Intro to Excel Spreadsheets

Intro to Excel Spreadsheets
6/9/2018 Intro to Excel Spreadsheets Excel is one of my favorite applications. There are so many situations where Excel solves all your problems. Spreadsheets were some of the first software packages developed for PCs in the early 80s. Lotus 123 was one of the first popular ones. Microsoft bought Excel from another company and added it to its Office suite in the early 90s. My goals for this class is to familarize you with what it will do, then give you some experience using it, so you can recognize when it will be a better solution to your problem than Word. Too many times people only know Word and possible PowerPoint and try to do everything with those programs when a spreadsheet or database program are much better for that particular job. Nancy Clark

What are they used for? Budgets Financial forecasting Research
Spreadsheets 6/9/2018 What are they used for? Financial forecasting Statistical analysis Data collection Data manipulation Summarizing data Communicating data Budgets Research Gradebook Charts Big tables Job aids What are they used for? Accountant or as we lovingly call them “beancounters”, use these for all their work. God forbid. Researchers like epidemiologists will start by putting their data into Excel to clean up and sort the way they want. they can then do statistical analysis on the data using Excel, or copying it into SPSS or SASS—the big daddy statistical analysis packages. Spreadsheets work great for any situation that includes numbers that need to be summarized, averaged, charted, etc. for reports and such. The spreadsheets can be put into Word by copying and pasting. Excel also lets you print out huge tables like schedules to one page. Here are some examples of spreadsheets. Nancy Clark

Spreadsheet Construction
Spreadsheets 6/9/2018 Spreadsheet Construction Cell Address Columns (letters) Rows (numbers) Worksheets Cells (E9) Spreadsheets are simply collections of tables with Columns which are represented with a letter Rows which have numbers If you need more than one page, you can add worksheets and have multiple worksheets in one file. Where the column and row intersect you have cells where you put your data. Each cell has an address which is the letter of the column and the number of the row. Here we have cell E9. You can actually name the cell by double clicking on the cell name box where the blue arrow is pointing and typing in a name. Use one word, no spaces for cell names. Examples could be interest, Amount, etc. You change the name of the worksheets by doubleclicking on the name of the sheet (Sheet1) and typing in a new name, like May02, Chumney, Pensacola, etc. Again, sheet names have to be one word, no spaces. Nancy Clark

Mousing Around a Cell Tue Mon Highlight/Select Move Contents
Spreadsheets 6/9/2018 Mousing Around a Cell Mon Tue You need to get a feel of how to use the mouse around a selected cell. Select a cell then SLOWLY move your mouse around the cell and watch what happens. When your cursor is inside the cell, it is a cross. This means it is a selection tool. If you click, the cell will be selected, if you drag the mouse, you will select a block of cells. Then your mouse is over the edge of the cell, it becomes a roman cross with arrows. If you hold down the mouse here, you can move the contents of the cell to a new location. When you move your mouse over the bottom right corner of the cell, it becomes a plus sign. If you grab the cell there and drag down or right, the contents of the cell will be copied to the cells you cover. However, if the cell is a date, it advances the day or date. If you highlight a series of numbers like 1,2,3, then drag from the corner, it will continue the series. Try it. This is why Excel is great for doing schedules. Highlight/Select Move Contents Fill Contents Nancy Clark

Cell Formats 5-Mar STUDENT 3/5/2002 5-Mar-02 45.2719 $45.27 .2719 45.3
Spreadsheets 6/9/2018 Cell Formats 5-Mar STUDENT 3/5/2002 5-Mar-02 $45.27 .2719 45.3 27% Words Numbers # decimal places $ % Days/Dates Formulas Calculations… What do you put in cells? You can put words in cells and change the font, color, size, etc. Cells in Word tables word wrap automatically when they reach the right wall of the cell. Excel cells do not naturally wrap so if the contents are longer than the cell, it goes over into the next cell and if you put data into that next cell, all of the words may not show. Numbers are neat because you don’t have to type dollar signs and commas. You can format the number to have a certain number of decimal places. Excel rounds the number off for you. If you click on the $ on the toolbar the number becomes money. If you set it as a percent, it moves the decimal point over two places and adds a percent sign. These aren’t toggle switches, though. You have to UNDO if you screw up. Days and dates can be formatted in a number of ways. Sometimes Excel is too smart and when you want something to like an age group of people ages 4-21, it thinks you want a date. You have to tell the program, no, dammit, I want this to be text, not a date. I will show you how to do that later. Lastly you can enter formulas which do calculations for you. Nancy Clark

