The Visibooks Guide To Calc 2.0
By Jill & Kevin Jordan
www.visibooks.com
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The Visibooks Guide To Calc 2.0
By Jill & Kevin Jordan
www.visibooks.com
The Visibooks Guide to Calc 2.0 Copyright Copyright © 2006 by Visibooks™, LLC. All rights reserved.
Trademarks and Disclaimer Visibooks™ is a trademark of Visibooks, LLC. All brand and product names in this book are trademarks or registered trademarks of their respective companies. Visibooks™ makes every effort to ensure that the information in this book is accurate. However, Visibooks™ makes no warranty, expressed or implied, with respect to the accuracy, quality, reliability, or freedom from error of this document or the products described in it. Visibooks™ makes no representation or warranty with respect to this book’s contents, and specifically disclaims any implied warranties or fitness for any particular purpose. Visibooks™ disclaims all liability for any direct, indirect, consequential, incidental, exemplary, or special damages resulting from the use of the information in this document or from the use of any products described in it. Mention of any product does not constitute an endorsement of that product by Visibooks™. Data used in examples are intended to be fictional. Any resemblance to real companies, people, or organizations is entirely coincidental. ISBN 1597060399
Table of Contents Basic Calculations .......................................... 1 Add ........................................................................................................13 Subtract.................................................................................................21 Multiply..................................................................................................24 Divide ....................................................................................................28 Calculate averages...............................................................................31 Find the maximum value .....................................................................35
Formatting Worksheets ................................ 39 Format text............................................................................................40 Format cells ..........................................................................................49 Adjust columns and rows....................................................................60 Print worksheets ..................................................................................65
TABLE OF CONTENTS
i
Manipulating Data .........................................75 Move, copy, and paste......................................................................... 76 Add/delete columns............................................................................. 86 Add/delete rows ................................................................................... 92 Employ multiple worksheets .............................................................. 97 Employ AutoFill ................................................................................. 100 Insert/delete worksheets ................................................................... 106
Advanced Calculations ...............................113 Create formulas across worksheets ................................................ 114 Employ absolute references ............................................................. 120 Employ the function wizard .............................................................. 129
Making Data Visible ....................................139 Add notes ........................................................................................... 140 Freeze panes ...................................................................................... 143 Create charts...................................................................................... 147
ii
TABLE OF CONTENTS
Basic Calculations In this section, you’ll learn how to: • Add • Subtract • Multiply • Divide • Calculate averages • Find the maximum value
BASIC CALCULATIONS
1
1.
Start Calc.
You should see a screen that looks like this:
2
BASIC CALCULATIONS
2.
Click in cell A1 to place the cursor there.
3.
Type: Party Palace
BASIC CALCULATIONS
3
4.
Click in cell A3. Cell A3 should now be highlighted:
5.
Type: Per Costume Costs
6.
Press the ENTER key on your keyboard. Cell A4 should now be highlighted.
4
BASIC CALCULATIONS
7.
Type: Material
8.
Press the ENTER key on your keyboard.
9.
In cell A5, type: Elastic
BASIC CALCULATIONS
5
10.
Press the ENTER key. In cell A6, type: Labor
11.
Press the ENTER key. In cell A7, type: Total
6
BASIC CALCULATIONS
12.
Click in cell B4 to highlight the cell. Type: 3.09
13.
Press ENTER to move to cell B5. Type: 0.37
BASIC CALCULATIONS
7
14.
Press ENTER to move to cell B6. Type: 6.92
8
15.
Press ENTER to move to cell B7.
16.
On the Toolbar, click the
BASIC CALCULATIONS
icon.
17.
When the Save as window appears, make sure the My Documents folder appears as the Save in folder.
18.
Click the
icon.
BASIC CALCULATIONS
9
19.
When the New Folder window appears, type: Practice Calc Files in the Name box.
Then press ENTER. The Practice Calc Files folder will appear in the list.
10
BASIC CALCULATIONS
20.
