Tutorial 2. Review CIS143

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1 Tutorial 2 CIS143 Review Identify Components of an Excel worksheet Navigate a Worksheet Navigate Between Worksheets Plan a Worksheet Enter Data into a Worksheet Change the Size of a Row or Column Insert or Delete Rows and Columns Work with Ranges Move a Selection of Cells Calculate Sums with AutoSum Edit a Worksheet Undo an Action Use the Spell Checker 1

2 What s happening inside the Computer? Components Input Devices Motherboard CPU Memory Storage Devices Output Devices 2

3 Input System Unit CPU (processor) Memory (Volatile) Output Storage Devices Functions database date and time engineering financial information logical lookup math statistical text and data A function is a predefined, or built-in, formula for a commonly used calculation. Each function has a syntax that must be followed: Function Name (argument1, argument2 ) Excel supplies more than 350 functions organized into 10 categories. 3

4 Sum Function (Σ) & Insert Function button The SUM function is a very commonly used math function in Excel. A basic formula example to add up a small number of cells is =A1+A2+A3+A4, but that method would be cumbersome if there were 100 cells to add up. You can use the Insert Function button on the Formula bar to select from a list of functions. A series of dialog boxes will assist you in filling in the arguments of the function and this process also enforces the use of proper syntax. 4

5 Math and Statistics Average (range of values) Count (range of values) Max (range of values) Min (range of values) Sum (range of values) Round (number, num_digits) Financial FV(rate, nper, pmt,[pv=0],[type=0]) IPMT(rate, per, nper, pv,[fv=0],[type=0]) PMT(rate, nper, pv,[fv=0],[type=0]) PPMT(rate,per, nper, pv,[fv=0],[type=0]) PV(rate,nper,pmt,[fv=0],type=0]) 5

6 Use the financial functions Financial functions are very useful to calculate information about loans. The FV function calculates the future value of an investment based on periodic, constant payments and a constant interest rate per period. The IPMT function provides the interest payment portion of the overall periodic loan payment. The PMT function calculates the entire periodic payment of the loan. The PPMT function calculates just the principal payment portion of the overall periodic payment. The PV function calculates the present value of an investment. Use the Insert Function dialog box to enter function arguments 6

7 Date functions Date Day Month Now, Today Weekday Year Excel's date functions Excel stores dates as integers, where the integer value represents the number of days since January 1, For example, the integer value for the date January 1, 2008 is because that date is 39,448 days after January 1, 1900 You typically do not see these numbers, because Excel automatically formats them to appear in a date format. This method of storing dates allows you to work with dates the same way you work with numbers. Excel's commonly used date functions are DATE, DAY, MONTH, NOW, TODAY, WEEKDAY and YEAR. 7

8 Excel's date functions Logical functions AND OR NOT IF A function that determines whether a condition is true or false is called a logical function. Excel supports several logical functions such as AND, FALSE, IF, NOT, OR and TRUE. A very common function is the IF function, which uses a logical test to determine whether an expression is true or false, and then returns one value if true or another value if false. The logical test is constructed using a comparison operator that compares two expressions to determine if they are equal, not equal, if one is greater than the other, and so forth. The comparison operators are =, >, >=, <, <=, and <> You can also make comparisons with text strings. You must enclose text strings within quotation marks. 8

9 Using the If function The arguments for the IF function are: IF(logical_test,value_if_true,value_if_false) For example, the function =IF(A1=10,20,30) tests whether the value in cell A1 is equal to 10 If it is, the function returns the value 20, otherwise the function returns the value 30 Cell A1 could be empty or contain anything else besides the value 10 and the logical test would be false; therefore, the function returns the value 30 To insert an IF function, click the Insert Function button and search for the IF function, then click OK. When the Function Arguments dialog box appears, simply fill in the arguments. Functions within functions You can also use functions within functions. Consider the expression =ROUND(AVERAGE(A1:A100),1). This expression would first compute the average of all the values from cell A1 through A100 and then round that result to 1 digit to the right of the decimal point. 9

10 Copy and paste formulas and functions Copying and pasting a cell or range of cells is a simple, but highly effective means for quickly filling out a large worksheet. To copy and paste a cell or range: Select the cell or range to be copied and then click the Copy button on the standard toolbar Select the cell or range into which you want to copy the selection and then click the Paste button on the standard toolbar Once you are finished pasting, press the Esc key to deselect the selection Copy and paste effects on cell references Copied formulas or functions that have cell references are adjusted for the target cell or range of cells. For example, if cell G5 contains the formula =F5*B5/B7, and you copy and paste this formula to cell G6, the formula in cell G6 will be =F6*B6/B8. This may or may not be correct for your worksheet, depending upon what you are trying to do. You can control this automatic adjusting of cell references through the use of relative and absolute references. 10

11 Cell References Relative Absolute A1 $A$1 A relative reference is a cell reference that shifts when you copy it to a new location on a worksheet. If you copy a formula to a cell three rows down and five columns to the right, a relative reference to cell B5 in the source cell would become G8 in the destination cell. Mixed A$1 An absolute reference is a cell reference that does not change when you copy the formula to a new location. To create an absolute reference, you preface the column and row designations with a dollar sign ($). For example, the absolute reference for B5 would be $B$5 Using the fill function Fill options: Copy cells Fill series Fill formatting only Fill without formatting When you need to copy and paste a large number of rows or columns, you can use a technique called Auto Fill using the fill handle. The fill handle is a small black square located in the lower-right corner of a selected cell or range. When you drag the fill handle, Excel automatically fills in the formulas and formats used in the selected cells. The same rules for relative, absolute, and mixed references apply for Auto Fill as for copy and paste. 11

12 Order of Precedence (PEMDAS) 1. Parenthesis 2. Exponents 3. Multiplication & Division 4. Addition & Subtraction 12