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Table of Contents Performing Basic Calculations ....................... 1 Add ..............................................................................................16 Subtract.......................................................................................24 Multiply........................................................................................27 Divide...........................................................................................31 Calculate averages .....................................................................35 Find the maximum value............................................................39
Formatting Worksheets ................................ 43 Format text..................................................................................44 Format cells ................................................................................55 Adjust columns and rows..........................................................63 Adjust columns and rows..........................................................64 Print worksheets.........................................................................71
TABLE OF CONTENTS
i
Manipulating Data .........................................81 Move, copy, and paste............................................................... 82 Add/delete columns ................................................................... 88 Add/delete rows ......................................................................... 94 Employ multiple worksheets..................................................... 99 Employ AutoFill........................................................................ 101 Insert/delete worksheets ......................................................... 107
Advanced Calculations ...............................113 Create formulas across worksheets....................................... 114 Employ absolute references ................................................... 120 Employ the function wizard .................................................... 129
Making Data Visible ....................................139 Add comments ......................................................................... 140 Freeze panes ............................................................................ 143 Create charts ............................................................................ 147
ii
TABLE OF CONTENTS
Performing Basic Calculations In this section, you’ll learn how to: • Add • Subtract • Multiply • Divide • Calculate averages • Find the maximum value
PERFORMING BASIC CALCULATIONS
1
1.
Click the
button.
When the menu appears, click All Programs, Microsoft Office, then Microsoft Office Excel 2003.
2
PERFORMING BASIC CALCULATIONS
Excel should open and look like this:
PERFORMING BASIC CALCULATIONS
3
2.
4
Close the Getting Started pane.
PERFORMING BASIC CALCULATIONS
3.
Click in cell A1 to place the cursor there.
4.
Type: Frog Farm
PERFORMING BASIC CALCULATIONS
5
5.
Click in cell A3. Cell A3 should now be highlighted:
6.
Type: Per-Frog Costs
6
PERFORMING BASIC CALCULATIONS
7.
Press the ENTER key on your keyboard. Cell A4 should now be highlighted.
8.
Type: Tadpole
9.
Press the ENTER key on your keyboard.
PERFORMING BASIC CALCULATIONS
7
10.
In cell A5, type: Food
11.
Press the ENTER key. In cell A6, type: Tank
8
PERFORMING BASIC CALCULATIONS
12.
Press the ENTER key. In cell A7, type: Total
13.
Click in cell B4 to highlight the cell. Type: .39
PERFORMING BASIC CALCULATIONS
9
14.
Press ENTER to move to cell B5. Type: 1.21
15.
Press ENTER to move to cell B6. Type: .72
16.
10
Press ENTER to move to cell B7.
PERFORMING BASIC CALCULATIONS
17.
On the Toolbar, click the
18.
When the Save As window appears, make sure the My Documents folder appears in the Save in box.
icon.
PERFORMING BASIC CALCULATIONS
11
19.
Click the
20.
When the New Folder window appears, type:
icon.
Practice Excel Files in the Name box.
12
PERFORMING BASIC CALCULATIONS
21.
Click the
button.
The Practice Excel Files folder should now appear in the Save in box:
PERFORMING BASIC CALCULATIONS
13
22.
In the File name box, type: Frog Farm
23.
14
Click the
button.
PERFORMING BASIC CALCULATIONS
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.
PERFORMING BASIC CALCULATIONS
15
Add 1.
Click in cell B7.
2.
Type: =
3.
16
Click in cell B4.
PERFORMING BASIC CALCULATIONS
4.
Type: +
5.
Click in cell B5.
6.
Type: +
PERFORMING BASIC CALCULATIONS
17
7.
Click in cell B6.
8.
Press the ENTER key. The total in cell B7 should be 2.32.
9.
18
Click in cell B7.
PERFORMING BASIC CALCULATIONS
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
11.
Click in cell D3.
icon.
PERFORMING BASIC CALCULATIONS
19
12.
Type: Price
13.
In the cells below, type:
1 2 3 4 5 6 7 8
20
A Frog Farm Per-Frog Costs Tadpole Food Tank Total
PERFORMING BASIC CALCULATIONS
B
.39 1.21 .72 2.32
C
D
E
Price Frog 2.50 Packaging .50 Total
14.
