Microsoft EXCEL Basics

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Presentation transcript:

Microsoft EXCEL Basics Lesson 12 Working With Tables Sorting Tabular Data - 2 Copy - 4 Paste - 5 Sorting - 7 Tables With Formula Calculation - 11 Table Formula - 12 Copy/Paste Formula - 14 Tables With Formula (Fixed Component) - 22 Copy/Paste Formula (Fixed Component) - 28 Harland E. Hodges, Ph.D., College of Charleston, School of Business, Office 306 JC Long

Sorting Tabular Data Lets assume that you are the book keeper for a company with 5 employees. The employees listed below are not in alphabetical order. Place them in alphabetical order by last name. Note: When sorting an original set of data it is always a good idea to maintain the original data integrity.

First, create a table like this First, create a table like this. Use the color codes, and borders to make a readable presentation.

Hilight the data, right click, left click Copy

Click cell H3, right click, left click Paste

We have now created an exact copy of the table.

Create the informational label Sorted Table and hilight the data you want to sort.

Data, Sort

Select Last, Ascending, OK

We have now created a sorted version of the original table We have now created a sorted version of the original table. Save this as F04-Company Employees Verify that the last, first and wage are correct in the Sorted Table.

Tables With Formula Calculations The Company employees turn in their hours worked for each week. You need to calculate the Company Gross Payroll. You recognize that an additional column can be added to the table for hours worked and the Gross Pay for each person can be calculated with a simple formula (hours worked times wage rate). Assume no one works over 40 hours per week and each person has a different wage rate. You also realize that the Total Gross Payroll is the sum of each individual Gross Pay.

We first create the table above. We now need to enter the formula We first create the table above. We now need to enter the formula. First, we know the formula for Gross Pay = Wage * Hours Worked Therefore, we can calculate John Doe’s Gross Pay = D5*E5

Type =D5*E5 in cell F5. What do you think you are going to get when you press Enter?

Were you correct? Now, we can type the formula for each person in the appropriate cell or we have two options for a quicker way to propagate (copy/paste) a formula to other cells.

Method 1: Right click cell F5, left click Copy

Method 1 (continued): Hilight cells F6:F9, right click, left click Paste

Method 2:. Place your mouse pointer over the + sign in the Method 2: Place your mouse pointer over the + sign in the right corner of cell F5, hold left mouse button down

Method 2 (continued): Drag to cell F9

The result of either method results is the above. Note: cell F6 contains =D6*E6 Excel automatically creates an equivalent reference to the paste cells from the copy cells

A quick way to add cells F5+F6+F7+F8+F9 is to use the Excel built in function SUM. Type =sum(F5:F9) in cell F10, Enter

We have now created a Gross Payroll Calculation Table for the Company employees who have different salary. Note: Excel automatically converts sum to SUM in cell F10 Save this as F05-Company Gross Pay

Tables With Fixed Component The Company employees turn in their hours worked for each week. You need to calculate the Company Gross Payroll. You recognize that an additional column can be added to the table for hours worked and the Gross Pay for each person can be calculated with a simple formula (hours worked times wage rate). Assume no one works over 40 hours per week and each person has the same wage rate of 7.50. You also realize that the Total Gross Payroll is the sum of each individual Gross Pay.

We first create the table above. We now need to enter the formula We first create the table above. We now need to enter the formula. First, we know the formula for Gross Pay = Wage * Hours Worked Therefore, we can calculate John Doe’s Gross Pay = D6*D2

Type =D6*D2 in cell F6. What do you think you are going to get when you press Enter?

Use previously discussed Method 2 to copy the formula from cell E6 to E7:E10. Note: Something does not look right!

The formula in E7 =D7*D3. This is not correct because we wanted to be =D7*D2. Note: Since Excel automatically creates an equivalent reference to the paste cells from the copy cells it did not work. In the case we are copying a cell formula which contains a fixed component (cell D2) we must do something different.

We must let Excel know that we do not want cell D2 to change in the pasted formula. To do this requires that we put $ signs in front of the cell letter and cell number. Edit cell E6 and change the formula to =D7*$D$2.

Again, use previously discussed Method 2 to copy the new formula from cell E6 to E7:E10. Note: This looks better! Verify the calculation for cell E7 (30.0*7.50).

Complete the Total Pay calculation. We have now created a Gross Payroll Calculation Table for the Company employees who have the same salary. Save this as F06-Company Gross Pay (Same Salary)