Double-click the Practice Calc Files folder. The Practice Calc Files folder should now appear as the Save in folder:
21.
In the File name box, type: Party Palace
BASIC CALCULATIONS
11
Click the
button.
Tip: So far, only Sheet 1 has been used. That’s an individual
worksheet.
All the worksheets—Sheet 1, Sheet 2, Sheet 3, etc. (you’ll work with them later) make up a workbook.
12
BASIC CALCULATIONS
Add 1.
Click in cell B7.
2.
Type: =
3.
Click in cell B4.
BASIC CALCULATIONS
13
4.
Type: +
5.
Click in cell B5.
6.
Type: +
14
BASIC CALCULATIONS
7.
Click in cell B6.
8.
Press the ENTER key. The total in cell B7 should be 10.38.
9.
Click in cell B7.
BASIC CALCULATIONS
15
Look in the Formula Bar. It should read: =B4+B5+B6
Tip: You just created a formula that adds up the per costume
costs for the material, elastic, and labor. Formulas always begin with an =.
16
10.
On the Toolbar, click the
11.
Click in cell D3.
BASIC CALCULATIONS
icon.
12.
Type: Price
13.
In the cells below, type: 1 2 3 4 5 6 7 8
14.
A Party Palace Per Costume Costs Material Elastic Labor Total
B
3.09 0.37 6.92 10.38
C
D Price Costume Packaging Total
E
17.99 1.25
Click in cell E6.
BASIC CALCULATIONS
17
15.
On the Toolbar, click the
icon.
The worksheet should look like this:
18
BASIC CALCULATIONS
16.
Press the ENTER key. The total in E6 should be 19.24.
17.
Click in cell E6.
The Formula Bar should show: =SUM(E4:E5)
BASIC CALCULATIONS
19
Tip: This is just a different way of adding numbers. By clicking
the E5.
20
icon, you told Calc to SUM the numbers from E4 through
BASIC CALCULATIONS
Subtract 1.
Click in cell G3. Type: Profit Per Costume
2.
Click in cell G4. Type: =
BASIC CALCULATIONS
21
3.
Click in cell E6. Type: –
4.
Click in cell B7. The worksheet should look like this:
22
BASIC CALCULATIONS
5.
Press the ENTER key. The Profit Per Costume should be 8.86:
6.
Click in cell G4. The Formula Bar should look like this:
BASIC CALCULATIONS
23
Multiply 1.
Click in cell A9 and type: Sales
2.
Press the TAB key on your keyboard. It should move the cursor to cell B9.
24
BASIC CALCULATIONS
3.
In cell B9, type: 2250
4.
In cell A11, type: Profits
BASIC CALCULATIONS
25
5.
In cell B11, type : =
6.
Click cell B9, then type: *
Tip: This is the multiplication symbol. To type it, hold down the SHIFT key, then press the number 8 key.
26
BASIC CALCULATIONS
7.
Click cell G4, then press the ENTER key. The Profits should read 19935:
8.
Click cell B11. The Formula Bar should read: =B9*G4
BASIC CALCULATIONS
27
Divide 1.
Click cell I3, then type: Profit Margin
2.
Click cell I4, then type: =
3.
Click cell G4, then type: /
28
BASIC CALCULATIONS
4.
Click cell E6, then press the ENTER key. The Profit Margin should be 0.46:
5.
Click cell I4. The Formula Bar should read: =G4/E6
6.
Change the price of the costume to 15.97, then press the ENTER key.
BASIC CALCULATIONS
29
See how the profit margin changes along with the price (cell E4) used in the formula:
30
7.
Change the price of the Costume back to 17.99.
8.
On the Toolbar, click the
BASIC CALCULATIONS
icon.
Calculate averages 1.
Click in cell A13, then type: Subsidies
2.
In cells A14 through C14, type : 2003
2004
2005
BASIC CALCULATIONS
31
3.
In cells A15 through C15, type: 2003 1000
4.
2004 800
In cell E14, type: Average
32
BASIC CALCULATIONS
2005 1200
5.
