McGraw-Hill/Irwin The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Excel 2002 Lab3 Managing and Analyzing a Workbook

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Objectives 1.Spell-check a sheet. 2.Use Paste Function. 3.Use absolute references. 4.Apply styles. 5.Copy, move and name sheets. 6.Use AutoFill. 7.Reference multiple sheets. 8.Zoom the worksheet. 9.Split windows and freeze panes. 10.Use What-If analysis and Goal Seek. 11.Change page orientation. 12.Add custom headers and footers. 13.Print selected sheets.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Concepts 1.Spell Checking - The spell-checking feature locates misspelled words. 2.Absolute References - A cell or range reference in a formula whose location does not change when the formula is copied. 3.Sheet Names - Each sheet in a workbook can be assigned a descriptive name. 4.AutoFill - A feature that makes entering long or complicated headings easier.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Concepts 5.Sheet and 3-D References – A formula containing sheet and 3-D references to cells in different worksheets allows you to use data from other worksheets and to calculate new values based on this data. 6.Split Windows - A sheet window can be split into sections called panes to make it easier to view different parts of the sheet at the same time 7.Freeze Panes - Freezing panes prevents the data in the panes from scrolling as you move to different areas in the worksheet

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Concepts 7.What-If Analysis - A technique used to evaluate the effects of changing selected factors in a worksheet. 8.Goal Seek - A tool that is used to find the value needed in one cell to attain a result you want in another cell.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Outline Correcting Worksheet Errors –Checking Spelling –Correcting Formula Errors –Using Absolute References Working with Sheets –Copying Between Sheets –Renaming Sheets and Coloring Sheet Tabs –Filling a Series –Referencing Multiple Sheets –Deleting and Moving Sheets

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Outline Managing Large Sheets –Zooming the Worksheet –Going to a Specific Cell –Splitting Windows –Freezing Panes –Watching Cells Forecasting Values What-If Analysis Using Goal Seek Changing Values Using a Chart

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin Outline Customizing Print Settings –Changing Page Orientation –Displaying Gridlines and Centering on Page –Adding Custom Headers and Footers –Printing Selected Sheets Lab Review

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin CORRECTING WORKSHEET ERRORS Text entries Formula entries

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin Spelling checker –Misspelled words –Duplicate words –Capitalization irregularities Main dictionary Custom dictionary Concept 1: SPELL CHECKING

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin SPELLING CHECKER OptionEffect Ignore onceLeaves selected word unchanged Ignore allLeaves this word and all identical words in worksheet unchanged ChangeChanges selected word to word highlighted in Suggestions text box Add to dictionaryAdds selected word to a custom dictionary Change allChanges this word and all identical words in worksheet AutoCorrectAdds a word to the AutoCorrect list so the word will be corrected as you type

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin CORRECTING FORMULA ERRORS Error ValueCause #####Column not wide enough to display result or negative date or time is used #VALUE!Wrong type of argument or operand is used #DIV/0!Number id divided by zero #NAME?Text in formula not recognized #N/AValue not available #REF!Cell reference is not valid #NUM!Invalid number values #NULL!Intersection operator is not valid

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Absolute reference –A cell or range reference in a formula –Location does not change when formula is copied –$ (dollar sign) is entered before the column letter and row number Mixed reference –Either row or column (not both) is absolute Concept 2: ABSOLUTE REFERENCES

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin EXAMPLES OF RELATIVE AND ABSOLUTE REFERENCES Cell Contents of G8 Copied to Cell H9Type of Reference $E$8$E$8Absolute reference E$8F$8Mixed reference $E8$E9Mixed reference E8F9Relative reference

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin WORKING WITH SHEETS Copying Between Sheets –Select the worksheet range –Click on Copy –Click on the sheet where you want to copy –Click Paste Can include column width settings from source All worksheet data and formatting are copied

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin Can be up to 31 characters Can be entered in uppercase or lowercase letters or a combination Can contain any combination of letters, numbers, and spaces Cannot contain the characters : ? * / Cannot be enclosed in square brackets [ ] Concept 3: SHEET NAMES

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin Concept 4: AUTOFILL Makes entering a series of headings easier Logically repeats and extends the series of entries Recognizes trends Automatically extends data and alphanumeric headings as far as you specify

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin AUTOFILL SERIES Initial SelectionExtended Series Qtr1Qtr2, Qtr3, Qtr4 MonTue Wed Thu JanFeb, Mar, Apr

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin Concept 5: SHEET AND 3D REFERENCES ReferenceDescription =Sheet2!B17 Displays the entry in cell B17 of Sheet2 in the active cell of the current sheet =Sheet1!A1+Sheet2!B2 Sums the values in cell A1 of Sheet1 and B2 of Sheet2 =SUM(Sheet1:Sheet4!H6:K6) Sums the values in cells H6 through K6 in Sheets 1, 2, 3, and 4. =SUM(Sheet1!H6:K6) Sums the values in cells H6 through K6 in Sheet1. =SUM(Sheet1:Sheet4!H6) Sums the values in cell H6 of Sheets 1, 2, 3 and 4.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin DELETING AND MOVING SHEETS Deleting –Select sheet tab –Choose Edit/Delete –Click Delete to confirm Moving –Drag sheet tab to new location –Symbol indicating new location will appear

