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Dream Your Life,life your dream. Sari Mustonen-Kirk
Chapter 1 – Introduction to Excel: What is a Spreadsheet?
Exploring Microsoft Excel 2003
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Objectives
Describe potential spreadsheet applications Distinguish between a constant, a formula,
and a function Distinguish between a workbook and a
worksheet Explain how rows and columns are labeled
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Objectives (continued)
Insert or delete rows and columns Print a worksheet to show displayed values
or cell contents Distinguish between relative, absolute, and
mixed references Copy and/or move cell formulas Format a worksheet
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Introduction to Spreadsheets
Spreadsheet – a computerized ledger Divided into rows and columns
Columns identified with alphabetic headings Rows identified with numeric headings
Cell – the intersection of a row and a column Cell reference uniquely identifies a cell
Consists of column letter and row number
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Rows, Columns, and Cells
Cell referenced by column, then number
Active cell surrounded by heavy border
Column headings above each column. Columns designated with letters
Row headings to the left of each row. Rows designated with numbers
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Types of Cell Entries
Constant – an entry that does not change Can be a numeric value or descriptive text
Function – a predefined computational task Formula – a combination of numeric
constants, cell references, arithmetic operators, and functions Always begins with an equal sign
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Introduction to Microsoft Excel
Common user interface with other Office applications Menus and toolbars are similar to Word and
Power Point Workbook – contains one or more
worksheets Worksheet – an Excel spreadsheet
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4 Worksheet
Add or delete worksheet
Right click mouse
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Toolbars
Appear beneath the menu bar Contain buttons that perform commonly-used
commands Standard toolbar – buttons correspond to
most basic commands in Excel Examples include opening, closing, and saving a
workbook Formatting toolbar – buttons correspond to
common formatting operations Examples include boldface and cell alignment
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The File Menu
Contains most common commands related to Excel files
Examples: New command creates a new workbook Open command opens an existing workbook Save command saves a workbook Save As command saves a copy of an existing
workbook under a different name or file type Print command prints all or part of a worksheet
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An Excel Workbook
Title bar shows name of workbook
Standard toolbar
Menu bar gives lists of commands
Formatting toolbar
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Opening a WorkbookUse the Look In list box to specify the folder containing the file you want to open
Double-click the file you want to open
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The Save As Command
Type the new file name
Use the Save In list box to specify the folder/disk the file will be saved in
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The Active Cell, Formula Bar, and Worksheet Tabs
Click tabs to move to a different worksheet
Active cell is highlighted
Formula bar displays contents of active cell
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Using the Help System
Click the Help menu
Type a question and click Search
Select one of the search results and it will appear in the Help pane
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Modifying the Worksheet:The Insert Command
Can be used to add rows, columns, or cells
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Modifying the Worksheet:The Delete Command
If deleting a cell, specify whether to move other cells up or to the left
Specify whether you’re deleting cell, row, or column
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Page Setup
Page tab controls print orientation and scaling
Margins tab is used to set top, bottom, left and right margins
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Page Setup (continued)
Header/Footer tab allows user to create headers and footers for each printed sheet
Sheet tab is used to control repeating rows or columns or print gridlines
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Display the Cell Formulas
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The Print Preview Command
View and adjust margins by clicking the Margins button
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Using Cell Ranges
Range – a rectangular group of cells May be a single cell or the entire worksheet May consist of a row (or part of a row), a column
(or part of a column) or multiple rows and/or columns
To select a range: Click left mouse button at the beginning of the
range Hold left mouse button as you drag the mouse Release left mouse button at the end of the range
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Copying and Moving Cells
Copy command – duplicates the contents of a cell or range of cells Source range – the cell(s) you are copying from Destination range – the cell(s) you are copying to
You can copy to more than one destination ranges
Move operation – transfers the contents of a cell or range to another cell or range
You must use both the Copy (or Cut) command and the Paste command
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Cell Referencing Absolute reference: remains constant when
copied Specified with dollar signs before the column and
row Relative reference: adjusts during a copy
operation Specified without dollar signs, i.e. B4
Mixed reference: either the row or the column is absolute; the other is relative Specified with a dollar sign before the absolute
part of the reference, i.e. B$4
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Absolute and Relative ReferencesAbsolute references are used to refer to the weight of each exam. These weights do not change for each student, so absolute references are needed to keep those references constant as the formula is copied
Relative references are used to refer to each student’s exam scores. These scores do change for each student, so relative references are needed to make sure each student’s average reflects his/her scores
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Compute the Student Semester Averages
Absolute and relative references used in formulas
Create the formula in cell E4 and copy to other cells
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Isolating the Assumptions
Enter new exam weights in row 13
New student averages are automatically recalculated
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Formatting Cells
Format Cells command – controls the formatting for numbers, alignment, fonts, borders, and patterns (color)
Select-then-do Select the cells to which the formatting will apply Execute the Format Cells command
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The Format Cells CommandNumber tab allows you to specify appearance of numbers
Alignment tab specifies vertical and horizontal alignment
Font tab allows you to specify font type and size
Borders and Patterns tabs allow you to create special effects
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The Completed Worksheet
Shading is used to identify labels and assumptions, and to show class averages.