In cell F14, type: =average(
Tip: Don’t forget to type the ( opening parenthesis. It tells Calc
to begin averaging a series of cells.
6.
Highlight cells A15 through C15. The worksheet should look like this:
BASIC CALCULATIONS
33
7.
Press the ENTER key. The average subsidy should be 1000:
8.
Click cell F14. The Formula bar should show: =AVERAGE(A15:C15)
34
BASIC CALCULATIONS
Find the maximum value 1.
Click in cell E15, then type : Maximum
2.
Click in cell F15, then type: =MAX(A15:C15)
BASIC CALCULATIONS
35
3.
Press ENTER. The worksheet should look like this:
36
4.
Click the
icon.
5.
Click the
icon to close the Party Palace spreadsheet.
BASIC CALCULATIONS
Practice: Basic Calculations 1.
On the Toolbar, click the
2.
Enter the following data: 1 2 3 4 5 6 7 8 9
A Buying an HDTV Dream Television Price Payments Interest Rate Finance Chg Amt Financed Est Monthly Pmt
icon to open a new workbook.
B LCD 4000 36 .11
C Plasma 17000 24 .12
D
E
F
G
Total Diff Avg Max
3.
In cell D4, calculate the total price of both televisions together.
4.
In cell D5, calculate the total payments made for both televisions.
5.
In cell E4, calculate the difference in price between the two televisions.
6.
In cell E5, calculate the difference between the number of payments.
7.
In cell B7, calculate the finance charge for the LCD television. Tip: Multiply its price by the interest rate.
8.
In cell B8, calculate the amount financed.
BASIC CALCULATIONS
37
Tip: Add the price and the finance charge.
9.
In cell B9, calculate the estimated monthly payment for the LCD television. Tip: Divide the amount financed by the number of payments.
10.
In cell F4, calculate the average price of both televisions.
11.
In cell G7, calculate the maximum finance charge.
12.
Calculate the finance charge, amount financed, and estimated monthly payment on the Plasma television. When you’re done, the worksheet should look like this:
38
13.
Save the workbook as HDTVs in the Practice Calc Files folder.
14.
Close the workbook.
BASIC CALCULATIONS
Formatting Worksheets In this section, you’ll learn how to: • Format text • Format cells • Adjust columns and rows • Print worksheets
FORMATTING WORKSHEETS
39
Format text Modify fonts
40
1.
Open the Party Palace workbook from the Practice Calc Files folder.
2.
Click cell A1.
3.
On the Toolbar, click the
4.
Click the drop-down arrow beside the Font Size box.
FORMATTING WORKSHEETS
icon.
5.
When the menu appears, click 18.
6.
In the Font list, click Lucida Sans.
FORMATTING WORKSHEETS
41
The text should look like this:
42
7.
Double-click on cell A3.
8.
Highlight the text Per Costume Costs.
FORMATTING WORKSHEETS
9.
Click the
icon, then the
icon.
The text should look like this:
10.
Make this text bold and italic: Price Profit Per Costume Profit Margin Sales Profits Subsidies The worksheet should look like this:
FORMATTING WORKSHEETS
43
Format numbers 1.
Highlight cells B4 through B7.
On the Toolbar, click the
44
FORMATTING WORKSHEETS
icon.
Tip: If the icon isn’t present on the Toolbar, click the arrow at the end of the Toolbar, then Visible Buttons, then Number Format: Currency.
FORMATTING WORKSHEETS
45
2.
Click the worksheet. The numbers should look like this:
3.
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 :
4.
46
Click cell I4.
FORMATTING WORKSHEETS
5.
On the Toolbar, click the
6.
Click the
icon three times.
icon.
There should be four decimal places remaining:
7.
On the Toolbar, click the
icon.
FORMATTING WORKSHEETS
47
The number should change to percent:
48
FORMATTING WORKSHEETS
Format cells Change cell color 1.
Drag from cell E14 to E15 to highlight both cells.
FORMATTING WORKSHEETS
49
2.
