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Excel XP-2003 Advanced

Naming ranges

A rectangular group of cells on a worksheet is called a range. One way to make a reference to a

range (such as in a function) is to show the first cell address, a colon, and the last cell address (A1:N80). Another way to reference a range is to define it with a name. The name (Expenses) may be used in the argument (number) portion of formulas (instead of cell addresses).

(number) portion of formulas (instead of cell addresses). There are two ways to name a range:

There are two ways to name a range: by using the Name box on the Formula bar or by using the menu Insert, Name. Select the cells to be named first; then either click in the Name box or click Insert, Name, Define; type in the range name and press e. The range name can be as long as you want, but there cannot be any spaces, commas, or periods. You should use names that are easy to remember and type. The Insert, Name, Create command may be used if the selected cells include the range name either above, below, or to the left or right of the cells.

either above, belo w, or to the left or right of the cells. = average(grades). The

= average(grades).

The Name box has a drop down arrow that you can use to select a range, the cursor will move to the range and the range will be highlighted. [You can use the Name box to go to a specific cell or range, just select the Name box, type the cell address or range name and press e.]

The range can be used in a formula such as:

To use a name in a formula, start the formula, when you need to put in an argument, either type the name in place of the cell range or click the drop down list of names and select a name from

the list. Finish the formula as you normally would and press e.

= sum(march)

Sheet tab scrolling buttons
Sheet tab scrolling buttons
Sheet tabs
Sheet tabs

Working with sheets

Files in Excel are called workbooks because they may contain multiple worksheets and/or chart sheets. Each worksheet may contain 256 columns and 65,536 rows. Initially the workbooks have three worksheets; you may change that by clicking on Tools, Options, General and changing the number of Sheets in New Workbook. The sheet tabs are displayed in the lower left corner of the screen. The Sheet tab scrolling buttons are to the left of the sheet tabs; use the buttons to scroll the display of the sheet tabs, only a few are displayed at once.

of the sheet tabs, only a few are displayed at once. To make a sheet active,

To make a sheet active, click its tab at the bottom of the screen and the sheet will be displayed. You may select several sheets at once by either holding down the s key (if they are adjacent sheets – click on the first sheet tab and hold down the s key and click on the last sheet tab) or

if they are not adjacent sheets hold the c key ( key on the Mac) as you click on the sheet

tabs. If you have more than one sheet selected when you enter data, the data will appear on all selected sheets.

enter data, the da ta will appear on all selected sheets. To rename a sheet, double-click

To rename a sheet, double-click on its tab; the name is highlighted, type in the new name and either press e or click in a cell or on another sheet. To insert a new sheet, click Insert, Worksheet and a new worksheet is added. To delete a sheet, click its sheet tab to select it, then click Edit, Delete Sheet respond OK to the question: “Selected sheets will be permanently deleted, continue?”. Another way to rename, insert or delete a sheet is to select the sheet tab, press the right mouse button (or c + click the mouse on the Mac) while pointing to the selected sheet tab, and selecting the desired command from the shortcut menu. You may also change the Tab Color, from the shortcut menu.

You may also change the Tab Color , from the shortcut menu. To rearrange the worksheets
You may also change the Tab Color , from the shortcut menu. To rearrange the worksheets

To rearrange the worksheets drag the worksheet tab to a new location (in the list of sheets) a appears above and to the left of the sheet tab, as you drag the mouse the displays where the tab will be moved, release the mouse button to drop the sheet tab in a new position.

When creating formulas the cell addresses may be all on one sheet or they may be spread out over several sheets. A sample formula is: Sheet1!C10+Sheet2!C10+Sheet3!C10 if the sheets had been renamed the formula might be: Western!C10+Central!C10+Eastern!C10. The formula may be typed in, with the sheet name followed by an exclamation mark, or you may use the mouse to select each address in the formula. When you save the workbook ALL the worksheets are saved in the same file.

You may also have a formula that includes cell addresses from more than one file; in the formula the file name will be enclosed in brackets. An example of a formula using addresses from multiple files: =D14+Eastern!D14+[BUDGET04.XLS]Central!$D$14. If you are working with more than one file, you may want to save them as a workbook. Have open all the files that you are working with, click File, Save Workspace. When you open the workspace file it will open the files that were being used when the workspace was saved. Workspace files are small and have .XLW for the extension.

