Microsoft Excel 2003 Illustrated Complete And Editing Worksheets Building

2Building and Editing Worksheets  Plan and design a worksheet  Edit cell entries  Enter formulas  Create complex formulas  Introduce Excel functions Objectives

3Building and Editing Worksheets Objectives  Use Excel functions  Copy and move cell entries  Understand relative and absolute cell references  Copy formulas with relative cell references  Copy formulas with absolute cell references

4Building and Editing Worksheets Planning and Designing a Worksheet  When planning and designing a worksheet, it is important to: –Determine the purpose of the worksheet –Determine the desired result –Collect all necessary information –Determine the calculations or formulas necessary to achieve the results –Sketch how you want the worksheet to look

5Building and Editing Worksheets Planning and Designing a Worksheet (cont.) Sample worksheet

6Building and Editing Worksheets Editing Cell Entries  To edit a cell: –Select the cell, then click the formula bar or press [F2] to change to Edit mode A blinking line called the insertion point appears in the formula barA blinking line called the insertion point appears in the formula bar –Edit data The mode indicator on the status bar tells whether Excel is in Edit modeThe mode indicator on the status bar tells whether Excel is in Edit mode

7Building and Editing Worksheets Editing Cell Entries (cont.) Insertion point Edit mode indicator Pointer used for editing

8Building and Editing Worksheets Editing Cell Entries (cont.)  Recovering a lost workbook file –Due to Excel or some other program freeze or a power failure –Document Recovery task pane opens the next time you open Excel Displays original and recovered versions of the Excel fileDisplays original and recovered versions of the Excel file Open and review any version of the fileOpen and review any version of the file Save the file version you wantSave the file version you want

9Building and Editing Worksheets Entering Formulas  A formula is used to perform numeric calculations –Adding, subtracting, multiplying, etc. –Formulas usually start with an equal sign (=), called the formula prefix followed by cell addresses or range names Using a cell address or range name is called cell referencingUsing a cell address or range name is called cell referencing When the value in a cell is changed, any formula containing that cell reference will be automatically recalculatedWhen the value in a cell is changed, any formula containing that cell reference will be automatically recalculated

10Building and Editing Worksheets Entering Formulas (cont.)  Click the cell where you want to enter the calculation –Enter the calculation by typing the cell addresses or by pointing Use the mouse to point to cellsUse the mouse to point to cells Formula in cell Formula in formula bar Moving border

11Building and Editing Worksheets Entering Formulas (cont.) Common arithmetic operators

12Building and Editing Worksheets Creating Complex Formulas  A complex formula is an equation that uses more than one type of arithmetic operator –A formula that uses both addition and multiplication –Arithmetic operators separate tasks in order of precedence

13Building and Editing Worksheets Creating Complex Formulas (cont.) Formula calculates a 20% increase over the value of cell B8 Formula in formula bar

14Building and Editing Worksheets Creating Complex Formulas (cont.)  Order of precedence in Excel formulas –Excel performs calculations in a certain order based on these rules: Operations inside parentheses are calculated firstOperations inside parentheses are calculated first Exponents are calculated nextExponents are calculated next Multiplication and division are calculated next (from left to right)Multiplication and division are calculated next (from left to right) Addition and subtraction are calculated next (from left to right)Addition and subtraction are calculated next (from left to right)

15Building and Editing Worksheets Introducing Excel Functions  A function is a predefined formula that makes it easy to perform a complex calculation –Begin with the formula prefix (=) –Type functions or use the Insert Function button –Can be used by itself or within a formula

16Building and Editing Worksheets Introducing Excel Functions (cont.)  The AutoSum button enters the most frequently used function: SUM –By default, AutoSum adds the values in cells above the cell pointer –If there are one or fewer values above the cell pointer, AutoSum adds values to its left  Excel uses the information within parentheses, the argument, to calculate the function result

17Building and Editing Worksheets Introducing Excel Functions (cont.) Insert Function button SUM Function Result of SUM Function AutoSum button

