1. Excel Lesson 5-6 Using Functions Enhancing a Worksheet
Microsoft Office 2007: Introductory
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Objectives
Identify the parts of a function.
Enter formulas with functions.
Use functions to solve mathematical problems.
Use functions to solve statistical problems.
Use functions to solve financial problems.
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Microsoft Office 2007: Introductory

3. Objectives (continued)
Use logical functions to make decisions with worksheet data.
Use functions to insert times and dates in a worksheet.
Use text functions to format and work with cell contents.
Inserting a Picture
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Microsoft Office 2007: Introductory

4. Microsoft Office 2007: Introductory
Objectives
Sort data in a worksheet.
Use AutoFilter to display only specified data in a worksheet.
Apply conditional formatting to highlight data.
Hide worksheet columns and rows.
Insert a shape in a worksheet.
Insert a SmartArt graphic in a worksheet.
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Microsoft Office 2007: Introductory

5. Objectives (continued)
Insert a picture in a worksheet.
Use a template to create a new workbook.
Insert a hyperlink in a worksheet.
Save a workbook in a different file format.
Insert, edit, and delete comments.
Use the Research task pane.
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6. Microsoft Office 2007: Introductory
What are Functions?
A function is a shorthand way to write an equation that performs a calculation. For example, the SUM function adds values in a range of cells.
A formula with a function has three parts: an equal sign, a function name, and at least one argument.
The equal sign identifies the cell contents as a formula. The function name identifies the operation to be performed.
The argument is the value the function uses to perform a calculation, including a number, text, or a cell reference that acts as an operand. The argument follows the function name and is enclosed in parentheses. If a function contains more than one argument, commas separate the arguments.
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7. Entering Formulas with Functions
To enter a formula with a function, first, start the formula with an equal sign. Second, select the function you want to use. Third, enter the arguments. Finally, enter the completed formula. The results appear in the cell.
The best way to select a function is from the Insert Function dialog box. Click the Insert Function button on the Formula Bar to open the Insert Function dialog box.
You can also enter a formula with a function directly in a cell by typing an equal sign, the function name, and the argument. Formula AutoComplete helps you enter a formula with a valid function name and arguments.
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Types of Functions
Mathematical functions and trigonometric functions: These functions manipulate quantitative data in a worksheet. Some mathematical operations, such as addition, subtraction, multiplication, and division, do not require functions. Mathematical and trigonometric functions are particularly useful when you need to determine values such as logarithms, factorials, sines, cosines, tangents, and absolute values. You used a mathematical and trigonometric function when you created a formula with the SUM function.
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9. Types of Functions (continued)
Statistical functions: Statistical functions are used to describe large quantities of data. For example, statistical functions can determine the average, standard deviation, or variance of a range of data. Statistical functions can also determine the number of values in a range, the largest value in a, range, and the smallest value in a range. Examples are AVERAGE, MIN, and MAX.
Financial functions: Financial functions are used to analyze loans and investments. The primary financial functions are future value, present value, and payment.
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10. Types of Functions (continued)
Logical functions, such as the IF function, display text or values if certain conditions exist. In the IF function, the first argument sets a condition for comparison, called a logical test. The second argument determines the value that appears in the cell if the logical test is true. The third argument determines the value that appears in the cell if the logical test is false.
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11. Types of Functions (continued)
Date and Time functions: Functions can be used to insert dates and times. For example, date and time functions can be used to convert serial numbers to a month, a day, or a year. A date function can also be used to insert the current date or the current date and time.
Text functions: Text functions are used to format and work with cell contents. A text function can be used to convert text in a cell to all uppercase or lowercase letters. Text functions can also be used to repeat data contained in another cell.
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Sorting Data
Sorting rearranges data in a more meaningful order. In an ascending sort, data with letters is arranged in alphabetical order (A to Z), data with numbers is arranged from lowest to highest, and data with dates is arranged from earliest to latest. The reverse order occurs in a descending sort.
To sort data, you first click a cell in the column by which you want to sort a range of data. Click the Data tab on the Ribbon. In the Sort & Filter group, click ascending or descending.
You can sort by more than one column of data. You set up a sort with multiple levels in the Sort dialog box.
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Filtering Data
Filtering displays a subset of the data that meets certain criteria and temporarily hides the rows that do not meet the specified criteria.
On the Data tab of the Ribbon, in the Sort & Filter group, click the Filter button. Filter arrows appear in the lower-right corners of the column heading cells.
The AutoFilter menu displays a list of all the values that appear in that column along with additional criteria and color filtering options. Select one of the values to display only those rows in the worksheet in which that value is entered.
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14. Applying Conditional Formatting
Conditional formatting highlights worksheet data by changing the look of cells that meet a specified condition.
To add conditional formatting, select the range you want to analyze. In the Styles group on the Home tab, click the Conditional Formatting button, point to Highlight Cells Rules or Top/Bottom Rules, and then click the condition you want.
The Highlight Cells Rules format cells based on comparison operators. The Top/Bottom Rules format cells based on their rank.
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15. Hiding Columns and Rows
Hiding temporarily removes a row or column from view. Hiding rows and columns enables you to use the same worksheet to emphasize different data.
Select how many rows or columns you want to hide, and then right-click the selection.
On the shortcut menu that appears, click Hide to remove the selection from view in the worksheet.
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16. Adding Shapes to a Worksheet
Shapes can help make a worksheet more informative. To open the Shapes gallery, click the Insert tab on the Ribbon, and then, in the Illustrations group, click the Shapes button.
In the Shapes gallery that appears, click the shape you want to insert. The pointer changes to a crosshair, which you click and drag in the worksheet to draw the shape.
When the shape is selected, the Drawing Tools appear on the Ribbon and contain the Format contextual tab. You use the tools on the Format tab to modify the shape.
To delete a shape, select it and press the Delete key.
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17. Adding SmartArt Graphics to a Worksheet
SmartArt graphics enhance worksheets by providing a visual representation of information and ideas.
SmartArt graphics are often used for organizational charts, flowcharts, and decision trees.
To insert a SmartArt graphic, click the SmartArt button in the Illustrations group on the Insert tab.
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19. Adding Pictures to a Worksheet
A picture is a digital photograph or other image file.
To insert a picture from a file, click the Picture button in the Illustrations group on the Insert tab of the Ribbon.
To access the Clip Art task pane, click the Clip Art button in the Illustrations group on the Insert tab of the Ribbon. As with shapes, you can move, resize, or format the picture to fit your needs.
Click a picture to select it. The Picture Tools appears on the Ribbon. The Format contextual tab contains tools to edit and format the picture.
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Using Templates
Templates are predesigned workbook files that you can use as the basis or model for new workbooks.
The template includes all the parts of a workbook that will not change, such as text labels, formulas, and formatting.
You save a copy of the template as a workbook and enter the variable data. You can use a template again and again, entering different data each time.
Excel comes with a variety of templates, which you access from the New Workbook dialog box.
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Inserting Hyperlinks
A hyperlink is a cell in a worksheet that opens another file or page when you click it. You can create hyperlinks to another Web page, another file, a specific location in the current workbook, a new document, and an address.
To create a hyperlink, first click the cell you want to use for the hyperlink, or select an object, such as a picture. On the Insert tab of the Ribbon, in the Links group, click the Hyperlink button (or right-click the cell or object, and then click Hyperlink on the shortcut menu). The Insert Hyperlink dialog box appears.
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22. Saving a Workbook in a Different Format
Excel workbooks can be saved in different file formats so that they can be opened in other programs.
For example, if you want to share data with a coworker or friend who uses an earlier version of Excel, you can save your Excel file in a format that is readable by Excel 2003.
You can also save the file in a format that can be viewed as a Web page on the Internet.
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Working with Comments
A comment is a note attached to a cell that is usually used to explain or identify information contained in the cell. All of the comments tools are located on the Review tab of the Ribbon in the Comments group.
The New Comment button inserts a comment in the active cell.
To edit a comment, click the cell that contains the comment. Then click the Edit Comment button in the Comments group on the Review tab.
To delete a comment, click the cell that contains the comment. Then click the Delete button in the Comments group on the Review tab.
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Microsoft Office 2007: Introductory

