Data Bars

a. Select the range J6:J108, which contains the down payment amounts.
 b. Click Conditional Formatting in the Styles group, point to Data Bars, and then select
Orange Data Bar in the Gradient Fill section. Scroll through the list and save the workbook.
5. Use a Formula in Conditional Formatting
a. Select the range F6:F108, which contains the furniture merchandise.
b. Click Conditional Formatting in the Styles group and select New Rule.
c. Select Use a formula to determine which cells to format.
d. Type =AND(C6=″Curtis″,K6>5000) in the Format values where this formula is true box.
e. Click Format to open the Format Cells dialog box.
f. Click the Font tab, and click Bold in the Font style list. Click the Border tab, click the Color
arrow, select Blue, Accent 5, and then click Outline. Click the Fill tab, click Blue, Accent 5
background color (the second color from the right on the first row), and then click OK.
g. Click OK in the New Formatting Rule dialog box and scroll through the list to see which
amounts owed are greater than $5,000 for Curtis only. Save and close the file.

Exploring Microsoft Excel 2016

This set of exercises mirrors the hands-on exercises throughout this chapter, following the
same steps as the textbook exercises but based on a different scenario. It may be useful for in-
class demonstration.

University Press Publishing Company

You are the new assistant to the vice president of the Sciences Division at University
Press Publishing Company. The Sciences Division has multiple disciplines based on
various fields of science. University Press publishes several textbooks in each discipline to
appeal to a vast array of professors and students. You have prepared a worksheet
containing these columns of data for the sciences textbooks:
 Discipline. Textbooks are classified by the overall discipline, such as chemistry.
 Area. Within each discipline, books are further classified by area. For example,
the chemistry discipline is further classified into two areas: (1) introductory and
(2) organic.
 Units Sold Wholesale. This column lists the number of books sold to wholesale
buyers, such as college bookstores.
 Unit Price Wholesale. This column lists the price per book for wholesale buyers.
 Sales: Wholesale. This is the sales amount, resulting from multiplying the Units
Sold Wholesale by the Unit Price Wholesale.
  Units Sold Retail. This column lists the number of books sold to online customers,
such as individual students.
 Unit Price Retail. This column lists the price per book for an online customer.
 Sales: Unit Price. This is the sales amount, resulting from multiplying the Units
Sold Retail by the Unit Price Retail.
 Total Book Sales. This is the total amount of wholesale and retail sales.
You want to analyze sales for all books published by the Sciences Division. You will
organize data by grouping it by discipline and then inserting subtotal rows. You will also
create PivotTables to view various perspectives of aggregated data, including data from
multiple tables. Finally, you will create a PivotChart to show the aggregated data
visually.
Hands-On Exercise 1: Subtotals and Outlines
As an assistant in the Sciences Division, you want to track units sold, unit prices, and gross sales
by two major types of sales: (1) wholesale sales to bookstores and (2) retail sales to individual
customers. The Freeze Panes setting has been applied to keep the column headings in row 4 and
the disciplines and areas in columns A and B visible regardless of where you scroll.
Steps:
1. Subtotal Data Based on the Primary Sort
a. Open e05_script_data and save it as e05_script_solution.
b. Click the Data tab and click Sort in the Sort & Filter group.
c. Click the Sort by arrow and select Discipline in the Sort dialog box.
d. Click Add Level, click the Then by arrow, and then select Area. Click OK.
e. Click Subtotal in the Outline group.
f. Click the Sales: Wholesale check box to select it in the Add subtotal to section.
g. Click the Sales: Retail check box to select it in the Add subtotal to section.
h. Click OK.
i. Scroll to the right to see the subtotals and click cell L10. Save the workbook.
2. Add a Second Subtotal
a. Click Subtotal in the Outline group to open the Subtotal dialog box again.
b. Click the At each change in arrow and select Area.
c. Click the Replace current subtotals check box to deselect it.
d. Click OK and click cell L11. Save the workbook.
3. Collapse and Expand the Subtotals
a. Click the 1 outline symbol in the top-left outline area (to the left of the column headings).
b. Click the 2 outline symbol in the top-left outline area.
c. Click the 3 outline symbol in the top-left outline area.
d. Click the 4 outline symbol in the top-left outline area. Save the workbook.
4. Group and Ungroup Data
a. Click the Group arrow in the Outline group on the Data tab.
b. Select Auto Outline.
c. Click OK.
d. Click the collapse button above column L.
e. Click the expand button above column L.
f. Click the collapse button above column H.
g. Click the collapse button above column K. Save the workbook and close the file.
Hands-On Exercise 2: PivotTable Basics
You want to analyze the sciences book sales by creating a PivotTable. You realize that you can
see the data from different perspectives, allowing you to have a stronger understanding of the
sales by various categories.

