Excel 2007: an overview of the radical changes.The truth is, you will eventually have to use Excel '07 or some later derivative. When you do, the question, "why fix something that isn't broken?" will come to mind. With Excel '03, everything is just as I want it I have all my personal toolbars set the way I like them, and I know how to get to anything I want to use. Now, I have to rethink re·think tr. & intr.v. re·thought , re·think·ing, re·thinks To reconsider (something) or to involve oneself in reconsideration. re and relearn Verb 1. relearn - learn something again, as after having forgotten or neglected it; "After the accident, he could not walk for months and had to relearn how to walk down stairs" everything. What a hasslel Are the new features worth it? This article aims to help you decide. I downloaded the trial version of Excel '07 in January. Since then, I have led a few seminars on the topic. A vast majority of the participants admitted they weren't using '07, and in fact, many were still using a very old '97 version. One person who had tried Excel '07 was quick to add "I went back to using the older version because I couldn't figure out how to open up a file." That exemplifies the radical changes that are inherent in the '07 version of Excel when an experienced user can't do something as basic as opening a file. However, there are several new features that may make the pain worthwhile. What you have with Excel '03 Excel has been gradually improving since it first started dominating the spreadsheet market in the early 1990s. There are many useful features and functions in Excel '03 that are not found in earlier versions of Excel. Some of the more recent ones are: * Crash recovery and AutoRecover -- lifesavers for sure. * Error Checking -- I found the red triangles Red triangle could refer to:
* Finding and Replacing -- I use this function all the time. * The Formula Watch Window -- A nice feature I use occasionally. * Inserting Symbols -- Makes for some interesting visuals. * PivotTable Data Reference -- A very useful function (GETPIV-OTDATA) that writes itself when you reference a cell inside a PivotTable from outside the PivotTable. However, all along the basic method for creating, controlling and correcting a spreadsheet has always been through the use of menu commands or toolbar A row or column of on-screen buttons used to activate functions in the application. Many toolbars are customizable, letting you add and delete buttons as required. Toolbars may be fixed in position or may float, which means they can be dragged to a more convenient location in the buttons, until now. The blue ribbon blue ribbon denotes highest honor. [Western Folklore: Brewer Dictionary, 127] See : Prize prize One of the most major changes with Excel '07 is the use of menu "ribbons" rather than drop down lists or toolbar buttons. [ILLUSTRATION OMITTED] There are three parts to the ribbon: 1. TABS -- This is the main selection criteria similar to the menu items in previous versions of Excel. 2. GROUPS -- These contain the buttons related to individual tabs. These are the same buttons that are on the various toolbars in previous versions of Excel. 3. COMMANDS -- Click on the down arrow on the right side of the command button to go to a dialog box A movable window that is displayed on screen in response to the user selecting a menu option. It provides the current status and available options for a particular feature in the program. with more options. [ILLUSTRATION OMITTED] Click on the circular office button in the upper left-hand side left-hand side n → izquierda left-hand side left n → linke Seite f left-hand side n → lato or of the ribbon to get started. This functions like the "File" menu in Excel '03. Here you will find the commands for opening, saving and printing as well as a list of recent documents that have been used. Notice the Excel Options button on the bottom of this drop down. This is where many of the Tools>Options workbook work·book n. 1. A booklet containing problems and exercises that a student may work directly on the pages. 2. A manual containing operating instructions, as for an appliance or machine. 3. default features in '03 can be found. Files saved in '07 as Excel workbooks will have a new extension: * .xlsx is the default for '07 workbooks * .xlsm for macro enabled * .xlsb indicates binary format (1) Numbers stored in pure binary form in contrast with BCD form. See binary numbers. (2) Information stored in a binary coded form, such as data, text, images, voice and video. See binary file, binary field and LOB. * .xltx represents template * .xltxm is for macro enabled templates Prior versions of Excel can't open files with '07 extensions. Files can be saved using a .xls extension that can be opened by users with prior versions, but certain features and functions unique to '07 will be lost. The Prepare command will display compatibility issues when saving a file to a prior version. Here the compatibility checker check·er n. 1. a. One, such as an inspector or examiner, that checks. b. One that receives items for temporary safekeeping or for shipment: a baggage checker. 