Exploring Office Grauer and Barber 1 Committed to Shaping the Next Generation of IT Experts. Chapter 2 – Gaining Proficiency: The Web and Business Applications Robert Grauer and Maryann Barber Exploring Microsoft Excel 2003

Exploring Office Grauer and Barber 2 Objectives Gain proficiency in using relative and absolute references Explain the importance of isolating the assumptions in a worksheet Use the fill handle to copy a range of cells Use pointing to enter a formula

Exploring Office Grauer and Barber 3 Objectives (continued) Insert a hyperlink into an Excel worksheet Save a worksheet as a Web page and then view the page in a Web browser Import data from a web query into a workbook; refresh the query to obtain current information Describe the Today() function and its use in date arithmetic

Exploring Office Grauer and Barber 4 Cell Referencing Absolute reference: remains constant throughout a copy operation  Specified with a dollar sign before the column and row, i.e. $B$4 Relative reference: adjusts during a copy operation  Specified without dollar signs, i.e. B4

Exploring Office Grauer and Barber 5 Absolute and Relative Cell References Use relative cell references for each employees gross pay Use absolute cell references for withholding rate and FICA rate

Exploring Office Grauer and Barber 6 Isolate Assumptions Base your formulas on cell references, not values The cells containing the values (assumptions) should be clearly labeled and set apart Change the assumptions in the worksheet and see the effects instantly  Also minimizes the chance for error: you change the assumptions in one place

Exploring Office Grauer and Barber 7 Example of Isolated Assumptions Assumptions are isolated and clearly labeled

Exploring Office Grauer and Barber 8 Alternate Payroll Example Demo -- use of Assumptions

Exploring Office Grauer and Barber 9 Assumptions: Gross Pay = Regular Pay + Overtime Pay Regular Pay = Regular Hours * Rate Overtime Pay = Overtime Hrs. * Rate * Overtime Rate Overtime Rate is an Assumption Other Assumptions:  Deduction per Dependent  Social Security Tax (FICA)  Income Tax rate

Exploring Office Grauer and Barber 10 DEMO OF PAYROLL Using Chapter 2, Practice 1 Alternate Payroll

Exploring Office Grauer and Barber 11 Using Excel Pointing Method Enter cell addresses in formulas and functions by pointing  Use the mouse to select the cell(s)  More accurate than typing cell references Use the fill handle to copy  Select the cell(s) and drag to copy to a destination range Insert comments

Exploring Office Grauer and Barber 12 Pointing Use the mouse to select the cells to be included in the formula Notice the color coding between the borders around the selected cells and the formula in the formula bar

Exploring Office Grauer and Barber 13 Using the Fill Handle Select cells E2:H2. Dragging the fill handle will copy all four cells to lower rows. Border around selected area. Release the mouse and formulas are copied

Exploring Office Grauer and Barber 14 Inserting Comments Comments provide explanation for values and/or descriptions of formulas

Exploring Office Grauer and Barber 15 Hands-on Exercise 1 Title of Exercise: Payroll Objective: Develop a spreadsheet for a simplified payroll to illustrate relative and absolute references. Use pointing to enter formulas and the fill handle to copy formulas.  Input file: Payroll  Output file: Payroll Solution

Exploring Office Grauer and Barber 16 Excel and the Internet Insert a hyperlink into a worksheet  Hyperlink: a reference to another document Save a workbook as a Web page  A “web page” is another name for an HTML document Download information from the Web through a Web query

Exploring Office Grauer and Barber 17 A Web Page Page is viewed through a Web browser Clicking the hyperlink will take you to the designated Web site

Exploring Office Grauer and Barber 18 Inserting a Hyperlink Select the cell that will contain the hyperlink If the cell is blank, type the hyperlink text in the Text to Display box Enter the Web address (URL) of the site you wish to open

Exploring Office Grauer and Barber 19 The Save As Web Page Command Enter the name for your Web page By default, the Single File Web Page format is selected.

Exploring Office Grauer and Barber 20 Some Internet Terms HTML (HyperText Markup Language): a standard language for creating Web pages Round trip HTML: allows you to edit a web page in the application that created it  An Excel document can be saved as a Web page, then edited in Excel. Single File Web Page: all elements of a Web page are saved as a single file.

Exploring Office Grauer and Barber 21 Round-Trip HTML Edit with Microsoft Excel button lets you start Excel and edit the worksheet

Exploring Office Grauer and Barber 22 Selecting a Non-Contiguous Range Drag through cells to select destination range Hold the Ctrl key, then select additional cells

Exploring Office Grauer and Barber 23 Conditional Formatting Use this dialog to set criteria, in this case <0 Select cells to apply conditional formatting Click Format button to open Format Cells dialog

Exploring Office Grauer and Barber 24 Hands-on Exercise 2 Title of Exercise: Creating a Web Page Objective: To insert a hyperlink into an Excel workbook; to save a workbook as an HTML document, then subsequently edit the Web page  Input File: Statement of Earnings  Output File: Statement of Earnings Solution

Exploring Office Grauer and Barber 25 End of Session 1 Chapter 2

Exploring Office Grauer and Barber 26 Web Queries Allows Excel to retrieve information from the Web  Requires an active Internet connection Created with the Import External Data command Can be updated anytime with the Refresh command

Exploring Office Grauer and Barber 27 Web Queries Results of the query are displayed here. Clicking a hyperlink takes you to that company’s Web site Stock ticker symbols of the companies in the portfolio Formulas in cells refer to the values in the Web query

Exploring Office Grauer and Barber 28 Creating a Web Query Enter cells containing the criteria for your web query, in this case, A5:A10

Exploring Office Grauer and Barber 29 Refreshing the Query Context-sensitive menu appears when you right- click in the query area Refresh External Data command retrieves the latest data from the Web External Data toolbar

Exploring Office Grauer and Barber 30 Date Arithmetic Excel stores all dates as integers  Serial numbers, beginning with January 1, 1900  The difference between dates is determined by subtracting one number from another Today() function always returns the current computer date

Exploring Office Grauer and Barber 31 Hands-on Exercise 3 Title of Exercise: Web Queries Objective: Include a Web query into a worksheet to retrieve current stock prices from the Internet. Use the Today() function to illustrate the use of data arithmetic  Input file: Stock Portfolio  Output file: Stock Portfolio Solution

Exploring Office Grauer and Barber 32 Summary Absolute, mixed, and relative references Isolate your assumptions from the rest of the worksheet Enter cell references into formulas by pointing to them with the mouse Use the fill handle to copy a formula to adjacent cells The Insert Comment command creates the equivalent of a screen tip

Exploring Office Grauer and Barber 33 Summary (continued) Insert hyperlinks into Excel worksheets Save workbooks or worksheets as Web pages The Single File Web Page format stores all of the elements of a web page as a single file. Use Web queries to retrieve information from the Web Dates stored as serial integers Today() function always returns the current date

Exploring Office Grauer and Barber 34 End-of-chapter Exercises Lab Assignments Page 378 #1. (Use Figure 2.7 on page 378 as a guide) Use the Chapter 2 Practice 1 workbook from your data disk. Print both the computed values and the cell formulas. Page 382 #5. (Use Figure 2.11 on page 382 s a guide) Use the Chapter 2 Practice 5 workbook from your data disk. Print both the computed values and the cell formulas. Page 384 #7. (Use Figure 2.13 on page 384 as a guide) Use the Chapter 2 Practice 7 workbook from your data disk. Print both the computed values and the cell formulas.

Exploring Office Grauer and Barber 35 Questions?