Exploring Microsoft Excel 2002 Chapter 6 Chapter 6 A Financial Forecast: Workgroups, Auditing, and Templates By Robert T. Grauer Maryann Barber Exploring Microsoft Excel

Exploring Microsoft Excel 2002 Chapter 6 2 Objectives (1 of 2)  Develop spreadsheet model for financial forecast  Explain how the Scenario Manager facilitates the decision-making process  Differentiate between precedent and dependent cells  Use the Formula Auditing toolbar  Track editing changes  Use cell comments

Exploring Microsoft Excel 2002 Chapter 6 3 Objectives (2 of 2)  Explain how workgroup functions enable collaborative work  Resolve conflicts between users  Describe the use of data validation  Use conditional formatting  Explain how template facilitates the creation of a new spreadsheet  Create a template

Exploring Microsoft Excel 2002 Chapter 6 4 Overview  Financial and budget planning are common business applications  Scenario Manager allows you to specify multiple sets of assumptions and see the results at a glance  Spreadsheet is a decision making tool accuracy is crucial  Use the Formula Auditing toolbar to ensure accuracy  Share workbook among multiple users

Exploring Microsoft Excel 2002 Chapter 6 5 Creating A Financial Forecast  Enter row and column heading  Enter initial conditions and assumptions  Develop the formulas for the first year  Develop the formulas for second year and assumed rates of change Use both relative and absolute cell references What should change when you copy? What should remain the same when you copy?  Copy the formulas for year two to the remaining years  Format the spreadsheet and print

Exploring Microsoft Excel 2002 Chapter 6 6 A Financial Forecast

Exploring Microsoft Excel 2002 Chapter 6 7 Forecast with formulas displayed

Exploring Microsoft Excel 2002 Chapter 6 8 Advanced Formatting Techniques  Rotate text Rotate text and use merge and center to give headings a vertical orientation  Indent text Visually divides worksheet into main headings and subheadings  Use conditional formatting Apply different formats to cells based on their values  Create and apply your own styles

Exploring Microsoft Excel 2002 Chapter 6 9 Scenario Manager  Specify multiple sets of assumptions (different scenarios) For example, optimistic, pessimistic, and likely  Scenario summary allows you to view different scenarios easily.

Exploring Microsoft Excel 2002 Chapter 6 10 Scenario Manager Dialog Box  Scenario Manager dialog box lists scenarios  Selecting a Scenario, then clicking Show will change the cells on the worksheet to reflect the scenario

Exploring Microsoft Excel 2002 Chapter 6 11 Pessimistic Scenario

Exploring Microsoft Excel 2002 Chapter 6 12 Scenario Summary  Shows the results in a selected cell of all scenarios, side-by-side

Exploring Microsoft Excel 2002 Chapter 6 13 Hands-On Exercise 1 (1 of 2)  Objectives: to develop a spreadsheet for a financial forecast; to use conditional formatting and other advanced formatting techniques Enter the formulas for year one Enter the formulas for year two Copy the formulas to the remaining years Create a style Rotate and indent text Conditional formatting

Exploring Microsoft Excel 2002 Chapter 6 14 Hands-on Exercise 1 (2 of 2) Complete the formatting The Insert Name command Create the scenarios View the scenarios The Scenario Summary

Exploring Microsoft Excel 2002 Chapter 6 15 Workgroups and sharing files  Workgroups make it easier to share Excel files among a group of users  Use Reviewing toolbar to track changes made by others  Allows for changes to be monitored  Comments can help other users  Can be shared on the Web or on an Intranet

Exploring Microsoft Excel 2002 Chapter 6 16 Auditing the Worksheet  Formula Auditing toolbar shows graphical relationships built into formulas  Identifies precedents and dependents Precedents are the cells referenced by the formula Dependents identify the formulas that reference a cell

Exploring Microsoft Excel 2002 Chapter 6 17 Data Validation  Data Validation command restricts values to be accepted in a cell  Data validation is useful in shared workbooks  Garbage In Garbage Out (GIGO) the spreadsheet is only as good as the data that goes into it. Data validation keeps garbage out in the first place

Exploring Microsoft Excel 2002 Chapter 6 18 Data Validation command

Exploring Microsoft Excel 2002 Chapter 6 19 The Workbook Trace dependents Trace precedents

Exploring Microsoft Excel 2002 Chapter 6 20 Hands-On Exercise 2  Objectives: to illustrate the tools on the Formula Auditing toolbar; to identify precedent and dependent cells; to use comments Display the Formula Auditing and Reviewing Toolbars Highlight Changes Trace Dependents Trace Precedents Accept of Reject Changes (Resolve Conflicts) Insert a Comment Data Validation

Exploring Microsoft Excel 2002 Chapter 6 21 Templates  A special type of workbook used as the basis for other workbooks  Most templates are protected User can only change certain cells, such as the assumptions or initial conditions Cells with formulas are protected  Use a two-step process Unlock cells that are subject to change Protect the worksheet  Save the file as a template Templates are stored in the Templates folder

Exploring Microsoft Excel 2002 Chapter 6 22 Hands-On Exercise 3  Objectives: to unlock cells in a worksheet then protect the worksheet; to create a template and then create a workbook from that template Clear the assumption area Protect the worksheet Test the template Save the template Open the template

Exploring Microsoft Excel 2002 Chapter 6 23 Summary (1 of 2)  Spreadsheet used as a decision making tool  Use Scenario Manager to test spreadsheet with different sets of assumptions  Use a style to set formatting  Apply conditional formatting  Use the Formula Auditing toolbar

Exploring Microsoft Excel 2002 Chapter 6 24 Summary (2 of 2)  Build a shared workbook to be edited by multiple users  Use the Data Validation command to restrict data that can be entered into the cells  Build a template to create other workbooks  Protect the worksheet