Using Excel XP

Transcription

Using Excel XP

1
Using Excel XP
Opening Excel: Double click the Excel icon
OR >Start
>Programs
>Microsoft Excel
Menu bar
Standard toolbar
Formatting toolbar
Formula bar
Column letters
Row numbers
Worksheets within
the workbook
Note, each Excel file is called a workbook
and the spreadsheets within a workbook are
called worksheets. Each workbook can have
a number of worksheets.
8/31/2006
Created by Jeffrey Hill
Task pane:
>View
>Task Pane
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1. Identifying cells in a table:
A. Columns in a table are identified by the letter at the top of the column
(i.e., A, B, C, D, E).
B. Rows in a table are identified by their number (i.e., 1, 2, 3, 4, 5).
C. Cells within a table are identified by the column letter and row number
(Example C3 - column “C” row “3”)
2. Identifying an area of a table:
A An area within a table is identified by the first and last cell of the area within a
table.
First cell of area : Last cell of area
EX: A5:E8
B. You can also select data in a table by left clicking and dragging until the data
is highlighted.
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3. Moving between cells:
Tab = moves you to the next cell in a row
Enter = moves you to the first column of the next row down
or down one row if you select a cell in a column
= the arrow keys also allow you to move between cells of a table
4. Control and Alt commands to move to cells:
-Home = first cell in a row
-Control+home = to cell A1
-Control+ = last cell in column
-Control+ = first cell in column
-Control+
= last cell in row
-Control+
= first cell in row
Clearing all formatting from cells:
-Select the cells you want
>Edit
>Clear
-All –Clears contents and
formatting from cells
-Formats – Clear formatting
-Contents –Removes contents, but
not formatting from
cells
-Alt PgDn = moves one page of cells to the right
-Alt PgUp = moves one page of cells to the left
Type in the cell number you
want on the Formula bar and
hit enter
- PgDn = moves one page of cells down
-PgUp = moves one page of cells up
-Control +G or F5 = takes you to a specific cell OR
(type in the cell you want to go to under reference)
Selecting cells
with data
-Shift +Control+ = Selects to the last cell in column or set of columns with
data in it (Bases the selection area on the last data in the
first row selected)
-Shift +Control+
= Selects to last cell in row or set of rows with data in it
-Escape = takes selection off a cell or set of cells selected
Note, selected cells will have a dotted line around them
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Or Select the cell you want on the table by clicking on it
Cell number
5. Putting data or text into cells:
A. Data can be put in or modified here on the formula bar. Put the data in or
change it and then hit Enter.
B. You can put data or text into any cell on the page by clicking on it to
select it and then typing the data in.
C. Data can be removed from a cell by clicking on the cell or selecting a group of
cells and hitting the Delete key.
6. Selecting a number of cells and putting the same data into the cells:
A. Continuous cells: -Select the cells by left click and dragging until the cells
are highlighted
-Control+left click = to select one cell to add the data to
-Type in the data
-hit Control+Enter
Note, you can select a whole row or column by clicking on the
reference letter or number
B. Non-continuous cells:
-Hold down the Control key - left click the cells you want
-Type in the data you want
-Hit Control+Enter
Note, you can click here to
select all the cells in a table
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7. Copying data from one set of cells to another:
A. Copy/ Paste function or Cut/ Paste
Paste options: When you paste an item the paste options icon will appear
Keep Source Formatting
Match Destination Formatting
Values and Number Formatting
Keep Source Column Width
Formatting Only
Link Cells
You can click ▼ to
choose different paste
options
Note, you can unselect, selected cells with the Esc key
(Copied cells have a moving doted line around them)
B. Changing rows into columns or columns into rows when you paste:
Transposing rows into columns
or columns into rows:
-Paste special
-Select Transpose (above OK)
-OK
OR choose Transpose on the
dropdown menu next to the paste icon
C. Increasing or decreasing numbers using the paste special function:
1. Type the number you want to multiply, divide, subtract or add
to numbers in cell, into a empty cell and copy it
2. Select the range of cells you want to perform the function on
3. >Edit
>Paste Special
4. Select the operation you want to perform on the data: multiply,
divide, add or subtract and hit OK
Note, you can select multiple areas on the same row or in the same
columns by control + left click
-When the items are pasted the unselected cells will be left out
Ex. Copy AA BB CC DD EE FF ----- Paste AA DD FF
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D. Using the select and drag method to move data to adjacent cells:
I. Select the cells with the data you want to copy by left
click-hold and moving over the cells you want with the mouse
Note, you will see a cross like this when you are selecting cells:
-Release the left mouse button
II. Now move the cursor to the lower right hand corner of the selected
cells
III. The cross will change into a solid cross:
= (autohandle)
IV. Now, Left click-hold and move the cursor over the additional rows or
columns you want the data in.
E. Moving data to other cells by dragging
I. Select the cells with the data you want to move by left
click-hold and moving over the cells you want with the mouse
II. Move the cursor over the boarder around the selected cells and the
move symbol will appear
III. Left click-hold and drag the data to the cells you want it in.
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8. Completing a series like months, days of the week, or numbers:
Ex., Jan, Feb, March, April or 1,2,3,4,5 etc.
A. Type in the first two of the series: Ex Jan. Feb
B. Select the cells the first two of the series are in by left clicking and dragging
C. Now move the cursor to the lower right hand corner of the selected
cells
- The cross will change into a solid cross:
= (autohandle)
D. Now, Left click-hold and move the cursor over the additional cells you want
the series in
-When you fill a series, the fill series option dropdown menu icon will
appear next to the new series.
Click the ▼ to select
different options
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9. Creating your own series lists:
>Tools
>Options
-Choose “Custom list” tab
You will see the window below:
Type in your new series list
here
OR -choose the cells you want for
the series from here
Click here to select a series in cells
on the spreadsheet
Hit OK when done
Select the cells that have the series you
want and then left click here
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10. Making columns or rows wider to fit data:
Note, when a number entered in a cell does not fit in the column width it will
show up as a number of number symbols. Ex. ##########
A. -Move the mouse over the line dividing two cells at the top of column or end
of a row.
-A double ended arrow will appear
-Left click/hold and drag the row or column boarder to where you want it
Note, you can also double left click on the cell divider and the cell will
expand to fit the data
B. Note, you can resized a number of columns or rows at once by
-Left click/hold and drag across the rows or columns you want
-Move the mouse over the line dividing the last cell selected at the top of column
or end of a row.
-A double ended arrow will appear
-Left click/hold and drag the rows or columns to width or height you want it
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C. Using format to set row height or column width:
-Click on the number of the row or letter of the column to select it
>Format
> Choose Row or Column
> Choose Height or Width
Note, AutoFit
will fit row
height or column
width to the data
you have put in
the spreadsheet
> Type in the what you want to change the row height or column width to
> Hit OK
11. Centering data in a widened row or column:
A. Select the cells you want to center data in by left click-hold and drag
B. >Format or Right click on cells
>Cells
-Choose the Alignment tab
You can choose the angle of
text in cells here
Choose horizontal alignment here
Choose vertical alignment of text here
Use Merge Cells
to merge a
number of
selected cells
Choose the direction
of text here
Select the Wrap text option to get text to so that text typed into a cell creates
lines of text that fit in the cell rather than just one long line.