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Printing Headers and Footers
Use Page Setup dialog to create a Header
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Summary Spreadsheet - the computerized equivalent of
an accountant’s ledger Divided into rows and columns Worksheet - an Excel spreadsheet Workbook - contains one or more worksheets
Cells can contain either a formula or a constant
Use the Insert and Delete commands to add or remove cells, rows, or columns
The Page Setup command provides complete control over the printed page
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Summary (continued)
Range - a cell or range of cells Formulas in a cell may be copied or moved to
other cells Absolute reference remains the same when it is
copied Relative reference adjusts when it is copied
Cells can be formatted in a variety of ways Select cells, then apply formatting
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Chapter 2 – Gaining Proficiency: The Web and
Business Applications
Exploring Microsoft Excel 2003
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Objectives
Gain proficiency in using relative and absolute references
Explain the importance of isolating the assumptions in a worksheet
Use the fill handle to copy a range of cells Use pointing to enter a formula Describe the Today() function and its use in
date arithmetic
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Cell Referencing
Absolute reference: remains constant throughout a copy operation Specified with a dollar sign before the column
and row, i.e. $B$4 Relative reference: adjusts during a copy
operation Specified without dollar signs, i.e. B4
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Absolute and Relative Cell References
Use relative cell references for each employees gross pay
Use absolute cell references for withholding rate and FICA rate
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Isolate Assumptions
Base your formulas on cell references, not values
The cells containing the values (assumptions) should be clearly labeled and set apart
Change the assumptions in the worksheet and see the effects instantly Also minimizes the chance for error: you change
the assumptions in one place
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Example of Isolated Assumptions
Assumptions are isolated and clearly labeled
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Using Excel Effectively
Enter cell addresses in formulas and functions by pointing Use the mouse to select the cell(s) More accurate than typing cell references
Use the fill handle to copy Select the cell(s) and drag to copy to a destination
range Insert comments
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PointingUse the mouse to select the cells to be included in the formula
Notice the color coding between the borders around the selected cells and the formula in the formula bar
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Using the Fill Handle
Select cells E2:H2. Dragging the fill handle will copy all four cells to lower rows.
Border around selected area. Release the mouse and formulas are copied
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Inserting Comments
Comments provide explanation for values and/or descriptions of formulas
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Selecting a Non-Contiguous Range
Drag through cells to select destination range
Hold the Ctrl key, then select additional cells
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Conditional FormattingUse this dialog to set criteria, in this case <0
Select cells to apply conditional formatting
Click Format button to open Format Cells dialog
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Date Arithmetic
Excel stores all dates as integers Serial numbers, beginning with January 1, 1900 The difference between dates is determined by
subtracting one number from another Today() function always returns the current
date
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Summary
Absolute, mixed, and relative references Isolate your assumptions from the rest of the
worksheet Enter cell references into formulas by
pointing to them with the mouse Use the fill handle to copy a formula to
adjacent cells The Insert Comment command creates the
equivalent of a screen tip
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Chapter 3
Graphs and Charts:
Delivering a Message
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Objectives
Describe how a chart can be used to deliver a message.
