Microsoft Excel

Microsoft Excel

A typical blank Microsoft Excel 2010 spreadsheet running on Windows 7.
Developer(s)	Microsoft
Stable release	2010 (14.0.4760.1000) / June 15, 2010
Operating system	Microsoft Windows
Type	Spreadsheet
License	Proprietary
Website	Microsoft Excel Windows

Microsoft Excel (Mac OS X)

Microsoft Excel: Mac 2008 spreadsheet running on Mac OS X 10.5.
Developer(s)	Microsoft
Stable release	2008 SP2 (12.2.3 Build 091001) / November 10, 2009; 14 months ago (2009-11-10)
Operating system	Mac OS X
Type	Spreadsheet
License	Proprietary
Website	Microsoft Excel: Mac 2008

Microsoft Excel (full name Microsoft Office Excel) is a spreadsheet application written and distributed by Microsoft for Microsoft Windows and Mac OS X. It features calculation, graphing tools, pivot tables and a macro programming language called VBA (Visual Basic for Applications). It has been a very widely applied spreadsheet for these platforms, especially since version 5 in 1993. Excel forms part of Microsoft Office. The current versions are Microsoft Office Excel 2010 for Windows and 2008 for Mac.

Basic operation

Microsoft Excel has the basic features of all spreadsheets,^[1] using a grid of cells arranged in numbered rows and letter-named columns to organize data manipulations like arithmetic operations. It has a battery of supplied functions to answer statistical, engineering and financial needs. In addition, it can display data as line graphs, histograms and charts, and with a very limited three-dimensional graphical display. It allows sectioning of data to view its dependencies on various factors from different perspectives (using pivot tables and the scenario manager^[2]). And it has a programming aspect, Visual Basic for Applications, allowing the user to employ a wide variety of numerical methods, for example, for solving differential equations of mathematical physics,^[3][4] and then reporting the results back to the spreadsheet. Finally, it has a variety of interactive features allowing user interfaces that can completely hide the spreadsheet from the user, so the spreadsheet presents itself as a so-called application, or decision support system (DSS), via a custom-designed user interface, for example, a stock analyzer,^[5] or in general, as a design tool that asks the user questions and provides answers and reports.^[6][7][8] In a more elaborate realization, an Excel application automatically can poll external databases and measuring instruments using an update schedule,^[9] analyze the results, make a Word report or Power Point slide show, and e-mail these presentations on a regular basis to a list of participants.

VBA programming

Use of a user-defined function sq(x) in Microsoft Excel. The named variables x & y are identified in the Name Manager. The function sq is introduced using the Visual Basic editor supplied with Excel.

Subroutine in Excel calculates the square of named column variable x read from the spreadsheet, and writes it into the named column variable y.

The Windows version of Excel supports programming through Microsoft's Visual Basic for Applications (VBA), which is a subset of Visual Basic. Programming with VBA allows spreadsheet manipulation that is impossible with standard spreadsheet techniques. Programmers may write code directly using the Visual Basic Editor (VBE) accessed using the Visual Basic icon on the Developer Tab. Clicking that icon opens a window to the Visual Basic editing environment, which includes a window for writing code and a sophisticated debugging and code module organization environment. The user can implement virtually any numerical method in VBA^[10] and guide the calculation using any desired intermediate results reported back to the spreadsheet.

In the Mac version, VBA support has been discontinued as of Excel 2008 as the developers did not deem a timely release would allow porting the VBA engine natively to the Mac OS X. However, later: “The Mac BU also announced it is bringing VBA-language support back to the next version of Office for Mac.” Lack of VBA support is a major emasculation of this software.

The most common and easiest way to generate VBA code is by using the Macro Recorder.^[11] The Macro Recorder records the mouse and keyboard actions of the user and generates VBA code that is then contained within a macro. These actions can then be repeated automatically by running the macro. The macros can also be linked to different trigger types like keyboard shortcuts, a command button or a graphic. The actions in the macro can be executed from these trigger types or from the generic toolbar options. The VBA code of the macro can also be edited in the VBE. Certain features such as loop functions and screen prompts by their own properties, and some graphical display items, cannot be recorded, but must be entered into the VBA module directly by the programmer. Macros can be activated using a button using the form menu, and advanced users can employ user prompts to create an interactive program.