2. found a table format that is not supported in prior versions. It returned a "Minor loss of fidelity" message because all of the source information will still remain intact and the spreadsheet will still function using an earlier version of Excel. A "Significant loss of function" occurs when saving something that cannot be supported in prior versions such as the function SUMIFS. [ILLUSTRATION OMITTED] Also notice there is one custom toolbar available for often used or hard to get buttons. I have populated pop·u·late tr.v. pop·u·lat·ed, pop·u·lat·ing, pop·u·lates 1. To supply with inhabitants, as by colonization; people. 2. my toolbar with some Forms and Control Toolbox See toolkit and toolbar. buttons such as the combo box A combination text box and list box. It normally displays as a single line item, but can be opened into a list by clicking its arrow. and option button, which are not available in the ribbon. The key to greater productivity Excel '07 is the cat's meow if you are keyboard oriented o·ri·ent n. 1. Orient The countries of Asia, especially of eastern Asia. 2. a. The luster characteristic of a pearl of high quality. b. A pearl having exceptional luster. 3. for accessing commands and cursor (1) The symbol used to point to some element on screen. On Windows, Mac and other graphics-based screens, it is also called a "pointer," and it changes shape as it is moved with the mouse into different areas of the application. movement. Simply press ALT (character) alt - /awlt/ 1. The alt modifier key on many keyboards, including the IBM PC. On some keyboards and operating systems, (but not the IBM PC) the alt key sets bit 7 of the character generated. See bucky bits. 2. and labels known as Badges appear showing the Key Tips for everything contained in the tabs and custom toolbar. Press a corresponding letter from the Badge on the tab and Badges appear for the buttons in the tab groups. [ILLUSTRATION OMITTED] Press "H" for the Home tab and the button badges appear. [ILLUSTRATION OMITTED] Alternatively, the arrow keys Arrow keys are buttons on a computer keyboard that move the cursor in a specified direction. They are typically located at the bottom of the keyboard to the side of the numeric keypad, usually arranged in an inverted-T layout but also found in diamond shapes. (up, down, left and right) can be used to navigate the ribbon once the ALT key A keyboard key that is pressed with a letter or digit key to command the computer. For example, in Windows, holding down the Alt key and pressing F displays the File menu if it is a current option on screen. Pressing Alt-Tab toggles between applications. See Flip 3D. has been used. All of the old shortcuts See Win Shortcuts. such as CTRL See control key. ctrl - control C to copy still function the same in '07. Size matters Anyone downloading large blocks of data into Excel to use a database for PivotTables was limited by the size of the spreadsheet. Not anymore. Excel '07 has greatly expanded the spreadsheet size. The following is a comparison of the relative spreadsheet size between '03 and '07. [ILLUSTRATION OMITTED] I personally was hampered by the smaller size in '03. My labor entry for one month averages about 25,000 rows, so I could not download more than two months of labor into Excel. The alternative was to download the activity into Access. The Access tables do not have limits on the number of rows in their tables. Then I could use a PivotTable referencing the source data in Access. Now I can easily download two years worth of labor entries into '07, thereby avoiding the extra steps associated with using Access. Smart as a whip Adj. 1. smart as a whip - having or marked by unusual and impressive intelligence; "some men dislike brainy women"; "a brilliant mind"; "a brilliant solution to the problem" brainy, brilliant art Brand new features in '07 are SmartArt graphics to enhance presentations. These are preformed visual representations that can be used for main points, bulleted bul·let·ed adj. Printing Highlighted or set off with bullets: a bulleted list. lists, timelines, schedules, processes, etc. To demonstrate, take the illustration for size above and add a smart art graphic. Start with the insert tab and click on the SmartArt button. [ILLUSTRATION OMITTED] Once the graphic is selected, the text and other designs and formatting options can be added. [ILLUSTRATION OMITTED] Also note that a new