1. McGraw-Hill/Irwin The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Excel 2002 Lesson 2 Manipulating Data in a Worksheet

2. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Lesson 2 Skills Cutting, Copying and Pasting Labels Entering Values Entering Formulas Using Functions Using the Insert Function Feature Copying and Pasting Formulas Using What-If Analysis Previewing and Printing a Worksheet

3. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Cutting, Copying, Pasting Labels To remove (cut) contents from cell to clipboard … Click on specified cell Click the Edit button and then Cut –Animated boarder indicates cell data is in Windows clipboard Also possible to right click a cell and get a sub-menu with Cut, Copy, Paste options

4. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Cutting, Copying, Pasting Labels For labels which will be repeated… Enter once –recall use of Enter button on formula bar Click Edit, then Copy –note animated boarder Click on new location(s) –drag for a range of cells Click Edit, then Paste

5. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Cutting, Copying, Pasting Labels Note how Excel adjusts copied labels This works for –Names of months –Days of week –Other numbered labels

6. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Cutting, Copying, Pasting Labels Compare and contrast edit menus Edit pulldown menu Edit sub menu (Right-click on cell) Edit icons Keyboard shortcuts

7. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Entering Values When entering numbers –do not use commas –numbers are right justified by default To proceed to next cell right use [Tab] or right arrow key To proceed down, use [Enter] key

8. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin Entering Formulas Formulas are mathematical equations –perform calculations –always start with an equal sign (=) Formula shows in formula bar Note color references in formula...

9. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin Entering Formulas After formula entered and cell pointer moved –Formula does not show in formula bar –Result of calculations shows in cell where formula entered

10. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin Using Functions Advantages of predefined functions –save time –more accurate Using AutoSum –Click cell at bottom of column –Click AutoSum button –Excel assumes it should total the column –SUM function inserted

11. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin Using Functions AutoSum can also be used to right of a row of numbers

12. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin Using Functions Note end results of using AutoSum Note: –Click AutoSum button once to display formula, again to apply –SUM formula displays in Formula bar

13. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Using the Function Insert Feature Click on Insert, and Function Insert Function dialog box appears Select function category Choose specific function desired

14. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin Using the Function Insert Feature Note calculated result of inserted function Animated border shows selected range Formula appears in cell Arguments of function must be specified

15. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin Using the Function Insert Feature Note calculated result of inserted function

16. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin Copying and Pasting Formulas Move cell pointer to cell to be copied Click Copy to send formula to Clipboard Move cell pointer to desired cell for copy Click Paste button to paste formula into new position Note: formula has been adjusted calculations now show

17. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin Copying and Pasting Formulas Note Paste Options Smart Tag Click down pointing arrow to display shortcut menu Click a circle to select desired formatting option Default option

18. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin Copying and Pasting Formulas Use fill handle to copy a function Cursor turns to bold plus sign + Drag down across cells where formula will be copied Note resulting Auto Fill options Smart Tag Calculated results appear – formulas have been adjusted

19. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin Copying and Pasting Formulas Note Auto Fill has created an unneeded formula Make sure to delete the contents of this cell

20. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin Using What-If Analysis What if we assume … sales figures showed 10% growth per quarter?? Delete values for Q2 through Q4 Note changes in totals

21. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin Using What-If Analysis Change formula for Q2 to reflect 10% growth –Note relative address for B12 will be adjusted when copied –Absolute address for C8 $C$8 will not be adjusted when copied Use fill handle to copy cell C12 across to D12 and E12

22. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin Using What-If Analysis Note how formula was adjusted –no change to absolute cell reference –relative cell references adjusted

23. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin Using What-If Analysis Final result shows 10% growth in quarterly sales Row and column totals reflect new calculations

24. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin Previewing and Printing a Worksheet Click the preview button on the standard toolbar Worksheet preview displayed –note mouse cursor is magnifier –click on area to zoom in

25. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin Previewing and Printing a Worksheet Click the Print button Print dialog box appears –Note options

26. The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin Previewing and Printing a Worksheet Alternative ways to print Click File and the Print –Note Print Preview option here also Click Print icon on menu bar –(Print dialog box will not appear)