Formulas =A2+B2+C2 =SUM(A2:AS2) $29.00 $1,886.00 AutoSum Formula
Spreadsheets 6/9/2018 Formulas =A2+B2+C2 =SUM(A2:AS2) $29.00 $1,886.00 AutoSum Here is how formulas work. They always start with an = equal sign. Then you refer to numbers in other cells. Like in this example, we want to add these three values. Select cell D2 for your totals. The formula would be =A2+B2+C2. You type this in and hit ENTER and what pops up is the answer $29.00. Now, when there are two or three cells, this works. But when you have a row of 33+numbers, this method is impractical. Here is where functions come in handy. The most used function is SUM. Here we are going to add cells A2 through AS2, and the sum is There is a quick way to do this. After you enter your row or column of data, go to the next cell and hit the autosum button –sigma sign—then hit ENTER. Excel looks for a string of numbers and guesses the range. Formula Results Nancy Clark

Formulas =SUM (A2:AS2) Function Range =Today() Average(range)
Spreadsheets 6/9/2018 Formulas =SUM (A2:AS2) Function Range =Today() Average(range) Count(range) Max(range) IF(logical_test,value_if_true,value_if_false) =IF(F3>89,"A",IF(F3>79,"B",IF(F3>69,"C","F"))) Formulas can be Filled Down Insert menu, Function…, Help on this function Column (C2:C80) Row (B2:AK2) Block (A2:G50) This formula has two parts, the function, sum and the range of numbers from cell A2 to AS2. Notice that there are no spaces in a formula, and the range is separated with a colon and has parentheses. Other commonly used functions include Today which gives you todays date and requires no range, just a pair of parentheses. Average, count and man use ranges. Average is self explanatory. Counts just gives you the number of cells in a range that have anything in them, Max tells you the largest number in a range. Some functions are really complicated. Those of you who ever took a programming course in high school or college, might recognize IF. This is how you get conditional answers. Here is the way you set up the formula to assign a letter grade to a test score. Don’t start hyperventilating. Just know that it can do this. Formulas can be filled down to keep from having to retype them. Try it. It automatically changes the cell addresses to match the row or column as you drag. To find out if a function exists and get help on how to structure it, click on an empty cell, then pull down the Insert menu and pick Function… Look at the different categories of functions, and check out the different ones. The range can be columns, rows and blocks of cells. Nancy Clark

More on Cell Formats Alignment Word wrap Orientation Shrink to fit
Spreadsheets 6/9/2018 More on Cell Formats Alignment Word wrap Orientation Shrink to fit Font To find where all these cell format settings are, just pull down the Format menu and select Cell… Here you can set the number atributes, format your dates, and such. Allignment is where you set the horizontal position; left, center and right. The vertical position, top, middle, and bottom Tell it to word wrap the cell, make the words go up or down, shrink the contents of the cell to fit—this can easily get to small to read— Font is the standard font choices. Here is superscript and subscript and font color. Nancy Clark

More on Cell Formats Width Height Spreadsheets 6/9/2018
With Word Tables you can grab a vertical line anywhere to adjust the width of the cell. In Excel you grab between the cell letters on the top of the sheet to change the width of a column. All cells in the column will be the same width. Height works the same way. You grab of the left side between the row numbers and pull. Nancy Clark

Merging and Splitting Add to Formating Toolbar
Spreadsheets 6/9/2018 Merging and Splitting Add to Formating Toolbar Highlight cells to merge Click Merge Button Unmerge Here is a job aid we developed for the docs to use in the hospital for assigning a CPT code to the services they performed so they could get PAID. We used Excel because we wanted to scale it down to print on index cards to be laminated. As you can see, a lot of these cells have been merged to organize the information for easy reading. We also used borders and shading. The easiest way to use merging is to use the merge cell button on the formatting tool bar. If there isn’t one, you can customize your toolbar to add these buttons. Once you have those buttons there, you highlight the cells you want to merge, then click the merge button. The SPLIT Cells button is actually an Unmerge button, because a basic cell in Excel can not be split down any further. In Word you can split any cell in any table. Nancy Clark

