The Visibooks Guide to Excel 2003 9781597060219, 1597060216

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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

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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

131

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:

ADVANCED CALCULATIONS

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

138

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:

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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

156

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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