Operate A Spreadsheet Application Advanced

Function/ Argument Function :( in Excel) - is a built-in calculation that performs a mathematical operation. Argument - is the reference behind the function.

Function/ Argument This screen demonstrates the use of built-in Auto sum function to calculate cost of textbooks. In this example, the formula is SUM (D2-D5) where SUM is the function and (D2:D5) is the argument.

RELATIVE VS ABSOLUTE CELL ADDRESSING Excel accepts cell references that are either absolute and relative ranges. Absolute ranges have a $ character before the column portion of the reference and/or the row portion of the reference . e.g. =$A$1 The $ character indicates to Excel that it should not increment the column and/or row reference as you fill a range with a formula or as you copy a range.

ENTER APPROPRIATE FORMULAE The formula that you use in your workbook will be dependent on the desired outcome. Mathematical formulae may include: Average Subtraction Addition Multiplication Division

STANDARD ERROR MESSAGES When you enter a function containing an error, Microsoft Excel will prompt you with a message telling you that it found an error in your function.

STANDARD ERROR MESSAGES

CUSTOMISE SPREADSHEET ENVIRONMENT PAGE PROPERTIES Excel provides several options for adjusting your page layout. You would make your determination on the basis of your requirements or needs. Here are some examples: Page Breaks To set page breaks within the worksheet, select the row you want to appear just below the page break by clicking the row's label. Then choose Insert/Page Break from the menu bar. You may need to click the double down arrow at the bottom of the menu list to view this option.

CUSTOMISE SPREADSHEET ENVIRONMENT Page Setup Select File/Page Setup from the menu bar to format the page, set margins, and add headers and footers. Page Orientation Select the Orientation under the Page tab in the Page Setup window to make the page Landscape or Portrait. The size of the worksheet on the page can also be formatted under Scaling. To force a worksheet to print only one page wide so all the columns appear on the same page, select Fit to 1 page wide.

MODIFY TOOLBAR Customize Toolbars Customizing toolbars allows you to delete certain shortcut buttons from a toolbar if you do not use them, and add the shortcut buttons for commands you use often. 1. Select View/Toolbars/Customize and select the Commands tab 2. By clicking on the command categories in the Categories box, the commands will change in the Commands box to the right. 3. Select the command you would like to add to the toolbar by selecting it from the Commands box. 4. Drag the command with the mouse to the desired location on the toolbar and release the mouse button. The shortcut button should now appear on the toolbar.

FORMATTING TOOLS Microsoft Excel provides you with the formatting tools required within the spreadsheet and/or individual cells. Cells can be formatted for: • Numbers • Text alignment • Font • Cell border • Cell shading patterns • Protection

Validation Validation - Verification that something is correct or conforms to a certain standard. In data collection or data entry, it is the process of ensuring that the data that are entered fall within the accepted boundaries of the application collecting the data.

Validation You can identify, set, edit and test basic and conditional cell validation. To validate a cell you would do the following – from the menu bar: Select Data/Validation/Data Validation/Setting tab

Validation Select the cells to which you want to apply the Data Validation then select Data Validation from the menu. Click the Settings tab and complete the dialog box.

CREATE MESSAGE BOXES OR ERROR MESSAGES Message boxes and error messages are created to guide the user about the type of data to be entered. The following steps demonstrate the creation of a message box: 1. Select Data/Validation/Data Validation/Input Message 2 Ensure that the option box with the “show input message when cell is selected” is checked. Enter /Title/Type input message/OK

CREATE MESSAGE BOXES OR ERROR MESSAGES The following steps demonstrate the creation of Error Alert: 1. Select Data/Validation/Data Validation 2. Select Error Alert tab 3. Ensure that the option box with the “show input message when the cell is selected” is checked 4. Enter the Title e.g. Number 5. Type the user “input message” 6. Click OK

CREATE MESSAGE BOXES OR ERROR MESSAGES Select one of the three options. The option you select determines what occurs when incorrect data is entered into the cell Stop The user is blocked from entering any data in the cell except for the data required. Warning: The user is warned that the data being entered is incorrect, and is asked if he or she wishes to proceed with the entry. Information: The incorrect data is entered into the cell but the user is notified that it is incorrect.

