Table of Contents
Performing Basic Calculations ... 1
Manipulating Data ...81
Move, copy, and paste... 82
Add/delete columns ... 88
Create formulas across worksheets... 114
Employ absolute references ... 120
Employ the function wizard ... 129
Making Data Visible ...139
Add comments ... 140
Freeze panes ... 143
Performing Basic
Calculations
In this section, you’ll learn how to:
•
Add
•
Subtract
•
Multiply
•
Divide
•
Calculate averages
1.
Click the button.3.
Click in cell A1 to place the cursor there.4.
Type:5.
Click in cell A3.Cell A3 should now be highlighted:
6.
Type:7.
Press the ENTER key on your keyboard.Cell A4 should now be highlighted.
8.
Type:Tadpole
10.
In cell A5, type:Food
11.
Press the ENTER key.In cell A6, type:
17.
On the Toolbar, click the icon.19.
Click the icon.20.
When the New Folder window appears, type:Practice Excel Files
21.
Click the button.22.
In the File name box, type:Frog Farm
Tip: So far, only Sheet 1 has been used. That’s an individual worksheet.
Add
1.
Click in cell B7.2.
Type:=
4.
Type:+
5.
Click in cell B5.6.
Type:7.
Click in cell B6.8.
Press the ENTER key.The total in cell B7 should be 2.32.
Look in the Formula Bar.
It should read:
=B4+B5+B6
Tip: You just created a formula that adds up the per-frog costs for the tadpole, food, and tank.
Formulas always begin with an =.
10.
On the Toolbar, click the icon.14.
Click in cell E6.15.
On the Toolbar, click the icon.16.
Press the ENTER key.The total in E6 should be 3.
The Formula Bar should show:
=SUM(E4:E5)
Tip: This is just a different way of adding numbers. By clicking the icon, you told Excel to SUM, or add, the numbers from E4
3.
Click in cell E6.Type:
–
4.
Click in cell B7.5.
Press the ENTER key.The Profit Per Frog should be 0.68:
6.
Click in cell G4.Multiply
1.
Click in cell A9 and type:Sales
2.
Press the TAB key on your keyboard.3.
In cell B9, type:2250
4.
In cell A11, type:5.
In cell B11, type :=
6.
Click cell B9, then type:*
Tip: This is the multiplication symbol. To type it, hold down the
7.
Click cell G4, then press the ENTER key.The Profits should read 1530:
8.
Click cell B11.The Formula Bar should read:
Divide
1.
Click cell I3, then type:Profit Margin
2.
Click cell I4, then type:3.
Click cell G4, then type:/
4.
Click cell E6, then press the ENTER key.5.
Click cell I4.The Formula Bar should read:
=G4/E6
See how the profit margin changes along with the price (cell E4) used in the formula:
7.
Change the price of the frog back to 2.50.Calculate averages
1.
Click in cell A13, then type:Subsidies
2.
In cells A14 through C14, type :3.
In cells A15 through C15, type:2000 2001 2002
10000 8000 12000
4.
In cell E14, type:5.
In cell F14, type:=average(
Tip: Don’t forget to type the ( opening parenthesis. It tells Excel to begin averaging a series of cells.
6.
Highlight cells A15 through C15.7.
Press the ENTER key.The average subsidy should be 10000:
8.
Click cell F14.The Formula bar should show:
Find the maximum value
1.
Click in cell E15, then type :Maximum
2.
Click in cell F15, then type:3.
Press ENTER.The worksheet should look like this:
4.
Click the icon.Practice:
Performing Basic Calculations
1.
On the Toolbar, click the icon to open a new workbook.2.
Enter the following data:A B C D E F G
1 Buying Cars 2
3 Dream Car Cooper Hummer Total Diff Avg Max
4 Price 17000 56000
3.
In cell D4, calculate the total price of both cars together.4.
In cell D5, calculate the total payments made for both cars.5.
In cell E4, calculate the difference in price between the two cars.6.
In cell E5, calculate the difference between the number of payments.7.
In cell B7, calculate the finance charge for the Cooper Mini.8.
In cell B8, calculate the amount financed.Tip: Add the price and the finance charge.
9.
In cell B9, calculate the estimated monthly payment for the Cooper Mini.Tip: Divide the amount financed by the number of payments.
10.
In cell F4, calculate the average price of both cars.11.
In cell G7, calculate the maximum finance charge.12.