VBA code interacts with the spreadsheet through the Object Model,^[12] a vocabulary identifying spreadsheet objects, and a set of supplied functions or methods that enable reading and writing to the spreadsheet and interaction with its users (for example, through custom toolbars or command bars and message boxes). User-created VBA subroutines execute these actions and operate like macros generated using the macro recorder, but are more flexible and efficient.

Charts

Graph made using Microsoft Excel

Like some other spreadsheet applications, Microsoft Excel supports charts, graphs or histograms generated from specified groups of cells. The generated graphic component either can be embedded within the current sheet, or added as a separate object.

These displays are dynamically updated if cells change content, making a useful design tool. For example, suppose that the important design requirements are displayed visually; then, in response to a user's change in trial values for parameters, the curves describing the design change shape, and their points of intersection shift, assisting the selection of the best design.

Using other Microsoft applications

Applications like Microsoft Access and Microsoft Word can "talk" to each other and to Excel, and made to use each others' capabilities. One can create a letter template using Microsoft Word and insert keywords that correspond to different sets of data in Microsoft Excel. These keywords, marked in red, will be replaced by different words or numbers entered into an Excel spreadsheet. These letter forms can be used to create multiple letters dealing with the same type of information, but changed depending on the specific recipient. Student grade reports, public information letters, and "Junk Mail" are all created in this type of way.^{[13][14][15][16]}

Using external data

Excel users can access external data sources via Microsoft Office features such as (for example) .odc connections built with the Office Data Connection file format. These are static snapshots of data, and require either manual or programmatic intervention to update. Excel files themselves may be updated using a Microsoft supplied ODBC driver.

Excel can accept data in real time through several programming interfaces, which allow it to communicate with many data sources such as Bloomberg and Reuters.

• DDE : Dynamic Data Exchange. Uses the message passing mechanism in Windows to allow data to flow between Excel and other applications. Although it is easy for users to create such links, programming such links reliably is so difficult that Microsoft, the creators of the system, officially refer to it as "the protocol from hell".^[17] In spite of its many issues DDE remains the most common way for data to reach traders in financial markets.

• Network DDE Extended the protocol to allow spreadsheets on different computers to exchange data. Given the view above, it is not surprising that in Vista, Microsoft no longer supports the facility.^[18]

• Real Time Data : RTD although in many ways technically superior to DDE, has been slow to gain acceptance, since it requires non trivial programming skills, and when first released was inadequately documented, and initially was not supported by the major data vendors.^[19][20]

Alternatively, Microsoft Query provides ODBC-based browsing within Microsoft Excel.^[21][22][23]

Quirks

A major complaint is finding relevant assistance from the associated help system. Contributing to this issue is the Excel 2007 menu system, which adapts to the users' history of use. That adaptivity means that there may be no unique, or perhaps even straightforward, way to explain how to do a particular task.

Other errors specific to Excel include misleading statistics functions, mod function errors, date limitations and the Excel 2007 display error.^[24]

Statistical functions

The accuracy and convenience of statistical tools in Excel has been criticized,^{[25][26][27][28][29]} as mishandling missing data, as returning incorrect values due to inept handling of round-off and large numbers, as only selectively updating calculations on a spreadsheet when some cell values are changed, and as having a limited set of statistical tools. Microsoft has announced some of these issues are addressed in Excel 2010.^[30]

Graphing

The menus related to graphs and graph formatting have been changed completely in Excel 2007. Some common activities in using graphs are rather less transparent than previously. For example, to add a curve to a graph, one can right click on the graph and choose "select data" from the drop-down menu, or use the "chart tools/design" tab. However, when there are other drop-down menus open, this drop-down menu just doesn't show up and the "select data" option is grayed out (unavailable) from the tool bar. That facet of the menu system must be "discovered" by the user. These quirks and other nontransparent features contribute to a long learning curve, and to annoyance if one returns to Excel after an absence long enough to forget these little "tricks" of the menu system.