Click in cell E6.
15.
On the Toolbar, click the
icon.
The worksheet should look like this:
PERFORMING BASIC CALCULATIONS
21
16.
Press the ENTER key. The total in E6 should be 3.
17.
22
Click in cell E6.
PERFORMING BASIC CALCULATIONS
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 through E5.
PERFORMING BASIC CALCULATIONS
23
Subtract 1.
Click in cell G3. Type: Profit Per Frog
2.
Click in cell G4. Type: =
24
PERFORMING BASIC CALCULATIONS
3.
Click in cell E6. Type: –
4.
Click in cell B7. The worksheet should look like this:
PERFORMING BASIC CALCULATIONS
25
5.
Press the ENTER key. The Profit Per Frog should be 0.68:
6.
Click in cell G4. The Formula Bar should look like this:
26
PERFORMING BASIC CALCULATIONS
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.
PERFORMING BASIC CALCULATIONS
27
3.
In cell B9, type: 2250
4.
In cell A11, type: Profits
28
PERFORMING BASIC CALCULATIONS
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.
PERFORMING BASIC CALCULATIONS
29
7.
Click cell G4, then press the ENTER key. The Profits should read 1530:
8.
Click cell B11. The Formula Bar should read: =B9*G4
30
PERFORMING BASIC CALCULATIONS
Divide 1.
Click cell I3, then type: Profit Margin
2.
Click cell I4, then type: =
PERFORMING BASIC CALCULATIONS
31
3.
Click cell G4, then type: /
4.
Click cell E6, then press the ENTER key. The Profit Margin should be 0.226667:
32
PERFORMING BASIC CALCULATIONS
5.
Click cell I4. The Formula Bar should read: =G4/E6
6.
Change the price of the frog to 3.00, then press the ENTER key.
PERFORMING BASIC CALCULATIONS
33
See how the profit margin changes along with the price (cell E4) used in the formula:
34
7.
Change the price of the frog back to 2.50.
8.
On the Toolbar, click the
PERFORMING BASIC CALCULATIONS
icon.
Calculate averages 1.
Click in cell A13, then type: Subsidies
2.
In cells A14 through C14, type : 2000
2001
2002
PERFORMING BASIC CALCULATIONS
35
3.
In cells A15 through C15, type: 2000 10000
4.
In cell E14, type: Average
36
PERFORMING BASIC CALCULATIONS
2001 8000
2002 12000
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. The worksheet should look like this:
PERFORMING BASIC CALCULATIONS
37
7.
Press the ENTER key. The average subsidy should be 10000:
8.
Click cell F14. The Formula bar should show: =AVERAGE(A15:C15)
38
PERFORMING BASIC CALCULATIONS
Find the maximum value 1.
Click in cell E15, then type : Maximum
2.
Click in cell F15, then type: =MAX(A15:C15)
PERFORMING BASIC CALCULATIONS
39
3.
Press ENTER. The worksheet should look like this:
40
4.
Click the
icon.
5.
Click the
button to close the Frog Farm spreadsheet.
PERFORMING BASIC CALCULATIONS
Practice: Performing Basic Calculations 1.
On the Toolbar, click the
2.
Enter the following data: 1 2 3 4 5 6 7 8 9
A Buying Cars Dream Car Price Payments Interest Rate Finance Chg Amt Financed Est Monthly Pmt
icon to open a new workbook.
B
C
D
E
F
G
Cooper 17000 60 .07
Hummer 56000 48 .08
Total
Diff
Avg
Max
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. Tip: Multiply its price by the interest rate.
PERFORMING BASIC CALCULATIONS
41
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:
42
13.
Save the workbook as Cars in the Practice Excel Files folder.
14.
Close the workbook.
PERFORMING BASIC CALCULATIONS
Formatting Worksheets In this section, you’ll learn how to: • Format text • Format cells • Adjust columns and rows • Print worksheets
FORMATTING WORKSHEETS
43
Format text Modify fonts
44
1.
Open the Frog Farm workbook from the Practice Excel Files folder.
2.
Click cell A1.
3.
On the Toolbar, click the
FORMATTING WORKSHEETS
icon.
4.
Click the drop-down arrow beside the Font Size box.
5.
When the menu appears, click 18.
FORMATTING WORKSHEETS
45
6.
In the Font list, click Arial Black.
The text should look like this:
46
FORMATTING WORKSHEETS
7.
Double-click on cell A3.
8.
Highlight the text Per-Frog Costs.
FORMATTING WORKSHEETS
47
9.
Click the
icon, then the
The text should look like this:
10.
Make this text bold and italic: Price Profit Per Frog Profit Margin Sales Profits Subsidies
48
FORMATTING WORKSHEETS
icon.
The worksheet should look like this:
FORMATTING WORKSHEETS
49
Format numbers
50
1.
Highlight cells B4 through B7.
2.
On the Toolbar, click the
FORMATTING WORKSHEETS
icon.
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. The numbers should look like this:
FORMATTING WORKSHEETS
51
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 :
52
5.
Click cell I4.
6.
On the Toolbar, click the
FORMATTING WORKSHEETS
icon.
7.
Click the
icon twice more.
There should be three decimal places remaining:
8.
On the Toolbar, click the
icon.
FORMATTING WORKSHEETS
53
The number should change to percent:
54
FORMATTING WORKSHEETS
Format cells Change cell color 1.
Drag from cell E14 to E15 to highlight both cells.
2.
On the Menu Bar, click Format, then Cells.
FORMATTING WORKSHEETS
55
3.
56
When the Format Cells window appears, click the Patterns tab.
FORMATTING WORKSHEETS
4.
In the Color grid, click the light gray square.
5.
Click the
button.
FORMATTING WORKSHEETS
57
6.
Click the worksheet. The cells should look like this:
58
FORMATTING WORKSHEETS
Add borders 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
59
3.
60
When the Format Cells window appears, click the Border tab.
FORMATTING WORKSHEETS
4.
Click the
5.
Click the
6.
Click the worksheet.
button.
button.
The cells should be outlined:
FORMATTING WORKSHEETS
61
Shift alignment
62
1.
Highlight cells A4 through A7.
2.
On the Toolbar, click the
FORMATTING WORKSHEETS
icon.
3.
Click the worksheet. The text in the cells should be right-aligned:
4.
Highlight the same cells again.
5.
Click the
icon.
The text should be centered in the cells:
FORMATTING WORKSHEETS
63
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.
64
Drag the divider to the left to make column A narrower.
FORMATTING WORKSHEETS
Some of the cells should display ##### signs:
Tip: This means the column is too narrow to display the cells’
contents.
FORMATTING WORKSHEETS
65
Drag the divider back to the right until you can see the contents of the cells in column A:
66
FORMATTING WORKSHEETS
3.
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
67
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:
68
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
69
4.
On the Toolbar, click the
icon.
The worksheet should return to normal row height.
5.
70
Click the worksheet to de-select it.
FORMATTING WORKSHEETS
Print worksheets Print preview 1.
On the Toolbar, click the
icon.
This will show how the worksheet will look when printed:
FORMATTING WORKSHEETS
71
2.
Click the
3.
When the Page Setup window appears, click each tab.
button.
This shows what print options can be changed.
4.
72
Click the
FORMATTING WORKSHEETS
button.
Adjust page breaks 1.
Click the
button.
If an alert window appears, click its
2.
button.
Drag the blue dotted line to the right until it merges with the blue solid line.
FORMATTING WORKSHEETS
73
74
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.
FORMATTING WORKSHEETS
75
Print a region 1.
76
Select cells A3 through J7.
FORMATTING WORKSHEETS
2.
On the Menu Bar, click File, then Print.
FORMATTING WORKSHEETS
77
3.
When the Print window appears, click the Selection radio button.
To print the selection, click the
4.
78
button.
Save and close the Frog Farm workbook.
FORMATTING WORKSHEETS
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.
5.
Format the text Buying Cars as Verdana, 24 point text.
FORMATTING WORKSHEETS
79
6.
Print preview the worksheet and make sure that all its contents fit on one printed page. It should look like this:
7.
80
Save and close the Cars workbook.
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
81
Move, copy, and paste Move cell contents
82
1.
Open the Frog Farm workbook from the Practice Excel Files folder.
2.
Highlight cells G3 and G4.
3.
Place the cursor on the left edge of the border.
MANIPULATING DATA
It should turn into a four-way arrow:
4.