Copying and Pasting Highlight cells Hit Copy (CTRL-C) Dotted lines
Spreadsheets 6/9/2018 Copying and Pasting Highlight cells Hit Copy (CTRL-C) Dotted lines Click on target cell Top of area Hit Paste (CTRL-V) Unless still dotted not in Clipboard CTRL to select multiple targets This doesn’t work like Word exactly. When you copy something in Word, it stays in memory until you hit copy again. In Excel, when you highlight a group of cells and hit COPY, the highlighted area has marching dotted line around it. Only as long as that dotted line is alive can you paste the selected cells. Nancy Clark

Formulas that Reference Other Worksheets
Spreadsheets 6/9/2018 Formulas that Reference Other Worksheets =COUNT(Allison!B2:Allison!B100) Allison!B2 -- cell B2 on sheet Allison Click on the Summary sheet which is the first sheet. Click on cell B2 just like the screen here. Look up in the formula line. You will see that the way this cell knows how many patients Rob recorded is by counting the number of cells in the A column starting with B 2 on Allison and going to B100. I was lucky I picked 100 arbitrarily not knowing that Kim had 95 patients. You have to put the sheet name followed by an exclaimation then the cell address to refer to a cell on a different sheet. Unfortunately, you can’t fill down this type of formula, so I had to type in each formula on this page. Nancy Clark

Adding and Deleting Sheets
Spreadsheets 6/9/2018 Adding and Deleting Sheets To add a sheet Insert menu Worksheet To delete a sheet Edit menu Delete sheet To add a sheet, pick the Insert Menu and pick worksheet. This is also how you can insert a column or row if you need one. Here is where you find information about Functions as well. To delete a sheet, under the Edit menu pick Delete sheet. The idiot box comes up because once you delete a sheet there is no UNDO. Add a sheet and name it Summary. Nancy Clark

Page Setup (Format) Landscape or Portrait Print to 1 page wide Margins
Spreadsheets 6/9/2018 Page Setup (Format) Landscape or Portrait Print to 1 page wide Margins Headers and Footers Print Titles Page set up is where you control how your pages will print out. It is under the Format menu. You can also get to setup from the Print preview menu. You use Print Preview a lot in Excel because, unlike in Word, you don’t see what your pages will print like. Under Page Setup you control things like whether the paper is turned Landscape or Portrait, whether it will Print to 1 page, set your Margins, add Headers and Footers, and a row of Titles at the top of each page when you are printing LONG sheets. Hit Format, Page setup. It comes up on the Page tab. Here is where you set the orientation of the paper, portrait or landscape. Here is also where you can tell it to print the entire sheet on one page. The next tab is for Margins. This is just like Word except you can also adjust these in the print Preview mode by dragging the margin lines. I kind of like that. The next tab is the headings and footers tab. This is not normal. You have to click on Custom Headings and fill this form out to get what you want on the headings and same with the footer. These buttons are fonts, page number, total number of pages, date, time, file name and path, file name, sheet name, insert picture and format picture. The last tab is the Sheet menu which lets you set a print area if you only want to print part of the sheet, tell the computer to print your column headings at the top of every page, print or not print the gridlines, and so forth. These features will drive you use help. Nancy Clark

Making Sheets Pretty Do it yourself method Autoformat (Format)
Spreadsheets 6/9/2018 Making Sheets Pretty Do it yourself method Fill Color Font Colors Borders toolbar Autoformat (Format) Conditional Formatting My first thought is “Why?” But if you want pretty lines and shading, you have two choices: You can do it yourself highlighting cells and picking fill color, font colors and styles, then using the borders toolbar to draw in the lines. Your other choice is to highlight the whole area you want to make pretty and use the Format, Autoformat… menu, and pick a pretty scheme—kind of like Powerpoint, althought sometimes these just don’t work with your data. Nancy Clark