Worksp ace files are small and have .XLW for the extension. AutoCalculate AutoCalculate is on the

AutoCalculate

AutoCalculate is on the status bar on the right hand side. If you select several numbers and look at the AutoCalculate area on the right side of the status bar, you will see a display like: SUM=113334. In other words it is giving you the SUM before you ask; the answer is only on the status bar though, not in a cell. It will continue to display the sum for selected numbers unles s you change the function. To change the function, point to the AutoCalculate area and press the right mouse button (or c + click the mouse button on the Mac), the choices displayed are: Average, Count, Count Nums, Max, Min, and Sum. It will be set for the selected function until you change it again.

be set for the selected function until you change it again. ITS - C Standfield Page

Using the Insert Function Wizard

Excel has hundreds of worksheet formulas (functions) that help you create a special calculation. The Insert Function wizard walks you through creating a formula using one or more of these special functions. Examples of formulas using a function are: = SUM(C23:C33) =AVERAGE(B20:H20) =ROUND(AVERAGE(F10:F55),0) You may type in a formula or use Insert Function. Click the Insert Function button (figure on the left) or click the drop- down arrow by the AutoSum button and select More Functions from the drop-down menu (figure on the right).

Functions from the drop-down menu (figure on the right). To use Insert Function , click the
Functions from the drop-down menu (figure on the right). To use Insert Function , click the

To use Insert Function, click the cell where you want the answer displayed, click the Insert Function button. Select a category from Or Select a Category drop-down list. Select the desired function from the Select a Function list, click OK. Most functions will require a number, so the next dialog box will request information. A number may be either cell address or a range of cells, the number of decimal places, an interest rate, a logical test, etc. Fill in the information as requested and click OK. The answer will be displayed in the cell; the formula will be displayed in the Formula Bar. There are at least two parts to most functions: the function itself (i.e. SUM, AVERAGE, COUNT) and the number or numbers AVERAGE(number1, number2,…). The function determines what the formula does and the number (or argument) indicates which cells will be used. Some functions require more than one argument, which are separated by commas; such as IF(logical_test, value_if_true, v alue_if_false).

such as IF(logical_test, va lue_if_true, v alue_if_false). U seful Functions Functions that are used frequently are

U seful Functions

Functions that are used frequently are Sum, Average, Round, Max, Min, If, Count, CountA, Now and Today. The AutoSum button is the easiest way to enter the Sum function, Sum will add up a list of numbers whether they are in a single column or row or in multiple columns and rows [ex:

=Sum(B5:B22)]. All of the functions can be entered with Insert Function. The Average function will add a list of values then divide by the total number of values [ex:

=AVERAGE(B5:B22)]. Round will round a number or an answer to the specifie d decimal places [ex: =ROUND(B23,2) or =ROUND(AVERAGE(B5:B22), 2)]. Max will determine the greatest number in a range [ex: =MAX(B5:B22)]; Min will determine the smallest number in a range [ex: =MIN(B5:B22)].

T he If function is used to test a condition, if the result is "true" it will respond with one value, if the result is "false" it will respond with a different value [ex: =IF(B5>100, B5*.025, B5*.03) in this example if the value in B5 is greater than 100 it will multiply the value by .025 if the value in B5 is not greater than 100 it will multiply by .03].

The Count and CountA functions perform similarly. The Count function counts only the numbers in a range [ex: =COUNT(B5:B22)]. The CountA function counts all the non-empty cells in a range [ex: =COUNTA(B5:B22)].

U se the Today function to enter today's date [ex: =TODAY()] or use the Now function to enter

the date and the time [ex: =NOW()]. You may subtract two dates to find the number of days between them. You may also add to a date to discover a date the specified number of days aw ay. You may subtract to find the amount of time between two given times, the given times must be in time format. Use the Date & Time formats to change the appearance of the date and/or the time. When you enter a date in a cell, Excel sees it as a serial number that equals the number of days since 1/1/1900 until the given date; Excel assumes a date format so that it appears as a date.

C reating formulas with relative and absolute addresses

Anytime you copy a formula from one cell to another the addresses in the cell are automatically adjusted for the new cell address because they are relative addresses. There are times when you will need a formula with one or more absolute addresses that do not change automatically when the formula is copied, such as a cell containing a fixed percentage.

A n absolute cell address is one with $ signs in front of the column and/or the row such as $C$25.

You put a $ in front of the column if the column needs to remain constant and/or you put a $ in front of the row if the row needs to remain constant. There are four possibilities, a relative

address:

you may use the $ key ( + T on the Mac) to put the $ in for you. When typing the formula, click the cell that needs an absolute address then press the $ key ( + T on the Mac) until you have the correct address. If the formula is already typed, select the address in the formula bar and then press the $ key ( + T on the Mac).

C25 and three absolute addresses: C$25, $C25, $C$25. You may either type the $ or

addresses: C$25, $C25, $C$25. You may either type the $ or D ata Sort The Sort

D ata Sort

The Sort Asce nding and Sort Descending buttons on the Standard toolbar only sort by one column. With the Data, Sort command you can sort by up to three columns or fields.

C lick in the data (in a cell with content), click

Data, Sort to display the Sort dialog box. [Exc el should highlight your database, since you clicked

in the data first. Do not leave blank columns or rows in your database.] If your database has column headings (field names) be sure that Header row is selected, if there are no colum n

headings be sure that No Header row is selected .