Click and drag the border one cell to the left.
5.
Click on the worksheet. It should look like this:
MANIPULATING DATA
83
6.
Move the contents of cell I4 to cell G4 in the same way. When you’re done, it should look like this:
84
MANIPULATING DATA
Copy and paste 1.
Highlight cells I3 through J3.
2.
On the Menu Bar, click Edit, then Copy.
MANIPULATING DATA
85
3.
Click cell G3.
4.
On the Menu Bar, click Edit, then Paste.
It should look like this:
86
MANIPULATING DATA
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. The worksheet should look like this:
MANIPULATING DATA
87
Add/delete columns Add a column
88
1.
Click the D column heading.
2.
On the Menu Bar, click Insert, then Columns.
MANIPULATING DATA
A new column should appear:
MANIPULATING DATA
89
Add multiple columns
90
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
91
Delete columns 1.
Click the D column heading to select it.
2.
Right-click the D column heading. When the menu appears, click Delete.
92
MANIPULATING DATA
The column should disappear:
3.
Right-click the D column heading, then Delete it three more times. The worksheet should look like this:
MANIPULATING DATA
93
Add/delete rows Add row
94
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
95
Delete row
96
1.
Right-click the row heading for row 13.
2.
When the menu appears, click Delete.
MANIPULATING DATA
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: Numbers Per-Frog
MANIPULATING DATA
97
8.
Make this text Arial, 12 point, and bold. The worksheet should now look like this:
98
MANIPULATING DATA
Employ multiple worksheets 1.
Double-click the Sheet 1 tab.
The words Sheet 1 should be highlighted.
MANIPULATING DATA
99
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. The tabs should now look like this:
100
MANIPULATING DATA
Employ AutoFill 1.
Click the Sales tab.
2.
In cell A1, type: Frog Sales Make this text Arial, 12 point, bold:
MANIPULATING DATA
101
3.
In cell A3, type: January
4.
In cell B3, type: February
5.
In cell C3, type: March
6.
102
Highlight cells A3 through C3.
MANIPULATING DATA
7.
Place the cursor on the Fill Handle.
It should turn into a black cross:
8.
Drag the cursor to cell L3.
MANIPULATING DATA
103
9.
Release the mouse button. The months should fill in consecutively:
10.
In cell A4, type: 10
11.
In cell B4, type: 20
12.
104
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
105
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:
18.
106
Save the workbook.
MANIPULATING DATA
Insert/delete worksheets Insert worksheets 1.
Click the Sheet 3 tab.
2.
On the Menu Bar, click Insert, then Worksheet.
A new tab should appear in front of it:
MANIPULATING DATA
107
Delete worksheets 1.
Right-click the new tab, then click Delete.
It should disappear:
108
MANIPULATING DATA
2.
Double-click the Sheet 3 tab, then type: Revenue The tabs should now look like this:
3.
Save and close the Frog Farm workbook.
MANIPULATING DATA
109
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.
5.
In the Per-Bouquet Revenue worksheet, insert new blank rows above:
Cost of Goods Sold Gross Revenue
Commissions/Fees Net Revenue
6.
110
Change the name of Sheet 2 to Bouquet Sales.
MANIPULATING DATA
7.
In the Bouquet Sales sheet, insert a new column for April between 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. When you’re done, the sheets should look like this:
MANIPULATING DATA
111
10.
112
Save the FlowerShop 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 Frog Farm workbook.
2.
Click the Revenue tab.
3.
In cell A1, type: Revenue Make this text Arial, 12 point, bold:
114
ADVANCED CALCULATIONS
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: =
ADVANCED CALCULATIONS
115
8.
Click the Numbers Per-Frog tab.
9.
In the Numbers Per-Frog 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 $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
Note the sheets are listed before the cell coordinates.
118
ADVANCED CALCULATIONS
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. When you’re done, the Net Revenue in January should be $6.80:
ADVANCED CALCULATIONS
119
Employ absolute references 1.
On the Revenue sheet, click cell B4.
Notice the formula in the Formula Bar: ='Numbers Per-Frog'!E8*Sales!A4
120
ADVANCED CALCULATIONS
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: ='Numbers Per-Frog'!F8*Sales!B4
ADVANCED CALCULATIONS
121
This means Excel is multiplying cell F8 in the Numbers PerFrog 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:
From A4 to B4 in the Sales sheet:
122
ADVANCED CALCULATIONS
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.