Charts Visual representations of data Select Data Insert menu, Chart…
Spreadsheets 6/9/2018 Charts Visual representations of data Select Data Insert menu, Chart… Charts work better than data in many cases in making a case for, oh, lets say, accreditation. We have put together hundreds of charts for the LCME using Excel representing the amount of resources we have, students we recruit, etc. The data that you chart needs to be limited, not more than 4 or 5 columns and rows. And they all need to use the same scale. You can’t compare Nancy Clark

Charts – Step 1 Spreadsheets 6/9/2018
First you pick the type of chart you want. In this case let’s pick a 3D pie chart NEXT Nancy Clark

Then you can pick which way the data is organized. In this case our data was in a column. This is OK. NEXT Nancy Clark

Then you can add titles to the chart, move the legend around, and add data labels to the individual pie pieces. In the case of a bar graph you can add labels to the y and x axis’ as well. NEXT Nancy Clark

Finally, you can choose to put the chart on a sheet by itself or put it into the data sheet where the data was captured. I usually choose to do it as a new sheet. I can them copy and paste it anywhere I want. NEXT Nancy Clark

Charts – Final Spreadsheets 6/9/2018
Here is the same data used to do a chart in PowerPoint. Once you have the chart you can move stuff around in it like the data labels, change the colors of your pie pieces, lines or bars, add text boxes and lines using the draw toolbar. Nancy Clark

Printing Always Print Preview Page Setup Select Print Area
Spreadsheets 6/9/2018 Printing Always Print Preview Page Setup Select Print Area Highlight area File, Set Print Area File, Clear Print Area You should always look at your sheet in Print Preview before you print it. Something will be need fixing, especially when it is too large to print on one page. You can pull up Page Setup from the Print Preview menu and change stuff. You have to Close from the print Preview menu to make any changes to your sheet data. You can print small areas of your sheet with the correct headings by setting a print area. You simply highlight the area then set print area. You have to clear this before you can print the whole thing. Nancy Clark

Statistical Analysis Using Excel

Descriptive Statistics
Spreadsheets 6/9/2018 Descriptive Statistics Central tendency Mean Median mode Dispersion Range Standard deviation Variance Univariate Analysis Univariate analysis involves the examination across cases of one variable at a time. There are three major characteristics of a single variable that we tend to look at: the distribution , the central tendency and the dispersion N is the number of items in your survey, subjects or cases. Nancy Clark

Cell Addressing Microsoft Excel records cell addresses in formulas in three different ways, called Relative Absolute, and Mixed. Relative Cell Address With relative cell addressing, when you copy a formula from one area of the worksheet to another, Microsoft Excel records the position of the cell relative to the cell that originally contained the formula.

Absolute Cell Addressing
An absolute cell address refers to the same cell, no matter where you copy the formula. You make a cell address an absolute cell address by placing a dollar sign in front of both the row and column identifiers. You can do this automatically by using the F4 key. Mixed Cell Addressing You use mixed cell addressing to reference a cell that is part absolute and part relative. You can use the F4 key.

Sorting Data Entire worksheet of tabular data with headings
Spreadsheets 6/9/2018 Sorting Data Entire worksheet of tabular data with headings Data menu, Sort… Small section of worksheet Highlight section Hit sort button What do you want to sort? If you want to sort the entire worksheet of tabular data with headings, you click heading to sort on, then click the Sort Button. If you want to sort on several different fields, then use the Data menu, Sort… If you just want to sort a small section by the first column in the section, highlight that section and hit the Sort button in ascending or descending order. Nancy Clark

Sort a range Sort rows in ascending order (A to Z, or 0 to 9) or descending order (Z to A, or 9 to 0) Click a cell in the column you would like to sort by. Click Sort Ascending or Sort Descending . On Clicking Data Sort - Sort dialog box will appear as above

Sort rows by two or three criteria (columns)
Click a cell in the range you want to sort. On the Data menu, click Sort. In the Sort by and Then by boxes, click the columns you want to sort, starting with the most important. Select any other sort options you want, and then click OK.

Filter a range You can apply filters to only one range on a worksheet at a time. Click a cell in the range you want to filter. On the Data menu, point to Filter, and then click AutoFilter.