If you do not have a header row, then the drop dow n lists will display “Column A, Column B,

Column C…”.

S elect a column (field) from the drop down list under Sort by, then click Ascending or Descending on the right side. To sort by additional columns or fields, make a second selection

under Then by and if desired a third selection under the last Then by. Click OK to sort t he database. In the example, the list would first be sorted by Customer. The records with the same Customer, would then be sorted by Part #. The records with the same Customer and Part # would then be sorted by Order Date.

Filter arrow
Filter arrow

AutoFilter

U se the AutoFilter command to filter out data that y ou don't want to see. Click in the database, select Data,

Filter, AutoFilter; Filter drop down arrows appear for each column (fie ld). When you click one of the arrows, a list of possible criteria appears. If you click one of the items, then all entries in the field that don't match will be

hidden.

other customers will be hidden. The f ields that have active filters have a blue arrow rather than a black one. To redisplay all the information, click the arrow again and select (All). If you select (Custom) filter, then you can set up your own criteria. For example in a numeric field such as Quantity you can search for < (less than) or > (greater than) a given number. You can combine the criteria using And or Or then add another criteria to use. If a filter in one field is already active when you set a filter for another field then they are both in effect, both will be blue, and both will need to be “turned off”. If you are using several filters a fast way to turn them all of f is to click Data, Filter, AutoFilter again or click Data, AutoFilter, Show All; either method display s all the records; only Data, Filter, AutoFilter will turn off the filter arrows.

For example if you click one of the customer's names in the list, then all the entries for

Subtotals

T he Subtotals command will take a sorted data list and apply a funct ion such as Sum to a selected field and display the results. In order to display the subtotals, firs t select the list and sort it; click Data, Sort. In the Sor t dialog box select the field to be sorted, choose whether you want Ascending or Descending and click OK. [Yo u may select to sort by up to two additional fields.]

. [Yo u may select to sort by up to two additional fields.] The func tions

The functions listed are: Sum,

After sorting, click Data, Subtotals which displays the S ubtotal dialog box. In the At Each Change in: box select the field that you sorted by. Click the Use Function drop down list arrow to select the desired fu nction.

Count, Average, Max, Min, Product, Count Nums , StdDev, StdDevp, Var, and Varp. The Add Subtotal To edit box is where you select the field you are subtotaling or averaging; after selecti ng the field to be subtotaled, click OK.

The subtotals appear on the spreadsh eet in the selected column. A grand total appears at the very b ottom. In the gray area to the left of the spreadsheet are buttons 1, 2, 3 to control the level of

detail that is displayed. You may click [1] for the grand total only; [2] for just the subtotals; and [3] to see all the detail. The levels visible on the screen are the ones that will print.

levels visible on the screen are the ones that will print. In order to add more

In order to add more subtotals to the same list, set up one field to subtotal, then click Data, Subtotals and set up an additional field; be sure to turn OFF Replace Current Subtotals so that it will add additional fie lds instead of replacing.

If you want to remove the subtotals (to edit th e data for example), click Data, Subtotals, Remove All. The spreadsheet will look like it did before the subtotals.

Data Validation

The Data, Validation command allows you to contro

you can specify that o nly Whole Numbers can be entered and state the Minimum and Maximum values allowed. You can also create a list for a drop-down list, so that only the items in the list can be selected. The choices under Validation criteria Allow are: Any value, Whole number, Decimal, List, Date, Time, Text length, and Custom.

l values entered into cells. F

or example,

To create a validation for a certain type of value, sele ct the cell or cells, click Data, Validation.

U nder Data select from between, not between, equal to, not equal to, greater than, less than,

greater than or equal to, and less than or equal to. Fill in the requested values in Minimum, Maximum or Value. To create a drop down list for a cell, first type the list of items. Select a cell, click Data, Validation. Under Allow select List then select the cells or type the range in

Source click OK. A cell Validation may be easily copied using AutoFill.

What are Excel Charts?

U se Excel charts to illustrate the differences between numbers and/or changes over time. Excel

charts may take many different forms: column, line, pie, bar, area, etc. and 3-D versions of those.

Create a Chart

C harts may be created on the same sheet as the data or on a separate

chart sheet. If the ch art and the data are on the same sheet, they may be viewed and/or printed together. If the chart is on a chart sheet, it w ill be printed separately on

a whole sheet of paper. In order to create a chart, select the data on th e worksheet, then click the Chart Wizard button. Step 1 of the Chart Wizard is displayed.

Wizard button. Step 1 of the Chart Wizard is displayed. The data selection could include on

The data selection could include only one data series (a single c olumn or single row) or it could b e several series (multiple columns or multiple rows). Pie charts need only one data series that totals 100%. It may be necessary on a pie chart, to select two separate ranges, in the case where one column has the headings and another column the data. To select two separate ranges, hold down the c key (hold the key on the Macintosh) while selecting the second range.