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-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 The number of frogs 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-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 G6 in the Numbers Per-Frog sheet an absolute reference.
ADVANCED CALCULATIONS
127
19.
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 $175?
ADVANCED CALCULATIONS
129
130
3.
Click cell F7.
4.
Click the drop-down arrow beside the
5.
When the menu appears, click More Functions.
ADVANCED CALCULATIONS
icon.
6.
When the Insert Function window appears, click Statistical in the Category list:
7.
Scroll down the Function list, then click COUNTIF.
ADVANCED CALCULATIONS
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132
8.
Click the
9.
When the Function Arguments window appears, pull it down so it doesn’t obscure any information.
10.
Click in the Range box to place the cursor there.
ADVANCED CALCULATIONS
button.
11.
Highlight cells B4 through M4.
12.
Click in the Criteria box, then type: >175
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133
13.
Click the
button.
Cell F7 should show that sales were greater than $175 in 7 months.
14.
134
Save and close the Frog Farm workbook.
ADVANCED CALCULATIONS
Practice: Advanced Calculations 1.
Open the FlowerShop workbook from the Practice Excel Files folder.
2.
Rename the Sheet 3 tab Income.
3.
On the Income sheet, type: Income in cell A1. Make it Arial, 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:
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135
5.
In cell B4 in the Income sheet, create a formula that multiplies Gross revenue per bouquet times Total bouquets sold in January
6.
In cell B5, create a formula that multiplies Net revenue per bouquet times Total bouquets sold in January
136
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.
8.
Fill the other cells in the worksheet to show the Gross and Net revenue for each month.
ADVANCED CALCULATIONS
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 Math & Trig category. When you’re done, the worksheet should look like this:
11.
Save and close the FlowerShop workbook.
ADVANCED CALCULATIONS
137
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ADVANCED CALCULATIONS
Making Data Visible In this section, you’ll learn how to: • Add comments • Freeze panes • Create charts
MAKING DATA VISIBLE
139
Add comments
140
1.
Open the Frog Farm workbook.
2.
On the Numbers Per-Frog sheet, click cell I6.
3.
On the Menu Bar, click Insert, then Comment.
MAKING DATA VISIBLE
4.
Type: Pretty good profit margin, eh?
5.
Click the sheet. The orange triangle in cell I6 indicates that it contains a comment.
MAKING DATA VISIBLE
141
6.
Move the cursor onto cell I6. The comment 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 Panes.
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 Unfreeze Panes.
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 Panes.
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 Unfreeze Panes.
MAKING DATA VISIBLE
Create charts 1.
In the Sales worksheet, highlight cells A3 through L4.
2.
On the Toolbar, click the
icon.
MAKING DATA VISIBLE
147
148
3.
When the Chart Wizard window appears, click Column in the Chart Type list.
4.
Click the
MAKING DATA VISIBLE
button.
5.
In the next step, make sure the Rows radio button is clicked.
Then click the
button.
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149
6.
In the next step, click the Titles tab, then type: Frog Sales in the Chart title box.
150
7.
Click the
8.
In the next step, click the As new sheet radio button.
MAKING DATA VISIBLE
button.
9.
In the box beside it, type: Frog Sales Chart
10.
Click the
button.
The chart should appear:
MAKING DATA VISIBLE
151
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:
13.
152
Click the legend.
MAKING DATA VISIBLE
14.
Press DELETE. The chart should look like this:
MAKING DATA VISIBLE
153
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?
154
3.
On the Bouquet Sales sheet, freeze all the rows above row 4.
4.
On the Income sheet, create a Column chart using the Chart Wizard.
MAKING DATA VISIBLE
5.
Save the chart in a new sheet called Flower Shop Income. When you’re done, it should look like this:
6.
Save the FlowerShop workbook, then close it.
MAKING DATA VISIBLE
155
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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 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 A box located at the top of an Excel worksheet that displays the formula within the selected cell. Freeze Panes Selecting rows or columns so they remain stationary when scrolling in a worksheet.
GLOSSARY
157
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 A single Excel sheet within a workbook.
158
GLOSSARY
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