Excel MOD function error

Excel has issues with modulo operations. In the case of excessively large results, Excel will return the error warning #NUM! instead of an answer.^[31][32]

Date problems

Excel incorrectly treats 1900 as a leap year.^[33][34] The bug originated from Lotus 1-2-3, and was purposely implemented in Excel for the purpose of backward compatibility.^[35] This legacy has later been carried over into Office Open XML file format.^[36] Excel also supports the second date format based on year 1904 epoch. The Excel DATE() function causes problems with a year value prior to 1900.^[37]

Filenames

Microsoft Excel will not open two documents with the same name and instead will display the following error:

A document with the name '%s' is already open. You cannot open two documents with the same name, even if the documents are in different folders. To open the second document, either close the document that is currently open, or rename one of the documents.^[38]

The reason is for calculation ambiguity with linked cells. If you had a cell ='[Book1.xlsx]Sheet1'!$G$33 and you had two books named "Book1" open, there's no way to tell which one you mean.^[39]

Accuracy

Excel maintains 15 figures in its numbers, but they are not always accurate: the bottom line should be the same as the top line.

Despite the use of fifteen-figure precision, Excel can display many more figures (up to thirty) upon user request. But the displayed figures are not those actually used in its computations, and so, for example, the difference of two numbers may differ from the difference of their displayed values. Although such departures are usually beyond the 15th decimal, exceptions do occur, especially for very large or very small numbers. Serious errors can occur if decisions are made based upon automated comparisons of numbers (for example, using the Excel If function), as equality of two numbers can be unpredictable.

In the figure the fraction 1/900 is displayed in Excel. Although this number has a decimal representation that is an infinite string of ones, Excel displays only the leading 15 figures. In the second line, the number one is added to the fraction, and again Excel displays only 15 figures. In the third line, one is subtracted from the sum using Excel. Because the sum in the second line has only eleven 1's after the decimal, the difference when ‘1’ is subtracted from this displayed value is three 0's followed by a string of eleven 1's. However, the difference reported by Excel in the third line is three 0's followed by a string of thirteen 1's and two extra erroneous digits. Thus, the numbers Excel calculates with to obtain the third line are not the numbers that it displays in the first two lines. Moreover, the error in Excel's answer is not just round-off error.

Excel works with a modified 1985 version of the IEEE 754 specification.^[40] Excel's implementation involves an amalgam of truncations and conversions between binary and decimal representations, leading to accuracy that sometimes is better than one would expect from simple fifteen digit precision, and sometimes much worse. See the main article for details.

Besides accuracy in user computations, the question of accuracy in Excel-provided functions may be raised. Particularly in the arena of statistical functions, Excel has been criticized for sacrificing accuracy for speed of calculation.^[41][42]

As many calculations in Excel are executed using VBA, an additional issue is the accuracy of VBA, which varies with variable type and user-requested precision.^[43]

History

Excel 2.0

Microsoft originally marketed a spreadsheet program called Multiplan in 1982. Multiplan became very popular on CP/M systems, but on MS-DOS systems it lost popularity to Lotus 1-2-3. Microsoft released the first version of Excel for the Mac in 1985, and the first Windows version (numbered 2.05 to line up with the Mac and bundled with a run-time Windows environment) in November 1987. Lotus was slow to bring 1-2-3 to Windows and by 1988 Excel had started to outsell 1-2-3 and helped Microsoft achieve the position of leading PC software developer. This accomplishment, dethroning the king of the software world, solidified Microsoft as a valid competitor and showed its future of developing GUI software. Microsoft pushed its advantage with regular new releases, every two years or so.

Early in 1993 Excel became the target of a trademark lawsuit by another company already selling a software package named "Excel" in the finance industry. As the result of the dispute Microsoft had to refer to the program as "Microsoft Excel" in all of its formal press releases and legal documents. However, over time this practice has been ignored, and Microsoft cleared up the issue permanently when they purchased the trademark of the other program. Microsoft also encouraged the use of the letters XL as shorthand for the program; while this is no longer common, the program's icon on Windows still consists of a stylized combination of the two letters, and the file extension of the default Excel format is .xls.

Excel offers many user interface tweaks over the earliest electronic spreadsheets; however, the essence remains the same as in the original spreadsheet software, VisiCalc: the program displays cells organized in rows and columns, and each cell may contain data or a formula, with relative or absolute references to other cells.

Excel became the first spreadsheet to allow the user to define the appearance of spreadsheets (fonts, character attributes and cell appearance). It also introduced intelligent cell recomputation, where only cells dependent on the cell being modified are updated (previous spreadsheet programs recomputed everything all the time or waited for a specific user command). Excel has extensive graphing capabilities, and enables users to perform mail merge.