tab appears that pertains only to the graphic that is selected. Special tabs also appear for headers and footers, PivotTables, charts and tables. [ILLUSTRATION OMITTED] The word view Please refer to the original illustration of the ribbon. On the lower right portion of the ribbon are the page layout :For the Wikipedia policy about articles layout, see Wikipedia:Guide to layout. Page layout is the part of graphic design that deals in the arrangement and style treatment of elements (content) on a page. buttons. Click on the Page Layout to get a view similar to Word. This view allows the user to work in the spreadsheet and still see exactly how the printed version will look. It also allows easy access to add or edit headers and footers. [ILLUSTRATION OMITTED] Heads up to header and footer In a document or report, common text that appears at the bottom of every page. It usually contains the page number. upgrades There are some significant changes to headers and footers in Excel '07. First a different header or no header can be used for the first page with a different header for all subsequent pages, or there can be separate headers for even and odd sheets. Also, colored text can be used for headers. Anything that applies to headers also applies to footers. [ILLUSTRATION OMITTED] The design tab appears when using the header or footer section of the spreadsheet. Go to the home tab to use fonts and colors. [ILLUSTRATION OMITTED] Charting now ground The graphics for charts have been improved and enhanced. There are many more designs and patterns available, and presentations using Excel charts will soon be the rage in board rooms, corporate conferences and magazine articles. Following is my small contribution for this article. [ILLUSTRATION OMITTED] Here is one that has been downloaded from Microsoft templates. [ILLUSTRATION OMITTED] There are three special tabs associated with charts: Design, Layout and Format. [ILLUSTRATION OMITTED] Compare all choices in the three ribbons above to the '03 chart toolbar shown below. [ILLUSTRATION OMITTED] The availability of new and enhanced graphics such as gradients, bevels, shadows, 3-D, rotations, WordArt, etc. allows for exponentially ex·po·nen·tial adj. 1. Of or relating to an exponent. 2. Mathematics a. Containing, involving, or expressed as an exponent. b. greater views and options when it comes to charting, and the ribbons do make it easier to apply these options. Set the table Convert any data range into a table by placing the cursor inside the range. Then go to the Insert tab and click on Table. [ILLUSTRATION OMITTED] Notice that the rows are banded, filters have been activated on the column headings, and a column heading "Column1" has been added to cell A1, which was previously blank. Go to cell G2, which is currently outside the table. Enter a formula to total headcounts for all locations in columns D through F, and the formula will automatically copy to the bottom of the table. Also, a new heading "Column2" will be in cell G1. The header and formulas will be incorporated into the table including formats, filters, etc. A table can be used as a source for a PivotTable, and any changes to the size of the table such as a total column or additional rows of data will be automatically updated in the PivotTable source range (the refresh (1) To continuously charge a device that cannot hold its content. CRTs must be refreshed, because the phosphors hold their glow for only a few milliseconds. Dynamic RAM chips require refreshing to maintain their charged bit patterns. See vertical scan frequency and redraw. button still has to activate to update the output). To convert back to a regular range, click inside the table. Then in the Designs tab click on "Convert to Range" over the Tools command. [ILLUSTRATION OMITTED] Also, over the Tools command is a new button "Remove Duplicates." If the Remove Duplicates button was applied to the table above using Column1 as a target, row 8 with the text LABORATORY would remain, but row 9 with the same text would be deleted as would all subsequent rows with the text LABORATORY in Column1. The "Remove Duplicates" command can be applied to any normal range as well. It is also found in the Data tab over the Data Tools command Going in style Excel '07 contains sets of proforma styles for tables, PivotTables, charts and even ordinary cells. Under the Home tab over the Styles command select Cell Styles. [ILLUSTRATION OMITTED] Highlight a range, then place the cursor on one of the formats that appear in the drop down selections. The range will preview the look of the format before it is selected. See the example above for a preview of a table using a table style from the design tab. It is easy to navigate the cursor across various selections until the desired