ChartWizard

The Chart Wizard has four steps. Step 1 of 4 is called Chart Type. Select the Chart type and the Chart sub-type. Among the choices are: Column, Bar, Line, Pie, XY (Scatter), Area, Doughnut, Radar, Surface, Bubble, Stock, Cylinder, Cone, and Pyramid. There are descriptions of the different types at the bottom of the dialog box. Point your mouse to the "Press and Hold to View Sample" button, hold the mouse button down to preview the chart, release the mouse button when finished. Once you have selected the Chart type and Chart sub-type, click Next.

release the mouse butto n when finished. Once you have selected the Chart type and Chart

Step 2 of 4 is Chart Source Data; verify the data range and specify whether the data series is in Rows or Columns. When you change the Chart Source Data from Rows to Columns (or vice versa) this determines what is on the X-axis and what is on the Y-axis and in the Legend. Once you have made the selection, click Next.

what is on the X-axis and what is on the Y-axis and in the Legend .

The Series panel on Step 2 allows you to individually edit each Series, changing the cell addresses or the location of the text used in the Legend.

Step 3 of 4 is Chart Options; it has six panels. The six panels are: Titles, Axes, Gridlines, Legend, Data Labels, and Data Table. The first panel, Titles, is for entering the Chart title, Category (X) axis title, or Value (Y) axis title. The second panel, Axes, turns off (or on) the labels on the axes.

Category (X) axis title, or Value (Y) axis title. The second panel, Axes , turns off

The third panel, Gridlines, is used to turn on or off the Major and/or Minor Gridlines for the X and Y axes. The fourth panel, Legend, allows you to change the placement of the Legend. Select from:

for the X and Y axes. The fourth panel, Legend , allows you to change the

Bottom, Corner, Top, Right, or Left as the

position of the Legend.

The fifth pa nel is

Data Labels; use it to turn on Labels, Values, or Percents. Data Labels will print on the chart. The last panel is Data Table, you may have it show the spreadsheet with the chart. Once the selections have been made, click Next to go on, or click Back to change a selection.

Use Step 4 of 4 Chart Location to specify w here you want the chart. Select As new sheet or As object in. In the As new sheet box, you may type the name you want fo r the new chart sheet. For As object in, select the existing sheet that you want to display the chart on. Click Finish.

the new chart sheet. For As object in , select the existing sheet that you want

Edit a Chart

Click the chart to select it, handles are dis played around the border. You need to select the chart t o move it on the sheet, delete it, or to res ize it. To move it, just drag with the mouse on the middle of the selected chart. To size the c hart area, drag one of the handles away from the center of the chart to make it larger or toward the c enter of the chart to make it smaller. To delete a selected chart, just press the d key (use the k key on the Macintosh).

just press the d key (use the k key on the Macintosh). To delete a data

To delete a data series from the chart, select the chart. Click one of the bars (columns or lines) that is in the data series to be deleted. When you click one part of the series the whole series is selected. While the series is selected press the d key (k key on the Macintosh). The series is removed from t he chart. To add a data series to a column, ba r or line ch art: if the chart is on the worksheet, select the new data series on the worksheet, drag the selected data over the chart and release the mouse button. The new data is added to the cha rt. If the chart is on a separate sheet you will need to select the new data on the worksheet, click Copy; change to the chart sheet and click Paste. You can also c lick Chart, Add Data and type the range of the data to be added.

Chart Toolbar

When a chart is selected, the Char t toolbar is displayed. It has seven buttons and two drop down list s. Chart Objects is the drop down list on the left (l ists all the objects in the chart), then the Format (A xis) button (when an Axis is selected), Chart Type drop down list, Legend (turns the legend on or o ff), Data Table (turns the data table on or off), By Row, By Column, Angle Clockwise, and the Angle Counter Clockwise buttons. If the Chart toolbar is not visible when the chart is selected, click View, Toolbars, Chart to turn it on.

is selected, click View, Toolbars, Chart to turn it on. To change the Chart Typ e
is selected, click View, Toolbars, Chart to turn it on. To change the Chart Typ e

To change the Chart Typ e, select the chart, then click the Chart Type drop down list in the Chart to olbar. Select the desired type, there are eighteen chart type choices, some 2-D and some 3-D to select from. The choices are: Area, 3-D Area, 3-D Surface, Bar, 3 -D Bar, Radar, Column, 3-D Column, Bubble, Line, 3- D Line, Scatter(XY), Pie, 3-D Pie, Doughnut, ,3-D Cylinder, 3-D Cone, and 3-D Pyramid.

To change the format of any part of the chart, select the chart, then click directly on the object to sel ect it. Click the Format button in the Chart toolbar.

The Format dialog box is d isplayed. The choices will change with different objects. With Patterns you may select a Border style, color, and/or shadow and you may select an Area color or Fill Effects. Click the Fo nt tab to change the font, size, or color of the text. Other choices may include: Series O rder, Placement, Scale, Number, Alignment, Axis, and Data L abels depending on the object selected.