50
On the Menu Bar, click Format, then Cells.
FORMATTING WORKSHEETS
3.
When the Format Cells window appears, click the Background tab.
FORMATTING WORKSHEETS
51
52
4.
In the Color grid, click the light gray square.
5.
Click the
FORMATTING WORKSHEETS
button.
6.
Click the worksheet. The cells should look like this:
FORMATTING WORKSHEETS
53
Add borders
54
1.
Click and drag from cell E14 to cell F15 to highlight the four cells.
2.
On the Menu Bar, click Format, then Cells.
FORMATTING WORKSHEETS
3.
When the Format Cells window appears, click the Borders tab.
FORMATTING WORKSHEETS
55
56
4.
Click the
5.
Click the
button.
FORMATTING WORKSHEETS
button.
6.
Click the worksheet. The cells should be outlined:
FORMATTING WORKSHEETS
57
Shift alignment 1.
Highlight cells A4 through A7.
2.
On the Toolbar, click the
3.
Click the worksheet.
icon.
The text in the cells should be right-aligned:
58
FORMATTING WORKSHEETS
4.
Highlight the same cells again.
5.
Click the
icon.
The text should be centered in the cells:
FORMATTING WORKSHEETS
59
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:
2.
Drag the divider to the left to make column A narrower.
Some of the cells should display
60
FORMATTING WORKSHEETS
signs:
Tip: This means the column is too narrow to display the cells’
contents.
3.
Drag the divider back to the right until you can see the contents of the cells in column A:
4.
Double-click on the divider between the G and H column headers.
It will make column G as wide as it needs to be to display all the contents of cells in that row:
FORMATTING WORKSHEETS
61
Adjust row height 1.
Click the box in the corner at the intersection of the column and row headings:
This will select the entire worksheet:
62
FORMATTING WORKSHEETS
2.
Place the cursor on the divider between rows 4 and 5. It should become a double-arrow.
3.
Drag the divider down. This will make all rows taller:
FORMATTING WORKSHEETS
63
4.
On the Toolbar, click the
icon.
The worksheet should return to normal row height.
5.
64
Click the worksheet to de-select it.
FORMATTING WORKSHEETS
Print worksheets Page preview 1.
On the Toolbar, click the
icon.
This will show how the worksheet will look when printed:
FORMATTING WORKSHEETS
65
66
2.
Click the
3.
When the Page Style window appears, click each tab.
4.
Click the
5.
Click the
button.
FORMATTING WORKSHEETS
button. button.
Adjust page breaks 1.
On the Menu Bar, click View, then Page Break Preview.
2.
Drag the blue line between columns G and H to the right until it merges with the blue line between columns I and J.
FORMATTING WORKSHEETS
67
68
3.
Drag the bottom blue solid line down until it shows all the page’s content.
4.
On the Menu Bar, click View, then Normal.
FORMATTING WORKSHEETS
The worksheet should return to normal view.
Tip: in the normal view, you can now see a heavier line between columns I and J. This represents the new page break.
FORMATTING WORKSHEETS
69
Print a region 1.
70
Select cells A3 through J7.
FORMATTING WORKSHEETS
2.
On the Menu Bar, click File, then Print.
FORMATTING WORKSHEETS
71
3.
4.
72
When the Print window appears, click the Selection radio button.
To print the selection, click the
button.
Tip: To skip printing, click the
button.
Save and close the Party Palace workbook.
FORMATTING WORKSHEETS
Practice: Formatting Worksheets 1.
Open the HDTVs workbook from the Practice Calc 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.
5.
Format the text Buying HDTVs as Free Helvetian, 24 point text.
6.
Page 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 HDTVs workbook.
FORMATTING WORKSHEETS
73
74
FORMATTING WORKSHEETS
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 • Insert/delete worksheets
MANIPULATING DATA
75
Move, copy, and paste Move cell contents
76
1.
Open the Party Palace workbook from the Practice Calc Files folder.
2.