(See Wrap text example on the next page)
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Ex. Wrap text
No text wrap -only part of the text
can be seen
With text wrap you get lines of
text in the cell
C. Setting horizontal alignment using the formatting toolbar:
Text alignment buttons
12. Merge a number of cells and center a title in them:
-Select the cells you want by left click-hold and drag
-Then hit the center and merge icon
13. Adding rows or columns:
-Select a row or column by clicking on its number at the left or letter at the top
>Insert
>Row - adds a row above the current row
>Insert
>Column -adds a column to the left of the current column
Note, you can also
insert cells or delete
cells
Deleting rows and columns:
-Left click/ hold and drag across the column letters or row numbers to select them
-Right click choose Delete
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14. Formatting numbers in cells:
A. -Select cells by left click-hold and dragging
>Format
>Cells
-Choose the Number tab on the window
Choose the type of numbers
you want from the list
Choose number of decimal
places you want
Choose the specific
formats you want
for number type
chosen here
Choose if you want a comma
to separate off the thousands
Choose the format of negative
numbers here
Hit OK when done
B. Using the formatting toolbar to format numbers:
-Adds a decimal
place to the right of
the decimal point
45 = 45.0
-Changes a
number to
accounting
format
45 = $45.00
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-Removes a decimal
place to the right of
the decimal point
45.000 = 45.00
-Changes a
number to
percent format
(multiples the
number by 100)
-Adds commas to
numbers of 1,000 or
more and puts the
number in accounting
format without a $ sign
45 = 4500%
45000 = 45,000.00
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15. Opening, naming, moving, copying, deleting or adding worksheet pages:
A. Open a worksheet in a workbook:
Each workbook in Excel consists of a number of worksheets shown at the
bottom left hand corner of the page
-Left click on the title of any worksheet to open that worksheet
B. Renaming a worksheet:
-Double click on the name of the worksheet at the so it is highlighted
-Hit Delete to remove the title
-Type in the new title you want
-Hit Enter
Right click
options
Or
-Right click on the worksheet tab
-Choose Rename
- Hit Delete to remove the title
-Type in the new title you want
-Hit Enter
C. Changing the tab color for worksheets:
Right click
options
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-Right click on the worksheet tab
-Choose Tab Color
-Choose the color you want
-Hit OK
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D. Moving worksheets within a workbook:
-Left click/ hold and drag the worksheet to the location you want it
E. Moving or copying worksheets between workbooks:
Right click
options
-Open the 2 workbooks you want to move sheet between
-Right click on the tab of the worksheet you want to move or copy
-Choose Move or Copy
Note, choose the same
workbook you are
working in, if you want
to move or copy
worksheet within the
same workbook
Choose the workbook
you want to move the
worksheet to here
Choose the worksheet you
want the moved or copied
worksheet to go before here
Click here to create a copy
of the sheet.
If you don’t click this box
the sheet will be moved
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Hit OK when done
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F. Deleting worksheets:
Right click
options
-Right click on the worksheet
-Choose Delete
-OK
G. Adding new worksheet pages:
-Right click on any worksheet title
-Choose Insert
-Choose worksheet
-OK
Choose this tab to select preformatted pages (templates)
Note, templates always have a yellow
bar across the top of the file icon
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16. Formulas:
A. Common symbols:
Arithmetic operators:
+ = addition
- = subtraction
* = multiplication Example: (2*3) = 6
/ = division –Example (6/2) = 3
^ = exponent – Example: (2^3) = 8
% = percent (when put behind a number it turns it into percent)
(multiples the number by 100)
Ex. = A20/12% (Contents of cell A20 divided by 12 then made into percent)
Comparison operators:
> -greater than
< -less than
= -equals
>= -greater than or equal to
<= -less than or equal to
<> -Not equal to- Example: (A1<>B1)
B. Common functions: Under: >Insert
>Function
Search for the type of
function you want here
Click here to choose
of specific category of
functions
Choose a function here
by left clicking on it
Click on Help on
this Function to see
the equations used
for calculations
Description of
the operator
Hit OK
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Example commonly used functions:
SUM = addition
MAX = maximum
MIN = minimum
AVERAGE = average
STDEV = standard deviation
COUNT = counts cells
SQRT = square root
ROUND = rounds a number to a given number of decimal places
TRUNC = sets the number of selected digits or decimal places for
a number
RAND = random number between 0 and 1
RANDBETWEEN = random number between two values
SMALL = allows you to choose the 2nd, 3rd or 4th etc. smallest
number in a set of cells
Large = allows you to choose the 2nd, 3rd or 4th etc largest
number in a set of cells
C. Formula structure:
-Formulas can be typed directly into cells using either symbol or function
operators.
-Or formulas can be inserted into formula area on the formula bar
Cell chosen for
the formula
Remember order of operations:
First
Last
-Brackets
-Exponents
-Multiplication and division
-Addition and subtraction
I. Formula rules
-Formulas always start with a equals sign,
-The function (e.g. sum) comes next if one is used
-Then the cells in parentheses
-There should not be any spaces between the parts of the formula
**Note, the program will automatically correct for lowercase letters
used in functions or cell designations
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Example formulas:
=((A5-5)/12) -- Takes cell A-5 and subtracts 5 and then divides by 12
= Sum(A1,B4,C5)--- Sums cells A1, B4 and C5
=Sum(A1:C5) ---- Sums all the cells in the area defined by A1 and C5
= Sum(A5,Sheet2!A6,Sheet3!A7) ---- Sums cell A5 on worksheet 1
worksheet 1, with cell A6 on worksheet 2, with cell A7 on
worksheet 3
=Sumproduct(F2:F6,H2:H6) ---- Sums the product of the values in two
columns (Example: F2*H2 + F3*H3 + F4*H4 - etc.)
=Average(A1:C5) ---- Averages the values of all the cells in the area
defined by A1 and C5
=Min(A1:C5) ---- Finds the lowest value of all the cells in the area
defined by A1 and C5
=Round(F5,2) ---- Rounds the number in cell F5 to 2 decimal places
=TRUNC(2468.1357,2) ----Changes the number to two decimal places
-Answer 2468.13
=TRUNC(2468.1357,-2) ----Selects the first two digits of the number and
makes the rest zeros -Answer 2400
=RAND() ---- Returns a random number between zero and one
=Small(F:F,5) ----Finds the 5th smallest number in column “F”
=Large(A2:A13,3) ----Finds the 3rd largest number in the area defined by
A2:A13
Other examples:
=SUM(Sheet2:Sheet13!B5) ---- Adds all the values contained in cell B5 on all
the worksheets between and including sheet
2 and sheet 13 of the current workbook
=SUM(Sheet2:Sheet6!A2:A5) ---- Adds cells A2 through A5 on all
the worksheets between and including sheet
2 and sheet 6 of the current workbook
=AVERAGE(Sheet1:Sheet3!A4)---- Averages the values of cell A4 on
worksheet 1 through worksheet 3 of the
current workbook
=AVERAGE(Aug:Nov!B1:B5) )---- Averages the values of cells in the area
defined by cells B1 and B5 on all worksheet
between and including the worksheets
named “Aug” and “Nov” of the current
workbook
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II. Making Formulas that work with cells on multiple worksheets or
workbooks: (3D formulas)
Cell -Absolute cell reference
Example:
=SUM(A5,Sheet2!A6,Sheet3!A7,'[Book test2.xls]Sheet1'!$A$4,'[Book test2.xls]Sheet2'!$A$5)
Workbook
Worksheet
This formula adds the following:
-Cell A5 on worksheet 1 of the current workbook.
-Cell A6 on worksheet 2 of the current workbook
-Cell A7 on worksheet 3 of the current workbook
-Cell A4 on worksheet 1 of workbook “Book test2.xls”
-Cell A5 on worksheet 2 of workbook “Book test2.xls”
-How do you set up the formula?
1. In the cell you want the total type in =SUM(
Note, that when you type in this much of the formula Excel shows
you the formula structure. In this case it shows you that
there are commas between the selected cells or numbers to
sum.
2. Go to the first cell you want (e.g., A5) in the equation and left click
on it
3. Put in a comma
4. Go the workbook, worksheet, and cell you want is on and left click on it
5. Put in a comma and add another cell or hit Enter if you are done
,
Note, you can also left click hold and drag on the corners of the blue box
around the selected cell to add additional cells to the selection
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III. Absolute cell references:
=($A$1*C5) --- This will multiply by cell A1 times cell C5. If the
formula is pasted to another cell, C5 may
change in the equation, but the value A1 will not
Pasting formulas into other cells:
because it involves an absolute reference (i.e., $
before the letter and number of the cell)
-Cell A1 formula- =Sum(A3:A5)
-If this formula was pasted to cell B1
Excel would change the formula to
=Sum(B3:B5) unless absolute cell
references were used
$ - gives you absolute cell references. Even if the formula
is pasted to another cell, cells designated by an absolute
reference will not change in the equation.
