exploring microsoft excel 2000 – 2003 part ii natalia mosina-2005
TRANSCRIPT
Exploring Microsoft Excel 2000 – 2003
Part II
Natalia Mosina-2005
BOOKS
Robert Grauer and Maryann Barber
Using Excel Effectively
Enter cell addresses in formulas and functions by pointing Use the mouse to select the cell(s) More accurate than typing cell references
Use the fill handle to copy Select the cell(s) and drag to copy to a
destination range Shape of the cursor must be a crosshair to
use the fill handle to copy cells. Insert comments
PointingUse the mouse to select the cells to be included in the formula
Notice the color coding between the borders around the selected cells and the formula in the formula bar
Using the Fill Handle (instead of copy/paste) to copy formulas
Select cells E2:H2. Dragging the fill handle will copy all four cells to lower rows.
Border around selected area. Release the mouse and formulas are copied
Practice with fill handle to copy
To master any technique it is important to practice.
Let’s see how this fill handle works using simple sample data.
Use pointing instead of typing to enter the formula
Select C1. Point to the low right corner and notice how the pointerChanged to the crosshair. Click and drag down till C5. Release mouse.
Copy by dragging. Watch out for crosshair.Release mouse to finish copying.
Inserting Comments
Comments provide explanation for values and/or descriptions of formulas
Office and Internet
The Internet and World Wide Web are thoroughly integrated into Office through two basic capabilities. You can insert a hyperlink into any Office
document, then view the associated Web page from within the document.
You can also save any Office document as a Web page, which in turn can be displayed through a Web browser.
Excel and the Internet
Insert a hyperlink into a worksheet Hyperlink: a reference to another document
Save a workbook as a Web page A “web page” is another name for an HTML
document
A Web Page
Page is viewed through a Web browser
Clicking the hyperlink will take you to the designated Web site
Inserting a Hyperlink
Select the cell that will contain the hyperlink #1
If the cell is blank, type the hyperlink text in the Text to Display box
Enter the Web address (URL) of the site you wish to open
The Save As Web Page Command
Enter the name for your Web page
By default, the Single File Web Page format is selected.
Exercise: Internet and Excel. This exercise requires that you have an Internet
connection to test the hyperlink. You will hide first column in your Better Grade Book file
and will insert Student ID column. You will insert a hyperlink into an Excel workbook, then
follow the link. Next, you will save a workbook as an HTML document
(under the new name Better Grade Book as Web Page) and view it using your browser.
Use a Handout as a guide in this exercise.
http://acc6.its.brooklyn.cuny.edu/~nmosina
Enter the above URL
Round-Trip HTML
Edit with Microsoft Excel button lets you start Excel and edit the worksheet
Selecting a Non-Contiguous Range
Drag through cells to select destination range
Hold the Ctrl key, then select additional cells
Conditional FormattingUse this dialog to set criteria, in this case <0
Select cells to apply conditional formatting
Click Format button to open Format Cells dialog
Spreadsheets in decision making.
Excel can help you in decision making. We will continue working with predefined
functions. We will consider financial functions such as
PMT – function that determines monthly payments on a loan, and FV – future value.
We will introduce statistical functions and conditional functions.
We will introduce the Goal Seek command.
Using Functions
Function – a predefined computational task; a predefined formula.
Requires (0 or more) arguments(separated by commas) as input. Arguments - values the function uses to
calculate answers Returns a value as output. Excel has more that 100 different functions in
various categories. Financial functions are very important in business.
The PMT Function
Calculates a periodic payment, such as a car or mortgage payment
Based on: Amount financed (amount of loan) Interest rate
per period (annual rate divided by 12) Number of periods (n years*12 months/year)
Using the PMT function
(monthly) Interest rate
Number of (monthly) payments
Amount financed expressed as a negative number(Bank’s view):The money is lent to you and represent an outflow of cash from the bank.
Amount financed, (yearly) interest rate, and the term (in years), are all isolated as assumptions. One or more assumptions can be changed
The FV function
Returns the future value of a series of payments For example, contributions to your 401K or IRA (under
either plan, an individual saves for his or her retirement by making a fixed contribution each year. The money is allowed to accumulate tax-free until retirement).
FV based on: Number of periods Expected rate of return per period Amount invested each period
FV deals with constant periodic payments and a constant interest rate.
Using the FV Function
Amount of contribution, rate of return, and years contributing are all expressed as assumptions
Inserting a Function
Use the Insert Function command from the Insert menu
Use the list box to select the name of the function Functions are categorized
Let the Wizard help you enter the arguments Point to enter cell references Use the Collapse button to collapse the dialog
box
The Function WizardEnter arguments into text boxes
Collapse button shrinks dialog box if necessary
Value returned by the function (answer) is displayed
The Goal Seek Command
Allows you to set an end result and vary an input (assumption) to produce that result Only one input can be varied at a time
All other assumptions remain constant For example, set a desired monthly car
payment Vary the amount financed Interest rate and number of months remain the
same
Using the Goal Seek Command
Enter the cell containing the desired result
Enter the desired value
Enter the cell containing an input to change
Hands-on Exercise 1
Title of Exercise: Basic Financial Functions Objective: To illustrate the PMT and FV
functions; to illustrate the Goal Seek command. Input file: None Output file: Basic Financial Functions Use Handout for step by step instructions
Statistical Functions
MAX, MIN, and AVERAGE functions Return highest, lowest, and average values from
an argument list Argument list may include cell references, cell
ranges, values, functions, or formulas Cells that are empty or contain text are not included
COUNT and COUNTA functions COUNT returns number of cells containing
numeric entries or formulas that return a number COUNTA also includes cells with text
Using Functions versus Formulas
In general, use functions instead of formulas Functions can use ranges that are adjusted as
rows or columns are deleted or added within the range referenced by the function
With formulas Adding a row adjusts the cell references in the
formula, but does not include the new row in the formula
Deleting a row may cause a #REF error message (it means that a referenced cell has been deleted)
The IF Function
Enables decision making in a worksheet Requires three arguments:
A condition A value if the condition is true A value if the condition is false
Condition must be able to be evaluated as true or false Uses relational operators (=, <, etc.)
Using the IF Function
Value_if_true entered as a value. Value_if_false entered as a cell reference
The VLOOKUP function
Allows Excel to look up a value in a table and return a related value
Requires three arguments: the numeric value (or cell) to look up the range of the table the column number containing the value you
want to return
Using the VLOOKUP Function
This argument tells the function where to look. Absolute references used for the table
Look in the second column of the table, NOT in column J
Look up the value found in cell I4, in this case, the semester average
Working With Large Worksheets
Scrolling causes the screen to move horizontally or vertically as you change the active cell Drag the horizontal or vertical scroll bars Click above or below vertical scroll bars Click to the left or right of horizontal scroll bars
Freezing Panes allows row and column headings to remain visible while scrolling
Hiding rows and columns makes rows and columns invisible on the monitor or when printed
Freezing Panes
As you scroll back up, rows 4-8 will become visible again
Printing Large Worksheets
Page Preview command (View menu) lets you see where the page breaks are
Page Setup command (File menu) lets you change how the sheet prints Change from portrait (8 ½ x 11) to landscape
(11 x 8 ½) Change margins Scale the worksheet to print on one sheet
The AutoFilter Command
Allows you to display a selected set of rows within a worksheet Displays rows that meet selected criteria Other rows are hidden, not deleted
Select Filter then AutoFilter from the Data menu
Select criteria from the dropdown
Using the AutoFilter CommandClick the dropdown on the Homework column, then select Poor as the criteria