1. Microsoft EXCEL Basics
Lesson 12
Working With Tables
Sorting Tabular Data Copy Paste Sorting Tables With Formula Calculation Table Formula Copy/Paste Formula Tables With Formula (Fixed Component) Copy/Paste Formula (Fixed Component) - 28
Harland E. Hodges, Ph.D., College of Charleston, School of Business, Office 306 JC Long

2. Sorting Tabular Data
Lets assume that you are the book keeper for a company with 5 employees. The employees listed below are not in alphabetical order. Place them in alphabetical order by last name.
Note: When sorting an original set of data it is always a good idea to maintain the original data integrity.

3. First, create a table like this
First, create a table like this. Use the color codes, and borders to make a readable presentation.

4. Hilight the data, right click, left click Copy

5. Click cell H3, right click, left click Paste

6. We have now created an exact copy of the table.

7. Create the informational label Sorted Table and hilight the data you want to sort.

8. Data, Sort

9. Select Last, Ascending, OK

10. We have now created a sorted version of the original table
We have now created a sorted version of the original table. Save this as F04-Company Employees
Verify that the last, first and wage are correct in the Sorted Table.

11. Tables With Formula Calculations
The Company employees turn in their hours worked for each week. You need to calculate the Company Gross Payroll. You recognize that an additional column can be added to the table for hours worked and the Gross Pay for each person can be calculated with a simple formula (hours worked times wage rate). Assume no one works over 40 hours per week and each person has a different wage rate.
You also realize that the Total Gross Payroll is the sum of each individual Gross Pay.

12. We first create the table above. We now need to enter the formula
We first create the table above. We now need to enter the formula. First, we know the formula for
Gross Pay = Wage * Hours Worked
Therefore, we can calculate John Doe’s Gross Pay = D5*E5

13. Type =D5*E5 in cell F5.
What do you think you are going to get when you press Enter?

14. Were you correct?
Now, we can type the formula for each person in the appropriate cell or we have two options for a quicker way to propagate (copy/paste) a formula to other cells.

15. Method 1: Right click cell F5, left click Copy

16. Method 1 (continued): Hilight cells F6:F9, right click, left click Paste

17. Method 2:. Place your mouse pointer over the + sign in the
Method 2: Place your mouse pointer over the + sign in the right corner of cell F5, hold left mouse button down

18. Method 2 (continued): Drag to cell F9

19. The result of either method results is the above.
Note: cell F6 contains =D6*E6 Excel automatically creates an equivalent reference to the paste cells from the copy cells

20. A quick way to add cells F5+F6+F7+F8+F9 is to use the Excel built in function SUM.
Type =sum(F5:F9) in cell F10, Enter

21. We have now created a Gross Payroll Calculation Table for the Company employees who have different salary.
Note: Excel automatically converts sum to SUM in cell F10
Save this as F05-Company Gross Pay

22. Tables With Fixed Component
The Company employees turn in their hours worked for each week. You need to calculate the Company Gross Payroll. You recognize that an additional column can be added to the table for hours worked and the Gross Pay for each person can be calculated with a simple formula (hours worked times wage rate). Assume no one works over 40 hours per week and each person has the same wage rate of 7.50.
You also realize that the Total Gross Payroll is the sum of each individual Gross Pay.

23. We first create the table above. We now need to enter the formula
We first create the table above. We now need to enter the formula. First, we know the formula for
Gross Pay = Wage * Hours Worked
Therefore, we can calculate John Doe’s Gross Pay = D6*D2

24. Type =D6*D2 in cell F6.
What do you think you are going to get when you press Enter?

26. Use previously discussed Method 2 to copy the formula from cell E6 to E7:E10.
Note: Something does not look right!

27. The formula in E7 =D7*D3. This is not correct because we wanted to be =D7*D2.
Note: Since Excel automatically creates an equivalent reference to the paste cells from the copy cells it did not work. In the case we are copying a cell formula which contains a fixed component (cell D2) we must do something different.

28. We must let Excel know that we do not want cell D2 to change in the pasted formula. To do this requires that we put $ signs in front of the cell letter and cell number.
Edit cell E6 and change the formula to =D7*$D$2.

29. Again, use previously discussed Method 2 to copy the new formula from cell E6 to E7:E10.
Note: This looks better! Verify the calculation for cell E7 (30.0*7.50).

30. Complete the Total Pay calculation.
We have now created a Gross Payroll Calculation Table for the Company employees who have the same salary.
Save this as F06-Company Gross Pay (Same Salary)