24. Using the Research Task Pane
The Research task pane provides access to information typically found in references such as dictionaries, thesauruses, and encyclopedias.
In Excel, the Research task pane also provides numerical data typically used in a worksheet, such as statistics or corporate financial data.
To open the Research task pane, click the Review tab on the Ribbon, and then, in the Proofing group, click the Research button.
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25. Microsoft Office 2007: Introductory
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Summary
A function is a shorthand way to write an equation that performs a calculation. A formula with a function has three parts: an equal sign, a function name, and at least one argument, which acts as an operand.
The best way to select a function is from the Insert Function dialog box. The Function Arguments dialog box provides a description of each argument you enter for the function.
When you type a formula with a function directly in a worksheet cell, Formula AutoComplete helps you enter a formula with a valid function name and arguments.
Functions can be used to perform mathematical, statistical, financial, and logical operations. They can also be used to insert and calculate dates and times and to format text.
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Summary
Sorting rearranges worksheet data in ascending or descending alphabetical, numerical, or chronological order.
Filtering displays a subset of data in a worksheet that meets specific criteria.
Conditional formatting highlights worksheet data by changing the look of cells that meet a specified condition, such as a comparison or rank.
Hiding rows and/or columns lets you use the same worksheet to emphasize different data. You can unhide the hidden rows and columns at any time.
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Summary (continued)
Shapes, such as rectangles, circles, arrows, lines, flowchart symbols, and callouts, can help make a worksheet more informative. Excel has a gallery of shapes you can insert.
SmartArt graphics enhance worksheets by providing a visual representation of information and ideas. Excel has a variety of layouts you can select.
Pictures can make a worksheet’s appearance more attractive. You can insert a picture you have stored as a file, or one from the Clip Art collection that comes with Excel.
Templates are predesigned workbook files that can be used as the basis or model when creating a new workbook. A template includes all parts of the workbook that will not change, such as labels, formulas, and formatting.
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Summary (continued)
A hyperlink in a worksheet open another file or page when clicked. You can create hyperlinks to another Web page, another file, a specific location in the current workbook, a new document, or an address.
You can save workbooks in different file formats, so they can be opened in other programs or earlier versions of Excel.
Comments are notes that can be added to cells to provide additional information or feedback.
The Research task pane provides access to information typically found in references such as dictionaries, thesauruses, and encyclopedias. In Excel, it also provides numerical data, such as current stock prices.
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Microsoft Office 2007: Introductory