Note, you can add absolute cell references by
selecting the cell reference letters and numbers
in a equation and hitting the F4 key
D. The Sum sign can be used at the end of a row or bottom of a column to sum
that row or cell
-Choose the cell at the bottom of a row or end of a column
-Left click on the sum function or other function you want
-Hit enter OR change the selected cells and then hit enter
Click the ▼ next to
the ∑ to choose other
common functions
I. Using the Sum function to sum multiple rows at once
-Select the cells with data and the cells you want totals in
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-Click on the ∑ and choose sum function or one of the other
functions
Totals
-Note, you can use this method with the average, count,
max or min functions
II. Using the Sum function to sum the same range of cells on different
worksheets.
-Example: This sums cells B2:B7 separately on each sheet
chosen
- Left click on the empty cell you want the answer in on the
first sheet
-Shift + left click on each of the other worksheets you want
to sum the same range on
-Note, this only works with sheets to the right of the
sheet your are working on
-Left click on the ∑ and choose the function you want
-Note, you can use this method with the sum,
average, count, max or min functions
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Make sure columns have headers
E. Subtotaling within tables:
-Go to the cell you want the total in
>Data
>Subtotal
Choose the column you
want to subtotal by here
Choose the function you
want here (Sum, Count, etc.)
Choose the column
or columns to total:
In this example the
total column
Subtotals example:
Subtotals are made
using similar categories
in a column
Month
Jan
Feb
Mar
Apr
May
Jan
Feb
Mar
Apr
May
Sport
Golf
Golf
Golf
Golf
Golf
Golf Total
Tennis
Tennis
Tennis
Tennis
Tennis
Tennis Total
Grand Total
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Month
Jan
Feb
Mar
Apr
May
Jan
Feb
Mar
Apr
May
Total
10
30
20
40
60
160
10
30
10
20
40
110
270
Sport
Golf
Golf
Golf
Golf
Golf
Tennis
Tennis
Tennis
Tennis
Tennis
Total
10
30
20
40
60
10
30
10
20
40
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F. Using IF statements
=Sumif(A1:C5, “>20”) ---This will sum the cells in the area defined by
A1 and C5 if their value is greater than 20
=Sumif(E:E,"Fishing",F:F) ---- This will sum the values in column “F”
if the word “fishing” is in column “E”
=Countif(A1:C5, “>20”) ---This will count the number of cells in the area
defined by A1 and C5 if their value is
greater than 20
=Countif(E:E,">12/1/87") ------This will count the number of cells in
column “E” if their date is greater than
Dec. 1, 1987. It can recognize multiple date
formats.
I. Using two or more criteria to sum or count cells:
a. To use the multiple criteria to sum from a table you must
first name the range of cell in your table you want to
sum from
-Select the cells in the table including the column
headings
>Insert
>Name
>Define
Type the name you want for
the cells here
-Click Add
-Click OK
Note, if the name is already
in use you will have to
delete the name to assign it
to a new range of cells
Note you can also name a range of selected cells by
typing in the name on the formula bar where the cell
number is
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b. Copy the heading of your table and paste them to another
area of your spread sheet and type in the criteria you
want
Note, if you use a single criteria
in a column you must put it in
all the cells of that column
Cells left blank do not do
not use search criteria
-These criteria will search for fly rods, purchased on or
after March 5th, that are fiberglass and of good or
excellent quality
c. Select the cells and column heading for your search criteria
and name the range of cells
d. Formula for DSUM
=DSUM(DataTable,B2,Criteria)
Name for the cells
in your data table
you will search
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Cell reference
for the column
heading of the
column you
want to sum
when criteria
are met
Name for the cells
in your search
criteria table
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e. Example of DSUM
=DSUM(Fishing,B2,Criteria)
Answer = 17
-Items highlighted in the data table are the items that would be
selected based on the search criteria, starting with the date
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f. Example of DCOUNT
=DCOUNT(Fishing,B2,Criteria)
Answer = 4
-Items highlighted in the data table are the items that would be
selected based on the search criteria, starting with the date
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When using text in the criteria for a “IF”
statement always put it in quotes.
G. Advanced IF statements
I. Basic format:
Example: =IF(C28="F","Female","Male")
=IF(condition, “true result”, “false result”)
Example: Test results of students
Remember a
formula
must start
with a “=”
You can also type
the “=” sign into a
cell to start a
formula and then,
down arrow ▼to
get function options
=if(A2>70,“Passed”, “Failed”)
Condition Cell “A2
greater than 70
What is
inserted if the
condition is
true
Remember there should
be no spaces in a
formula
What is
inserted if the
condition is
false
Note that words
in the result are
put in quotes
II. Note the above formula could also be put in by selecting the cell and
hitting the ▼ next to the ∑ and choosing More Functions
OR
Click here
-Choose the “IF” and hit OK function and the following box will
appear
Fill in the logic test
and hit OK when
done
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III. Using multiple or nested if statements: Example grades
Note, you are
limited to 7 “IF”
statements in a
cell
Gives a grade of D for grades 60
and above, but below 65
=IF(J4>=70,K4,IF(J4>=65,"D+",IF(J4>=60,"D",IF(J4<60,"F"))))
Gives a grade of D+ for
grades 65 and above, but
below 70
Sends you to cell K4 for more
“IF” statements for grades over 70
Gives a grade
of F for grades
below 60
Note the lowest value is in the inner most set of parentheses, then
the next highest and so on
-When you use nested IF statements the program will start in the inner
most parentheses. Below is how the statement above would work.
1. If cell J4 is less than 60 it would return a value of “F” if not it
would go to the next if statement
2. If cell J4 is more than 60, but less than 65 it would return a
value of “D” if not it would go to the next if statement
3. If cell J4 is more than 65, but less than 70 it would return a
value of “D+” if not it would go to the next if statement
4. If cell J4 is more than 70 it would go to cell K
IV. Using Lookup Tables: Lookup tables check cell values against
values in the lookup table and insert the text
or number from the lookup table.
a. Look up table setup: Example grade calculation
A
1
2
3
4
5
6
7
8
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B
C
Grades Calculation
Name
Score
Ann
58
Debbie
75
Jeff
89
Ron
90
Sam
97
Tim
77
Grade
We will use the
lookup table to
calculate the student’s
grade in the course
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Minimum
Score
15
0
16
17
18
19
20
21
22
23
24
25
26
Lookup table format:
This is the table you will use to
look up the student grades in.
Put the minimum value for
a grade in the table
Grade
60
F
D
65
D+
70
C-
73
C
77
C+
80
B-
83
B
87
B+
90
A-
93
A
Ex. a C- will be inserted if
the grade score is between
70 and 72.99
Lookup Table Value
Array = the information
that will be inserted
(i.e., the grades)
Lookup Table Vector – The values that scores
will be compared to. Note, values to search
must be arranged from lowest to highest
b. Basic formula format:
Cell that will be compared to
the Lookup Table Vector
Values
Lookup table value array of
information that will be inserted
(i.e. the column information will
be inserted from)
=LOOKUP(B3,$A$16:$A$26,$B$16:$B$26)
Commas
A
1
2
3
4
5
6
7
8
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Lookup Table Vector Values to compare
the cell value to in the look up table
B
C
Grades Calculation
Score
Grade
Ann
58
F
Debbie
75
C
Jeff
89
B+
Ron
90
A-
Sam
97
A
Tim
77
C+
Name
The example formula
above is for this cell
30
c. Looking for values that are text:
Example using the table above. This example would
return Ron’s grade from the 3rd column A-
The entire list in which
you are looking up values
The column from which to return the
value that matches the searched term. The
leftmost column is 1. This example
returns the value of the third column.
=INDEX(A3:C8,MATCH("Ron",A3:A8),3)
Cell row to search
for the word
Word to match
Commas
Note the list of words to search must be
in alphabetical order
d. Using VLOOKUP to find values in unsorted tables
-VLOOKUP searches the first column of a table and
returns matching data in a specified column.