Calculate the finance charge, amount financed, and estimated monthly payment on the Hummer.When you’re done, the worksheet should look like this:
13.
Save the workbook as Cars in the Practice Excel Files folder.Formatting
Worksheets
In this section, you’ll learn how to:
•
Format text
•
Format cells
•
Adjust columns and rows
Format text
Modify fonts
1.
Open the Frog Farm workbook from the Practice ExcelFilesfolder.
2.
Click cell A1.4.
Click the drop-down arrow beside the Font Size box.6.
In the Font list, click Arial Black.7.
Double-click on cell A3.9.
Click the icon, then the icon.The text should look like this:
10.
Make this text bold and italic:Format numbers
1.
Highlight cells B4 through B7.Tip: If the icon isn’t present on the Toolbar, click the arrow at the end of the Toolbar, then Show Buttons on Two Rows.
3.
Click the worksheet.4.
In the same way, format all the numbers in the worksheet (except the Subsidies years and Profit Margin) as currency.The worksheet should look like this :
5.
Click cell I4.7.
Click the icon twice more.There should be three decimal places remaining:
Format cells
Change cell color
1.
Drag from cell E14 to E15 to highlight both cells.4.
In the Color grid, click the light gray square.6.
Click the worksheet.Add borders
1.
Click and drag from cell E14 to cell F15 to highlight the four cells.4.
Click the button.5.
Click the button.6.
Click the worksheet.Shift alignment
1.
Highlight cells A4 through A7.3.
Click the worksheet.The text in the cells should be right-aligned:
4.
Highlight the same cells again.5.
Click the icon.Adjust columns and rows
Adjust column width
1.
Place the cursor on the divider between the A and B column headers.It should turn into a double-arrow:
Some of the cells should display ##### signs:
3.
Double-click on the divider between the G and H column headers.Adjust row height
1.
Click the box in the corner at the intersection of the column and row headings:2.
Place the cursor on the divider between rows 4 and 5.It should become a double-arrow.
3.
Drag the divider down.4.
On the Toolbar, click the icon.The worksheet should return to normal row height.
Print worksheets
Print preview
1.
On the Toolbar, click the icon.2.
Click the button.3.
When the Page Setup window appears, click each tab.This shows what print options can be changed.
Adjust page breaks
1.
Click the button.If an alert window appears, click its button.
3.
Drag the bottom blue solid line down until it shows all the page’s content.Print a region
3.
When the Print window appears, click the Selection radio button.To print the selection, click the button.
Practice:
Formatting Worksheets
1.
Open the Cars workbook from the Practice Excel Files folder.2.
Format all of the money items as currency.3.
Format the interest rates as percentages.4.
Bold all the text in column A and rows 1 and 3.6.
Print preview the worksheet and make sure that all its contents fit on one printed page.It should look like this:
7.
Save and close the Cars workbook.Manipulating Data
In this section, you’ll learn how to:
•
Move, copy, and paste
•
Add/delete columns
•
Add/delete rows
•
Employ multiple worksheets
•
Employ AutoFill
Move, copy, and paste
Move cell contents
1.
Open the Frog Farm workbook from the Practice Excel Filesfolder.
2.
Highlight cells G3 and G4.It should turn into a four-way arrow:
4.
Click and drag the border one cell to the left.5.
Click on the worksheet.6.
Move the contents of cell I4 to cell G4 in the same way.Copy and paste
1.
Highlight cells I3 through J3.3.
Click cell G3.4.
On the Menu Bar, click Edit, then Paste.5.
Press the ESC key on the keyboard.This should get rid of the “marching ants” around cells I3—J3.
6.
Highlight cells I3—J3, then press the DELETE key on the keyboard.Add/delete columns
Add a column
1.
Click the D column heading.Add multiple columns
1.
Click and drag across column headings D, E, and F.Delete columns
1.
Click the D column heading to select it.2.
Right-click the D column heading.The column should disappear:
3.
Right-click the D column heading, then Delete it three more times.Add/delete rows
Add row
1.
Click on the row heading for row 12.Delete row
1.
Right-click the row heading for row 13.The row should disappear:
3.
Click and drag down the row headings for rows 9 through 15.Right-click the highlighted rows and delete them.
4.
Insert a new column in front of column F.5.
Insert a new column in front of column H.6.
Insert two new rows above row 3.7.
In the new row 3, type:8.
