1. Microsoft Excel 2003 Illustrated Complete
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2. Objectives Plan and design a worksheet Edit cell entries
Enter formulas
Create complex formulas
Introduce Excel functions
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3. Objectives Use Excel functions Copy and move cell entries
Understand relative and absolute cell references
Copy formulas with relative cell references
Copy formulas with absolute cell references
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4. Planning and Designing a Worksheet
When planning and designing a worksheet, it is important to:
Determine the purpose of the worksheet
Determine the desired result
Collect all necessary information
Determine the calculations or formulas necessary to achieve the results
Sketch how you want the worksheet to look
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5. Planning and Designing a Worksheet (cont.)
Sample worksheet
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6. Editing Cell Entries To edit a cell:
Select the cell, then click the formula bar or press [F2] to change to Edit mode
A blinking line called the insertion point appears in the formula bar
Edit data
The mode indicator on the status bar tells whether Excel is in Edit mode
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7. Editing Cell Entries (cont.)
Insertion point
Pointer used for editing
Edit mode indicator
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8. Editing Cell Entries (cont.)
Recovering a lost workbook file
Due to Excel or some other program freeze or a power failure
Document Recovery task pane opens the next time you open Excel
Displays original and recovered versions of the Excel file
Open and review any version of the file
Save the file version you want
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9. Entering Formulas A formula is used to perform numeric calculations
Adding, subtracting, multiplying, etc.
Formulas usually start with an equal sign (=), called the formula prefix followed by cell addresses or range names
Using a cell address or range name is called cell referencing
When the value in a cell is changed, any formula containing that cell reference will be automatically recalculated
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10. Entering Formulas (cont.)
Click the cell where you want to enter the calculation
Enter the calculation by typing the cell addresses or by pointing
Use the mouse to point to cells
Formula in formula bar
Moving border
Formula in cell
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11. Entering Formulas (cont.)
Common arithmetic operators
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12. Creating Complex Formulas
A complex formula is an equation that uses more than one type of arithmetic operator
A formula that uses both addition and multiplication
Arithmetic operators separate tasks in order of precedence
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13. Creating Complex Formulas (cont.)
Formula in formula bar
Formula calculates a 20% increase over the value of cell B8
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14. Creating Complex Formulas (cont.)
Order of precedence in Excel formulas
Excel performs calculations in a certain order based on these rules:
Operations inside parentheses are calculated first
Exponents are calculated next
Multiplication and division are calculated next (from left to right)
Addition and subtraction are calculated next (from left to right)
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15. Introducing Excel Functions
A function is a predefined formula that makes it easy to perform a complex calculation
Begin with the formula prefix (=)
Type functions or use the Insert Function button
Can be used by itself or within a formula
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16. Introducing Excel Functions (cont.)
The AutoSum button enters the most frequently used function: SUM
By default, AutoSum adds the values in cells above the cell pointer
If there are one or fewer values above the cell pointer, AutoSum adds values to its left
Excel uses the information within parentheses, the argument, to calculate the function result
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17. Introducing Excel Functions (cont.)
AutoSum button
Insert Function button
SUM Function
Result of SUM Function
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18. Using Excel Functions Using the MIN and MAX functions
MIN calculates the smallest value in a range
MAX calculates the largest value in a range
Frequently used functions
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19. Using Excel Functions (cont.)
Click to use mouse to define an argument
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20. Copying and Moving Cell Entries
Use the Cut, Copy, and Paste buttons or the drag-and-drop feature
Copy or move data within a worksheet or between worksheets
The Office Clipboard temporarily stores information that you copy or cut
Holds up to 24 items
Has its own task pane that displays all stored items
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21. Copying and Moving Cell Entries (cont.)
Copying and pasting a range of information
Select the top-left cell of the range where you want to paste the information
The drag-and-drop technique is useful for copying cell contents
An outline of the cell appears when you move the pointer
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22. Copying and Moving Cell Entries (cont.)
Copy button
Paste button
Copied cell
Outline of copied cell
Drag-and-drop pointer
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23. Understanding Relative and Absolute Cell References
Use relative references when cell relationships don’t change
Excel normally records the relationship of cell references to the cell containing the formula and not the cell references
Calculations are performed based on cell relationship
The formula results are calculated the same way even if the cell is moved
Called relative cell referencing
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24. Understanding Relative and Absolute Cell References (cont.)
Formula contains relative cell references
Cells contain relative cell references
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25. Understanding Relative and Absolute Cell References (cont.)
Use absolute cell references when one relationship changes
Excel retrieves formula information from a specific cell which doesn’t change even if the formula is copied to another location
Called absolute cell reference
Created by placing a dollar sign ($) before both the column letter and the row number for the cell’s address
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26. Understanding Relative and Absolute Cell References (cont.)
Relative cell reference
Cell referenced in absolute formulas
Absolute cell reference
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27. Understanding Relative and Absolute Cell References (cont.)
Using a mixed reference
A mixed cell reference combines both relative and absolute cell referencing
When you copy a formula, you may want to change the row reference but keep the column reference
Created using the [F4] function key
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28. Understanding Relative and Absolute Cell References (cont.)
Print worksheet formulas
View formulas rather than cell contents
Click Tools on the menu bar, click Options, click the View tab, select the Formulas check box, then click OK
Print the worksheet
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29. Copying Formulas with Relative Cell References
Reuse formulas you’ve created
Use Copy and Paste commands or the Fill Right technique to copy formulas
Use the AutoFill feature to copy labels, formulas, or values
Copy a formula to a new cell
Excel substitutes new cell references so that the relationship of the cells to the formula remain unchanged in the formula’s new location
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30. Copying Formulas with Relative Cell References (cont.)
Copied formula cell references
Copied cell
Copied formula result
Paste options button
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31. Copying Formulas with Relative Cell References (cont.)
Filling cells with sequential text or values
Months of the year; days of the week; or text plus a number (Quarter 1, Quarter 2, etc.)
Drag the fill handle to extend an existing sequence
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32. Copying Formulas with Absolute Cell References
A cell reference in a copied formula always refers to a particular cell address
Press [F2] for the range finder to outline the equation’s arguments in blue and green
Absolute cell reference in formula
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33. Summary Create simple and complex formulas Edit cell contents
Use functions
Copy and move entries
Understand cell referencing
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