Microsoft Excel 2003 Illustrated Complete And Editing Worksheets Building

Microsoft Excel 2003 Microsoft Excel 2003 Illustrated CompleteIllustrated Complete

And Editing WorksheetsAnd Editing WorksheetsBuildingBuilding

2Building and Editing Worksheets

Plan and design a worksheetPlan and design a worksheet Edit cell entriesEdit cell entries Enter formulasEnter formulas Create complex formulasCreate complex formulas Introduce Excel functionsIntroduce Excel functions

ObjectivesObjectives


ObjectivesObjectives

Use Excel functionsUse Excel functions Copy and move cell entriesCopy and move cell entries Understand relative and absolute cell Understand relative and absolute cell

referencesreferences Copy formulas with relative cell Copy formulas with relative cell

referencesreferences Copy formulas with absolute cell Copy formulas with absolute cell

referencesreferences


Planning and Designing Planning and Designing a Worksheeta Worksheet When planning and designing a When planning and designing a

worksheet, it is important to:worksheet, it is important to:– Determine the purpose of the Determine the purpose of the

worksheetworksheet– Determine the desired resultDetermine the desired result– Collect all necessary informationCollect all necessary information– Determine the calculations or formulas Determine the calculations or formulas

necessary to achieve the resultsnecessary to achieve the results– Sketch how you want the worksheet to Sketch how you want the worksheet to

looklook


Planning and Designing Planning and Designing a Worksheet (cont.)a Worksheet (cont.)

Sample worksheet


Editing Cell EntriesEditing Cell Entries

To edit a cell:To edit a cell:– Select the cell, then click the formula Select the cell, then click the formula

bar or press [F2] to change to Edit bar or press [F2] to change to Edit modemode

• A blinking line called the A blinking line called the insertion pointinsertion point appears in the formula barappears in the formula bar

– Edit dataEdit data• The The mode indicatormode indicator on the status bar tells on the status bar tells

whether Excel is in Edit modewhether Excel is in Edit mode


Editing Cell Entries (cont.)Editing Cell Entries (cont.)

Insertion point

Edit mode indicator

Pointer used for editing


Editing Cell Entries (cont.)Editing Cell Entries (cont.)

Recovering a lost workbook fileRecovering a lost workbook file– Due to Excel or some other program Due to Excel or some other program

freeze or a power failurefreeze or a power failure– Document Recovery task pane opens Document Recovery task pane opens

the next time you open Excelthe next time you open Excel• Displays original and recovered versions Displays original and recovered versions

of the Excel fileof the Excel file• Open and review any version of the fileOpen and review any version of the file• Save the file version you wantSave the file version you want


Entering FormulasEntering Formulas

A formula is used to perform numeric A formula is used to perform numeric calculationscalculations– Adding, subtracting, multiplying, etc.Adding, subtracting, multiplying, etc.– Formulas usually start with an equal sign (=), Formulas usually start with an equal sign (=),

called the called the formula prefixformula prefix followed by cell followed by cell addresses or range namesaddresses or range names

• Using a cell address or range name is called Using a cell address or range name is called cell cell referencingreferencing

• When the value in a cell is changed, any formula When the value in a cell is changed, any formula containing that cell reference will be automatically containing that cell reference will be automatically recalculatedrecalculated


Entering Formulas (cont.)Entering Formulas (cont.)

Click the cell where you want to enter the Click the cell where you want to enter the calculationcalculation

– Enter the calculation by typing the cell addresses Enter the calculation by typing the cell addresses or by pointingor by pointing

• Use the mouse to Use the mouse to pointpoint to cells to cells

Formula in cell

Formula in formula bar

Moving border


Entering Formulas (cont.)Entering Formulas (cont.)

Common arithmetic operators


Creating Complex FormulasCreating Complex Formulas

A A complex formulacomplex formula is an equation is an equation that uses more than one type of that uses more than one type of arithmetic operatorarithmetic operator– A formula that uses both addition and A formula that uses both addition and

multiplicationmultiplication– Arithmetic operators separate tasks in Arithmetic operators separate tasks in

order of precedenceorder of precedence


Creating Complex Formulas Creating Complex Formulas (cont.)(cont.)

Formula calculates

a 20% increase over the value of cell B8

Formula in formula bar


Creating Complex Formulas Creating Complex Formulas (cont.)(cont.) Order of precedence in Excel Order of precedence in Excel

formulasformulas– Excel performs calculations in a certain Excel performs calculations in a certain

order based on these rules:order based on these rules:• Operations inside parentheses are Operations inside parentheses are

calculated firstcalculated first• Exponents are calculated nextExponents are calculated next• Multiplication and division are calculated Multiplication and division are calculated

next (from left to right)next (from left to right)• Addition and subtraction are calculated Addition and subtraction are calculated

next (from left to right)next (from left to right)


Introducing Excel FunctionsIntroducing Excel Functions

A A functionfunction is a predefined formula is a predefined formula that makes it easy to perform a that makes it easy to perform a complex calculationcomplex calculation– Begin with the formula prefix (=)Begin with the formula prefix (=)– Type functions or use the Insert Type functions or use the Insert

Function buttonFunction button– Can be used by itself or within a Can be used by itself or within a

formulaformula


Introducing Excel Functions Introducing Excel Functions (cont.)(cont.) The The AutoSumAutoSum button enters the most button enters the most

frequently used function: SUMfrequently used function: SUM– By default, AutoSum adds the values in By default, AutoSum adds the values in

cells above the cell pointercells above the cell pointer– If there are one or fewer values above If there are one or fewer values above

the cell pointer, AutoSum adds values the cell pointer, AutoSum adds values to its leftto its left

Excel uses the information within Excel uses the information within parentheses, the parentheses, the argumentargument, to , to calculate the function resultcalculate the function result


Introducing Excel Functions Introducing Excel Functions (cont.)(cont.)

