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Chapter 2
Formulas, Functions, and Formatting
Syntax of “List” Functions
=AVERAGE(A1:A5)
Average function calculates the average of the numbers in
cells A1 through A5, in other words, A1, A2, A3, A4, and A5
Functions and formulas
always start with an equal
sign, =
Colon means through
:
First cell in listName of function Last cell in list
List inside of
parentheses
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Syntax of “List” Functions
=MAX(A1:A5)
Function to find the highest number in the values in cells A1
through A5, in other words, A1, A2, A3, A4, and A5
Name of function First cell to examine Last cell to examine
List inside of parentheses
Functions and formulas
always start with an equal
sign, =
Colon : means “through”
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Relative Cell Addressing Relationships
A B C D E F G
1 2 2 2
2 3 1 6
3 3 4 5
4 8
5
6
7
=SUM(B1:B3)
Excel only knows that you want to add the three cells directly above the
cell containing the sum function. The relative position of these cells is that
they are the three cells directly above.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Copied formula with relative cell addresses
A B C D E F G
1 2 2 2
2 3 1 6
3 3 4 5
4 8 7
5
6
7
=SUM(C1:C3)
When the formula in B4 is copied to C4, Excel still only knows that you want to
add the three cells directly above the cell containing the sum function.
Therefore, it adds from C1 to C3 and puts the sum in C4.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Copied formula with relative cell addresses
A B C D E F G
1 2 2 2
2 3 1 6
3 3 4 5
4 8 7 13
5
6
7
When the function in C4 is copied to D4, Excel continues to add the three cells
directly above the cell containing the sum function. Therefore, it adds from D1 to
D3 and puts the sum in D4. It remembers only the locations of the cells being
added relative to the cell with the SUM function.
=SUM(D1:D3)
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Formula in B3 refers to B2 and F1. F1 is four columns to the
right and up two rows. What will happen if the price, tax, and
total are moved down a cell but not the tax rate?
A B C D E F
1 tax rate .07
2 Price 10.00
3 Tax 00.70
4 Total 10.70
5
6
=B2*F1
j:\academic\excel classes\2016\chapter 2
slides for excel 2016
Excel still references cells one above as well as two
rows and four columns to the right.
A B C D E F
1 tax rate .07
2
3 Price 10.00
4 Tax REF?
5 Total 00.00
6
j:\academic\excel classes\2016\chapter 2
slides for excel 2016
Absolute, rather than relative Cell Addressing Fixes the Problem
=B3*$F$1
A B C D E F G
1 Tax rate .07
2
3 Price 10.00
4 Tax 00.70
5 Total 10.70
6
7
The first dollar sign keeps the column letter from changing. The second dollar sign
keeps the row number from changing. This results in always referencing F1.
j:\academic\excel classes\2016\chapter 2
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Symbols used by Excel
- Negation (a negative number)
% percent
^ exponentiation
* multiplication
/ division
+ addition
- subtraction
j:\academic\excel classes\2016\chapter 2
slides for excel 2016
Useful Formats for Numbers
Accounting : fixed dollar sign at the far left of the cell, a
comma every three positions to the left of the decimal
point (called thousands separator), and shows the cents
(the two places to the right of the decimal point). May
leave spaces between dollar sign and the first number.
On the home tab, in the number group use the $ sign
button.
$ 1,000,000.00
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Useful Formats for Numbers
Currency Style: floating dollar sign immediately to the left
of the first number with no spaces between, commas as
thousands separators, and cents showing.
To use this style, on the home tab, in the number group,
click the General and click on currency.
$1,000,000.00
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Useful Formats for Numbers
Comma Style: a comma every three positions to the left
of the decimal point and shows the two places to the
right of the decimal point.
No dollar signs
1,000,000.00
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Conditional Formatting
This is making the formatting of numbers or cells
themselves depend upon whether or not they meet a
specific condition that you set.
Example: If the value in the cell is more than 400, then
the cell should be filled with light orange.
Example: If the value in the cell is less than 1000, then the
cell should have a dark blue border
Example: If the value in the cell is between 100 and 200,
then the number should be bolded.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Conditions
Relational Operator Description of the condition it sets
Between cell value is between two numbers
Not between cell value is not between two numbers
Equal to cell value is equal to a number
Not equal to cell value is not equal to a number
Greater than cell value is greater that a number
Less than cell value is less than or equal to a number
Greater than
or equal to cell value is greater than or equal to a number
Less than or
equal to cell value is less than or equal to a number
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slides for excel 2016
Themes
Themes are sets of colors, fonts, chart styles, cell styles,
and fill effects that are applied to an entire workbook.
Default theme for new workbooks is “Office.”
You can change a theme.
After you have applied a different theme, you can still
change formatting. You are not stuck with the entire set
of formatting attributes from a particular theme.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Column Widths and Row Heights
Width
Default column width is 64 pixels.
You can easily change this manually or use Excel’s Best Fit
feature
When a column is not wide enough for the number in it, you
will see pound signs, #######.
Height
Default row height is 15 points (a vertical measurement) or
approximately 1/5 of an inch.
A point is 1/72 of an inch.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Spell Checking
How it Works
Excel, like Word, compares each word with the words in the
Standard dictionary and then the Custom dictionary.