Highlight cells G3 and G4.
3.
Place the cursor on the highlighted cells.
MANIPULATING DATA
4.
Click and drag the cells one cell to the left.
MANIPULATING DATA
77
5.
Click on the worksheet. It should look like this:
6.
78
Click cell I4.
MANIPULATING DATA
7.
On the Menu Bar, click Edit, then Cut.
8.
Click cell G4.
MANIPULATING DATA
79
9.
80
On the Menu Bar, click Edit, then Paste.
MANIPULATING DATA
When you’re done, the cells should look like this:
MANIPULATING DATA
81
Copy and paste 1.
82
Highlight cells I3 through J3.
MANIPULATING DATA
2.
On the Menu Bar, click Edit, then Copy.
3.
Click cell G3.
MANIPULATING DATA
83
4.
On the Menu Bar, click Edit, then Paste.
It should look like this:
84
MANIPULATING DATA
5.
Highlight cells I3—J3.
Then press the DELETE key on the keyboard. The worksheet should look like this:
MANIPULATING DATA
85
Add/delete columns Add a column
86
1.
Click the D column heading.
2.
On the Menu Bar, click Insert, then Columns.
MANIPULATING DATA
A new column should appear:
MANIPULATING DATA
87
Add multiple columns
88
1.
Click and drag across column headings D, E, and F.
2.
On the Menu Bar, click Insert, then Columns.
MANIPULATING DATA
Three new columns should appear:
MANIPULATING DATA
89
Delete columns 1.
Click the D column heading.
2.
Right-click the D column heading. When the menu appears, click Delete Columns.
90
MANIPULATING DATA
The column should disappear:
3.
Right-click the D column heading, then Delete Columns three more times. The worksheet should look like this:
MANIPULATING DATA
91
Add/delete rows Add row
92
1.
Click on the row heading for row 12.
2.
On the Menu Bar, click Insert, then Rows.
MANIPULATING DATA
A new row should appear:
MANIPULATING DATA
93
Delete row
94
1.
Right-click the row heading for row 13.
2.
When the menu appears, click Delete Rows.
MANIPULATING DATA
The row should disappear:
MANIPULATING DATA
95
Practice 1.
Click and drag down the row headings for rows 9 through 15. Right-click the highlighted rows and delete them.
2.
Insert a new column in front of column F.
3.
Insert a new column in front of column H.
4.
Insert two new rows above row 3.
5.
In the new row 3, type: Numbers Per Costume
6.
Make this text Lucida Sans, 12 point, and bold. The worksheet should now look like this:
96
MANIPULATING DATA
Employ multiple worksheets 1.
Right-click the Sheet1 tab.
2.
When the contextual menu appears, click Rename Sheet.
MANIPULATING DATA
97
When the Rename Sheet window appears, the words Sheet1 should be highlighted.
3.
Type: Numbers Per Costume then click the
button.
The tab should look like this:
4.
Rename the Sheet2 tab.
5.
Type: Sales
98
MANIPULATING DATA
6.
Click the Numbers Per Costume tab again. The tabs should now look like this:
Tip: if you cannot see the Numbers Per Costume tab, click the
icon.
MANIPULATING DATA
99
Employ AutoFill 1.
Click the Sales tab.
2.
In cell A1, type: Costume Sales Make this text Lucida Sans, 12 point, bold:
3.
In cell A3, type: January
4.
In cell B3, type: February
100
MANIPULATING DATA
5.
In cell C3, type: March
6.
Highlight cells A3 through C3.
7.
Place the cursor on the Fill Handle.
It should turn into a cross:
MANIPULATING DATA
101
8.
Drag the cursor to cell L3.
9.
Release the mouse button. The months should fill in consecutively:
10.
In cell A4, type: 10
11.
In cell B4, type: 20
12.
102
Highlight cells A4 and B4, then place the cursor on the Fill Handle.
MANIPULATING DATA
13.
Drag it to cell L4. The numbers should fill in, in increments of 10:
14.
In cell N3, type: Total
15.