Insert Function button

SUM Function

Result of SUM Function

AutoSum button


Using Excel FunctionsUsing Excel Functions

Frequently used functions

Using the MIN and MAX functionsUsing the MIN and MAX functions– MIN calculates the smallest value in a MIN calculates the smallest value in a

rangerange– MAX calculates the largest value in a MAX calculates the largest value in a

rangerange


Using Excel Functions (cont.)Using Excel Functions (cont.)

Click to use mouse to define an argument


Copying and Moving Copying and Moving Cell EntriesCell Entries Use the Cut, Copy, and Paste Use the Cut, Copy, and Paste

buttons or the drag-and-drop featurebuttons or the drag-and-drop feature– Copy or move data within a worksheet Copy or move data within a worksheet

or between worksheetsor between worksheets– The The Office ClipboardOffice Clipboard temporarily stores temporarily stores

information that you copy or cutinformation that you copy or cut• Holds up to 24 itemsHolds up to 24 items• Has its own task pane that displays all Has its own task pane that displays all

stored itemsstored items


Copying and Moving Copying and Moving Cell Entries (cont.)Cell Entries (cont.) Copying and pasting a range of Copying and pasting a range of

informationinformation– Select the top-left cell of the range Select the top-left cell of the range

where you want to paste the where you want to paste the informationinformation

The The drag-and-drop techniquedrag-and-drop technique is is useful for copying cell contentsuseful for copying cell contents– An outline of the cell appears when you An outline of the cell appears when you

move the pointermove the pointer


Copying and Moving Copying and Moving Cell Entries (cont.)Cell Entries (cont.)

Copy button

Paste button

Copied cell

Outline of copied cell

Drag-and-drop pointer


Understanding Relative and Understanding Relative and Absolute Cell ReferencesAbsolute Cell References Use relative references when cell Use relative references when cell

relationships don’t changerelationships don’t change– Excel normally records the relationship Excel normally records the relationship

of cell references to the cell containing of cell references to the cell containing the formula and not the cell referencesthe formula and not the cell references

• Calculations are performed based on cell Calculations are performed based on cell relationshiprelationship

– The formula results are calculated the The formula results are calculated the same way even if the cell is movedsame way even if the cell is moved

• Called Called relative cell referencingrelative cell referencing


Understanding Relative and Understanding Relative and Absolute Cell References (cont.)Absolute Cell References (cont.)

Formula contains

relative cell references

Cells contain relative cell references



Use absolute cell references when Use absolute cell references when one relationship changesone relationship changes– Excel retrieves formula information from Excel retrieves formula information from

a specific cell which doesn’t change a specific cell which doesn’t change even if the formula is copied to another even if the formula is copied to another locationlocation

• Called Called absolute cell referenceabsolute cell reference• Created by placing a dollar sign ($) before Created by placing a dollar sign ($) before

both the column letter and the row number both the column letter and the row number for the cell’s addressfor the cell’s address



Relative cell reference

Absolute cell reference

Cell referenced in absolute formulas



Using a mixed referenceUsing a mixed reference– A mixed cell reference combines both A mixed cell reference combines both

relative and absolute cell referencingrelative and absolute cell referencing• When you copy a formula, you may want When you copy a formula, you may want

to change the row reference but keep the to change the row reference but keep the column referencecolumn reference

– Created using the [F4] function keyCreated using the [F4] function key



Print worksheet formulasPrint worksheet formulas– View formulas rather than cell contentsView formulas rather than cell contents

• Click Tools on the menu bar, click Options, Click Tools on the menu bar, click Options, click the View tab, select the Formulas click the View tab, select the Formulas check box, then click OKcheck box, then click OK

– Print the worksheetPrint the worksheet


Copying Formulas with Copying Formulas with Relative Cell ReferencesRelative Cell References

Reuse formulas you’ve createdReuse formulas you’ve created– Use Copy and Paste commands or the Use Copy and Paste commands or the

Fill Right technique to copy formulasFill Right technique to copy formulas• Use the Use the AutoFillAutoFill feature to copy labels, feature to copy labels,

formulas, or valuesformulas, or values

– Copy a formula to a new cellCopy a formula to a new cell• Excel substitutes new cell references so Excel substitutes new cell references so

that the relationship of the cells to the that the relationship of the cells to the formula remain unchanged in the formula’s formula remain unchanged in the formula’s new locationnew location


Copying Formulas with Copying Formulas with Relative Cell References (cont.)Relative Cell References (cont.)

Copied formula cell references

Copied cell

Copied formula result

Paste options button


Copying Formulas with Copying Formulas with Relative Cell References (cont.)Relative Cell References (cont.) Filling cells with sequential text or Filling cells with sequential text or

valuesvalues– Months of the year; days of the week; Months of the year; days of the week;

or text plus a number (Quarter 1, or text plus a number (Quarter 1, Quarter 2, etc.)Quarter 2, etc.)

– Drag the fill handle to extend an Drag the fill handle to extend an existing sequenceexisting sequence


Copying Formulas with Copying Formulas with Absolute Cell ReferencesAbsolute Cell References A cell reference in A cell reference in

a copied formula a copied formula always refers to a always refers to a particular cell particular cell addressaddress– Press [F2] for the Press [F2] for the

range finder to range finder to outline the outline the equation’s equation’s arguments in blue arguments in blue and greenand green Absolute cell

reference in formula


SummarySummary

Create simple and complex formulas Create simple and complex formulas Edit cell contentsEdit cell contents Use functionsUse functions Copy and move entriesCopy and move entries Understand cell referencingUnderstand cell referencing

Documents

Microsoft Excel 2003 Illustrated Complete And Editing Worksheets Building