Since 1993 Excel has included Visual Basic for Applications (VBA), a programming language based on Visual Basic which adds the ability to automate tasks in Excel and to provide user-defined functions (UDF) for use in worksheets. VBA is a powerful addition to the application which, in later versions, includes a fully featured integrated development environment (IDE). Macro recording can produce VBA code replicating user actions, thus allowing simple automation of regular tasks. VBA allows the creation of forms and in-worksheet controls to communicate with the user. The language supports use (but not creation) of ActiveX (COM) DLL's; later versions add support for class modules allowing the use of basic object-oriented programming techniques.

The automation functionality provided by VBA made Excel a target for macro viruses. This caused serious problems until antivirus products began to detect these viruses. Microsoft belatedly took steps to prevent the misuse by adding the ability to disable macros completely, to enable macros when opening a workbook or to trust all macros signed using a trusted certificate.

Excel 5.0

Versions 5.0 to 9.0 of Excel contain various Easter eggs, although since version 10 Microsoft has taken measures to eliminate such undocumented features from their products.^[44]

Excel 2000

For many users, one of the most obvious changes introduced with Excel 2000 (and the rest of the Office 2000 suite) involved a clipboard that could hold multiple objects at once. In another noticeable change the Office Assistant, whose frequent unsolicited appearance in Excel 97 had annoyed many users, became less intrusive.

Excel 2007

A tabulation of "what's new" in Excel 2007 is found in Dodge and Stinson.^[45] The most obvious change is a completely revamped menu system, which means a user must abandon most habits acquired from previous versions. On-line help frequently cannot locate a feature you use, so a handbook with a good index can be invaluable. Some practical advantages of the new system, which actually make the update worthwhile, are greatly improved management of named variables through the Name Manager, and much improved flexibility in formatting graphs, which now allow (x, y) coordinate labeling and lines of arbitrary weight. The number of rows is now 1,048,576 and columns is 16,384. Several improvements to pivot tables were introduced. New file extensions are used, including .xlsm for a workbook with macros and .xlsx for a workbook without macros.

Excel 2010

The changes in Excel 2010 are listed here.

Versions

Microsoft Windows

• 1987 Excel 2.0 for Windows
• 1990 Excel 3.0
• 1992 Excel 4.0
• 1993 Excel 5.0 (Office 4.2 & 4.3, also a 32-bit version for Windows NT only on the PowerPC, Alpha, and MIPS architectures)
• 1995 Excel for Windows 95 (version 7.0) - included in Office 95
• 1997 Excel 97 - included in Office 97 (for x86 and Alpha). This version of Excel includes a flight simulator as an Easter Egg.
• 1999 Excel 2000 (version 9.0) included in Office 2000
• 2001 Excel 2002 (version 10) included in Office XP
• 2003 Excel 2003 (version 11) included in Office 2003
• 2007 Excel 2007 (version 12) included in Office 2007
• 2010 Excel 2010 (version 14) included in Office 2010
• Note: No MS-DOS version of Excel 1.0 for Windows ever existed: the Windows version originated at the time the Mac version was up to 2.0.
• Note: There is no Excel 6.0, because the Windows 95 version was launched with Word 7. All the Office 95 & Office 4.X products have OLE 2 capacity — moving data automatically from various programs — and Excel 7 would show that it was contemporary with Word 7.

Apple Macintosh

• 1985 Excel 1.0
• 1988 Excel 1.5
• 1989 Excel 2.2
• 1990 Excel 3.0
• 1992 Excel 4.0
• 1993 Excel 5.0 (Office 4.X—Motorola 68000 version and first PowerPC version)
• 1998 Excel 8.0 (Office '98)
• 2000 Excel 9.0 (Office 2001)
• 2001 Excel 10.0 (Office v. X)
• 2004 Excel 11.0 (part of Office 2004 for Mac)
• 2008 Excel 12.0 (part of Office 2008 for Mac)
• 2010 Excel 14.0 (part of Office 2011 for Mac)