Make this text Arial, 12 point, and bold.Employ multiple worksheets
1.
Double-click the Sheet 1 tab.2.
Type:Numbers Per-Frog
The tab should look like this:
3.
Double-click the Sheet 2 tab.4.
Type:Sales
5.
Click the Numbers Per-Frog tab again.Employ AutoFill
1.
Click the Sales tab.2.
In cell A1, type:Frog Sales
7.
Place the cursor on the Fill Handle.It should turn into a black cross:
9.
Release the mouse button.The months should fill in consecutively:
13.
Drag it to cell L4.The numbers should fill in, in increments of 10:
14.
In cell N3, type:Total
16.
Drag over all the cells with numbers in them.They should be surrounded by “marching ants”:
17.
Press ENTER.The yearly total of 780 frogs sold should appear:
Insert/delete worksheets
Insert worksheets
1.
Click the Sheet 3 tab.2.
On the Menu Bar, click Insert, then Worksheet.Delete worksheets
1.
Right-click the new tab, then click Delete.2.
Double-click the Sheet 3 tab, then type:Revenue
The tabs should now look like this:
Practice: Manipulating Data
1.
Open a Web browser and go to:www.visibooks.com/books/ex2003
2.
Right-click on the FlowerShop.xls link.Tip: All Excel spreadsheet files have the .xls extension. When the menu appears, click Save Target As.
3.
Save FlowerShop.xls in the Practice Excel Files folder on your computer.4.
Open FlowerShop.xls.7.
In the Bouquet Sales sheet, insert a new column for Aprilbetween the March and May columns.
8.
Copy the Bouquets shipped and Bouquets sold in store sales figures for March and paste them in for April.9.
Using the Fill Handle, drag the formula from Total Bouquets Sold in March (cell D6) so the formula applies to April.The formula in cell E6 should total April’s sales.
Advanced
Calculations
In this section, you’ll learn how to:
•
Create formulas across worksheets
•
Employ absolute references
Create formulas across worksheets
1.
Open the Frog Farm workbook.2.
Click the Revenue tab.3.
In cell A1, type:Revenue
4.
In cell B3, type:January
5.
Fill in the cells from C3 to M3 with the months of the year.6.
In cell A4, type:Gross Sales
Tip: Adjust the width of column A so all the text shows.
7.
In cell B4, type:8.
Click the Numbers Per-Frog tab.9.
In the Numbers Per-Frog sheet, click cell E8.10.
Type:11.
Click the Sales tab.13.
Press ENTER.On the Revenue sheet, January’s gross sales should be $30.00:
The price of a frog
times
The number of frogs sold in January.
14.
Click cell B4.In the Formula Bar is the formula that expresses this:
='Numbers Per-Frog'!E8*Sales!A4
15.
On the Revenue sheet, type:Net Revenue
in cell A5.
16.
In cell B5, create a formula that multiplies the profit-per-frog by the number of frogs sold in January.Employ absolute references
1.
On the Revenue sheet, click cell B4.Notice the formula in the Formula Bar:
2.
Place the cursor on the Fill Handle, then drag it to cell C4.Cell C4 should contain only a -.
3.
Click cell C4.Note the formula in the Formula Bar:
This means Excel is multiplying cell F8 in the Numbers Per-Frog sheet with January’s frog sales.
When the formula in B4 was moved over to cell C4, Excel moved over the cells used in the formula, too:
From E8 to F8 in the Numbers Per-Frog sheet:
4.
Click the Numbers Per-Frog sheet, then look at cell F8—a blank cell.The formula in cell C4 on the Revenue sheet is multiplying January’s frog sales by nothing—a blank cell.
To fix this, an absolute reference is employed.
5.
On the Revenue sheet, click cell C4.7.
Click cell B4.8.
Click in the Formula Bar, before the E in E8, to place the cursor there.9.
Type:10.
Click before the 8 in E8 to place the cursor there.11.
Type:$
13.
Click cell B4.Notice the formula in the Formula Bar:
='Numbers Per-Frog'!$E$8*Sales!A4
14.
Place the cursor on the Fill Handle and drag it to cell C4.February’s Gross Sales should be $60.00:
The price of a frog ($3.00)
times
15.
Click cell B4, then cell C4.Notice the formulas in the Formula Bar.
Both formulas use cell E8 in the Numbers Per-Frog sheet.
16.
