Chapter 3: Referencing and Names Spreadsheet-Based Decision Support Systems Prof. Name Position (123) University Name

2 Overview  3.1 Introduction  3.2 Referencing Cells  3.3 Names for Cells, Ranges, and Worksheets  3.4 Summary

3 Introduction  Referencing a cell or range of cells  Different types of referencing affect how cell addresses are copied  Use R1C1 notation  Avoid circular referencing  Various ways to name cells  Creating basic formulas and constants using cell names  Use natural range names

4 Referencing Cells  Relative Referencing and Absolute Referencing  R1C1 Notation  Referencing Other Worksheets and Workbooks  Circular Referencing

5 Relative Referencing and Absolute Referencing  There are four basic types of referencing –relative –absolute –row absolute –column absolute referencing  Relative Referencing: Row and column value will change (B2).  Absolute Referencing: Neither row nor column value will change ($B$2).  Row Absolute: Row value does not change, but column value will change (B$2).  Column Absolute: Column value does not change, but row value will change ($B2).

6 Figure 3.1  The SUM function is entered in column B16 using relative referencing: =SUM(B4:B13)  When the function is copied to cell C16, the function values shift relative to the new position

7 Figure 3.2(a)  In cell E12, the sum from cell B16 is multiplied by the value in cell E4: =E4*B16  Copying this formula to cell E13, does NOT yield E4*C16, but rather F4*C16

8 Figure 3.2(b)  Absolute referencing will keep E4 constant in both formulas: $E$4*B16 and $E$4*C16

9 Referencing (cont’d)  Row absolute referencing places the $ in front of the row number –column letter $ row number –A$1  Column absolute referencing places the $ in front of the column letter –$ column letter row number –$A2

10 Figure 3.3(a)  Numbers in row headings are same as column headings and we want one row number multiplied by one column number

11 Figure 3.3(b)  When the formula is copied, only the column of the row absolute value will change and only the row of the column absolute value will change

12 R1C1 Notation  R1C1 notation: Refers to a cell’s position relative to the origin cell where the formula is entered.  The cell in which the formula is entered is considered to have position R[0]C[0]. –A formula entered in A1 to refer to A2 would be:  R[1]C[0] or R[1]C –A formula entered in B1 which refers to A3 would be:  R[-1]C[2]  To switch row and column titles to R1C1 notation: –choose Tools > Options from the menu –Click on the General tab –Check R1C1 reference style from the list of options

13 Figure 3.4  The first value of the table is referenced in cell R1C1 (or A1)  The sum of the first two table values is calculated in cell R2C1 (or A2)

14 Figure 3.5  The formula from cell R2C1 is copied to the three cells below.  Notice the actual formula is identical in each cell.

15 Figure 3.6  Excel offers a Formula View that shows cells by their formulas, instead of their calculated values. –Choose Tools > Options from the menu –Click on the View tab –Select Formulas from the Windows Options

16 Referencing Other Worksheets and Workbooks  Cells can also contain formulas which reference cells outside of the current worksheet or workbook.  Worksheet in the same workbook: Sheet1!A1  Workbook: [Data.xls]Sheet1!A1  Workbook with spaces in the title: ‘[Collected Data.xls]Sheet1’!A1  Workbook not currently open in Excel: ‘C:\My Documents\Project\[Collected Data.xls]Sheet1’!A1

17 Figures 3.7 and 3.8  Data is in one worksheet and calculations are made in another worksheet

18 Circular Referencing  A referencing loop in a spreadsheet creates a circular reference. –Example: cell A1 has the value “=B1,” cell B1 has the value “=C1,” and cell C1 has the value “=A1.” –This referencing loop causes an error in Excel.  The first possible solution to this problem requires us to rearrange our references or to modify our formula.  However, if neither can be done, Excel offers another tool to aid in sequential calculations. –Tools > Options > Calculations and select Iteration –Excel performs a specified number of iterations, or repetitions, of the calculations, to try to find a solution applicable to all equations.

19 Names for Cells, Ranges, and Worksheets  The Name Window  Define  Apply  Create  Formulas and Constants  Natural Range Names

20 Name Window  Highlight a cell or range of cells  Type a name in the name window in the upper left-hand part of your window  View drop-down list of current object names in workbook  This is the simplest and most common way to assign names

21 Define  Defining Names: Names cells, ranges, constants, and formulas. –Insert > Name from the menu –Select Define

22 Figure 3.9  Rename the cell with the length value as Length  The name will refer to Sheet1!$C$3

23 Figure 3.12  You can also use Define to name a range of cells  After naming each of the first three table values, we can name the entire range of table values: Sheet1!$C$3:$C$5

24 Apply  Applying Names: Updates formulas with new cell and range names.  If you have previously referenced cells or ranges in some formulas before naming them, the names will not be shown in the formulas.  To update these formulas with the new names: –Click Insert > Name > Apply from the Excel menu –Select the names you wish to apply –(leave the default options selected)

25 Figure 3.13(a)  The volume was calculated before the Length, Width, and Depth names were given  Original formula: =C3*C4*C5

26 Figures 3.13(b) and 3.14  After Applying the defined names, the formula is updated

27 Create  Creating Names: Used when row and column labels are already given in a table. –Highlight the entire table –Select Insert > Name > Create from the menu

28 Create (cont’d)  Select one of the following options to determine which table name should be used: –Top row –Left column –Bottom row –Right column  These names will be given to the entire row or column of data

29 Figure 3.15  In this Parameters table, the rows have titles  Therefore, the Left column option is used to Create the range names for each row in the table

30 Figure 3.16(b)  The columns also have titles  Therefore, we can use the Top Row option to Create the range names for each column in the table

31 Formulas and Constants  Names can be used to refer to formulas and constants  Use the Define method  For constants: –Click Insert > Name > Define from the menu –Instead of referring to a cell or range, type a numerical value  For formulas: –Click Insert > Name > Define from the menu –Instead of referring to a cell or range, type a formula which uses cells or ranges in the workbook

32 Figure 3.18  A constant value can be used to make calculations with a common multiplier value

33 Figure 3.19(a)  A product formula is created to be used in the workbook –This formula calculates the product of the values in cells D4, D5, and D6 of Sheet 1

34 Figure 3.19(b)  The sum formula calculates the sum of the values in the range D4:D6 of Sheet 1

35 Natural Range Names  Convert column and row titles of data tables into corresponding range names. –Tools > Options > Calculations and select Accept Labels in Formulas.  Formulas or references that use these natural range names also automatically shift respectively when copied or moved.

36 Summary  There are four basic types of referencing. –In relative referencing (B2), row and column values change. –In absolute referencing ($B$2), neither the row nor column value changes. –For row absolute (B$2), the row value does not change, but the column value does. –For column absolute ($B2), the column value does not change, but the row value does.  R1C1 notation refers to a cell’s position relative to the origin cell where the formula is entered.  Can also reference worksheets and workbooks.  Circular referencing is a referencing loop between cells.  There are three basic ways to name cells. –Use defining names to name cells, ranges, constants, and formulas. –Use creating names when row and column labels are already given in a table. –Applying names is necessary to update formulas with new cell and range names.  Names can also be created for formulas and constants to make referencing in longer formulas clearer.  Two simpler ways to create range names are using the name window or natural range names.

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