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin MANAGING LARGE SHEETS Zooming the Worksheet –Default setting is 100% –Can change magnification from between 10 – 400% Going to a specific cell –Can enter the cell address –Cell selector jumps directly to new cell

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin Sections called panes Easier to view in sections Can divide the sheet.. –Two panes horizontally or vertically –Four panes both horizontally and vertically Concept 6: SPLIT WINDOWS

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin Panes that prevent the data from scrolling as you move to different areas Freeze information in the top and left panes only Concept 7: FREEZE PANES

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin WATCHING CELLS Keep an eye on changes you make to values in a cell View effect on calculated value using the Watch Window toolbar

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin FORECASTING VALUES

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin What-If-Analysis –Used to evaluate the effects of changing factors in a worksheet –Substitute different values to quickly see the effects of the changes Can manually substitute values or use an Excel what-if-analysis tool Concept 8: WHAT-IF ANALYSIS GOAL SEEK

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 27 McGraw-Hill/Irwin Concept 9: GOAL SEEK A tool for finding the value needed in one cell to attain a result you want in another cell Varies the value in the cell until a formula returns the desired result Example: Find the payroll value for April that will produce a 5 % profit margin for that month

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 28 McGraw-Hill/Irwin Change Page Orientation –Portrait –Landscape Display gridlines Center worksheet on a page Add custom headers and footers Print selected sheets CUSTOMIZING PRINT SETTINGS

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 29 McGraw-Hill/Irwin 3-D Reference - A reference to the same cell or range on multiple sheets in the same workbook. Absolute References - A cell or range reference in a formula whose location remains the same (absolute) when copied. AutoFill - Feature that logically repeats and extends a series. Custom Dictionary - An additional dictionary you create to supplement the main dictionary. Key Terms

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 30 McGraw-Hill/Irwin Key Terms Freeze Panes – Prevents the data in the pane from scrolling as you move to different areas. Goal Seek -Tool used to find the value needed in one cell to attain a result you want in another cell. Landscape - The orientation of the printed document so that it prints sideways across the length of the page. Main dictionary - The dictionary included with Office 2002.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 31 McGraw-Hill/Irwin Key Terms Mixed Reference - A cell address that is part absolute and part relative. Pane - A division of the worksheet window, either horizontal or vertical, through which different areas of the worksheet can be viewed at the same time. Portrait - The orientation of the printed document so that it prints across the width of the page. Sheet References - Used in references to other worksheets and consists of the name of the sheet enclosed in quotes and is separated from the cell reference by an exclamation point.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 32 McGraw-Hill/Irwin Key Terms Spell Checker - Feature that locates misspelled words and proposes correction. Split Windows – A sheet window that is split into sections. What-If Analysis - A technique used to evaluate what effect changing one or more values in formulas has on other values in the worksheet.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 33 McGraw-Hill/Irwin Discussion Questions 1.Define, compare, and contrast relative references, sheet references, and 3-D references. Provide a brief example of each. 2.Discuss how absolute and mixed cell references can be used in a worksheet. What is an advantage of using these types of references over a relative cell reference?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 34 McGraw-Hill/Irwin Discussion Questions 4.Discuss the differences between splitting a window and freezing a window. When would it be appropriate to split a window? When would it be appropriate to freeze a window? 5.Discuss the differences between what-if analysis and Goal Seek. Under what conditions would it be more appropriate to use what-if analysis. When would it be more appropriate to use Goal Seek?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 35 McGraw-Hill/Irwin Frequently Asked Questions Is the main dictionary for the Spell Checker the same as a regular dictionary? What is wrong with my worksheet? One column appears as all X's. When would I use an absolute reference? I need to copy data from one worksheet to another one. Will I have to redo all the formatting?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 36 McGraw-Hill/Irwin Frequently Asked Questions What is a 3-D reference? My worksheet is so large that I lose the first column when I scroll. What should I do? What is Goal Seeking? I printed out my worksheet, but I don't see the gridlines. How can I get them to print? How do I split Excel windows?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 37 McGraw-Hill/Irwin Frequently Asked Questions What happens if I use AutoFill to enter a series of headings such as Jan-02? Are the month and the year incremented? What is the Watch Window toolbar and when should I use it? If I change a value in a worksheet will the embedded chart change as well?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 38 McGraw-Hill/Irwin Web Links Excel Forecasting Techniques – Excel – Absolute References – Excel Forecasting –

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 39 McGraw-Hill/Irwin Web Links Forecasting Techniques – Create a Sales Forecasting – mhttp:// /GettingResults/105_1.ht m