Click cell N4, then click the
icon.
MANIPULATING DATA
103
Cells A4 through M4 should be surrounded by a blue box.
16.
Place the cursor on the lower right corner of the blue box and drag one cell to the left.
Now only the cells with numbers in them should be in the blue box.
104
MANIPULATING DATA
17.
Press ENTER. The yearly total of 780 costumes sold should appear:
18.
Save the workbook.
MANIPULATING DATA
105
Insert/delete worksheets Insert worksheets
106
1.
Click the Sheet3 tab.
2.
On the Menu Bar, click Insert, then Sheet.
MANIPULATING DATA
3.
When the Insert Sheet window appears, click the button.
A new tab should appear in front of Sheet3:
MANIPULATING DATA
107
Delete worksheets 1.
Right-click the new tab, then click Delete Sheet.
2.
Click the
button in the dialogue box that appears.
The new tab should disappear:
108
MANIPULATING DATA
3.
Rename the Sheet3 tab: Revenue The tabs should now look like this:
4.
Save and close the Party Palace workbook.
MANIPULATING DATA
109
Practice: Manipulating Data 1.
Open a Web browser and go to: www. visibooks.com/books/calc2
2.
Right-click the StationeryShop.xls link. Tip: Calc spreadsheet files have the .ods extension, but Calc can also save spreadsheets in Microsoft Excel .xls format. When the menu appears, click Save Link Target As.
3.
Save StationeryShop.xls in the Practice Calc Files folder on your computer.
4.
Open StationeryShop.xls.
5.
In the Per Ream Revenue worksheet, insert new blank rows above: Cost of Goods Sold Gross Revenue Commissions/Fees Net Revenue
110
6.
Change the name of Sheet2 to Ream Sales.
7.
In the Ream Sales sheet, insert a new column for April between the March and May columns.
MANIPULATING DATA
8.
Copy the Reams shipped and Reams sold in store sales figures for March and paste them in for April.
9.
Using the Fill Handle, drag the formula from Total Reams Sold in March (cell D6) so the formula applies to April. The formula in cell E6 should total April’s sales. When you’re done, the sheets should look like this:
MANIPULATING DATA
111
10.
112
Save the StationeryShop workbook, then close it.
MANIPULATING DATA
Advanced Calculations In this section, you’ll learn how to: • Create formulas across worksheets • Employ absolute references • Employ the function wizard
ADVANCED CALCULATIONS
113
Create formulas across worksheets 1.
Open the Party Palace workbook.
2.
Click the Revenue tab.
3.
In cell A1, type: Revenue Make this text Lucida Sans, 12 point, bold:
4.
In cell B3, type: January
5.
114
Fill in the cells from C3 to M3 with the months of the year.
ADVANCED CALCULATIONS
6.
In cell A4, type: Gross Sales
7.
In cell B4, type: =
8.
Click the Numbers Per Costume tab.
ADVANCED CALCULATIONS
115
9.
In the Numbers Per Costume sheet, click cell E8.
10.
Type: *
116
ADVANCED CALCULATIONS
11.
Click the Sales tab.
12.
In the Sales sheet, click cell A4.
ADVANCED CALCULATIONS
117
13.
Press ENTER. On the Revenue sheet, January’s gross sales should be $192.40: The price of a costume times The number of costumes sold in January.
14.
Click cell B4. In the Formula Bar is the formula that expresses this: ='Numbers Per Costume'.E8*Sales.A4
Note the sheets are listed before the cell coordinates.
118
ADVANCED CALCULATIONS
Practice 1.
On the Revenue sheet, type: Net Revenue in cell A5.
2.
In cell B5, create a formula that multiplies the profit per costume by the number of costumes sold in January. When you’re done, the Net Revenue in January should be $88.60:
ADVANCED CALCULATIONS
119
Employ absolute references 1.
On the Revenue sheet, click cell B4.
Notice the formula in the Formula Bar: ='Numbers Per Costume'.E8*Sales.A4
2.