=VLOOKUP(“Joe”,$A$1:$C$5,3,False)
Item to search for in column 1
-Note quotes are not needed if
you are searching for a number
1
2
3
4
5
A
Name
Tim
Joe
Debbie
Ron
B
Income
30,000
48,000
33,000
29,000
C
Age
25
33
27
22
Table cell
range
Column # to
return result from
Result = 33
-Note that False argument insures that Excel finds
the right result in an unsorted table. If this
argument is omitted or True is used the first
column of the table must be sorted in
ascending order.
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31
V. Using “AND”, “OR” or “NOT” with “IF” statements
AND = is used when two conditional statements must both be met
for the condition to be considered true
OR = is used when either of two conditional statements can be met
for the condition to be considered true
NOT = Reverses what is true for the conditional statement to be
true.
UBasic format: AND
=IF(AND(condition-1,condition-2),true result,false result)
commas
Example:
=IF(AND(B2>1000,B6<50),C5*B1,C4*B1)
-If cell B2 is greater than 1000 and cell B6 is less than 50,
fill this cell with the product of cell C5 times B1, if not the
product of C4 times B1
Basic format: OR
=IF(OR(condition-1,condition-2),true result,false result)
commas
Example:
=IF(OR(B2>1000,B6<50),C5*B1,C4*B1)
-If cell B2 is greater than 1000 or cell B6 is less than 50,
fill this cell with the product of cell C5 times B1, if not the
product of C4 times B1
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32
Basic format: NOT
=IF(NOT(condition-1),true result,false result)
commas
Example: =IF(NOT(B2>1000),C5*B1,C4*B1)
-If cell B2 is less than 1000, fill this cell with the product of cell
C5 times B1, if not the product of C4 times B1
VI. Using insert function with “AND”, “OR”, and “NOT”
Note the above formula could also be put in by selecting the cell
and hitting the ▼ next to the ∑ and choosing More Functions
-Choose the Logical category
-Choose the “AND” “OR” or “NOT’ function and hit OK
and the following box will appear
Note, that this putting the
equation in this way only
allows you to have results
of “True” or “False”
You can click here to get
help with the function
-Above the formula has been put in like it would for the
following AND equation:
8/31/2006
=IF(AND(B2>1000,B6<50),True,False)
33
H. Working with Dates:
I. Insert the current date: Control+; (semicolon)
II. Insert the current time: Control+Shift+; (semicolon)
III. Calculate the difference between two dates:
=(A1,A2,”D”)
Units that the date difference
will be calculated D = Days
Cell reference
of first date
Cell reference
of second date
Note, if dates are not correctly formatted they will not be
recognized as dates
Units for date differences:
“D” = Days
“M” = Months
“Y” = Years
“YM” =gives the number of months difference ignoring the
year and day
Example: March 5, 2002 / May 9, 2005
“YM” difference = 2 monts
“YD” =gives the number of days difference ignoring the year
“YD” difference = 65 days
“MD” =gives the number of days difference ignoring the year and
month
“MD” difference = 4 days
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I. Copying formulas to other cells:
-You can select a cell with a formula in it and drag a formula across other
cells (Left click/Hold and drag) when you see the
(autohandle)
Note, that the sum formula from cell A3 has been pasted across cells B3,
B4, B5. Note, that the formula corrects the cells used for the row it
is under.
If you do not want a part of a formula to change you must use
Absolute cell references:
Example: =($A$1+A2) – when this is pasted to the “B” column
the formula will be =($A$1+B2)
J. Inserting a function and selecting the cells for the function:
-Select the cell you want the formula
Hit >Insert
>Function
Search for the type of
function you want here
Click here to choose
of specific category of
functions
Choose a function here
by left clicking on it
Hit OK
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-The cells the formula will use are shown here
-You can click here to choose different cells
-Left click/hold and drag to expand the area surrounded
by dotted lines to include the area you want for the
formula
The formula shows here
Area for formula
(Surrounded by dotted lines)
Click here when you are done
-Hit OK on the next screen
Note, you can hit here to add
additional cells. You can also
switch pages and add cells.
-Hit -OK
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K. Changing the cells selected for a formula:
-Double left click on the cell the formula is in
-A blue box will pop up around the cells selected for the formula
-Left click on the blue formula numbers Ex. (B1:B2)
-You can Left click/hold and drag on the blue squares at the corners of
the selected area to the to change the cells selected
(the new selected cells will have a dotted line around them)
L. Formula error messages:
Message
########
#Name
#Value
#DIV/0!
#Ref
Meaning
-Column is too narrow to display the results of the calculation
-The formula contains a function name or cell name it does not
recognize. Example: =SOM(A1:GC)
-The formula refers to a cell it can not perform the calculation on.
Example: you have asked it to SUM a cell that includes text
-The formula divides a number by zero
-The formula includes a cell that is not valid.
Example: the formula includes a row that was deleted
Note, when an error is
displayed a you can
click on the ▼ next to
the error message to
get information and
the error and possible
solutions
8/31/2006
37
M. Making all formulas on a worksheet show:
Control +
~
`
Key
-Hit these keys again to make the formulas disappear
Note, it is often useful to lock
cells that contain formulas, so
they can not be changed by
accident. See locking cells and
password protection on page
78 of this manual
N. The formula auditing toolbar:
-This toolbar is useful for checking equations or removing mistakes from
them
Trace all cells
Adds a
Erases all
and error cells
>View
comment
trace lines
in a formula
>Toolbars
-Select Formula Auditing
Runs the
formula
evaluation
program
Trace Precedents: When
you select a cell with a
formula and click here it
show you the cells used
in the calculation
Example:
Trace dependents = when
you select a cell with data
for a formula in it, it shows
the formula cell it is linked
Remove
Trace
Dependant
Arrows
Remove Precedent Arrows
Clear
validation
circles
Circle Invalid
Data = puts
red circles
around data
that do meet
the validation
criteria
O. Adding comments: Comments are often useful to help understand what a
formula does
-Left click on the cell you want the comment in to select it
>Insert
>Comment
-Type in the comments you want and hit enter
-Move the cursor over the Red Arrow to see the comment
8/31/2006
Removing comments:
-Right Click on the cell the comment is in
-Select Delete Comment
38
17. Adding dropdown boxes to select values from:
-A dropdown box gives you an arrow next to a cell that accesses a
dropdown list of items you can choose to be in the cell
A. Setting up dropdown boxes:
-Type the items you want in your dropdown box into some
cells on the spreadsheet
>Data
>Validation
-Choose the Setting tab
Choose List
from the
dropdown menu
A
AB+
B
BC+
C
CD+
D
DF
Click here and select
the cell that have the
items you want in your
dropdown list
B. Using dropdown boxes:
-Click on the cell with the drown down box
-A arrow ▼ will appear next to the cell
-Left click on the arrow and left click on the item you want from the list
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18. Auto format to format tables:
>Format
>Autoformat
-Choose the format you
want and hit OK
19. Conditional formatting - formats the data in cells that meet certain conditions:
-Choose the cells for conditional formatting
>Format
>Conditional formatting
-Choose the cell value or formula
Note, you can use the
Format Painter to
move conditional
formatting from one
set of cells to another
-Choose the nature of the condition
-Choose values (i.e., type in value) or browse to specific cells
here
-Click add to add another condition
-Choose the format you want for data here
-Click OK -- when done
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20. Formatting cell boarders and backgrounds:
Note, you can also format selected
cells by Right clicking and
selecting Format Cells
A. Formatting cell boarders:
-Select cells by left click-hold and dragging
> Format
>Cells
-Choose Boarder tab
1. Select the line style
2. Select the line color
3.Click on the lines above to put lines where you want them. You will see the lines in the
preview window.