Steps:

1. Create a PivotTable
a. Open e05_script_solution.
b. Click the Books Data sheet tab.
c. Click cell A5, click the Insert tab, and then click Recommended PivotTables in the Tables
group.
d. Scroll the thumbnails of recommended PivotTables and click the Sum of Total Book Sales
by Discipline thumbnail. (NOTE: Point to each thumbnail to see the full name.)
e. Click OK. Rename Sheet1 as PivotTable.
f. Click the PivotTable Name box in the PivotTable group on the Analyze tab, type Total
Book Sales, and then press Enter. Save the workbook.

2. Add Fields to Rows and Columns

a. Drag the Edition field to the COLUMNS area in the PivotTable Fields list.
b. Drag the Book Title field after the Area field in the ROWS area of the PivotTable Fields list.
c. Click the Anatomy/Physiology expand button. Save the workbook.

3. Remove and Rearrange Fields

a. Click the Edition arrow in the COLUMNS area.
b. Select Remove Field on the menu.
c. Click the Book Title check box to deselect it in the Choose fields to add to report section of
the PivotTable Fields List.
d. Drag the Copyright field to the COLUMNS area. Save the workbook.
4. Change the Values Field Settings
a. Click cell B5 and click Field Settings in the Active Field group on the Analyze tab.
b. Type Sales by Discipline in the Custom Name box. Leave Sum as the selected calculation
type in the Summarize value field by section.
c. Click Number Format.
d. Click Accounting in the Category list, change the Decimal places value to 0, click OK in the
Format Cells dialog box, and then click OK in the Value Field Settings dialog box.
e. Type Discipline in cell A4 and type Copyright Year in cell B3.
f. Select the range B4:I4 and center the labels horizontally. Save the workbook.

5. Refresh a PivotTable
a. Look at cell I14.
b. Click the Books Data sheet tab.
c. Click cell J1, the cell that contains the current retail price percentage.
d. Type 130 and press Enter. Save the workbook.
e. Click the PivotTable sheet tab.
f. Click the Analyze tab and click Refresh in the Data group.
g. Save the workbook and close the file.
Hands-On Exercise 3: PivotTable Options
The PivotTable has allowed you to review sales data by discipline for each copyright year. You
have also used the PivotTable to compare grand total sales among disciplines and grand totals
by copyright year. Now you want to calculate author royalties from the sales and impose filters
to focus your attention on each analysis. Finally, you will apply a different style to the
PivotTable.

Steps:

1. Set Filters
a. Open e05_script_solution.
b. Make sure the PivotTable worksheet tab is active and drag the Edition field from the
Choose fields to add to report section to the FILTERS area.
c. Click the Edition filter arrow in cell B1 and click the Select Multiple Items check box to
select it.
d. Click the (All) check box to deselect it.
e. Click the 1, 2, and 3 check boxes and click OK.
f. Click the Copyright Year filter arrow in cell B3 and click the (Select all) check box to
deselect it.
g. Click the 2016 and 2017 check boxes, click OK, and save the workbook.