Filter for the smallest or largest number
Click the arrow in the column that contains the numbers, and click (Top 10...). In the box on the left, click Top, or Bottom. In the box in the middle, enter a number. In the box on the right, click Items.

Filter a range for rows that contain specific text
Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click equals, or does not equal, contains, or does not contain. In the box on the right, enter the text you want. If you need to find text values that share some characters but not others, use a wildcard character.

Create a list Highlight the range of data that you want make into a list. On the Data menu, point to List, and then click Create List. If the selected data has headers, select the My list has headers check box and click OK.

Note You can also select the range of cells to be specified as a list by selecting the range of cells from the Create List dialog box.

After the list has been created, it will be identified by a blue border. In addition, AutoFilter drop-downs will be automatically enabled for each column in the list and the insert row will be added as the last row or the list. If you choose to add a total row by clicking Toggle Total Row

Excercises What is default name of the blank workbook? Book1

How many rows and columns are there in a MS Excel worksheet?
65,536 rows & 256 columns

…… can be used to make complex operations simple and to perform mathematical processes.
Functions

…….. is a graphic representation of Excel worksheet data.
Chart

Workbook is a collection of …………..
Worksheets

The cell that denotes the current position of the insertion point is known as ……….
Active cell

Protect Sheet

Protect worksheet elements from all users
Switch to the worksheet you want to protect. Unlock any cells you want users to be able to change: Select each cell or range, click Cells on the Format menu, click the Protection tab, and then clear the Locked check box. Hide any formulas that you don't want to be visible: Select the cells with the formulas, click Cells on the Format menu, click the Protection tab, and then select the Hidden check box. Unlock any graphic objects you want users to be able to change.

Protect Worksheet On the Tools menu, point to Protection, and then click Protect Sheet. Type a password for the sheet. Note The password is optional; however, if you don't supply a password, any user will be able to unprotect the sheet and change the protected elements. Make sure you choose a password you can remember, because if you lose the password, you cannot gain access to the protected elements on the worksheet. In the Allow all users of this worksheet to list, select the elements that you want users to be able to change. Click OK. If prompted, retype the password.

Protect workbook elements
On the Tools menu, point to Protection, and then click Protect Workbook. Do one or more of the following: To protect the structure of a workbook so that worksheets in the workbook can't be moved, deleted, hidden, unhidden, or renamed, and new worksheets can't be inserted, select the Structure check box. To protect windows so that they are the same size and position each time the workbook is opened, select the Windows check box. To prevent others from removing workbook protection, type a password, click OK, and then retype the password to confirm it.

Macro in Excel Macro: An action or a set of actions that you can use to automate tasks. Macros are recorded in the Visual Basic for Applications programming language. On the Tools menu, point to Macro, and then click Record New Macro. In the Macro name box, enter a name for the macro.

Cont.. Notes The first character of the macro name must be a letter.
Do not use a macro name that is also a cell reference

Cont.. If you want to run the macro by pressing a keyboard shortcut key Enter a letter (CTRL+Letter) in the Shortcut key box. In the Store macro in box, click the location where you want to store the macro.

Cont.. Carry out the actions you want to record.
On the Stop Recording toolbar, click Stop Recording .

Goal Seek Goal Seek is part of a suite of commands sometimes called what-if analysis what-if analysis: A process of changing the values in cells to see how those changes affect the outcome of formulas on the worksheet.

Contd.. When you know the desired result of a single formula but not the input value the formula needs to determine the result, you can use the Goal Seek feature available by clicking Goal Seek on the Tools menu. Microsoft Excel varies the value in one specific cell until a formula that's dependent on that cell returns the result you want.

Use what-if scenarios to project future values
Projecting future values can be an important part of the financial decision-making process. It's often helpful to project more than one set of values to find out how they affect your results. You can do this easily with what-if scenarios — sets of input values that Excel 2003 can substitute automatically in your worksheet.

What-if scenarios can help you answer questions such as:
How would changing my variable cost per unit affect my net profit? What would my estimated capital gain tax liability be if I sold certain investments? How would my loan payments change if I found a lower interest rate? You can create and save different scenarios on a worksheet and then switch between scenarios to view different results.