Click cell C4, then place the cursor on the Fill Handle.17.
Drag it to cell M4.The worksheet should look like this:
By employing an absolute reference—using the $ symbol to make each formula use the same cell containing the frog price— the formula stays accurate for all months.
18.
Edit the formula in cell B5 in the Revenue sheet to make cell G619.
Use the Fill Handle to copy the formula in cell B5 so theRevenue sheet shows each month’s net revenue.
Employ the function wizard
1.
In the Revenue sheet, click cell A7.2.
Type:3.
Click cell F7.4.
Click the drop-down arrow beside the icon.6.
When the Insert Function window appears, click Statistical in the Category list:8.
Click the button.9.
When the Function Arguments window appears, pull it down so it doesn’t obscure any information.11.
Highlight cells B4 through M4.12.
Click in the Criteria box, then type:13.
Click the button.Cell F7 should show that sales were greater than $175 in 7
months.
14.
Save and close the Frog Farm workbook.Practice: Advanced Calculations
1.
Open the FlowerShop workbook from the Practice Excel Filesfolder.
4.
Set up the worksheet so Gross Revenue and Net Revenue can be recorded for the months January through May.5.
In cell B4 in the Income sheet, create a formula that multipliesGross revenue per bouquet
times
Total bouquets sold in January
6.
In cell B5, create a formula that multipliesNet revenue per bouquet
times
Total bouquets sold in January
7.
Edit the formulas in both cells to employ absolute references to the Gross revenue and Net revenue figures in the Per-Bouquet Revenue sheet.9.
In cell A7, type:How much money was made in months with sales higher than $5000?
10.
Click cell G7, then use the Function Wizard to get the answer.Making Data Visible
In this section, you’ll learn how to:
•
Add comments
•
Freeze panes
Add comments
1.
Open the Frog Farm workbook.2.
On the Numbers Per-Frog sheet, click cell I6.4.
Type:Pretty good profit margin, eh?
5.
Click the sheet.6.
Move the cursor onto cell I6.Freeze panes
1.
Click the Sales tab.2.
In the Sales worksheet, click cell A4.4.
Scroll vertically in the worksheet.The rows below the months should scroll.
5.
On the Menu Bar, click Window, then Unfreeze Panes.Freezing panes
Freezing panes is a great help when working with large spreadsheets.
6.
Scroll vertically in the worksheet.The view should have returned to normal.
7.
Click the heading for column C.9.
Scroll horizontally in the worksheet.The columns to the right of column B should scroll.
Create charts
1.
In the Sales worksheet, highlight cells A3 through L4.3.
When the Chart Wizard window appears, click Column in theChart Type list.
5.
In the next step, make sure the Rows radio button is clicked.6.
In the next step, click the Titles tab, then type:Frog Sales
in the Chart title box.
7.
Click the button.9.
In the box beside it, type:Frog Sales Chart
10.
Click the button.11.
Click the Frog Sales Chart tab and drag it to the end of the tabs.12.
Release the mouse button.It should be last in the list of tabs:
14.
Press DELETE.Practice: Making Data Visible
1.
Open the FlowerShop workbook.2.
Add a comment to cell B4 in the Per-Bouquet Revenue sheet:Should we raise the price?
3.
On the Bouquet Sales sheet, freeze all the rows above row 4.5.
Save the chart in a new sheet called Flower Shop Income.When you’re done, it should look like this:
Glossary
Absolute Reference
A cell reference that remains fixed even if the cell containing the formula is moved.
AutoSum
An icon used to automatically total a column or row.
Cell
The basic unit of Excel, formed by the intersection of a row and column.
Chart
A visual representation of data, such as a pie chart or bar graph.
Column
A vertical line of cells in a worksheet.
Column Header
The identifying label at the top of a column.
Fill Handle
A small solid box in the lower right corner of a selected cell. It is used to copy the contents of a cell or cells into adjacent cells.
Formula
An equation that tells Excel how to calculate values in a worksheet.
Formula Bar
Range
An array of selected cells. A range is indicated with a colon between cell designations. Example: A1:A15 indicates the first 15 cells in column A.
Row
A horizontal line of cells labeled with a number on the left side of a worksheet.
Row Header
The identifying number for each row.
Tab
A stub the bottom of a worksheet (like on a file folder) that contains the name of the worksheet.
Workbook
An entire Excel file comprised of worksheets.
Worksheet
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