HEADER/FOOTER Add preset headers and footers to the page by clicking the drop-down menus under the Header/Footer tab. To modify a preset header or footer, or to make your own, click the Custom Header and Custom Footer buttons. A new window will open allowing you to enter text in the left, center, or right on the page.

HEADER/FOOTER Format Text - Click this button after highlighting the text to change the font, size, and style. Page Number - Insert the page number of each page. Total Number of Pages - Use this feature along with the page number to create strings such as "page 1 of 15". Date - Add the current date. Time - Add the current time. File Name - Add the name of the workbook file. Tab Name - Add the name of the worksheet's tab. Sheet Check Gridlines if you want the gridlines dividing the cells to be printed on the page. If the worksheet is several pages long and only the first page includes titles for the columns, select Rows to repeat at top to choose a title row that will be printed at the top of each page. See example on next page

HEADER/FOOTER

SAVE AND FORMAT SHEET FOR WEB SITE Before you save or publish data on a Web page, save your workbook as an .xls file extension so that you have a version you can modify if you want to change your Web page afterwards. You can post your worksheet on a Web page so that others can interact with the data or view the data only. There are two basic steps to save your document in Web Page format. 1. Click the worksheet you want to put on a Web page. 2. On the File menu, click Save as Web Page.

SORT AND LOOKUP RECORDS To sort by multiple columns, follow these steps: 1. Highlight the cells, rows, or columns that will be sorted. 2. Select Data/Sort from the menu bar. 3. From the Sort dialog box, select the first column for sorting from the Sort By drop-down menu and choose either ascending or descending. 4. Select the second column and, if necessary, the third sort column from the Then By drop-down menus.

SORT AND LOOKUP RECORDS 5. If the cells you highlighted included the text headings in the first row, mark My list has...Header row and the first row will remain at the top of the worksheet. 6. Click the Options button for special non-alphabetic or numeric sorts such as months of the year and days of the week. 7. Click OK to execute the sort. See example on next slide

SORT AND LOOKUP RECORDS

LOOKUP LOOKUP returns a value either from a one-row or one-column range or from an array. Array - is a range of cells that contains text, numbers, or logical values that you want to compare The LOOKUP function has two syntax forms: vector and array. The vector form of LOOKUP looks in a one-row or one-column range (known as a vector) for a value and returns a value from the same position in a second one-row or one-column range.

LOOKUP The array form of LOOKUP looks in the first row or column of an array for the specified value and returns a value from the same position in the last row or column.

LOOKUP VLOOKUP function is a handy to look up a value in one place and insert it in another SYNTAX: =VLookup( Lookup_Value, Table_array, Col_index_num, [Approx or Exact])

VLOOKUP Lookup Value The value being looked-up. This can be a value, a cell reference, or text. Table Range Table that contains the look-up values. (VLOOKUP always looks in the leftmost column of the table for the matching value). Table_Range can be an absolute cell reference or a named range Column_Number The column containing the value to be returned. This is the number of columns to the right in Table_Range. The result will be in this column at the same row where the lookup value was found.

VLOOKUP Approx or Exact Match [OPTIONAL] If FALSE, an exact match must be found. If TRUE or blank, the closest match (less than the lookup_value) is selected. Data must be in order if FALSE is selected.

VLOOKUP Important! The values must be placed in ascending order: ...,-2, -1, 0, 1, 2, ..., A-Z, FALSE, TRUE; otherwise, LOOKUP may not give the correct value. Uppercase and lowercase text is equivalent.

CREATE NESTED FUNCTIONS Nested Function - a function that is used as an argument of another function. Nesting level limits - A formula can contain up to seven levels of nested functions

Please work on exercises in booklet The End!!!!! Please work on exercises in booklet