Try it with a breakeven analysis
To do a breakeven analysis and find out how changing the variable cost, fixed cost, unit sales, or price will affect your profit, you can define different values for these variables and then switch between scenarios to compare the results. The following illustration shows the current breakeven analysis for this example. Breakeven analysis: Current scenario

Create scenarios On the Tools menu in Excel, click Scenarios.
Click Add. In the Scenario name box, type a name for the scenario. In the Changing cells box, enter the references for the cells that you want to change, or hold down CTRL and click each cell. In this example, to try a scenario of a lower price and projected higher unit sales, hold down CTRL, and then click cells B2 and B3.

In the Scenario Values dialog box, type the values you want for the changing cells. For example, for $B$2 (price per unit), type For $B$3 (unit sales), type To create the scenario, click OK. If you want to create more scenarios, click Add again, and then repeat the procedure. When you finish creating scenarios, click OK, and then click Close in the Scenario Manager dialog box.

Display a scenario On the Tools menu, click Scenarios.
Select the scenario you want to display, and then click Show. The values for the scenario are automatically substituted in your worksheet.

Analysis: Higher price scenario

Create a scenario summary report or PivotTable report
On the Tools menu, click Scenarios. Click Summary. Click Scenario summary or Scenario PivotTable. In the Result cells box, enter the references to the cells you want to display in your report — generally cells whose values are changed by the scenarios. In this case, enter B6:B8 to find out how the scenarios affect total costs, total revenue, and profit. Note You don't have to specify result cells to generate a scenario summary report, but you must specify them for a scenario PivotTable report. The scenario summary report displays the variables for each scenario and the result cells.

Scenario summary report

Pivot Table Report The PivotTable report displays the result cells for each scenario. You can use the drop-down arrows to choose the results you want to be displayed. In this example, even though total revenue is lower if you raise the price, profit is higher. But if you lower the price, total revenue is higher and profit is lower. You can try other scenarios and find out how they affect net profit. For example, what if the variable unit cost rises by 25 cents per unit, but price per unit stays the same? By using scenarios, you can create as many scenarios as you need to help plan your business strategy.

Scenario PivotTable report

What is the use of a PivotTable report?
Use a PivotTable report when you want to analyze related totals a long list of figures to sum to compare several facts about each figure.

How can you create a PivotTable report?

Pivot Table Cont..

Subtotal

Subtotal Cont..

Data Validation

Data Validation Screen

Data Validation

Cont..

Create Name Create a name to represent a formula or a constant
On the Insert menu, point to Name, and then click Define. In the Names in workbook box, enter the name for the formula. In the Refers to box, type = (equal sign), followed by the formula or the constant value.

Determine what a name refers to
On the Insert menu, point to Name, and then click Define. In the Names in workbook list, click the name whose reference you want to check. The Refers to box displays the reference, formula, or constant the name represents.

Name cells in a workbook
You can use the labels of columns and rows on a worksheet to refer to the cells within those columns and rows. Or you can create descriptive names to represent cells, ranges of cells, formulas, or constant values. Labels can be used in formulas that refer to data on the same worksheet; if you want to represent a range on another worksheet, use a name. You can also create 3-D names that represent the same cell or range of cells across multiple worksheets.

Name a cell or a range of cells
Select the cell, range of cells, or nonadjacent selections that you want to name. Click the Name box at the left end of the formula bar . Name box Type the name for the cells. Press ENTER. Note You cannot name a cell while you are changing the contents of the cell.

Convert existing row and column labels to names
Select the range you want to name, including the row or column labels. On the Insert menu, point to Name, and then click Create. In the Create names in box, designate the location that contains the labels by selecting the Top row, Left column, Bottom row, or Right column check box. Note A name created by using this procedure refers only to the cells that contain values and does not include the existing row and column labels. Specifying labels When you select cells in labeled ranges to create formulas, Microsoft Excel can insert the labels in place of the cell references in your formulas. Using labels can make it easier to see how a formula is constructed. You can use the Label Ranges dialog box (Insert menu, Name submenu, Label command) to specify the ranges that contain column and row labels on your worksheet.