-Hit OK
B. Formatting cell backgrounds:
-Select cells by left click-hold and dragging
Note, you can also format selected
cells by Right clicking and
selecting Format Cells
> Format
>Cells
-Choose Patterns tab
-Select the color or pattern you want for the background and hit OK
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41
21. Printing:
A. Defining the print area
-Select the area you want printed
>File
>Print Area
>Set Print Area
-A dotted line will show up around the area that will be printed
B. Setting the margins for printing
> File
> Print preview
-Choose the Margins tab
-Left click/hold and drag
on margins to move them
C. Setting up headers and footers for printing
Moving page breaks for printing:
>View
>Page Break Preview
-Left Click/hold and drag to move
page breaks
Returning to normal Excel view:
>View
>Normal
> File
> Print preview
-Choose the Setup tab
-Choose the Headers and Footers tab
-Choose Custom header or Custom footer
-Type in the text you want or choose to insert the following/// hit OK
Inserts: Page number, Total pages, Date, Time,
Note, headers and footers can also be put in under:
>View
>Header and Footer
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D. Reducing the size of the printed material
> File
> Page Setup
-Choose the Page tab
-Change the % normal size to change the size of the printed areas
Fits the document to
the selected number
of pages
Note, you can also
change to landscape
print format here
22. Linking data between worksheets:
A. Using the equals sign
I. In the first worksheet type “=” in the cell you want link
II. Go to the sheet you want to link data from and select the cell you want
by clicking on it
III. Hit enter
B. Paste link
I. Select the cell or the cells you want
to link to (left click drag)
II. Click Ctrl+C (copy shortcut)
III. Move to target sheet and select
the cells you want the data in
IV. >Edit
>Paste special
>Paste link
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43
C. Defining a group of cells by name:
I. Select the cell or cells you want to link (left click/hold drag)
II. >Insert
>Name
>Define
-Type in the name you want for the cells here
-Hit “Add”
-Hit “OK”
III. Go to the first cell you want the data in on another sheet
-Type “=” and the name of cells you want to paste
-Go to the right lower corner of the cell and click and drag the auto
handle ( ) over the cells you want the data in
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44
23. Viewing two or more workbooks at once and linking data between them:
A. Open two or more workbooks:
Note to do this with worksheets of
the same workbook first choose:
>Window >New Window
>Window
>Arrange
-Select the vertical option to get the workbooks side by side
Note you can click on the sheets of the workbooks to move back and forth
between them.
B. Linking cells between workbooks
I. Select the cell or the cells you want to link to (left click drag)
II. Click Ctrl+C (copy shortcut)
III. Move to target sheet and select the cells you want the data in
IV. >Edit
>Paste special
>Paste link
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45
24. Consolidating worksheets = The consolidation command allows you to link data
from a number of work sheets and perform a function on it. For example, you
might want to sum the profits of a company from 3 different monthly workbooks
for a quarterly summary.
A. First select the workbook, sheet and cells you want the data consolidated into
(i.e., where do you want your consolidated data put)
>Data
>Consolidate
-Choose the function you want here
The data to consolidated will show here
-Click here so that your consolidated
data will update when the
worksheets it is linked to change
(Note, this will only operate if
you consolidate your data to a
new workbook sheet)
-Click here to select the data you want on sheets
-When the screen above appears go to the worksheet
your data is on and select it by Left click/ hold and
drag. Once you have selected the data hit here
to go back to the Consolidate menu and Add
the data
-Repeat this procedure until you have added all the data you want
OR
-Click here to Browse to the data you want to add
-Hit “OK” when done
25. Importing data from other programs:
A. Open with (Microsoft files):
-Right click on the file
-Select “Open with”
-Select “Excel”
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46
B. Drag file into Excel:
-Open Excel and reduce screen size
-Left click/hold and drag the file you want into Excel
C. Importing HTML files
I. Copy and paste: -You can copy and paste HTML files or parts of files
into Excel
II. Export to Excel: -You can click on the export icon when you
have a web page open in Internet Explorer and
then choose Edit with Microsoft Excel to bring the
data into an Excel spreadsheet. Note, this is only
possible with data formatted for Excel.
26. Putting Excel spread sheets in a PowerPoint presentations as a link, so that when
data is changed in the Excel spread sheet it will change in the PowerPoint
presentation:
A. In PowerPoint
>Paste Special
-Choose Paste link
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47
27. General information on making graphs and figures:
A. To make a graph or figure click on the “Chart Wizard”
Note, that you can select the data for a chart or graph before or after you
hit the icon
B. You are most likely to use Column, Line Pie or XY (scatter) charts
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48
28. Making pie charts:
A. The data for a pie chart does not have to be in percent. The program will
automatically make the area of each cell in the pie diagram represent the
fraction of the total it relates to .
B. Put data in as seen below:
Category
Data
C. Select the “Chart Wizard” icon.
Note, the Chart Wizard will automatically use all the data on the page,
unless you select the data to be used.
D. Choose the “Pie” chart icon from the list:
E. Click on the type of pie diagram you want and then hit next
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49
F. See the pie chart graph:
Data used to make table
G. Hit next to go to the next screen if the chart looks good.
Note the information in column “A” was used to make the
key.
H. You can type in a title for the chart if you want one or just hit Next
I. Select whether you want the chart on the same page or on a new separate page.
-Then hit Finish
Click here to have the chart on a
separate page
Just hit finish if you want the chart
on the page your data is on.
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50
J. View your final graph:
-Note, you can click and drag on different elements within the graph to
move them to the location you want to
-You can click on the graph and copy it to paste it to other documents
Note, once a graph is made
you can : -Right click on any
part of the graph, including
grid lines to change their
color or look.
Choose the Format option
after you right click.
-Once you move the graph to another document you can use the picture
cropping tool to remove the boarder around the chart if you do
not want it in a rectangular box
K. Making pie charts when data is not in a set of continuous cells:
I. Left Click on the chart wizard icon
II. Choose Pie Chart and the type you want
Hit Next
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51
III. Select the Series tab and hit Add
IV. Selecting data (i.e. values) and category labels
Put the name for the chart here
Left click here to select data values
-Left click on the first data value you want
-Control hold and left click on the other data
values you want in order
-Left click here
Left click here to select category labels
Or Type in the category labels you want in order here
Created
Jeffreyect.
Hill
-Put8/31/2006
commas between categories: Ex.
Cars,byBusses,
-Left click on the first category label you
want
-Control hold and left click on the other
category labels you want in order
-Left click here
52
V.
-Hit Next
-Hit Finish
Or choose one of the tabs to modify the
Chart Title, Legend location, Data labels
Hit Finish when done OR
Next to choose the location of the chart
29. Changing the chart type:
A. We now can modify the chart by clicking on it to select it and- Clicking on “Chart”
B. Click on “Chart Type”
C. Click on the new type of chart you want and the chart will change:
Example: Column chart
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53
30. Modifying a chart:
-Click on the chart to select it
-Click on “Chart”
-Click on “Chart Options”
A. Chart Options tabs:
Titles: Allows you to add or change the chart title or “X” axis label or
“Y” axis label
Note, you can
right click on any
part of the chart to
change its
characteristics
Axes: Allows you to remove the “X” axis or “Y” axis scale from the
chart or change the “X” axis to a timescale or categories
Gridlines: Allows you to add or remove grid lines across a chart
Legend: Allows you to move or remove the chart legend.
Data Labels: Allows you to add data labels to the data points on your
chart
Data Tables: Allows you to add a table of your data below your chart
B. Changing the size of a chart:
-Click on the chart to select it -(small squares will appear around the chart)
-Mouse over one of the small squares and a double ended arrow will
appear
-Left click/hold on this arrow and drag with the mouse to change the size
of the chart
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54
31. Making a column chart with multiple data sets:
A. Data input:
Category
Category
Data
Data
Select the data and click on the chart
wizard icon to choose the chart type
and make the chart
B. Chart titles: >Chart >Chart Options –Titles Tab
Chart titles and
“X” and “Y” axis
names can be put
in here
-Important note, most chart formats set all data points on an axis an
equal distance apart on the “X” axis and do not allow you to
reformat the scale of axis.
-To get true scaled chart axis and be able to reformat the axis scale
you should use the XY scatter chart.
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55
32. Making charts that graph one variable against another:
A. Data input:
We could have put data set labels
for data sets Y1 and Y2 at the
top of these columns, which
would show up on the key for
the table.
“X” data
“Y data set 1”
“Y data set 2”
B. Choose XY(Scatter) and finish the chart
Generally, data will be assigned
as indicated in this example, but
the program may recognize data
sets differently. If this occurs
click on the Series tab on the
second window of the chart
wizard to select the appropriate
“X” and “Y” data sets (see the
next page).