Chart Menu

When the chart is selected, a Chart item is added to the Menu at the top of the screen. The Chart menu has: Chart Type, Source Data, Chart Options, Location, Add Data, Add Trendline, and 3-D View. Use Chart

Type to change the type of the selected chart.

change the range of the data serie s. If you need to change whether the c hart is on a worksheet with other information or on a chart by itself, use Location. Add Data is used to put additional d ata on a chart. You can also click Add Trendline to add that to your c hart. 3-D View is discussed below.

Source Data is used to

3-D View is discussed below. Source Data is used to The Chart Options dialog box has

The Chart Options dialog box has six panels (the same as Step 3 of the Chart Wizard): Titles, Axes, Gridlines, Legend, Data Labels, and Data Table. Use Titles to type, edit or remove the individual titles on the chart. Use Axes to turn on or off the labels on an axis. On the Gridlines panel yo u can display major or minor gridlines on either axis. The last three: Legend, Data Labels, and Data Table are for displaying or not displaying information.

To add, delete, or edit a title, select the chart, then click Chart, Chart Options, Titles. To add a title, type the title in the correct text box and click OK. One way to remove a title is to click Chart, Chart Options, Titles then select and delete the title, click OK. To e dit the title, correct th e title in the text box, then click OK. Another way to edit the title is to select it (on the chart), then click in the selection to get the flashing insertion bar. Edit the title text as you would any

other text. Click outside of the title when finished. While y ou have the title selected, you may change the Font, Font Size, and/or Font Color using the b uttons on the Formatting toolbar.

Font Color using the b uttons on the Formatting toolbar. Click Apply to To change the

Click Apply to

To change the rotation, or perspective or elevation of a 3-D chart, select the chart (must be a 3-D type chart). Then click Chart, 3-D View. The 3-D View dialog box

is displayed. The two arrows in the top left

hand corner ma

Elevation, or y o u may type the number in the Elevation bo x. In the lower left hand side, you may t ype the degrees to rotate in the Rotation bo x, or use the two buttons to the right of the Rotation box. On the top right are buttons to change the Perspective, or type in the Perspective box. preview the changes on your chart, then click OK when you are finished.

y be used to change the

click OK when you are finished. y be used to change the To change a piece

To change a piece of a pie chart, click once on the piece, handles

appear for each piece. Click again on the individual piece you wish to change, handles appear around the

one piece.

You can then select

Format Data Point from the Chart toolbar, or double click the pie piece to display the Format Data Point dialog box. Y ou may select a color or pattern to f ill the pie piece or change the bo rder color or style. In order to “explode” a piece of the pie (see figure), select the piece, then d rag it away from the center of the pie and release the mouse button.

Format Chart Axis

It is poss ible to change the axis labels, scale, and ti ck marks. Click the axis to select it, then click Format Axis in the Chart toolbar. There are five panels on the Format Axis dialog box: Patterns,

Scale, Font, Number, and Alignment.

Patterns panel, you can change the Lines: Style, Color, and/or Weight. Also on Patterns, there a re choices for Major tick mark type, Minor tick mark type and Tick mark labels. Tick marks are the marks on the axis to indicate the distance. Major tick mark refers to Major unit on the

Scale, Minor tick mark refers to Minor unit on

On the

Scale , Minor tick mark refers to Minor unit on On the ITS - C Standfield

the Scale. Each of the tick marks have these types to select from: None, Inside, Outside, and Cross. The Tick mark labels choices are: None, High, Low, and Next to axis.

The Scale panel has the Value (Y) axis scale settings.

each Scale value. If you wish, you can ma nually specify the values for Minimum, Maximum,

Major unit, and Minor unit.

Category (X) axis Crosses at: text box.

You can al so specify where the X axis crosses the Y axis in the

Usually the Auto check box is selected for

Use the Font panel to change the Font, S ize, Color, and Effects for the text on the selected axis. Use the Number panel to format the numbers on the axis, such as adding $ signs or commas or setting the number of decimal places. Use the Alignment panel to change the orientation of the text on the axis. You can specify the degre e angle that you want for the text. Instead of specifying the number for Degrees, you can put your mouse on the red diamond and drag it up or down to the desired location.

Note on Printing a Chart

If you select the chart an d then click File, Print, it will only print the chart. If you wish to print a worksheet which has the chart on it, be sure that you have clicked in a cell not on the chart.

Excel Sheet - Ex ercises

1. In Excel, Open the file sample-2004

2. Click File, Save As and change the name to Company Workbook

3. Double click on the Sheet1 tab, rename it Western

4. Rename Sheet2 to Central, Sheet3 to Eastern, Sheet4 t o Totals, Sheet5 to Orders.

5. Scroll through the sheet tabs until Sheet8 thru Sheet11 tabs are visible; click in a cell on Sheet8. Hold down the s key, click Sheet11 to sele ct all four sheet tabs.