Using defined names to represent cells, constants, or formulas
A defined name in a formula can make it easier to understand the purpose of the formula. For example, the formula =SUM(FirstQuarterSales) might be easier to identify than =SUM(C20:C30). Names are available to any sheet. For example, if the name ProjectedSales refers to the range A20:A30 on the first worksheet in a workbook, you can use the name ProjectedSales on any other sheet in the same workbook to refer to range A20:A30 on the first worksheet. Names can also be used to represent formulas or values that do not change (constants). For example, you can use the name SalesTax to represent the sales tax amount (such as 6.2 percent) applied to sales transactions. You can also link to a defined name in another workbook, or define a name that refers to cells in another workbook. For example, the formula =SUM(Sales.xls!ProjectedSales) refers to the named range ProjectedSales in the workbook named Sales.

Using existing row and column labels as names
When you create a formula that refers to data in a worksheet, you can use the column and row labels in the worksheet to refer to the data. For example, to calculate the total value for the Product column, use the formula =SUM(Product).

Using a label Or if you need to refer to the Product 3 amount for the East division (that is, the value ), you can use the formula =Product 3 East. The space in the formula between "Product 3" and "East" is the intersection operator This operator designates that Microsoft Excel should find and return the value in the cell at the intersection of the row labeled East and the column labeled Product 3.

By default, Excel does not recognize labels in formulas
By default, Excel does not recognize labels in formulas. To use labels in formulas, click Options on the Tools menu, and then click the Calculation tab. Under Workbook options, select the Accept labels in formulas check box. Stacked labels When you use labels for the columns and rows on your worksheet, you can use those labels to create formulas that refer to data on the worksheet. If your worksheet contains stacked column labels — in which a label in one cell is followed by one or more labels below it — you can use the stacked labels in formulas to refer to data on the worksheet. For example, if the label West is in cell E5 and the label Projected is in cell E6, the formula =SUM(West Projected) returns the total value for the West Projected column.

Change cell references in formulas to names
If you define names for cell references after creating one or more formulas that use those cell references, you can update those cell references to names. Do one of the following: To update only certain formulas on a worksheet, select the cells that contain those formulas. To update all the formulas on the worksheet, select a blank cell. On the Insert menu, point to Name, and then click Apply. In the Apply names box, click one or more names.

Enter data in a cell from a list you specify
You can create a dropdown list that gets its choices from cells elsewhere on the worksheet. Type the entries for the dropdown list in a single column or row. Do not include blank cells in the list. If you type the list on a different worksheet from the data entry cell, define a name for the list. How? Select the cell, range of cells, that you want to name. Click the Name box at the left end of the formula bar

Name box Type the name for the cells. Press ENTER. How? Open the workbook that contains the list of dropdown entries. Open the workbook where you want to validate cells, point to Name on the Insert menu, and then click Define.

Select the cell where you want the dropdown list. On the Data menu, click Validation, and then click the Settings tab. In the Allow box, click List. If the list is in the same worksheet, enter a reference to your list in the Source box. If the list is elsewhere, enter the name you defined for your list in the Source box. Make sure the reference or name is preceded with an equal sign (=).

Make sure the In-cell dropdown check box is selected. Specify whether the cell can be left blank: Select or clear the Ignore blank check box. To display optional input instructions when the cell is clicked, click the Input Message tab, make sure the Show input message when cell is selected check box is selected, and then fill in the title and text for the message. Specify how you want Microsoft Excel to respond when invalid data is entered.

How? Click the Error Alert tab, and make sure the Show error alert after invalid data is entered check box is selected. Select one of the following options for the Style box: To display an information message that does not prevent entry of invalid data, click Information. To display a warning message that does not prevent entry of invalid data, click Warning. To prevent entry of invalid data, click Stop. Fill in the title and text for the message (up to 225 characters).

Add an ActiveX control Open the worksheet where you want to add an ActiveX control (ActiveX control: A control, such as a check box or button that offers options to users or runs macros or scripts that automate a task. You can write macros for the control in Microsoft Visual Basic for Applications or scripts in Microsoft Script Editor.). Display the Control Toolbox: point to Toolbars on the View menu, and then click Control Toolbox. Click the control you want to add. Click on the worksheet at the location where you want to place the control. Drag the control to the size you want.