18Building and Editing Worksheets Using Excel Functions Frequently used functions  Using the MIN and MAX functions –MIN calculates the smallest value in a range –MAX calculates the largest value in a range

19Building and Editing Worksheets Using Excel Functions (cont.) Click to use mouse to define an argument

20Building and Editing Worksheets Copying and Moving Cell Entries  Use the Cut, Copy, and Paste buttons or the drag-and-drop feature –Copy or move data within a worksheet or between worksheets –The Office Clipboard temporarily stores information that you copy or cut Holds up to 24 itemsHolds up to 24 items Has its own task pane that displays all stored itemsHas its own task pane that displays all stored items

21Building and Editing Worksheets Copying and Moving Cell Entries (cont.)  Copying and pasting a range of information –Select the top-left cell of the range where you want to paste the information  The drag-and-drop technique is useful for copying cell contents –An outline of the cell appears when you move the pointer

22Building and Editing Worksheets Copying and Moving Cell Entries (cont.) Copy button Paste button Copied cell Outline of copied cell Drag-and-drop pointer

23Building and Editing Worksheets Understanding Relative and Absolute Cell References  Use relative references when cell relationships don’t change –Excel normally records the relationship of cell references to the cell containing the formula and not the cell references Calculations are performed based on cell relationshipCalculations are performed based on cell relationship –The formula results are calculated the same way even if the cell is moved Called relative cell referencingCalled relative cell referencing

24Building and Editing Worksheets Understanding Relative and Absolute Cell References (cont.) Formula contains relative cell references Cells contain relative cell references

25Building and Editing Worksheets Understanding Relative and Absolute Cell References (cont.)  Use absolute cell references when one relationship changes –Excel retrieves formula information from a specific cell which doesn’t change even if the formula is copied to another location Called absolute cell referenceCalled absolute cell reference Created by placing a dollar sign ($) before both the column letter and the row number for the cell’s addressCreated by placing a dollar sign ($) before both the column letter and the row number for the cell’s address

26Building and Editing Worksheets Understanding Relative and Absolute Cell References (cont.) Relative cell reference Absolute cell reference Cell referenced in absolute formulas

27Building and Editing Worksheets Understanding Relative and Absolute Cell References (cont.)  Using a mixed reference –A mixed cell reference combines both relative and absolute cell referencing When you copy a formula, you may want to change the row reference but keep the column referenceWhen you copy a formula, you may want to change the row reference but keep the column reference –Created using the [F4] function key

28Building and Editing Worksheets Understanding Relative and Absolute Cell References (cont.)  Print worksheet formulas –View formulas rather than cell contents Click Tools on the menu bar, click Options, click the View tab, select the Formulas check box, then click OKClick Tools on the menu bar, click Options, click the View tab, select the Formulas check box, then click OK –Print the worksheet

29Building and Editing Worksheets Copying Formulas with Relative Cell References  Reuse formulas you’ve created –Use Copy and Paste commands or the Fill Right technique to copy formulas Use the AutoFill feature to copy labels, formulas, or valuesUse the AutoFill feature to copy labels, formulas, or values –Copy a formula to a new cell Excel substitutes new cell references so that the relationship of the cells to the formula remain unchanged in the formula’s new locationExcel substitutes new cell references so that the relationship of the cells to the formula remain unchanged in the formula’s new location

30Building and Editing Worksheets Copying Formulas with Relative Cell References (cont.) Copied formula cell references Copied cell Copied formula result Paste options button

31Building and Editing Worksheets Copying Formulas with Relative Cell References (cont.)  Filling cells with sequential text or values –Months of the year; days of the week; or text plus a number (Quarter 1, Quarter 2, etc.) –Drag the fill handle to extend an existing sequence

32Building and Editing Worksheets Copying Formulas with Absolute Cell References  A cell reference in a copied formula always refers to a particular cell address –Press [F2] for the range finder to outline the equation’s arguments in blue and green Absolute cell reference in formula

33Building and Editing Worksheets Summary  Create simple and complex formulas  Edit cell contents  Use functions  Copy and move entries  Understand cell referencing