Finished chart
C. Now click on the chart to select it
-Click on “Chart” on the menu bar
-Choose “Chart type”
-Now change the chart to a Column or Line chart
Column Chart
8/31/2006
Line chart
56
D. Selecting data sets for input into charts or graph: Usually your data in an
Excel spreadsheet is not just means of data and you must select the data to
be included in your graph or chart.
Example data sheet:
X variable
Y variable 1
Y variable 2
I. Select the first set of “Y” data and hit the Chart Wizard Icon
II. Choose the type of graph you want by clicking on it and hit Next
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57
III. Select the Series tab
Chart based on
the single data set
Data cells for the data
included in the chart
Type in the name you
want for the data series
here (first “Y”data set)
To select another set of
“Y” variable data to be
added to the graph:
1. Click Add
2. Click here to select
the data you want to
add
Click here to select data
for the X variable
When all the data
is added hit Next
-When you click on these buttons
to select data for your graph
you will be taken back to your spreadsheet to select the
data you want
8/31/2006
58
Example: Selecting the X variable data
-Left click/hold and drag to select the data you want
Selected “X”
variable data.
Note, the dotted
line around the
selected data
Once you have
selected the data,
click here to go back
to the chart wizard
-Hit Next on the chart wizard window when you have
added all the data
IV. Now type in the chart title and chart axis names
Hit Next
when done
V. Choose if you want the new chart created as an object on the same
worksheet as the data or as a chart on a new worksheet page
Hit Finish to see
the chart
8/31/2006
59
Finished chart:
Temperature and Plant growth
Plant Mass
80
60
low CO2
40
High CO2
20
Note, when you change
data in you data table your
chart will be automatically
updated using the new data
0
5
10
20
25
30
35
40
45
Temperature
33. Modifying and formatting graph attributes after the graph is made.
A. Chart parts: Labeled in blue
Chart area boarder
Plot area boarder
Chart title
“Y” Axis
Population growth
Chart area
Grid lines
Population
2,000,000,000
Marker for
data series
1,500,000,000
Plot area
1,000,000,000
Data series
500,000,000
0
0
“Y” Axis title
10
20
30
40
50
60
Time in years
“X” Axis title
Madagascar
Note, you can right click on most parts of
the chart and choose the Format command
to change the attributes of parts.
8/31/2006
Legend
France
“X” Axis
60
B. Formatting legends:
-Click on the chart to select it
-Click on the Chart Wizard Icon
-Click Next
-Click on the Series tab
Type in the name for the
series here and it will
appear in the legend
Choose the series you want
here by clicking on it
Hit Finish when done
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61
C. Changing or setting the scale of the “X” or “Y” axis.
Important note: XY scatter charts
-Important note, most chart formats set all data points on an axis an
equal distance apart on the “X” axis and do not allow you to
reformat the scale of axis.
-To get true scaled chart axis and be able to reformat the axis scale
you should use the XY scatter chart.
Changing the sale of the “X” or “Y” axis:
-Right click on the numbers of the “X” or “Y” axis
-Choose Format Axis
Note, use the number tab to set
-Select the Scale tab
the number of decimal places or
coma use in axis numbers
Choose the minimum,
maximum and major
unit division here and
then hit OK
trend
34. Adding lines to charts:
1,400,000
1,200,000
1,000,000
Trend line projecting
forward into the future
800,000
600,000
400,000
200,000
0
1985
1990
1995
-Right click on the data series
-Select Add Trendline
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2000
2005
62
-Select the type of trend line you want
Type the name you want for the
trend line in the legend here
Select the Options tab to extend the
trend line into the future (Forward)
or into the past (Backward)
35. Adding standard error or standard deviation bars to charts and graphs:
-Error bars show the amount of variation around a mean plotted on a graph
and are usually shown for the “y” values on the graph.
-You can add error bars to data series in 2-D area, bar, column, line, xy
scatter, and bubble charts. For xy scatter and bubble charts, you
can display error bars for the “x” values, the “y” values, or both.
-Standard error is the most commonly used measure for error bars on
charts.
100
Example: Error bars on graph
80
60
low CO2
40
High CO2
20
0
5
10
20
25
30
35
40
45
I. Calculating the standard error. You have an option to add standard
error bars to your graph, but this does not correctly calculate the
standard error, so it is best to calculate it in your spread sheet.
8/31/2006
63
II. Standard error equation:
Standard Error = Standard deviation
√n
n = the sample size
III. Excel formula for standard error:
=STDEV(B11:B14)/(SQRT(COUNT(B11:B14)))
Data cells for standard deviation
-Use this equation to calculate the standard error for the data sets
you want to create error bars for.
IV. Adding the error bars to your graph:
-Left click on the data set on your graph you want to add error
bars to, to select it
-Right click the mouse and select Format Data Series
OR – Select: Format
>Format Selected Data Series
-Choose the Y Error Bars tab
Choose the type of
error bar you want here
Note, if you choose
Standard Deviations or
Standard Error that the
program does not calculate
these correctly
Click on these button to select
the standard error data you
want from your spreadsheet
Choose Custom
8/31/2006
Hit OK when done
Note, that standard error bars must be added for
each set of data independently.
64
36. Using Excel statistical packages: Excel has a statistical program you can use,
but be careful to check the calculations. Some calculations do not always
appear to run correctly.
I. Adding in the statistical package:
Select: Tools
>Add Ins
-Select: Analysis ToolPak
>OK
II. Using the statistical tools
Select: Tools
>Data Analysis
Hit OK
when done
Select the statistics you
want by clicking on it.
Descriptive statistics
gives measure of central
tendency and variation
Click here to select the
data for the statistics
-Hit OK when
done
Choose how the data
replicates run here. If
replicates run down
columns choose columns. If
they run across rows choose
Be sure this box is
checked to see
summary statistics
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65
37. Adding data to a chart once it is made:
A. To add data to a chart, left click/hold and drag to select the data you want
to add to your chart
B. Copy the data using the copy function under Edit on the tool bar
C. Click on the Chart to select it
(Small squares will appear around the chart)
D. Go under the Edit function and hit Paste
(The new data will have been added to your chart)
38. Removing data from a chart once it is made:
A. To remove data from a chart, left click on the part of the graph that represents
the data set on the chart
(Small squares will appear on that part of the chart)
B. Hit the Delete button and that part of the graph will be removed
39. Changing graph elements from one type to another:
A. Click on the graph element to be changed to another type
(Small squares will appear on that part of the chart)
B. Click on Chart and choose Chart type
C. Choose the type of chart you want the element to be
Example: Note that we have both a line chart and column chart on the same graph
Right click on any part of
the chart to change it
attributes
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66
40. Making a file a web page in which values can be changed by users on the web:
>File
>Save as
Change type to web page and check the interactivity box
Change to WebPage
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67
41. Creating Data bases: Filters
A. The columns in your work sheet must have “headings” to be recognized as a
database.
B. Filters: Allow you to select certain data from a table of data
Ex. Students from year 2002
-First copy your column headings and the data item to filter by to a new
location on your work sheet
Data item to filter by
-Go to the first cell of your data table
>Data
>Filter
>Advanced filter
-Choose filter the list in-place to filter the list where it is or
copy to another location
( This will copy the filtered information to another
location)
Note, it is usually better to filter to another location because you will
lose your original data if you filter to the same location
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68
-Click here to change the data to be filtered
-This data box will pop up
-Left click/hold and drag to select the new data
-The data selected will have a dotted line around it
Note, that ESC will deselect data
-When the new data is selected hit -Enter
-Select the data filter by clicking here
-Left click and drag to select the data filter criteria
(Selected headings and criteria will have a
dotted line around them)
-Then hit Enter
Filter criteria
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-If you chose copy to another location
Click here to select where the data will be put
A small menu will pop up-Left click and drag to select where the filtered data will
be put
-Hit Enter
-Hit OK
- The new sorted data will appear
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42. Creating dropdown menus of items within a worksheet: AutoFilters:
database.