Add an ActiveX control If you're adding a check box, text box, command button, option button, list box, combo box, toggle button, or label, enter the text you want to appear on the control. How? Right-click the control. Point to the name of the object on the shortcut menu (for example, CheckBox Object). Click Edit. Edit and type the text. When you're finished, press ESC.

Add an ActiveX control Set the properties you want for the control: right-click the control, and then click Properties on the shortcut menu. For information about the properties, press F1 in the Properties dialog box to display the Microsoft Visual Basic Help for Microsoft Forms. Do one of the following: Add Visual Basic macro code for a control to be used in Excel Right-click the control, and then click View Code on the shortcut menu. In the Visual Basic Editor, write your macro code.

Add an ActiveX control Add a Web script for a control to be used on a Web page Click the worksheet anywhere within the data that will go on the Web page. On the Tools menu, point to Macro, and then click Microsoft Script Editor. In the Script Editor, write your script, using the control ID to handle events for the control. For information about developing Web scripts, click the option you want on the Help menu in the Script Editor window. To return to Excel from the Script Editor, click Exit on the File menu. To quit design mode and enable the ActiveX control, click Exit Design Mode .

Types of controls and their properties
To determine whether a control is an ActiveX control or a Forms toolbar control, right-click the control. If no shortcut menu appears or the shortcut menu contains the command Properties, the control is an ActiveX control. If the shortcut menu contains the command Assign Macro, the control is a Forms toolbar control.

ActiveX controls Check box Text box Command button Option button List box Combo box Toggle button Spin button Scroll bar Label Image More Controls

Forms toolbar controls To set the properties for an existing control , right-click the control, click Format Control, and then click the Control tab. Labels and buttons don't have properties. Label Text that provides information about a control or the worksheet or form. Edit box Unavailable in Microsoft Excel workbooks. This control is provided to allow you to work with Excel version 5.0 dialog sheets. Group box Groups related controls, such as option buttons or check boxes.

Group box properties 3D shading Displays the group box with a 3-dimensional shaded effect. Button Runs a macro when clicked. Check box Turns an option on or off. You can check more than one check box at a time on a sheet or in a group. Check box properties Value Determines the state of the check box, that is, whether it is selected (Checked), cleared (Unchecked), or neither (Mixed).

Cell link A cell that returns the state of the check box. If the check box is selected, the cell in the Cell link box contains TRUE. If the check box is cleared, the cell contains FALSE. If the check box state is mixed, the cell contains #N/A. If the linked cell is empty, Excel interprets the check box state as FALSE. 3D shading Displays the check box with a 3-dimensional shaded effect. Option button Selects one of a group of options contained in a group box. Use option buttons to allow only one of several possibilities.

Option button properties Value Determines the initial state of the option button, that is, whether it is selected (Checked) or cleared (Unchecked). Cell Link Returns the number of the selected option button in the group of options (the first option button is number 1). Use the same Cell Link cell for all options in a group. You can then use the returned number in a formula or a macro to respond to the selected option. For example, if you create a personnel form with an option button labeled Full-time and another option button labeled Part-time, you could link the two option buttons to cell C1. The following formula displays "Full-time" if the first option button is selected or "Part-time" if the second option button is selected: =IF(C1=1,"Full-time","Part-time") 3D shading Displays the option button with a 3-dimensional shaded effect. List box Displays a list of items.

List box properties Input range Reference to the range containing the values to display in the list box. Cell link Returns the number of the item that's selected in the list box (the first item in the list is 1). You can use this number in a formula or macro to return the actual item from the input range. For example, if a list box is linked to cell C1 and the input range for the list is D10:D15, the following formula returns the value from range D10:D15 based on the selection in the list: =INDEX(D10:D15,C1) Selection type Specifies how items can be selected in the list. If you set the selection type to Multi or Extend, the cell specified in the Cell link box is ignored. 3D shading Displays the list box with a 3-dimensional shaded effect. Combo box A drop-down list box. The item that is selected in the list box appears in the text box.

Intro to Excel Spreadsheets

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