1. Microsoft Excel – Intermediate Topics April 14, 2008 Abby Wiertzema wiertzem@oswego.edu http://www.oswego.edu/~wiertzem

2. Topics General Information Protecting your data Excel Tricks Formatting of cells Conditional formatting Functions – Mathematical, Text, Dates Multiple worksheets Error Handling Sorting

3. General Information A Cell is the intersection of one row & one column  Rows (1 - 65,536) & columns (A-IV, 256) A Worksheet is one tab within a Workbook A Workbook is a file saved with.xls extension To delete a cell(s), highlight and select Edit, Delete – you may be prompted for more info Undo/Repeat – Undo only works for 16 steps Tools, Options – many ways to individualize your installation and the open spreadsheet For HELP, select F1 or Help, Microsoft Excel Help

4. Protecting your Data Multiple copies of different media and locations  Local hard drive  Server hard drive  Diskette, CD, USB drive Autosave – set a period of time you are willing to re-do your work (Tools, Options) Save before attempting something new and unsure; undo may not work (macros & some sorts)

5. Trick 1 – Fill Handle and Ranges Fill Handle Selecting a range  To select a range – use the mouse or keyboard  SHIFT key selects everything between clicks  CTRL selects cells individually Selecting several ranges  To select multiple ranges, use mouse and hold CTRL key

6. Trick 2 – Paste Special Paste will copy the exact information from one cell to another. Paste Special allows you to:  Copy the values calculated from functions into another cells  Copy previously done formatting of cells  Copy formulas  Perform calculations between data of copy area and paste area  Transpose cells

7. Trick 3 – Print Area To print only a portion of a worksheet, highlight the range of cells, then select File, Print Area, Set Print Area To print multiple Print Areas, select different ranges before doing the Set Print Area command. Multiple print areas print on different pages To remove the print areas, select File, Print Area, Clear Print Area

8. Trick 4 – Multiple Ways to use Common Commands Using a MenuUsing keystrokesUsing icons OpenGo to File, OpenCtrl-O SaveGo to File, Save or File, Save AsCtrl-S PrintGo to File. PrintCtrl-P CutGo to Edit, CutCtrl-X CopyGo to Edit, CopyCtrl-C PasteGo to Edit, PasteCtrl-V UndoGo to Edit, UndoCtrl-Z RedoGo to Edit, RedoCtrl-Y FunctionGo to Insert, Function- ChartGo to Insert, Chart-

9. Trick 5 – Page Setup Select File menu Four tabs – printer options on each tab  Page – set portrait/landscape, adjust to fit  Margins – set top/bottom/left/right margins, set header/footer margins  Header/Footer – add date/page#/text/title in a header or a footer  Sheet – set columns or rows to appear on each printed sheet, set gridlines

10. Trick 6 – Row Height & Column Width To change the Row Height  Select Format, Row, Height & enter a value  Drag the boundary below the row To change the Column Width  Select Format, Column, Width & enter a value  Drag the boundary below the row  Double-click right boundary to Auto-Fit Highlight for multiple rows or column

11. Formatting of Cells Select Format, Cells  Number tab – specify the type of data  Alignment tab – Center across selection, Orientation, Wrap text  Font tab – change the font, size, and style; can select underline, color, and strikethrough  Border tab – place borders around cells  Patterns tab – put color or texture in cells  Center across selection – can use icon

12. Conditional Formatting This is a format Excel automatically applies if a certain condition is encountered Use Format, Conditional Formatting Can have 3 conditional formats on a set of cells

13. Functions (1 of 2) Use Menu bar (Insert, Function) or or type “=“ Functions start with “=“ For a list of all functions, see http://www.oswego.edu/~wiertzem/Excel_Functions.doc http://www.oswego.edu/~wiertzem/Excel_Functions.doc Functions work on these types of data:  Numerical  Text  Dates

14. Functions (2 of 2) Function Arguments provides help in completing the function Use then select a function, for example SUM

15. Multiple Worksheets (1 of 2) One workbook can contain multiple worksheets. Right-clicking on tab:  Insert a new worksheet  Delete a worksheet  Rename the worksheet  Rearrange tab order  Change tab color

16. Multiple Worksheets (2 of 2) "=SUM('c:\Documents and Settings\wiertzem\ My Documents\[Budget.xls]Annual'!a1:a6)" Data from different worksheets can be used in calculations. Use ‘ ‘ to identify the tab name and file name. Use ! to separate tab name from cell (or cell range). =SUM(‘Cell Formats’!F6:F8)

17. Error Handling (1 of 3) If you make a mistake in a function, you will see an error displayed as:  ###### - column too narrow to display data  #VALUE! – wrong type of argument  #NAME? – unrecognized text  #REF! – cell in formula does not exist  #DIV/0 – formula divides by zero

18. Error Handling (2 of 3) Click on the error symbol for an explanation of what went wrong Click on Help on this error to get Microsoft Help

19. Error Handling 3 of 3 To correct Error Indicators (Tools, Options, Error Checking tab) Check Enable background error checking & Number stored as text Highlight cell or range of adjacent cells that has an error indicator in the upper- left corner Click the error button that appears and use the menu options

20. Sorting Use icons for a simple sort Will do either ascending or descending For a more complicated sort, use Data, Sort Can sort on 3 columns at once

21. Online Help Go to Help, Microsoft Excel Help or use the F1 key Type your question Microsoft’s Office home page: http://office.microsoft.com/en-us/default.aspx http://office.microsoft.com/en-us/default.aspx The home page also contains clip art and templates