6. Type your name in a cell on Sheet8, format your name (font, size, color, borders, column width, etc.) click on one of the other sheet ta bs (such as Sheet12) to turn off the selection, then click on each of the four that had been se l ected: Sheet8, Sheet9, Sheet10, and Sheet11. You r name should be in the same cell of all four, the formatting and column width should be the same.

7. Hold the c key ( on the Mac) and select the sheets 6, 12, 15, and 16 then click Edit, Delete Sheet, OK.

8. Select Sheet9 and drag it to move it between S heet13 and Sheet14; drag Sheet11 between Sheet7and Sheet10.

9. Hold the s key and select all the sheets fro m Sheet7 through the last sheet, Sheet14 then Edit, Delete Sheet OK (leaving five sheets).

10. Click on the Western sheet tab to select it. C lick the Save button.

11. Select the range E23:E34, then click Insert, N ame, Define type March and click OK.

12.

Select the range H23:H34, then select H23 in the Name box type June and press e.

13. Select the range B14:F14, then click Insert, Name, Create; Left Column should already be selected, click OK. [Assigns the name Operating_Income to the selected range.]

14. Select the range B32:N32, then click Insert, Name, Create; Left Column should already be selected, click OK. [Assigns the name Travel_Expenses to the selected range.]

15. Click in cell H10, click the Function Wizard button, click MIN, click OK, select the cells C10:F14, click OK. The answer appears in the cell, the formula is: =Min(C10:F14).

16. Click in cell H11, click the Function Wizard button, click MAX, click OK, select the cells C10:F14, click OK. The answer appears in the cell, the formula is: =Max(C10:F14).

17. Click in cell H14, click the Function Wizard button, click AVERAGE, click OK, click Insert,

Name, Paste select Operating_Income

is: =Average(Operating_Income).

, click OK

. The answer appears in the cell, the formula

18. Click in cell G14, click the Function Wizard button, click ROUND, click OK, select cell H14, click in the num_digits box and type 0, click OK. The rounded answer from cell H14 appears in G14, the formula is =Round(H14,0). [Another way would be to change the

formula in H14 to be

19. Click in cell H7, clic

: =Round(Average(Operating_Income),0) the an

k the Function Wizard button, select ROUND, cli

swer appears in H14.] ck OK. Click the

Function drop down arrow on the For mula bar, select SUM, click Insert, Name, Paste select Travel_Expenses then click OK. Instead of the Step 2 screen for the Round function you will probably get an error message. In the Formula bar, the cursor is flashing in the formula, type

type ,2 press e.

[The completed formula is =Round(Sum(Travel_Expenses),2). ]

20. Click the Save button.

21. Click Insert, Worksheet. In A3 type March; in C3 type June.

22. Click the drop down arrow in the Name box, select March, click Edit, Copy.

23. Click on the Sheet1 tab, click in A4, click Edit, Paste Special, Values click OK.

24. Click the drop down arrow in the Name box, select June, click Edit, Copy.

25. Click on th

26

e Sheet1 tab, click in C4, click Edit, Paste Special, Values click OK.

Click in B

% with 2 decimal places. Fill the formula down the column from B5 through B14. [Since it does not have an absolute address, it does not work in the other cells.]

as

4, c

reate the formula to find the percent for expense to total: =A4/A15 format it

.

27. Edit the formula in cell B4 so that it has an absolute address where needed, then copy the

new formula down the column. [=A4/A$15] To edit the formula, select A15 in the formula

bar, then press $ ( + T) twice to insert the $. Copy the formula to the rest of the column.

28.

Enter the formula in D4 to calculate the expense to total percent (or copy the formula from B4), then copy it to the rest of the column. [=C4/C$15]

29.

Drag Sheet1 to the end, after the Totals sheet, click the Save button; select the To

tals sheet.

30.

Click in cell C14, begin a formula, press = then click the Western sheet tab, click cell C18

and press + then click the Central sheet tab, click C18, press + then click the Eastern sheet tab, click C18 , press e. The formula on the Totals sheet in cell C14 should be:

=Western!C18+Central!C18+Eastern!C18.

31.

Use AutoFill to copy the formula to C15 and then copy both formulas across to N14 and

sheet

32.

N15. Look over the formulas. Click in cell C19 on the Totals sheet , begin a formula, press = then click the Western

tab, click cell C23 and press + then click the Central sheet tab, click C23, press + then

click the Eastern sheet tab, click C23 , press e. The formula on the Totals sheet in cell

C19 should be:

=Western!C23+Ce ntral!C23+Eastern!C23.

33.

Use AutoFill to copy the formula to C20:C29 and then copy all the formulas across to N2 9.

34.

Look over the formulas, then click the Save button.

35.

Click the Orders sheet tab to select it; click cell I2.