120
Place the cursor on the Fill Handle, then drag it to cell C4.
ADVANCED CALCULATIONS
Cell C4 should contain only a 0.
3.
Click cell C4. Note the formula in the Formula Bar: ='Numbers Per Costume'.F8*Sales.B4
ADVANCED CALCULATIONS
121
This means Calc is multiplying cell F8 in the Numbers Per Costume sheet with January’s costume sales. When the formula in B4 was moved over to cell C4, Calc moved over the cells used in the formula, too: From E8 to F8 in the Numbers Per Costume sheet:
From A4 to B4 in the Sales sheet:
122
ADVANCED CALCULATIONS
4.
Click the Numbers Per Costume sheet, then look at cell F8—a blank cell.
The formula in cell C4 on the Revenue sheet is multiplying January’s Costume sales by nothing—a blank cell. To fix this, an absolute reference is employed.
5.
On the Revenue sheet, click cell C4.
6.
Press DELETE.
ADVANCED CALCULATIONS
123
7.
Click cell B4.
8.
Click in the Formula Bar, before the E in E8 to place the cursor there.
9.
Type: $
124
ADVANCED CALCULATIONS
10.
Click before the 8 in E8 to place the cursor there.
11.
Type: $
12.
Press the ENTER key.
ADVANCED CALCULATIONS
125
13.
Click cell B4. Notice the formula in the Formula Bar: ='Numbers Per Costume'.$E$8*Sales.A4
14.
Place the cursor on the Fill Handle and drag it to cell C4. February’s Gross Sales should be $384.80: The price of a costume ($17.99) times The number of costumes sold in February (20).
126
ADVANCED CALCULATIONS
15.
Click cell B4, then cell C4. Notice the formulas in the Formula Bar. Both formulas use cell E8 in the Numbers Per Costume 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 costume price—the formula stays accurate for all months.
ADVANCED CALCULATIONS
127
Practice 1.
Edit the formula in cell B5 in the Revenue sheet to make cell G6 in the Numbers Per Costume sheet an absolute reference.
2.
Use the Fill Handle to copy the formula in cell B5 so the Revenue sheet shows each month’s net revenue. When you’re done, the Revenue sheet should look like this:
128
ADVANCED CALCULATIONS
Employ the function wizard 1.
In the Revenue sheet, click cell A7.
2.
Type: In how many months were sales greater than $200?
ADVANCED CALCULATIONS
129
130
3.
Click cell F7.
4.
On the Menu Bar, click Insert, then Function.
ADVANCED CALCULATIONS
5.
When the Function Wizard window appears, click Mathematical in the Category list:
ADVANCED CALCULATIONS
131
132
6.
Scroll down the Function list, then click COUNTIF.
7.
Click the
ADVANCED CALCULATIONS
button.
8.
Click in the Range box to place the cursor there.
9.
Highlight cells B4 through M4.
Tip: If the Function Wizard window covers the cells, click the
icon to minimize it. To maximize the Function Wizard window, click the again.
icon
ADVANCED CALCULATIONS
133
10.
Click in the Criteria box, then type: “>200”
134
ADVANCED CALCULATIONS
11.
Click the
button.
Cell F7 should show that sales were greater than $200 in 11 months.
12.
Save and close the Party Palace workbook.
ADVANCED CALCULATIONS
135
Practice: Advanced Calculations 1.
Open the StationeryShop workbook from the Practice Calc Files folder.
2.
Rename the Sheet3 tab Income.
3.
On the Income sheet, type: Income in cell A1. Make it Lucida Sans, 12 point, bold.
4.
Set up the worksheet so Gross Revenue and Net Revenue can be recorded for the months January through May. When you’re done, the worksheet should look like this:
136
ADVANCED CALCULATIONS
5.
In cell B4 in the Income sheet, create a formula that multiplies Gross revenue per ream times Total reams sold in January
6.
In cell B5, create a formula that multiplies Net revenue per ream times Total reams 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 Ream Revenue sheet.