B.
>Data
>Filter
>AutoFilter
C. Hit a down arrow ▼ and choose a category
Using custom
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71
D. Custom Auto Filtering:
Choose the
criteria for
the filter
here
Choose the operators
for the filter here
43. Data bases: Sorting
database.
B. The Sort function allows you to sort data in ascending or descending order
-Select the first cell of the data set you want to sort
>Data
>Sort
-Click the arrow down to select the item to sort by
-Select to sort by Ascending or
Descending order
-Select a second or third sorting
criteria here
Note, under the options
you can sort a table
from left to right or
to sort by month or
day of the week
-Hit OK
-Data will be sorted by criteria in place
C. Sorting a data based on a single row or column:
-Select the row you want to sort by clicking on it
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-Sort the data by clicking on either of the sort icons
72
44. Data bases: Searching and deleting records from a data base
database.
B. The search and delete function allows you to find and delete records
-Select the first cell of the data set
>Data
>Form
-Click criteria to choose the search criteria
-Type in the criteria you want to search by
-Click Find Next
(the system will find the first data with the criteria)
-To delete it hit delete to remove the record
- Then hit Find Next to find the next record with the
criteria
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45. Pivot tables and pivot charts: Pivot tables and pivot charts are interactive data
tables that are linked to charts, so that when you change data in the table the
chart automatically changes.
I. Making a pivot table and pivot chart report:
**** Data must be in columns with headings that identify the column****
>Data
>Pivot Table and Pivot Chart Report
-Choose the data source here
-Choose Pivot Chart (with Pivot Table)
-Hit Next
-Select the data range you want
(Note, if you are in the first cell of a table Excel will choose all the data
in the table) - a moving dotted line will surround the selected data
-Then hit Next
-To select different data hit here------ Then Left click/hold
and drag to select
the new data
-Then hit here
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-Choose where you want the pivot table
-If you choose the Existing worksheet hit here to select where you
want the pivot table and left click/hold drag to select the
location
-Make sure you select at least as many columns as you are using
from your data table - Then hit here
-Choosing Pivot Table/ Chart Layout (Hit Layout)
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-Left click/hold and drag the data you want into the
table from here
Example:
Data
(price)
Column
(models)
Row (make)
Hit OK when you are done
-Hit Finish -- to make the table and chart
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-When you hit finish a page similar to the page below will appear
Click here to see the chart
1. Select the item you
want to change in the
pivot chart here.
You can change the
format of your
pivot chart using
this window
2. Select where you want to
move the item here
8/31/2006
3. Hit Add To,
to add the item
to your chart Created by Jeffrey Hill
77
Data (Sum of price)
Column (model)
Row (Make)
A. Changing the chart function (i.e., what is done with the data):
-Double click on the data function box
-Choose the new function you want and hit OK
-Note different types of data
default for different
functions
B. Changing Chart colors: -Double left click on any part of the chart
-Choose the colors or style you want
-Hit OK
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C. Changing data used in the table:
-You can change data in your table using the Pivot table tool bar
(If you do not see this tool bar go under: View/ Toolbars/
select the Pivot Table tool bar)
-You can Left click/hold and drag data in or out of the Rows,
Columns or Data of your table
Example: Change the columns from “Model” to “Type”
1. Remove an item from the pivot chart:
Example: Left click/hold and drag the model into the
tool bar
2. Move an item into the pivot chart
Click here to see the
Pivot Table Field List
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Example: Left click/hold and drag type
into the column place holder
79
D. Changing the type of chart:
-Hit the chart icon on the Pivot Table tool bar or the Excel tool bar
at the top of the screen
-Choose the new type of chart you want and chart characteristics:
-Hit Finish when done
E. Changing data in your original chart:
-Note, the data in your original data table, pivot table and chart are
linked so that when you change data in your original table
it changes in your pivot table and pivot chart.
-Change the data in any cell in your original table
-Then update your pivot table and chart. Click on the table to
select it and hit refresh (!) on the pivot table tool bar.
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II. Publish a Pivot table and chart to the internet: This will allow you to make
your pivot table and pivot chart into interactive web pages, so that when
you change values in the pivot table the pivot chart will change.
-Choose the page with the Pivot chart on it
>File
>Save As
-Choose the entire
workbook or
selection sheet
-Choose page name
-Choose web page
-Add interactivity -select this so that you can have a
interactive pivot table on the web that you can change
values in and have your pivot chart change
-Hit Publish
-Check here to open the web page in the web browser
-Hit Publish
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46. Financial function: payment calculator:
-Type in the data
(make sure the rate has
percent sign)
- Make sure you have column
headings in
-Click on the cell you want the result of the calculation in to select it
>Insert
>Function
-Choose Financial
-Choose PMT
>OK
- The following screen will pop up
(Left click/hold and drag on the screen so that it is not covering your data)
Rate = interest rate
Nper = Total number of payments
PV = Total principle of loan
-Data input:
-Click on the Rate cell in the pop up table and then on the interest rate in
the Excel table
(note the interest rate needs to be divided by 12 so that you get the
monthly rate (cell number/12))
-Click Nper cell and then on the cell with the number of payment in your
Excel table
-Click on the PV cell and then on the cell with the principle of the loan in
your Excel table
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82
-Hit OK -- the amount of loan payments will show up in the payment cell
47. Macros = A macro records a number of key strokes so that you can hit one key and
get all the encoded steps at once
(note this also works in word)
A.
>Tools
>Macro
>Record new macro
-Type the Macro name here
-You can put a letter here for a
control key short cut
-Control + letter or
-Control + Shift + letter
-Hit OK
B. -Now type in all the items you want in the macro
(It can be text and formulas and can be in a number of cells)
-Hit Tab after last item and hit here
C. Using your macro (Control + letter or Control + Shift + letter) =
macro information will be insert
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Select here
for relative
cell reference
83
48. Making a tool bar button for your macro:
(note this also works in word)
A. Right click on any tool bar at the top of the page
>Customize
-Commands Tab
Choose------- >Macro
-Left click-hold and drag the button (i.e. smilie face) to where
you want it on a tool bar at the top of the page
-Close customize screen
B. Assigning a macro to the button:
-Left click button
>Assign macro
-Choose the macro you want from the list
-Hit OK
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C. Changing the button icon:
-Right click on any blank area of any tool bar
>Customize
-Commands Tab
-Click on the button you want to modify a black square will
appear around it
- Click on the Modify Selection button
-Click on Change Button Image
-Click on the icon you want
-Hit close when done
D. Adding text to a button:
-Right click on any blank area of any tool bar
>Customize
-Commands Tab
-Click on the button you want to modify a black square will
appear around it
- Click on the Modify Selection button
-Type in the text for the button next to Name
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-Shift +7 puts in the “&” before a letter in the name
(This underlines the letter behind it - making ALT+ that
letter insert the macro)
- Ex. Ho&me = ALT+M inserts the macro
-Make sure Image and Text is checked
-Hit Close when done
49. Grouping data: Grouping data makes it so you can hide certain rows or columns if
you want. This can be useful when you only want to work with
part of your data set.
A. Grouping data: Example for columns, but the same could be done with rows:
-Select the columns or rows you want by left click/hold and dragging
across the column heading or row numbers you want
>Data
>Group and Outline
>Group
B. Working with grouped data:
-Hit the minus sign (-)
to make the grouped
rows disappear
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86
-Hit the plus sign (+)
to make the grouped
rows reappear
C. Removing data grouping:
-Select the columns you want to ungroup
>Data
>Group and Outline
>Ungroup
50. Hiding and un-hiding rows or columns:
A. Hiding columns or rows
-Left click hold and drag across the column letters or row numbers to
select the columns you want to hide
>Format
-Choose >Row or >Column
>Hide
B. Un-hiding columns or rows
-Left click hold and drag across the column letters or row numbers to
select across the hidden columns or rows
>Format
-Choose >Row or >Column
>Unhide
51. Freezing rows or columns: Freezing rows and columns keeps a row or a column
visible while you move through the other rows or columns in a spreadsheet. This
is often used to keeps column or row titles visible while you move down or across
a table.
