Excel Spreadsheets Formatting and Functions ICS100 – Spring 2007 D. Pai

What to Know Formatting within Excel Built-In Functions Please Download the File:

Formatting the Worksheet

What is Formatting? Changing how things are displayed in Excel for emphasis or aesthetic reasons Can format cells, columns, rows, sheet Can also use pre-existing formats provided by Excel using Autoformat Can also define the contents of a cell to be of a certain type

Format Cells for Numbers Options available are provided through the “Format  Cells” selection on the menu bar Some common shortcuts are available on the formatting toolbar  $ - Displays contents of cell as currency and includes a $ in the cell  % - Displays contents of cell as a percentage , - Displays commas in cell numbers  .0 – Increases # of digits after decimal by one  .0 – Decreases # of digits after decimal by one

Aligning Data Once range of cells is selected (could be columns or rows also), select “Format  Cells” from Menu Bar Select the “Alignment” tab You can align Horizontally, Vertically, Rotate You can also wrap the text in a box, shrink text to fit the box and merge cells

Changing Fonts Same as aligning data except use the Font tab in the Format Cells dialog box Can change:  Font  Font style  Size  Color  Underline  Effects

Changing Cell Borders In Format Cells dialog box select Border tab Option Available include:  Presets  Manual Selection of borders  Line styles  Color Also some limited shortcuts in the formatting toolbar

Changing Cell Colors In Format Cells dialog box select Patterns Can change the background color of the selected cells as well as the pattern Can Also change using the “Fill Color” icon in the formatting toolbar

Inserting a Row or Column into a Worksheet To Insert a Row or Column… First Select the Row below where you want your new row or the Column to the right of where you want your new column Then select “Insert  Row or Column” from the Menu Bar

Changing the Column Width Basic Methods  Dragging the border of a column by selecting the edge in the column header area (where the letters are)  Select the column and then select “Format  Column” from the menu bar  Double-click on the bar between 2 column letters (or row numbers) to autofit the width of the column (or row) to its contents NOTE: IF A CELL IS FILLED WITH “####” IT MEANS THAT THE NUMBER IS TOO BIG TO FIT IN THE CELL – INCREASE THE COLUMN WIDTH TO VIEW THE NUMBER

Hide a Column Removes the column from view, Does not change contents of the cells nor any calculation performed using these cells Once column that you want to hide has been selected, choose “Format  Column  Hide” from the menu bar To UNHIDE – Select columns on both sides of hidden column and choose “Format  Column  Unhide” from the menu bar

Changing Row Height and Hiding Rows Same as for columns except select the row options

AutoFormat Simple to use Large selection of formats already prepared Select range of cells to be formatted Select “Format  AutoFormat” from the menu bar Select desired preset format

Common Functions

SUM, MAX, MIN, AVERAGE & MEDIAN Functions Functions are pre-defined calculations provided within Excel Syntax is “=function name (range of values)”  Function names are SUM, MAX, MIN, AVERAGE, & MEDIAN  Range of values are the cells you want to perform these functions on

Definitions of Functions SUM – Provides the sum of the range of cells that you define in the list MAX – Finds the maximum MIN – Finds the minimum AVERAGE – Calculates the average MEDIAN – Finds the median

Function Wizard Function Wizard guides you through the steps to enter a function Is part of the Formula Bar – “ƒ x ”

COUNT & COUNTA Functions The syntax is the same as for the previously identified functions “=COUNT(range of cells)” COUNT – counts the number of cells in the range that contains a number COUNTA – counts the number of non- empty cells in the range (numbers + text)

The IF Function The IF function is a logical test (=,, >=, Syntax is “=IF(logical test, value if true, value if false)”  Within parenthesis there are 3 entries separated by commas Logical test Value if true Value if false

IF Function (Cont.) Logical Test = Question  Is “3 > 5” ? Or is “A3 > A5”? Value if true & Value if false  Can be value like 3  Can be text like “Pass” (NOTE: If want to display text for value if true or false must enclose in double quotation marks “ ” in the IF statement  Can be another cell like A3

Multiple Worksheets in Calculations In calculations, functions, etc.. Can reference to cells on other sheets in the same workbook (file) or even in other workbooks (files). Syntax  Different Sheet in Same Workbook (file) “=SheetName!CellReference”  Cell in another Workbook (file) “=‘[WorkBookName.xls]SheetName’!CellReference”  DON’T REMEMBER SYNTAX – DO BY USING MOUSE AND SELECTING DESIRED CELLS

Cell Referencing!!! 3 Types  Relative – A3 – Finds cells based upon “relative” location to current cell  Absolute – $A$3 – Always uses identified cell  Mixed – $A3, A$3 – Makes either column or row absolute with other one relative to current cell

Writing Macros A macro is recording of a series of Excel commands or functions that can be stored. Good for automating things that are done repititiously You “Record” macros just like it was a tape recorder. Recording starts with selection of recording a new macro and stops with selection of the “Stop” button

Writing Macros (Cont.) To create a Macro select “Tools  Macro  Record New Macro” from the menu bar Give the Macro a name (highly recommended) and a shortcut key (if desired) Perform steps that you want to record Select Stop to quit recording

Running a Macro To execute or run a recorded macro select “Tools  Macro  Macros” from the menu bar Select the macro you wish to run and hit the “Run” button. Or use the shortcut key you defined when you recorded the macro.

Next Time…Creating Charts