8.
Fill the other cells in the worksheet to show the Gross and Net revenue for each month.
ADVANCED CALCULATIONS
137
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. Tip: Use the SUMIF function in the Mathematical category. When you’re done, the worksheet should look like this:
11.
138
Save and close the StationaryShop workbook.
ADVANCED CALCULATIONS
Making Data Visible In this section, you’ll learn how to: • Add notes • Freeze panes • Create charts
MAKING DATA VISIBLE
139
Add notes
140
1.
Open the Party Palace workbook.
2.
On the Numbers Per Costume sheet, click cell I6.
3.
On the Menu Bar, click Insert, then Note.
MAKING DATA VISIBLE
4.
Type: Pretty good profit margin, eh?
5.
Click the sheet. The red square in cell I6 indicates that it contains a note.
MAKING DATA VISIBLE
141
6.
Move the cursor onto cell I6. The note should appear:
142
MAKING DATA VISIBLE
Freeze panes 1.
Click the Sales tab.
2.
In the Sales worksheet, click cell A4.
3.
On the Menu Bar, click Window, then Freeze.
MAKING DATA VISIBLE
143
4.
Scroll vertically in the worksheet. The rows below the months should scroll.
Freezing panes Freezing panes is a great help when working with large spreadsheets. As shown in the example above, freezing panes makes it easier to see what numbers in cells represent.
5.
144
On the Menu Bar, click Window, then Freeze again.
MAKING DATA VISIBLE
6.
Scroll vertically in the worksheet. The view should have returned to normal.
7.
Click the heading for column C.
8.
On the Menu Bar, click Window, then Freeze.
MAKING DATA VISIBLE
145
9.
Scroll horizontally in the worksheet. The columns to the right of column B should scroll.
10.
146
On the Menu Bar, click Window, then Freeze again.
MAKING DATA VISIBLE
Create charts 1.
In the Sales worksheet, highlight cells A3 through L4.
2.
On the Toolbar, click the
icon.
Then click the worksheet.
3.
When the Auto Format Chart window appears, click -new sheet- in the Chart results in worksheet dropdown list.
4.
Click the
button.
MAKING DATA VISIBLE
147
5.
Make sure the Rows radio button is checked.
Then click the
6.
In the next step, highlight Main Title, then type: Costume Sales in the Chart title box.
148
button twice.
MAKING DATA VISIBLE
7.
Click the
button.
The chart should appear:
MAKING DATA VISIBLE
149
8.
150
Rename the new sheet Costume Sales Chart.
MAKING DATA VISIBLE
Practice 1.
Using the Chart Wizard, create a Bar graph from the data in the Revenue sheet.
2.
Save the chart on a new sheet called Costume Sales Revenue Chart. It should look like this:
3.
Save and close the Party Palace workbook.
MAKING DATA VISIBLE
151
Practice: Making Data Visible 1.
Open the StationeryShop workbook.
2.
Add a note to cell B4 in the Per Ream Revenue sheet: Should we raise the price?
3.
On the Ream Sales sheet, freeze all the rows above row 4.
4.
On the Income sheet, create a Column chart using the Chart Wizard.
5.
Save the chart in a new sheet called Stationery Shop Income. When you’re done, it should look like this:
152
MAKING DATA VISIBLE
6.
Save the StationeryShop workbook, then close it.
MAKING DATA VISIBLE
153
154
MAKING DATA VISIBLE
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 Calc, 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 Calc how to calculate values in a worksheet. Formula Bar A box located at the top of an Calc worksheet that displays the formula within the selected cell. Freeze Selecting rows or columns so they remain stationary when scrolling in a worksheet.
GLOSSARY
155
Range An array of selected cells. A range is ndicated 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. Select All button The gray square at the upper left intersection of rows and columns. Tab A stub the bottom of a worksheet (like on a file folder) that contains the name of the worksheet. Workbook An entire Calc file comprised of worksheets. Worksheet A single Calc sheet within a workbook.
156
GLOSSARY
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