36.

Use the Function Wizard to put in an IF formula to calculate a discount for orders over $ 700;

select IF, click OK. For logical_test type: F2>700

for value_if_true type:

F2*0.9

for

value_if_false type:

F2 click OK. The completed formula is:

=IF(F2>700, F2*0.9, F2)

37.

Use AutoFill to copy the formula down the column.

38.

Select column I, then look at the AutoCalculate number displayed to see the Sum. Poin t to

the AutoCalculate num ber and press the right mouse button (or + click the mouse on a Mac) select Average.

39.

Change the AutoCalculate function to Min, Max and Count Num s.

40.

Click in cell J2; use the Function Wizard to put in an IF formula to calculate a 5% charge for delivery under 5 days. Select IF, click OK. For logical_test type: H2<5 for valu e_if_true

type:

I2*0.05

for value_if_false type:

0 click OK. The completed formula is:

=IF(H2<5, I2*0.05, 0)

41.

Use AutoFill to copy the formula down to J70; also AutoFill the formula in K2 down to K70.

42.

Go to cell M2 type the formula or use the Insert Function Wizard to create the formula:

=COUNTIF(B2:B70,"EC08")

Any part number could replace “EC08”

to count the number

of orders for that part number.

43.

Click the Save button. Click in A2 or some other cell in the list.

44.

Click Da

ta, Filter, AutoFilter to turn on the filter arrows.

45.

Click the Customer filter arrow, select Hilo Ventures; look at the results. To redisplay the records, click the Customer filter arrow, select All.

46.

Click the Quantity filter arrow, select 5; look at the results. Click the Quantity filter arrow,

,

47.

select Custom, select greater than or equal to (>=) 5 click OK, look at the results. Sort the filtered records by Customer and Order Date: click Data, Sort, Sort By Customer Then By Order Date click OK.

48.

Click Data, Filter, Show All to redisplay all th

e records.

49.

Click the Total filter arrow, select Custom, then put greater than 1000 OK. Select colum n

F, use AutoCalculate to find ou t the sum of the selected records (Sum).

 

50.

Click Data, Filter, AutoFilter to turn off the filter and redisplay all the records.

51.

Sort the records by Customer and Order Date again: click Data, Sort, Sort By Customer, Then By Order Date click OK.

52.

Click Data, Subtotals; set it so that: At Each Change in: Cus

tomer Use Function: Sum

Add Subtotal to: Total Charges and click OK. Subtotals should be displayed for each customer, with a grand total at the bottom.

5 3. Click the 1, 2, and 3 level buttons on the top left to see the available displays.

54. Click Data, Subtotals again; turn OFF Replace Curre nt Subtotals; select Use Function:

Average and Add Subtotal to: Days to Delivery (turn off Total Charges). Click OK.

55. Click the Print Preview button to see how it would print.

56. Remove the subtotals: click Data, Subtotals, Remove All.

57. Click the Save button. Close the file.

Excel Charts - Exercises

1. In Excel, Open the file cost-2004

2. Click File, Save As charts

3. Select B3:E7 click the Chart Wizard button.

4. On Step 1 - Chart Type; click Column for the Chart Type and Clustered Column f Subtype. Click Next to g o to Step 2.

5. Step 2 - Chart Source Data, click Rows for Series in: and click Next.

6. For Step 3 - Chart Options, in the Chart Title box type: COST OF GOODS SOLD

7. In the Axis Titles, Category (X) box type:

8. On Step 4 - Chart Location, sel

9. With the chart still selected, drag it to the left to center it under th e table. Click a cell to

or the

1st Qtr 2004 then click Next.

ect As Object in: Sheet1 then click Finish.

deselect the chart. [You might insert a new column A which will give more space for centering the chart under the table.]

10.

Click File, Page Setup; click the Margins tab, select Center on Page, Horizontally; click the

screen.

11.

Sheet tab, turn off Gridlines; click the Header/Foote r tab, set the Header to none, type your name in the center section of the Footer; click OK. Click the Print Preview button to see the page; click Close to return to the worksheet

12.

Click the Save button to save the first chart.

13.

Select B4:B7, then hold the c key ( key on the Mac) down and also select E4:E7. [If you inserted a column in step #9 above, select C4:C7 and F4:F7.]

14.

Click ChartWizard, Step 1 is displayed.

15.

Click the Pie chart type and the first subtype; click Next to go to Step 2.

16.

Click Next without making changes on Step 2.

17.

On Step 3, type Cost of Goods S

old in the Chart title box; click Next.

18.

On Step 4, select As new sheet Chart1 then click Finish to see the completed pie chart.

e

19.

Click in the chart title, type - March 2004 at the end of the title [the complete title will b

Cost of Goods Sold - March 2004 when yo u finish]; click outside the title area to deselect it.

20.