OS/2

• 1989 Excel 2.2
• 1990 Excel 2.3
• 1991 Excel 3.0

Versions of Excel up to 7.0 had a limitation in the size of their data sets of 16K (2^14=16384) rows. Versions 8.0 through 11.0 could handle 65K (2^16=65536) rows and 256 columns (2^8 as label 'IV'). Version 12.0 can handle 1M (2^20=1048576) rows, and 16384 (2^14 as label 'XFD') columns.^[46]

File formats

Microsoft Excel up until 2007 version used a proprietary binary file format called Binary Interchange File Format (BIFF) as its primary format.^[48] Excel 2007 uses Office Open XML as its primary file format, an XML-based format that followed after a previous XML-based format called "XML Spreadsheet" ("XMLSS"), first introduced in Excel 2002.^[49]

Although supporting and encouraging the use of new XML-based formats as replacements, Excel 2007 remained backwards-compatible with the traditional, binary formats. In addition, most versions of Microsoft Excel can read CSV, DBF, SYLK, DIF, and other legacy formats. Support for some older file formats were removed in Excel 2007 ^[50]. The file formats were mainly from DOS based programs.

Binary

OpenOffice.org has created documentation of the Excel format.^[51] Since then Microsoft made the Excel binary format specification available to freely download.^[52]

XML Spreadsheet

The XML Spreadsheet format introduced in Excel 2002^[49] is a simple, XML based format missing some more advanced features like storage of VBA macros. Though intended file extensions for this format used by Excel is .xml, the program also correctly handles XML files with .xls extension. This feature is widely used by third-party applications (e.g. MySQL Query Browser) to offer "export to Excel" capabilities without implementing binary file format. The following example will be correctly opened by Excel if saved either as Book1.xml or Book1.xls:

<?xml version="1.0"?>
<Workbook xmlns="urn:schemas-microsoft-com:office:spreadsheet"
 xmlns:o="urn:schemas-microsoft-com:office:office"
 xmlns:x="urn:schemas-microsoft-com:office:excel"
 xmlns:ss="urn:schemas-microsoft-com:office:spreadsheet"
 xmlns:html="http://www.w3.org/TR/REC-html40">
 <Worksheet ss:Name="Sheet1">
  <Table ss:ExpandedColumnCount="2" ss:ExpandedRowCount="2" x:FullColumns="1"
   x:FullRows="1">
   <Row>
    <Cell><Data ss:Type="String">Name</Data></Cell>
    <Cell><Data ss:Type="String">Example</Data></Cell>
   </Row>
   <Row>
    <Cell><Data ss:Type="String">Value</Data></Cell>
    <Cell><Data ss:Type="Number">123</Data></Cell>
   </Row>
  </Table>
 </Worksheet>
</Workbook>

Standard file-extensions

Office Open XML

Microsoft Excel 2007, along with the other products in the Microsoft Office 2007 suite, introduced new file-formats. The first of these (.xlsx) is defined in the Office Open XML (OOXML) specification.

The new Excel 2007 formats are:

Excel 2010 continues with these new formats.

Export and migration of spreadsheets

Programmers have produced APIs to open Excel spreadsheets in a variety of applications and environments other than Microsoft Excel. These include opening excel documents on the web using either ActiveX controls, or plugins like the Adobe Flash Player. The Apache POI opensource project provides Java libraries for reading and writing excel spreadsheet files. Attempts have also been made to be able to copy excel spreadsheets to web applications using comma-separated values. ExcelPackage is another open-source project that provides server-side generation of Microsoft Excel 2007 spreadsheets.

See also

• Comparison of spreadsheets
• List of spreadsheets
• Visual Basic for Applications
• Excel Viewer
• Spreadmart

References

General references

• Stephen Bullen, Rob Bovey and John Green (2009). Professional Excel development: The definitive guide to developing applications using Microsoft Excel and VBA (2nd ed.). Addison Wesley. ISBN 0321508793. http://books.google.com/?id=VnegO0pMYlIC&printsec=frontcove. 
• Mark Dodge, Craig Stinson (2007). Microsoft Office Excel 2007 inside out. Microsoft Press. ISBN 073562321X. http://www.amazon.com/Microsoft-Office-Excel-2007-Inside/dp/073562321X. 

External links

• Microsoft Excel official site
• Office 2010 product guide
• Interactive translation from Excel 2003 menus to 2007