2. Insert and Customize a Slicer

a. Click Insert Slicer in the Filter group on the Analyze tab.
b. Click Discipline and click OK.
c. Press and hold Ctrl as you click Environmental Science in the Discipline slicer.
d. Drag the slicer up and to the right of the PivotTable.
e. Change the Columns value to 2 in the Buttons group on the Options tab. Change the
button Width to 1.5” in the Buttons group.
f. Change the slicer Height to 1.75” in the Size group.
g. Click More in the Slicer Styles group and click Slicer Style Dark 1. Save the workbook.
3. Create a Calculated Field
a. Click within the PivotTable, click the Analyze tab, click Fields, Items, & Sets in the
Calculations group, and then select Calculated Field.
b. Type Author Royalties in the Name box.
c. Scroll down the Fields list, click Total Book Sales, and then click Insert Field.
d. Type *.1 at the end of the Formula box and click OK.
e. Click cell C5, click Field Settings in the Active Field group on the Analyze tab, type
Authors’ Royalties in the Custom Name box in the Value Field Settings dialog box, and then
click OK.
f. Move the slicer below the PivotTable so that the top-left corner is in cell A11.
g. Select cells C5 and E5, click the Home tab, and then click Center and Wrap Text in the
Alignment group. Click Format in the Cells group and select Row Height, type 30, and click
OK. Click Format, select Column Width, type 12, and click OK. Save the workbook.
4. Show Values as Calculations
a. Right-click the PivotTable sheet tab, select Move or Copy, click Books Data in the Before
sheet list, click the Create a copy check box to select it, and then click OK.
b. Do the following to remove filters, slicer, and Authors’ Royalties field:
 Click the Edition filter in cell B1, click the (All) check box to select it, and then click
OK to clear the Edition filter.
 Click the Discipline filter in cell A4 and select Clear Filter From “Discipline”.
 Click the Copyright Year filter in cell B2 and select Clear Filter From “Copyright”.
 Select the slicer and press Delete.
 Click Authors’ Royalties in the VALUES area of the PivotTable Fields List and select
Remove Field.
c. Click within any value in the PivotTable, click the Analyze tab, and then click Field Settings
in the Active Field group.
d. Click the Show Values As tab, click the Show values as arrow, select % of Row Total, and
then click OK.
e. Click the Field Settings in the Active Fields group, click the Show Values As tab within the
dialog box, click the Show values as arrow, select % of Grand Total, and then click OK. Save
the workbook.
5. Change the PivotTable Style
a. Make sure the PivotTable (2) sheet is active. Click a cell within the PivotTable, click the
Design tab, and then click More in the PivotTable Styles group.
b. Click Pivot Style Medium 10 to apply a dark orange style to the PivotTable.
c. Click the Banded Columns check box to select it in the PivotTable Style Options group to
add dark orange vertical lines between the columns. Save and close the file.
Hands-On Exercise 4: Data Modeling and Pivot Charts
You want to convert the data into separate tables to improve the database design. Your new
workbook will contain a Books table, an Editor table, and a Discipline table. The Books table will
use numbers to code the editor assigned to each book and the discipline for each book. You will
build relationships among these tables, create a PivotChart to analyze data by discipline and
editor, and then create a PivotChart for the Physics/Astronomy discipline.
Steps:
1. Create Relationships
a. Open e05_script_data_hoe4 and save it as e05_script_solution_hoe4.
b. Click the Disciplines sheet tab.
c. Click the Editors sheet tab.
d. Click the Books sheet tab and click cell A5.
e. Click the Data tab and click Relationships in the Data Tools group.
f. Click New to open the Create Relationship dialog box and do the following:
 Click the Table arrow and select BOOKS.
 Click the Column (Foreign) arrow and select Discipline Code.
 Click the Related Table arrow and select DISCIPLINE.
 Click the Related Column (Primary) arrow and select Disc Code.
 Click OK.
g. Click New to open the Create Relationship dialog box and do the following:
 Click the Table arrow and select BOOKS.
 Click the Column (Foreign) arrow and select Editor ID.
 Click the Related Table arrow and select EDITOR.
 Click the Related Column (Primary) arrow and select Editor ID.
 Click OK.
h. Click Close and then save the workbook.
2. Create a PivotTable from Related Tables
a. Click within the dataset on the Books sheet, click the Insert tab, and click PivotTable in
the Tables group.
b. Click the Add this data to the Data Model check box to select it and click OK.
c. Click ALL at the top of the PivotTable Fields List.
d. Click BOOKS to display the fields in the BOOKS table, scroll through the fields, and then
click the Total Book Sales check box to select it.
e. Click Field Settings in the Active Field group on the Analyze tab to open the Value Field
Settings dialog box and complete the following steps:
 Click Number Format to open the Number Format dialog box.
 Click Accounting in the Category list.
  Change the Decimal places to 0.
 Click OK in the Format Cells dialog box.
 Click OK in the Value Field Settings dialog box.
f. Click DISCIPLINE in the PivotTable Fields List to display the fields in the DISCIPLINE table
and click the Discipline check box to select it.
g. Scroll down and click EDITOR to display the fields in the EDITOR table, and then click the
Editor Last check box to select it.
h. Double-click the Sheet 1 sheet tab, type PivotTable, and press Enter. Save the workbook.
3. Create a PivotChart
a. Right-click the PivotTable sheet tab, select Move or Copy, click the Create a copy check
box to select it, and click OK.
b. Ensure the PivotTable (2) sheet tab is active, click PivotChart in the Tools group to open
the Insert Chart dialog box, and then click OK.
c. Click the Design tab.
d. Click Change Chart Type in the Type group, click Pie, and click OK. Save the workbook.
4. Modify the PivotChart
a. Click the Discipline arrow within the PivotChart, click the (Select All) check box to
deselect all disciplines, click the Physics/Astronomy check box, and click OK.
b. Click Total in the chart title, type Physics/Astronomy Book Sales, and then press Enter.
c. Click cell B5 in the PivotTable, click the Data tab, and then click Sort Largest to Smallest in
the Sort & Filter group.
d. Click the PivotChart click Chart Elements on the right of the PivotChart, and then click the
Data Labels check box to select it.
e. Double-click a data label to display the Format Data Labels task pane.
f. Click the Value check box to deselect the values and click the Percentage check box to
display percentage data labels. Close the Format Data Labels task pane. Save and close the
file.