List several types of charts and describe the purpose of each
Distinguish between an embedded chart versus a chart in its own sheet
Use the Chart Wizard, and F11, to create and modify a chart
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Objectives (continued)
Use the Drawing toolbar to enhance a chart by adding lines and objects
Distinguish between data series in rows versus columns
Differentiate between a stacked-column chart versus a side-by-side column chart
Create a Word document that is linked to a worksheet and an associated chart
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What is a Chart?
A graphic representation of data in a worksheet
Chart elements Category labels – descriptive text entries Data points – numeric values Data series: a grouping of data points
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Chart Types
Keep it simple Use the appropriate chart type
Pie and Exploded pie charts display proportional relationships
Column charts display numbers rather than percentages
Bar charts display numbers horizontally
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Pie Charts
Tom1%
Dick4% Harry
9%
Ben18%
Ken68%
Ken pays 68% of the bill before the refund
Each slice of the pie represents the percentage of the dinner bill each person paysSlices are exploded
Chart title
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Column Charts
Row 4 contains column headings and forms labels for X axis
Embedded chart shows both the chart and the data
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Creating A Chart
Two ways to create Embed chart in worksheet
Sizing handles allow you to size, move, copy, or delete an embedded chart
Create in separate chart sheet Charts are linked to underlying data
A change in the data instantly updates the chart(s) created on that data
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Using the Chart Wizard
Select the cells that contain the data Click the Chart Wizard button on the standard
toolbar Select the chart type Check the data series Complete the chart options Choose the location
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Choose the Chart Type
Select any of the standard chart types or click the Custom Types tab to create your own
Sub-types change as a different chart type is selected
Definitely use this button. If all you see is a blank screen, cancel and reselect data.
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Check the Data Series
Preview the chart before going further
The first row is used as a default for the X axis labels
Collapse button hides the dialog and allows you to select a different range
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Complete the Chart Options
Enter a title for the chart. If you want labels for the axes, enter them here
Use the other tabs to add descriptive text to the chart and enhance its formatting
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Choose the Location
Use this option to create the chart in a chart sheet. Remember F11 provides this result instantly
Give the chart sheet a name
Use this option to embed the chart
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Modifying a Chart
Add labels, change the data type, or format the chart with the Chart toolbar
Add text boxes, arrows and other objects for emphasis with the Drawing toolbar
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Enhancing a Chart
Arrow with embedded text box highlights fourth quarter increase
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Moving and Sizing the Chart
Sizing handles indicate a chart is selected and can be moved, sized, copied, or deleted Drag a corner
handle to change height and width simultaneously and keep in proportion
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Multiple Data Series
Select multiple data series when you want to see individual data points rather than totals
Determine whether data series are in rows or columns Data points plotted are the same either way, but
grouping will be different.
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Rows Versus Columns
If data series are in rows First row is used for category labels Remaining rows are used for data series First column is used for the legend text
If data series are in columns First column is used for category labels Remaining columns are used for data series First row is used for legend text
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Data Series in Rows
Data series in rows, so first row is used as category labels and remaining rows are data series
First column used as legend text
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Data Series in Columns
Data series in columns, so first column is used as category labels and the first row as legend text
Data points are the same; different grouping allows you to make different comparisons
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Stacked Column Charts
Depicts totals by category instead of each individual data point Each data point is plotted as part of a whole Useful when you want to compare totals by
category
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Example of Stacked Column Chart
Each category is graphed as a total. Denver is plotted beginning where Miami left off Data labels show the
value associated with each piece of the column
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Object Linking and Embedding
Create a document in one application that contains objects from another application
Embedded object is stored in the document an Excel chart becomes part of the Word
document Linked object is stored in its own file
any change in this file is automatically reflected in the main document
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Linking A Worksheet
Worksheet and embedded chart are linked into this document
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Updating Links
Use this if changes to the linked document are not updated in the main document
Change the source if the link becomes broken
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Summary
Charts graphically represent data in a worksheet
Select chart type based on the message you are trying to convey
Create with the Chart Wizard Can be embedded onto a worksheet or
created on a separate chart sheet
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Summary (continued)
Multiple data series may be specified in either rows or columns Same data points, but different grouping gives
different comparison Object Linking and Embedding (OLE) creates
a compound document Contains objects from multiple applications Embedding – the object is stored within the
compound document Linking – the object is stored as a separate file
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Chapter 4: Spreadsheets in Decision Making: What If?
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Objectives
Use the PMT function to calculate the payment of a car loan or mortgage.
Use the FV function to determine the future value of a retirement account
Explain how the Goal Seek command facilitates the decision-making process
Use mixed references to vary two parameters in a table
Use the AVERAGE, MAX, MIN, and COUNT functions
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Objectives (continued)
Use the IF and VLOOKUP functions to implement decision making
Freeze, unfreeze, hide, and unhide, rows and columns in a worksheet
Use the AutoFilter command to display selected records in a list
Describe the options in the Page Setup command used with large worksheets
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Using Functions
Function – a predefined computational task Requires arguments
Values the function uses to calculate answers Returns a value
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The PMT Function
Calculates a periodic payment, such as a car or mortgage payment
Based on: Amount financed Interest rate Number of periods
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Using the PMT function
Interest rate divided by 12
Number of payments multiplied by 12
Amount financed expressed as a negative number
Amount financed, interest rate, and the term, are all isolated as assumptions. One or more assumptions can be changed
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The FV function
Returns the future value of a series of payments For example, contributions to your 401K
Based on: Number of periods Expected rate of return Amount invested each period
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Using the FV Function
Amount of contribution, rate of return, and years contributing are all expressed as assumptions
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Inserting a Function
Use the Insert Function command from the Insert menu
Use the list box to select the name of the function Functions are categorized
Let the Wizard help you enter the arguments Point to enter cell references Use the Collapse button to collapse the dialog box
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The Function WizardEnter arguments into text boxes
Collapse button shrinks dialog box if necessary
Value returned by the function (answer) is displayed
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The Goal Seek Command
Allows you to set an end result and vary the inputs (assumptions) to produce that result Only one input can be varied at a time
All other assumptions remain constant For example, set a desired monthly car payment
Vary the amount financed Interest rate and number of months remain the same
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Using the Goal Seek Command
Enter the cell containing the desired result
Enter the desired value
Enter the cell containing the desired result
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Developing Proficiency
Use relative and absolute references correctly Use relative cell references if the value will change when a
cell is copied Use absolute references if the value remains constant
(typically assumptions) Mixed references
Use when either the row or the column will change Isolate your assumptions
Formulas in cells refer to the assumptions area, not to the actual values
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Using Mixed References
Mixed references used for number of payments, rate of return
Absolute reference used for amount of contribution
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Statistical Functions
MAX, MIN, and AVERAGE functions Return highest, lowest, and average values from
an argument list Argument list may include cell references, cell ranges,
values, functions, or formulas Cells that are empty or contain text are not included
COUNT and COUNTA functions COUNT returns number of cells containing
numeric entries or formulas that return a number COUNTA also includes cells with text
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Using Functions versus Formulas
In general, use functions instead of formulas Functions are adjusted as rows or columns are
deleted or added within the range referenced by the function
With formulas Adding a row adjusts the cell references in the formula,
but does not include the new row in the formula Deleting a row causes a #REF error message
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The IF Function
Enables decision making in a worksheet Requires three arguments:
A condition A value if the condition is true A value if the condition is false
Condition must be able to be evaluated as true or false Uses relational operators (=, <, etc.)
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Using the IF Function Incorrectly
Value_if_true entered as a conditional test. Function will return True or False
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Using the IF Function Correctly
Value_if_true entered as a value. Value_if_false entered as a cell reference
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The VLOOKUP function
Allows Excel to look up a value in a table and return a related value
Requires three arguments: the numeric value (or cell) to look up the range of the table the column number containing the value you want
to return
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Using the VLOOKUP Function
This argument tells the function where to look. Absolute references used for the table
Look in the second column of the table, NOT in column J
Look up the value found in cell I4, in this case, the semester average
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Working With Large Worksheets
Scrolling causes the screen to move horizontally or vertically as you change the active cell Drag the horizontal or vertical scroll bars Click above or below vertical scroll bars Click to the left or right of horizontal scroll bars
Freezing Panes allows row and column headings to remain visible while scrolling
Hiding rows and columns makes rows and columns invisible on the monitor or when printed
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Freezing Panes
As you scroll back up, rows 4-8 will become visible again
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Printing Large Worksheets
Page Preview command (View menu) lets you see where the page breaks are
Page Setup command (File menu) lets you change how the sheet prints Change from portrait (8 ½ x 11) to landscape (11
x 8 ½) Change margins Scale the worksheet to print on one sheet
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The AutoFilter Command
Allows you to display a selected set of rows within a worksheet Displays rows that meet selected criteria Other rows are hidden, not deleted
Select Filter then AutoFilter from the Data menu
Select criteria from the dropdown
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Using the AutoFilter CommandClick the dropdown on the Homework column, then select Poor as the criteria
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Summary
Financial functions (PMT and FV) Goal Seek enhances decision making Statistical functions (MAX, MIN, AVERAGE,
COUNT, and COUNTA) Decision making functions (IF, VLOOKUP,
and HLOOKUP) Isolate and clearly label initial assumptions
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Summary (continued)
Copy using fill handle Use scrolling & the Freeze Panes command
to work with large worksheets Page Setup controls how the worksheet
prints AutoFilter command displays only rows that
meet certain criteria
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Chapter 5 - Consolidating Data: Worksheet References
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Objectives
Describe two ways to consolidate data from multiple workbooks
Distinguish between a cell reference and a worksheet reference
Select multiple worksheets to enter common formulas and formatting
Use the AutoFormat command
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Objectives (continued)
Explain the advantage of using a function rather than a formula to consolidate data
Develop a spreadsheet model for a financial forecast
Use the Scenario Manager to facilitate decision-making
Use the Formula Auditing toolbar
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The Three-Dimensional Workbook
Electronic equivalent of a 3-ring binder Tabs at bottom display worksheet names
Active worksheet is highlighted Click a different tab to make that worksheet active
Scrolling buttons allow easy movement among worksheets
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3-D Workbook
Active worksheet is highlighted
Each worksheet is represented by a tab
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Opening Additional Windows
New Window command (Window menu) opens a new window
Arrange command arranges open windows Tiled – each window occupies part of the screen Cascade – windows overlay each other, with the
title bar of each window visible Only one window can be active
Commands apply to active window only Click a window to make it active
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Arranging All Worksheets
Arrange command controls layout of open windows
New Window command opens a new window
All open windows are displayed; active window is highlighted
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Copying Worksheets
Copy cells from one workbook and paste in another
Copy worksheet from one workbook to another Click the worksheet tab for the worksheet you
want to copy Press and hold the Ctrl key and drag the
worksheet to the new workbook
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Copying to Another Workbook
Select Sheet1 in Atlanta workbook, hold down the Ctrl key and drag to Summary workbook
Workbook name is displayed in the title bar. Active window is highlighted
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The Completed Workbook
Rename worksheet after dragging to Summary workbook
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AutoFormat Command
Applies a predefined format to selected cells Select cells to apply AutoFormat to, then select a
format Enter additional formatting, if desired
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Grouping and AutoFormat
Select an appropriate format. Don’t get carried away
Uncheck any elements you do not want to apply to the selected area
Title bar indicates that worksheets are grouped. AutoFormat will be applied to all grouped worksheets
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The Documentation Worksheet
Helpful to detail the workbook with a documentation worksheet Workbooks can contain many worksheets Workbooks often created by one person, used by many
others Worksheets are modified over time
Contains vital descriptive information Makes the workbook easier to use for all Print out cell formulas for added documentation
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Formatting the Documentation Worksheet
Title is merged and centered. Font is bold, with an offsetting background
Wrap text in this cell, in much the way a word processor wraps text
Worksheets are listed and described
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Objectives (continued)
Track the editing changes that are made to a spreadsheet
Resolve editing conflicts among different users in a workgroup
Use conditional formatting Create a template based on an existing
workbook
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Database Concepts
Lists can be used as simple databases Record: individual information contained in a
row First row contains field names
Field: unique information contained in a column for a record Fields are the same for each record (row)
Key is used to determine the sequence in which the rows appear
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List and Data Management
List: an area of a worksheet that contains similar rows of data
Need valid input to produce valid output Verify spelling of field names and records (use the Spell
Check) Edit the list through Insert Row and Columns
command and Delete command
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Creating a List
There must be a blank row and a blank column between the list and the rest of the worksheet
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The Data Form Command
Data form: provides easy way to add, edit, and delete records in a list
Select the Form command on the Data menu Displays a dialog box based on the fields in the
list You need to enter the field names and one row
manually to use the form
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A Data Form
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Sort Command
Arranges records in a list according to the value in designated fields Can sort on text, numeric, or date fields Can sort in ascending or descending order Can sort on up to three fields
When sorting on more than one field, choose most important field as the primary sort key
If you sort, then add names to the list, you need to re-sort the list
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SortingPrimary sort by location, ascending order
Secondary sort by salary in descending order, lists highest salaries first
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Date Arithmetic
A powerful tool for formulas The Today() function returns the current date The Now() function returns the current date
and time Dates stored as integers
Calculate the interval between two dates (in days) by subtracting the earlier date from the later date
Convert the number of days between two dates to weeks, months, or years, as desired
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Filter commands
Filter: a subset of records meeting a specific criteria
Produce by using AutoFilter or the Advanced Filter command
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AutoFilter
Set criteria for fields using the drop-down list for the field Only rows meeting the criteria are displayed Other rows are hidden, not deleted
You may set criteria on multiple fields If you set criteria on multiple fields, a row must
meet all the criteria to be displayed
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Using the AutoFilter Command
Create custom criteria, for example Atlanta or Boston
Dropdown displays all values in that field. Select a value or create your own
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The Filtered List
Only rows where the Title is Account Rep are displayed
Row headers missing for rows not meeting the criteria
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Advanced Filter
Extends AutoFilter in two important ways: Create more complex criteria, such as the ability
to set OR conditions Copy the rows to another section on the
worksheet, leaving the original list intact Requires the use of a criteria range
An area of the worksheet containing the criteria that must be met
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Defining Criteria Ranges
Must contain at least two rows First row contains field names One or more rows containing values
Text entries treated as though they were followed by a wildcard (*)
Relational operators can be used to find a designated range >40000 returns rows where the value is greater
than 40,000
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Criteria Ranges
Two criteria on the same row. Both criteria must be met
Two criteria on separate rows. One criterion must be met.
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Criteria Ranges (continued)Two salary entries on same row define upper and lower boundaries
Empty row in the criteria range returns all rows
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Pivot Tables
Present data in summary form Divides the records in a list into categories Computes summary statistics for those categories Can be refreshed when the underlying list is
changed Use PivotTable Wizard in the Data menu Can also display pivot charts Can be saved as Web pages with full
interactivity
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Pivot Tables Dialog Box
Drop items that are to be totaled into the data area
Row and column fields allow you to create a grid
Drag fields where you want them or select and use the Add To button
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Viewing by Media and Sales Rep
View all quarters or select a quarter from the dropdown
Amount dragged to data area, Sum specified as function
Media given as row field, Sales Rep as column field
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Viewing by Quarter and Sales Rep
Sales Rep given as field, quarter as column field
View all media or select one from the dropdown
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Pivot ChartSelect one sales rep or view all. Drag to horizontal axis and drag media to vertical axis to change chart orientation
Chart toolbar allows you to change formatting as you would a standard chart
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Summary
A spreadsheet is often used as a decision-making tool
Use Scenario Manager to test a spreadsheet with different sets of assumptions
Use a style to set formatting Apply conditional formatting
Use the Formula Auditing toolbar to trace dependencies between cells
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Summary (continued)
Use the Data Validation command to restrict data that can be entered into the cells
Build a template to create other workbooks Protect the worksheet