Still on the pie chart sheet, click the drop down arrow for the Chart Type on the Chart toolbar. [If the Chart toolbar is not displayed, click View, Toolbars, Chart.]

21.

Click the 3-D Pie Chart type. Click the pie chart, the whole pie is selected.

22.

Click one of the pie wedges to select it (handles around on e wedge only); click Format Data Point on the Chart toolbar, select a color, click OK.

23.

You may change the color of the other wedges if there is time.

2 4. Click Chart, Chart Options; turn off Show Legend and on Data Labels, check Category name

and check Percent age, click OK.

25. Select the “Freight

26. Select Chart, 3-D View; change Ro tation to 60º, click Apply; then change it to 180º click Apply again. Change the El evation to 25°, click OK.

27. Select the Plot Area of the chart (click in the “corner”) and enlarge the pie by dragging a corner handle.

28. Click one of the data labels (all of them will be selected); change the Font Size to 12, also click Bold and change the Font Color if desired.

” wedge, drag the wedge away from the center about

½”.

” wedge, drag the wedge away from the center about ½”. ITS - C Standfield Page

29. Click the Print Preview button, after looking the chart over, click Close.

30. Select File, Page Setup; click the Header/Footer tab.

31. Click the Custom Header button. In the center secti

on, select the text, type your name. In the

Custom Footer, center section, click the Date and Time buttons.

32. Click OK to get out of Page Setup.

3 3. If there is a printer and enough time, print the chart sheet.

there is a printer and enough time, print the chart sheet. 34. Click the Save button.

34. Click the Save button. Click the Sheet1 button to retu

35. Click the column chart to select it. Click one of the “Markdown” (yellow) bars to select the whole “Markdown” data series.

e d key once.

37. On the worksheet, select B6:E6 (the Markdown row; C6:F6 if you inserted a column), place the mouse pointer (arrow) at the bottom of the selected area, drag it to the chart and releas e the mouse button to add the series to the chart.

36. To remove the data series, press th

rn to the original worksheet.

38. Change the chart to a 3- D Column. Enlarge the chart and the plot area as needed.

39. Click one of the "Mark

d own" bars on the chart. Click Format Data Series on the Chart

toolbar, then click the Series Order tab.

40. Click the Move Up and

Move Down buttons to rearrange the order of the four data series,

place them in o rder with the shortest in the front to the tallest in the back. Click OK to complete the comman d.

41. Click the Legend to sele

42. On the Patterns dialo

43. Click the Font tab, se

44. Click the Placement

45. Click the labels on each axis and se

ct it, click Format Legend on the Chart toolbar.

g box, select a light gray color for the Area.

lect 10 for the size.

tab, select Bottom as the placement for the legend, click OK.

t each with Font Size 10.

46. With the chart selected, click Chart, Chart Options, Titles.

47. In the Value (z) Axis title, type: Thousands then click OK.

48. Select "Thousands" click the Format Axis Title on the Chart toolbar. Make the Font Size 12 and click Alignment, under Orientation put 90º then click OK.

49. With the chart selected, click the z-ax is. Click Format Axis on the Chart toolbar, click the Patterns tab, under Minor tick mark type, select Outside.

50. Click the

Set

Scale tab, turn off Auto for Minimum, Maximum, Major Unit, and Minor Unit.

to 0; set the Maximum to 7000; set the Major Unit to 1000; and set th

the Minimum

e Minor

Unit to 500 . Click OK; click the Save button.

51. If necessary, make the chart "taller"; select the chart and stretch it down several rows.

52. Select Chart, Click Apply see the chart).

53. Click outsi de the chart; click Print Preview to see the page, click Close.

54. Save the f ile; if possible, print the sheet with the chart.

3-D View; experiment with changing the Elevation, Rotation, and

Perspective.

ver to

after each change to see the effect (you may have to move the dialog box o

Close the file.

SMU Student Growth

 

1915

1994

1997

2001

Undergrad students

706

5,240

5,449

5,836

Graduate students

-

3 ,760

4 ,259

4 ,430

n Step 3, type SMU Students for the Chart Title.

, 430 n Step 3 , type SMU Students for the Chart Title . 55. On

55. On a new sheet, typ e the

inform ation in the table on the right; sta rt in A1 1915 is in cell B3, the last numb er is in cell E5. Save. 56. Select the data A3:E5 then click Chart Wizard.

57. Select the Line Chart type and the default subtype (with markers); click Next.

58. Accept Step 2, then click Next. O

59. Click Next, on Step 4, click As New Sheet Chart2 then click Finish.

60. Change the dark blue line to bright blue and change the magenta line to red.

61. Select the blue line, click Insert, Picture, From File; select blue- horse.gif and Open.

62. Select the red line, click Insert, Picture, From File; select red- mustang.gif and Open.

63. Change the Plot Area color to white.

64. Save.

65. Put your name in the foot

er, print if

there is time. Close the file.

66. Exit from Excel.