Note, you can only freeze rows or columns not both.
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-Left click on the letter column of the column to the right of the column
want to freeze or on the row number of the row below the you
want to freeze
>Window
>Freeze Panes
Frozen row
When you move down
the spreadsheet the
frozen row stays in view
To unfreeze rows or columns:
>Window
>Unfreeze Panes
52. Report view: After data is grouped it can be saved as a report view. Often
different report views are created for different users. All users can still see all the
data by hitting the + sign, but the report view allows particular users to see the
data of that is most important to them. These different views are created by first
grouping the data. Each different view is then saved as different report view.
A. Create a Report view:
-First group the data ( see #45 above) and hide the rows you do not
want showing
>View
>Custom views
-Name the view
-Click add
B. Viewing the Report view:
>Views
>Custom views
-Choose the view you want
-Click on show
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53. Checking data to be sure it is in the correct ranges - Data validation:
A. Select the cells you want validation on
B.
>Data
>Validation
-Choose the Setting tab
Choose the type
of number here
Choose the data test
and criteria here
Input Message tab: This allows you to set up a
message we a cell is selected for data input
Error Alert tab: This allows you to set up a
message that will be seen when data outside the
criteria range is entered
Note, click here on the Formula Auditing tool bar to see invalid data circled in red
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89
54. Protecting cells and worksheets:
A. Protecting cells and worksheets: It is often useful to protect cells that have
formulas in them so that they are not accidentally changed when you are
working on a worksheet.
I. Locking cells: Locking cells prevents only the locked cells from being
changed when the workbook it protected.
Note, by default all cells
on a worksheet are locked,
so if you want to have only
certain cells locked you
should first unlock all the
cells on the worksheet and
then lock the cells you want
locked.
Unlocking all the cells:
-Select all the cells on the
sheet
>Format
>Cells
-Choose the Protection tab
-Unselect the Locked box
-Hit OK
-Left click/hold and drag to select the cells you want to lock
>Format
>Cells
-Choose the protection tab
-Select the Locked box
-Hit OK
Note, you can select and lock
as many different groups of
cells as you want
II. Protecting the worksheet: Note, locked cells on a worksheet are not
locked until the worksheet is protected.
>Tools
>Protection
>Protect sheet
Select: Protect worksheets and contents of locked cells
Type in the password
you want here
Select the things you want
users to be able to modify
here:
-Select unlocked cells
Hit OK when done and reconfirm your
password on the screen that pops up
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B. Removing protection from sheets:
>Tools
>Protection
-Choose -Unprotect Sheet
-Type in your password
55. Password protecting workbooks:
>File
>Save As
-Select the location you want the file saved and type in the name you
want for the file
-Select Tools
Select General Options
Put in the passwords you
want to open or to modify
If the Read-only box is selected
you can open the workbook
without a password, but it can not
be saved as the same file.
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Hit OK when done and reconfirm
the passwords on the screen that
pops up and hit Save
91
A. Removing workbook passwords:
-Open the document
>File
>Save As
> Tools
>General Options
-Delete the passwords here
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92
Using Excel Index
Section
Page Number
-Open Excel and parts of Excel
1
1. Identifying cells in a table
2
2. Identifying a area in a table
2
3. Moving between cells
3
4. Control and Alt commands to move between cells
3
5. Putting text into cells
4
6. Selecting continuous and non-continuous cells
4
7. Copying data from one set of cells to another
5
A. Copy/ Paste function or Cut/ Paste
5
B. Changing rows into columns or columns into rows when you
5
paste:
C. Increasing or decreasing numbers using the paste special
5
function:
D. Using the select and drag method to move data to adjacent
6
cells:
E. Moving data to other cells by dragging
6
8. Completing a series like months, days or numbers
7
9. Creating your own series lists
8
10. Making rows and columns fit the data
9
11. Centering data in a widened row or column
10
-Text wrapping
- Merging cells
12. Merge a number of cells and center a title in them
11
13. Adding rows and columns / Deleting rows and columns
11
14. Formatting numbers in cells
12
15. Opening, naming, moving, copying deleting or adding worksheets
13
A. Open a worksheet in a workbook:
13
B. Renaming a worksheet:
13
C. Changing the tab color for worksheets:
13
D. Moving worksheets within a workbook:
14
E. Moving or copying worksheets between workbooks:
14
F. Deleting worksheets:
15
G. Adding new worksheet pages:
15
16. Formulas
16
A. Common symbols
16
B. Common Functions
17
C. Formula structure
17
I. Formula rules
17
18
Example formulas
II Making Formulas that work with cells on multiple
19
worksheets or workbooks: (3D formulas)
III. Absolute cell references
20
D. Sum sign
20
I. Using the Sum function to sum multiple rows at once
20
II. Using the Sum function to sum the same range of cells
21
on different worksheets.
8/31/2006
Section
E. Subtotaling within tables
F. Using IF statements
I. Using two or more criteria to sum or count cells:
(DSUM and DCOUNT)
G. Advanced IF statements
I. Basic format:
II. More functions next to the ∑
III. Using multiple if statements: Example grades
IV. Using Lookup Tables
c. Looking for values that are text: INDEX
d. Using VLOOKUP to find values in unsorted
tables
V. Using AND, OR or NOT with IF statements
VI. Using insert function with “AND”, “OR” and NOT”
H. Working with Dates:
I. Copying formulas to other cells
J. Inserting a function and selecting the cells for the function
K. Changing the cells selected for a formula
L. Formula error messages
M. Making all formulas on a worksheet show:
N. The formula auditing toolbar:
O. Adding comments:
17. Adding dropdown boxes to select values from
18. Auto format to format tables
19. Conditional formatting
20. A. Formatting cell boarders
B. Formatting cell backgrounds
21. Printing
A. Selecting the print area
B. Setting the margins for printing
-Moving page breaks for printing:
C. Setting up headers and footers for printing
D. Reducing the size of the printed material
22. Linking data between worksheets
23. Viewing two or more workbooks at once and linking data
between them
24. Consolidating worksheets
25. Importing data from other programs
26. Putting Excel spread sheets in PowerPoint - linked data
27. General information on making graphs and figures
A. Chart Wizard
B. Column, line and pie charts
28. Making pie charts
K. Making pie charts when data is not in a set of continuous cells
29. Changing the type of chart
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Page Number
22
23
23
27
27
27
28
28
30
30
31
32
33
34
34
36
36
37
37
37
38
39
39
40
40
41
41
41
41
42
42
44
45
45
46
47
47
47
48
50
52
Section
30. Modifying a chart
A. Chart options tabs
B. Changing the size of a chart
31. Making a column chart with multiple data sets
32. Making charts that graph one variable against another
33. Modifying and formatting graph attributes after the graph is
made
A. Chart parts: Labeled in blue
B. Formatting legends:
C. Changing or setting the scale of the “X” or “Y” axis.
34. Adding trend lines to charts:
35. Adding standard error or standard deviation bars to charts or
graphs
36. Using Excel statistical packages
37. Adding data to a chart once it is made
38. Removing data from a chart once it is made
39. Changing graph elements from one type to another
40. Making a file a web page in which elements can by changed by
users on the web.
41. Creating data bases: filters
42. Creating dropdown menus of items within a worksheet: AutoFilters:
D. Custom Auto Filtering:
43. Data bases: sorting
44. Data base: searching and deleting records from a data base
45. Pivot tables and pivot charts
46. Financial function: payment calculator
47. Macros
48. Making a tool bar button for your macro
49. Grouping data (hiding rows and columns)
50. Hiding and un-hiding rows or columns
51. Freezing rows or columns:
52. Report view
53. Checking data to be sure it is in the correct ranges - Data validation
54. Protecting cells and worksheets:
A. Protecting cells and worksheets:
B. Removing protection from sheets:
55. Password protecting workbooks:
A. Removing workbook passwords:
Index
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94
Page Number
53
53
53
54
55
59
59
60
61
61
62
64
65
65
65
66
67
70
71
71
72
73
81
82
83
85
86
86
87
88
89
89
90
90
91
92-94

Using Excel XP

Transcription

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