1. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 1 Skills for Success with Office 2010 Vol. 1 PowerPoint Lecture to Accompany Skills for Success with Microsoft ® Office 2010 Vol. 1 Excel Chapter 4 Use Excel Functions and Tables

2. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 2 Skills for Success with Office 2010 Vol. 1 Introduction In Skills 1–10, you will: –Use Sum, Average, Min, Max, If Functions; Move Ranges, Add Borders, Rotate Text –Apply Conditional Formatting with Custom Formats, Data Bars, & Sparklines –Use Find & Replace, Now Function; Freeze & Unfreeze Panes –Create, Sort, Use Search Filter in Excel Tables; Convert Tables to Ranges; Hide Rows & Columns; Format Large Worksheets

3. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 3 Skills for Success with Office 2010 Vol. 1 Introduction Using the skills listed will enable you to create a workbook like this.

4. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 4 Skills for Success with Office 2010 Vol. 1 Skill 1: Use the SUM and AVERAGE Functions SUM function entered in cell and in formula bar Function A prewritten formula that takes input, performs an operation, and returns a value. Functions are used to simplify and shorten formulas Function ScreenTip

5. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 5 Skills for Success with Office 2010 Vol. 1 Skill 1: Use the SUM and AVERAGE Functions FunctionResult of function Function argument Statistical functions are predefined formulas that describe a collection of data— for example, totals, counts, and averages The AVERAGE function adds a group of values and then divides the result by the number of values in the group

6. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 6 Skills for Success with Office 2010 Vol. 1 Skill 1: Use the SUM and AVERAGE Functions Average of range A12:A70 Average of range C12:C70

7. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 7 Skills for Success with Office 2010 Vol. 1 Skill 1: Use the SUM and AVERAGE Functions Sum of range D5:D16 Average of range D5:D16

8. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 8 Skills for Success with Office 2010 Vol. 1 Skill 2: Use the MIN and MAX Functions Result of MAX function Min function The smallest value in a range of cells Max function The largest value in a range of cells Result of MIN function

9. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 9 Skills for Success with Office 2010 Vol. 1 Skill 2: Use the MIN and MAX Functions Value changed to 146 Function results recalculated

10. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 10 Skills for Success with Office 2010 Vol. 1 Skill 2: Use the MIN and MAX Functions Min function result Max function result

11. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 11 Skills for Success with Office 2010 Vol. 1 Skill 2: Use the MIN and MAX Functions Max function result

12. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 12 Skills for Success with Office 2010 Vol. 1 Skill 3: Move Ranges with Functions, Add Borders, and Rotate Text Outline indicates destination of range ScreenTip indicates range E3:F6 Border displays around range being moved You can move a range of cells containing formulas or functions without changing the cell references in those formulas or functions

13. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 13 Skills for Success with Office 2010 Vol. 1 Skill 3: Move Ranges with Functions, Add Borders, and Rotate Text Cell references remain unchanged On the Formulas tab, in the Formula Auditing group, click the Show Formulas button to display the functions in the cells

14. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 14 Skills for Success with Office 2010 Vol. 1 Skill 3: Move Ranges with Functions, Add Borders, and Rotate Text Format Cells dialog box Color changed Outline selected Border preview Selected line style Borders and shading emphasize a cell or a range of cells, and rotated or angled text draws attention to text on a worksheet The Format Cells dialog box displays a preview of formatting

15. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 15 Skills for Success with Office 2010 Vol. 1 Skill 3: Move Ranges with Functions, Add Borders, and Rotate Text Text angled counterclockwise and format applied Cells B3:D9 merged With the merged cell still selected, in the Alignment group, click the Orientation button, and then click Angle Counterclockwise

16. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 16 Skills for Success with Office 2010 Vol. 1 Skill 4: Use the IF Function

17. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 17 Skills for Success with Office 2010 Vol. 1 Skill 4: Use the IF Function Value if true argument with quotation marks indicating text Logical test Any value or expression that can be evaluated as TRUE or FALSE Logical function Applies a logical test to determine whether a specific condition is met Criteria Conditions specified in the logical test If function Checks whether criteria are met and then returns one value when the condition is TRUE and another value when the condition is FALSE Value if false argument Logical test argument In function arguments, text values are surrounded by quotation marks

18. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 18 Skills for Success with Office 2010 Vol. 1 Skill 4: Use the IF Function Function name Cell reference changed to A13 Function arguments separated by commas Text values When the function was copied down to cell F13, the cell reference changed from A12 to A13

19. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 19 Skills for Success with Office 2010 Vol. 1 Skill 4: Use the IF Function Cost not greater than $300 Cost greater than $300 In each row, the function evaluates the value in column C. When the value in column C is greater than $300, the text Check new supplier displays. Otherwise, the text Cost OK displays

20. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 20 Skills for Success with Office 2010 Vol. 1 Skill 5: Apply Conditional Formatting with Custom Formats, Data Bars, and Sparklines Text That Contains dialog box Conditional formatting A format, such as cell shading or font color, that is applied to cells when a specified condition is true Order entered Format applied when condition is TRUE Conditional formatting Conditional formatting makes analyzing data easier by emphasizing cell values

21. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 21 Skills for Success with Office 2010 Vol. 1 Skill 5: Apply Conditional Formatting with Custom Formats, Data Bars, and Sparklines Format applied when condition is TRUE The Text That Contains dialog box is used to specify the formatting to apply when the condition is true

22. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 22 Skills for Success with Office 2010 Vol. 1 Skill 5: Apply Conditional Formatting with Custom Formats, Data Bars, and Sparklines Live Preview of Orange Data Bar Conditional Formatting button A data bar provides a visual cue about the value of a cell relative to other cells in a range. Data bars are useful to quickly identify higher and lower numbers within a large group of data

23. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 23 Skills for Success with Office 2010 Vol. 1 Skill 5: Apply Conditional Formatting with Custom Formats, Data Bars, and Sparklines Sparkline A tiny chart used to show data trends On the Insert tab, in the Sparklines group, click the Line button

24. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 24 Skills for Success with Office 2010 Vol. 1 Skill 6: Use Find and Replace and Insert the NOW Function Find and Replace Command that finds and then replaces a character or string of characters in a worksheet or in a selected range Find & Select button Find and Replace dialog box Find Removal Replace with Extrication

25. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 25 Skills for Success with Office 2010 Vol. 1 Skill 6: Use Find and Replace and Insert the NOW Function Replacements made The Replace option will replace a single occurrence of a character or string of characters with the replacement value The Replace All option replaces all matches of an occurrence of a character or string of characters with the replacement value

26. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 26 Skills for Success with Office 2010 Vol. 1 Skill 6: Use Find and Replace and Insert the NOW Function All occurrences of Stock listed Find Stock Replace with Supply The Find All option finds all occurrences of the search criteria

27. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 27 Skills for Success with Office 2010 Vol. 1 Skill 6: Use Find and Replace and Insert the NOW Function Description of NOW function No function arguments NOW function entered in cell and formula bar The NOW function returns the serial number of the current date and time. Recall from Chapter 3 that a serial number is a sequential number The NOW function takes no arguments, and the result is volatile—the date and time will not remain as entered but rather will be updated each time this workbook is opened

28. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 28 Skills for Success with Office 2010 Vol. 1 Skill 7: Freeze and Unfreeze Panes Column titles cannot be seen Row 50 displays at the bottom of the window Freeze panes Command that keeps rows or columns visible when scrolling in a worksheet When you scroll in large worksheets, the column and row labels may not be visible, which can make identifying the purpose of each row or column difficult

29. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 29 Skills for Success with Office 2010 Vol. 1 Skill 7: Freeze and Unfreeze Panes Top and left panes frozen Cell M80 By selecting cell C15, the rows above and the columns to the left of C15 are frozen. A line displays along the upper border of row 15 and on the left border of column C When you freeze panes, you determine the specific rows or columns that you want to remain visible when scrolling. You will likely find it easier to work with large worksheets when you can always view the identifying row or column labels

30. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 30 Skills for Success with Office 2010 Vol. 1 Skill 7: Freeze and Unfreeze Panes Rows 1:11 remain frozen Line displays above row 12 In the Window group, click the Freeze Panes button, and then click Unfreeze Panes Click cell A12. In the Window group, click the Freeze Panes button, and then click Freeze Panes

31. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 31 Skills for Success with Office 2010 Vol. 1 Skill 7: Freeze and Unfreeze Panes Move or Copy dialog box Create a copy selected (move to end) selected Right-click the Equipment sheet tab, and then from the list, click Move or Copy. In the Move or Copy dialog box, click (move to end), and then select the Create a copy check box

32. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 32 Skills for Success with Office 2010 Vol. 1 Skill 8: Create and Sort Excel Tables Selected range indicated Titles in row 11 will form headers in the Excel table My table has headers check box selected Excel table—a series of rows and columns that contain related data To analyze a group of related data, you can convert a range into an Excel table. Data in an Excel table are managed independently from the data in other rows and columns in the worksheet

33. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 33 Skills for Success with Office 2010 Vol. 1 Skill 8: Create and Sort Excel Tables Table Tools Design contextual tab displays Table Style Light 10 applied Filter arrowsCalculated column In the Create Table dialog box, click OK to convert the range into an Excel table In the Excel table, formatting is applied and the header row displays filter arrows in each column Calculated column A column in an Excel table that uses a single formula that adjusts for each row

34. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 34 Skills for Success with Office 2010 Vol. 1 Skill 8: Create and Sort Excel Tables Small up arrow indicates ascending (Smallest to Largest) sort The rows in the table are sorted by the Cost Each values, from the lowest to the highest, as indicated by the up arrow on the column’s filter button

35. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 35 Skills for Success with Office 2010 Vol. 1 Skill 8: Create and Sort Excel Tables Sort by Cell Color Sort by Color Pink tile If you have applied manual or conditional formatting to a range of cells, you can sort by these colors

36. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 36 Skills for Success with Office 2010 Vol. 1 Skill 9: Use the Search Filter in Excel Tables Only rows containing Safety Equipment display Filter symbol indicates the column is filtered Blue row headings indicate some rows are hidden from view You can filter data to display only the rows of a table that meet specified criteria. Filtering temporarily hides rows that do not meet the criteria

37. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 37 Skills for Success with Office 2010 Vol. 1 Skill 9: Use the Search Filter in Excel Tables Total Row check box selected Total Row AVERAGE displays The total row displays as the last row in an Excel table and provides functions in dropdown lists for each column Excel averages only the visible rows in column C

38. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 38 Skills for Success with Office 2010 Vol. 1 Skill 9: Use the Search Filter in Excel Tables Search filter entered in search box In the header row, click the Item filter arrow

39. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 39 Skills for Success with Office 2010 Vol. 1 Skill 9: Use the Search Filter in Excel Tables COUNT function Click cell D71, click the displayed arrow, and then click Count Only the filtered rows are counted. In this manner, you can determine how many items meet a filter criteria

40. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 40 Skills for Success with Office 2010 Vol. 1 Skill 10: Convert Tables to Ranges, Hide Rows and Columns, and Format Large Worksheets Filter arrows no longer display in heading row Table style format still displays When converting an Excel table into a range, all filters are removed and the heading row no longer displays filter buttons. Any existing sorts and formatting remain Click cell A11. On the Design tab, in the Tools group, click the Convert to Range button After sorting, filtering, and totaling an Excel table, you can convert the Excel table into a range

41. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 41 Skills for Success with Office 2010 Vol. 1 Skill 10: Convert Tables to Ranges, Hide Rows and Columns, and Format Large Worksheets Page Setup dialog box Rows to repeat at top box When a large worksheet is too wide or too long to print on a single page, row and column headings can be printed on each page or the worksheet can be formatted to print on a single page

42. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 42 Skills for Success with Office 2010 Vol. 1 Skill 10: Convert Tables to Ranges, Hide Rows and Columns, and Format Large Worksheets Width changed to 1 page Supply Level and Harness sheet tabs selected The scaling is adjusted on both worksheets at the same time

43. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 43 Skills for Success with Office 2010 Vol. 1 Skill 10: Convert Tables to Ranges, Hide Rows and Columns, and Format Large Worksheets Columns C and G hidden – Cost Each and Check Supplier columns Rows 40:70 hidden

44. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 44 Skills for Success with Office 2010 Vol. 1 Skills for Success In Chapter 4, you practiced the following: –Use Sum, Average, Min, Max, If Functions; Move Ranges, Add Borders, Rotate Text –Apply Conditional Formatting with Custom Formats, Data Bars, & Sparklines –Use Find & Replace, Now Function; Freeze & Unfreeze Panes –Create, Sort, Use Search Filter in Excel Tables; Convert Tables to Ranges; Hide Rows & Columns; Format Large Worksheets

45. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 45 Skills for Success with Office 2010 Vol. 1 Congratulations You have now completed all Skills for Excel Chapter 4

46. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 46 Skills for Success with Office 2010 Vol. 1 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall