1 dream your life,life your dream. sari mustonen-kirk chapter 1 – introduction to excel: what is a...

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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