CTS130 Spreadsheet

Lesson 5

Working with Simple Formulas

Using a Template to Create a Workbook

A template is a model or sample workbook that can include font types and styles, alignment settings, borders, labels, values, and formulas.

A template is useful as the basis for a workbook that is the same each week or month – but with different data.

Templates: are automatically saved with an .xlt filename extension. (a spreadsheet

is .xls)

are automatically saved in a “Templates” folder on your computer.

must be in the Templates folder if you want the templates to be listed in the Templates dialog box.

How to Locate template files…Step 1 Step 2 Step 3

Note the yellow section behind the icon image.

Template File - This is how a template appears in a list of files on a disk.

Again, note the yellow section behind the icon image.

Templates (cont’d)You can use a template as the model for a workbook by choosing ON MY COMPUTER in the TEMPLATES section of New Workbook task pane.

TASKPANE

Templates in OFFICE ONLINE

You can use a template as the model for a workbook by choosing the template name in the RECENTLY USED TEMPLATES section of the NEW WORKBOOK task pane.

Again: Templates must be in the TEMPLATES folder if you want the templates to be listed in the Templates dialog box.

Otherwise, you can use the OPEN option and locate the template file on a disk, a CD, etc.

Templates (cont’d)

Example: Expense Statement template

Example: Loan Amortization Template

Building Addition and Subtraction Formulas

Addition formulas total or sum using the plus sign ( + )

=B10+B25+B30

Subtraction formulas compute the difference between cells using the minus sign ( - )

=D44-A6-B10

Building Multiplication and Division Formulas

Multiplication formulas use the asterisk ( * )

=B10*B25

Division formulas use the slash ( / )

=B12/B6

Using the Order of Precedence in a Formula

NOTES:

Parentheses override everything

You must have sets of parentheses.

Example:

To add three scores together and then find the average, the following formula would NOT work because S3 would be divided by 3 - then the result of that operation would be added to scores S1 and S2.

=S1 + S2 + S3 / 3

The correct formula would be:

=(S1 + S2 + S3) / 3

To enter the EDIT Mode Double click the cell

Click the function key [F2]

Click in the Formula Bar

Note that the X and the checkmark appear when you click in the Formula Bar.

Working with Percentages

The following values are the same value

for the value .07

0.7*100

70%

Using Relative References

If you copy this cell horizontally, the column letter will change to B to C to D, etc.

If you copy this cell vertically, the row number will change to 2 to 3 to 4, etc.

A1What changes – either the column letter or row number – is relative to the direction you copy.

When you copy a formula, Excel adjusts the formula relative to the row or column where the copy is located.

This is known as a relative reference and is most often exactly what you want Excel to do.

Using Relative References - Examples:

When copying vertically (down) - the row numbers changed.

When copying horizontally (across) - the column letter changed.

A changes to B; B to C, etc.

Example of RELATIVE copying:

In the formulas, the 2 changes to 3, which changes to 4, which changes to 5, which changes to 6.

Since we are copying DOWN, the ROW number changes.

Example of RELATIVE copying:

In the formulas, the B changes to C, which changes to D, which changes to E, which changes to F.

Since we are copying ACROSS, the COLUMN letter changes.

Using Absolute References

There are situations when you want EXCEL to copy the row number or column letter in the formula exactly the way it appears.

A cell with an absolute reference “absolutely” does not change when a formula is copied vertically or horizontally.

Absolute references use the dollar sign in front of each cell that you do not want to change.

Example: =$B$3*C25

If you copied this formula vertically or horizontally, the B and the 3 would not change.

Absolute Referencing (cont’d)To add the anchor ($) you can simply click in the function or formula in front of the cell address and key the $(s) yourself; or….

You can also use the F4 function key:

The first time you click F4 it will anchor both the row and column =sum($B$4:B25)

The second time you click F4, it will anchor the row =sum(B$4)

The third time you click F4, it will anchor the column =sum($B4)

The fourth time you click F4, it will return back to its original state =sum(B4)

You do not have to “anchor” both items in a cell.

You can anchor only the row number=A$4*B25 (only the “4” is anchored)=C30/N$21 (only the “21” is anchored)

You can anchor only the column letter=$F34+G88 (only the “F” is anchored)=$E3-A3 (only the “E” is anchored)

Absolute Referencing (cont’d)

Example #1 (see handout)

Example #2

Note that the “4” is anchored in each formula so that it will not change when copied.

Changing Page Orientation Page orientation is a print setting that determines if the

worksheet prints in landscape or portrait. The default is portrait orientation (taller than it is wider.)

Many worksheets are too wide to fit in a portrait orientation. A landscape orientation (wider than tall) is necessary.

File Menu > Page Setup > Landscape“OR”

In the Print Preview window, click the Setup button to view the Page Setup dialog box.

Change scaling The scaling command enables you to

set a size percentage for the printed page.

File Menu > Page Setup > Page tab

Change Margins

File Menu > Page Setup > Margins tab

Remember: You can also do this in the Print Preview Window.

Formulas ViewYou can view the formulas and functions within your worksheet all at once instead of checking the formula bar cell by cell.

TOOLS MENU > OPTIONS > FORMULAS

Worksheet with Formulas Showing

The actual worksheet will change in view. Note the change in column A where A1 and A2 are truncated. That’s OK when you are simply printing the worksheet to turn in to instructor. As long as the formulas are showing, that’s fine.

The formulas display instead of the answers to the formulas.

To do this:1.RIGHT-click on the tab of the original worksheet.2.Select the “Move or Copy” option.3.Click in the “Create a copy” box.4.Click the “Move to end” option.5.RIGHT-click the copy you just created and add

the text “formula” – or something similar.

In order to keep the original version of your worksheet with the answers showing, you can make a copy of it and show the formulas on the copy. This will leave the original copy showing the answers to the formulas.

Now you have two copies of the worksheet – one with answers and one with formulas/functions.