format is found. And if the proforma styles still aren't satisfactory, a custom style can be created by clicking on "New Table Style" at the bottom of the drop down. [ILLUSTRATION OMITTED] All sorts and conditions of Excel Conditional formatting in Excel '03 was merely placing a condition on a cell value or formula with limited formatting options including text or cell color, bold and italic. Once more, Excel '07 has added a multitude of graphic options. Buttons have been added for color scales and icons that actually graph the values of the individual cells relative to a range. See samples below. Formulas can also be used as a condition by clicking on "New Rule." Conditional formatting is found under the Home tab over the Styles command. [ILLUSTRATION OMITTED] [ILLUSTRATION OMITTED] Loose ends This article has not by any means covered all of the enhancements and changes that have been incorporated into Excel '07. I have not touched on the enhancements for Data Connections or PivotTables, which deserve an entire article (if not a book) unto un·to prep. 1. To. 2. Until: a fast unto death. 3. By: a place unto itself, quite unlike its surroundings. themselves. Many of the wizards that were used in '03 are gone and have been replaced by commands and buttons in the ribbons that are generally quicker and easier than the wizards. Other items of interest include: * Sort by color * Thesaurus and translate to another language * Formula tab that organizes all available functions * Worksheet protection enhancements Are the new features worth it? You need to decide based on your current Excel usage. If presentations or keyboard shortcuts
A keyboard shortcut (or accelerator key, shortcut key, hot key, key binding, keybinding, are important, then you might be more inclined to take the plunge now. Personally, I've been through the exasperation Exasperation See also Frustration, Futility. Carter, Sergeant Marine corps sergeant exasperated by Gomer’s ceaseless stupidity. [TV: “Gomer Pyle, U.S.M.C. of trying to find that command or button that used to be second nature to me in '03. I'm over the curve, but every now and then I come across something that I don't use often, and I struggle to find it. One helpful resource is to click on the question button located on the right side edge of the tabs line and enter a term. Love it or hate it, technology moves on. Hopefully, the information contained in this article will help with your inevitable transition. A free 60-day trial version of the Microsoft Office Microsoft's primary desktop applications for Windows and Mac. Depending on the package, it includes some combination of Word, Excel, PowerPoint, Access and Outlook along with various Internet and other utilities. 2007 suite can still be obtained from microsoft.com. Also, a download is available for Office 2000, Office XP and Office '03 that will allow these versions to use '07 files. Christopher J. Wood, CPA (Computer Press Association, Landing, NJ) An earlier membership organization founded in 1983 that promoted excellence in computer journalism. Its annual awards honored outstanding examples in print, broadcast and electronic media. The CPA disbanded in 2000. is controller for the Muncy Corporation located in Enon, Ohio Enon is a village in Clark County, Ohio, United States. The population was 2,638 at the 2000 census. Enon is the headquarters of the Speedway SuperAmerica gas station chain. The second largest conical Indian burial mound in the state of Ohio is located in Enon. . He also has taught advanced Excel seminars for The Ohio Society of CPAs since 2004. He can be reached via email at cwood15@ohiocpa.net. BY CHRISTOPHER J. WOOD, CPA RELATED ARTICLE: Can't get enough Excel tips? The Ohio Society offers a variety of resources to meet your information needs. Here is just a taste of what is available this fall. * Cleveland Accounting Show -- Sept. 19-20 Author Chris Wood Chris Wood or Christopher Wood may refer to:
* Advanced Excel seminar -- Sept. 11, Oct 24 * Cincinnati CPE (Customer Premises Equipment) Communications equipment that resides on the customer's premises. CPE - Customer Premises Equipment Day, featuring a breakout session on Excel -- Sept. 25 * Technology conference -- Sept. 27-28 Receive helpful tips and advanced techniques, along with the tools and skills necessary to keep up with the ever-increasing pace of changes in technology, as well as a FREE fully-licensed version of Microsoft[R] Office Accounting Professional 2007. * Hot Topic Webinar--An Introduction to Excel 2007 -- Oct. 23 Author Chris Wood will provide an introduction to Excel '07 and answer participant questions. For more information or to register, visit www.ohioscpa.com/cpe or call 888.959.1212. |
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