The Custom dictionary is where you put words that are not
misspelled, but are unusual enough that they won’t be found in the
Standard dictionary.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Spell Checking
Standard Dictionary
Checked first
Custom Dictionary
then checked second
Common words found
in a regular dictionary
Uncommon words not found
in a regular dictionary such
as proper names
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Spell Checking, continued
When Excel encounters a word it cannot find in either dictionary, it shows the
spelling dialog box.
Excel will try to guess the word you meant. It will show you several suggested
words.
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Spell Checking
Generally spell check the entire worksheet at once
Start in Cell A1 as Excel checks to the right and down
If you start in another cell, when Excel has finished, it will
ask if you want to continue checking at the beginning.
A1
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Spell Checking other than an entire Sheet
To spell check only one cell, double click the cell
This puts the cell contents in the formula bar
On the Review tab, click the spelling button
To spell check a range of cells, select the range first, then
on the Review tab, click the spelling button
To spell check all the worksheets in a workbook at one
time, right click one of the sheet tabs, click on Select all
Sheets, then, on the Review tab, click the spelling button
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
AutoCorrect—the Time Saver
Not just for correcting typing and spelling errors
Can use abbreviations for words
Click the File Button
Click Options button near the bottom of the screen
Click Proofing
Click AutoCorrect Options button
In the Replace text box, type the abbreviation
Press Tab
In the With text box, type the complete words
Click the Add button
Click OK; then click OK again
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Headers and Footers
A header appears at the head of every page
Usually contains the subject of the worksheets or a company name, etc.
A footer appears at the foot of every page
Generally contains items such as the page number, worksheet name or the path and
file name
footer
header
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Page Orientation Review
Portrait
Allows for deeper worksheets
Fit into notebooks well
Most common orientation
Landscape
Good for information requiring
a wide sheet such as financial
projections or histories of more
than12 months
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Views in Excel
Normal View―This is the default view. Does not show the page breaks.
Page Layout View―The worksheet will print as it appears on the screen. Shows the page breaks with a background between pages. Shows the margins. Shows header area as well as footer area. The ruler appears at the top of the page.
Page Break View―Shows several pages at once and clearly illustrates where the page breaks will fall. Like many things, this is not pretty, but it is useful.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Margins
When printing a worksheet, the margins are the areas at
the top, bottom, left, and right that are left empty.
Left margin
Default: .7”Right margin
Default: .7:
Bottom margin
Default: .75”
Top margin
Default: .75”
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
More on Margins
There are three sets of predefined margins you can use in
addition to the ability to set them individually as “custom
margins.”
The predefined settings are normal (as shown in the
previous slide), wide, and narrow. Again, you can choose
“custom margins” to go to a dialog box where you can
define each margin yourself.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Normal, Wide, and Narrow Margin Presets
normal wide narrow
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Displaying the formulas
To turn it on: Ctrl `
To turn it off: Ctrl `
The ` accent key is just beneath the Esc key.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Displaying your Formulas
FormulasNumbers not the result of
formulas-merely typed in
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Printing the Formulas
First of all, make sure that the formulas are showing already
Click the page layout tab, and click page setup dialog box
launcher to get the dialog box
If not already in landscape, select it.
In the scaling area, click Fit to
Print the worksheet; after printing, you may want to change
back to normal scaling
Click the page layout tab
Click page setup dialog box launcher to get the dialog box
In the scaling area, type 100 in the Adjust to box
Click OK
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
Changing Sheet Names
Default sheet names are sheet1, sheet2, and so on
You can change them to more meaningful names
Up to 31 characters including spaces
Better to choose short, one-word names
Tabs don’t take up so much room that you can’t see the ones
to the right (even with the tab split moved to the right)
Should use one-word names in case you have to reference the
sheets in a formula from another sheet or workbook
Steps for renaming sheets
Double click the tab, and type the new name OR
Right click the tab, and type the new name.
j:\academic\excel classes\2016\chapter 2 slides for excel 2016
j:\academic\excel classes\2016\chapter 2
slides for excel 2016
Built-In Web Queries
MSN MoneyCentral Investor Currency Rates
Used to find currency rates
Pesos to Dollars
Dollars to Yen
MSN MoneyCentral Investor Major Indices
Used to find information in major indices, such as
Deutsche Bank Energy Index
S&P (Standard and Poors) 1000 Micro Index
First Trust Health Care
MSN MoneyCentral Investor Stock Quotes
Look Up information on up to 20 stocks of your choice--you must know the symbols (alphabetic abbreviations for the stocks)
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slides for excel 2016
Web Query-Importing External Data
Can import data from external sources in the Web
Comes into Excel in the form of a worksheet
Three Web queries are already set up for you
inside Excel
They are:
MSN MoneyCentral Investor Currency Rates
MSN MoneyCentral Investor Major Indices
MSN MoneyCentral Investor Stock Quotes
Start in cell A1 when importing because the information
comes in to the right and down.
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Web Query-Keeping your Data Current
When you are defining your query by telling Excel which
stocks to find, if you click “Use this value/reference for
future refreshes” option, you can just click the refresh
button later and Excel will import the information for the
stocks you have designated.
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Web Queries
Once you get the data, you can click links to:
View a line chart of the stock’s price performance
for the last year
Look up news stories on that stock
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slides for excel 2016
E-mailing from inside Excel
This has not worked on most computers in our
classrooms in the past. Only one or two of the
computers had the right configurations to do it.
However, it is very easy to save the workbook and make
it an attachment to an e-mail.
You will have to do this part, at the end of the chapter, on
your own.
j:\academic\excel classes\2016\chapter 2
slides for excel 2016
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