Data Service Center December

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1 Data Service Center December Property of the Data Service Center, Wilmington, DE For Use Within the Colonial & Red Clay Consolidated Public School Districts Only

2 Table of Contents Working with Formulas and Functions...3 Formula Conventions...3 Function Conventions...3 Sample Formulas...4 Entering Basic Formulas...4 AutoSum...4 Errors in Formulas...5 Working with the Paste Function...6 Working with Other Functions...8 Date Functions...8 Sample Date Function...8 Proper Function...8 Using Excel as a Database...9 Entering Data...9 Sorting Data...10 Finding Data...11 Using AutoFilter...11 Copy Filtered Data to Another Worksheet...12 Editing Data from a Link...12 Turning Off AutoFilter...12 Working with IF Functions...13 Working With Page Setup: PrintTroubleshooting...14 Print Orientation...15 Page Scaling...15 Changing the Margin Settings...16 Sheet Options...17 Other Page Setup Functions...19 Inserting a Page Break...19 Removing a Page Break...19 Adding a Header or Footer...20 Appendix I...21 Lesson 1: Functions...22 Lesson 2: Data Function...23 Lesson 3: IF Function...24 Microsoft Excel 00 2

3 Working with Formulas And Functions Formulas and Functions allow you to perform calculations on the data contained in your spreadsheet Formula Conventions Formulas must begin with an equal sign =. It is recommended that you use cell references as opposed to numbers when creating formulas. This way, if the numbers change, you don t need to change the formula. Formulas are performed in the following order: Exponentiation Multiplication and Division Addition and Subtraction Note: Use parenthesis in order to change the order in which Excel calculates formulas. Excel will calculate the information in the parenthesis first. Formulas use the following operators: + for Addition - for Subtraction * for Multiplication (Shift+8) / for Division ^ for Exponentiation (Shift+6) Function Conventions Again, functions are predefined formulas. Excel has 9 Function categories including the following: Financial Date & Time Math & Trig Statistical Lookup & Reference Database Text Logical Information Six common functions you may use include: Average - calculates the average for a list of numbers Count - counts the number of cells that contain values only in a range Min - finds the smallest value in a list of numbers Max - finds the largest value in a list of numbers Round - rounds a number to a specific number of digits Sum - adds a list of numbers Microsoft Excel 00 3

4 Sample Formulas Please keep in mind that Excel needs to know what cells to include in the formulas. If cells are separated by a comma such as, =sum(a1,b1,c1), then only cells a1, b1 and c1 will be added. If you establish a range of cells to include in the formula such as, =sum(a1:c1), the values in the cells between and including a1 and c1 will be added. It is typically better to use a range of cells in formulas because it allows you to plan for the future growth of the spreadsheet. If you have a range of cells established in your formulas you may not need to change the formula if you add columns or rows to your spreadsheet. Exception: This does not hold true if you add a column or row before or after your starting and ending points for the range. In these cases you will still need to edit the formula. Formula =a1+b1+c1 =a1*b1+c1 =a1*(b1+c1) =sum(a1,b1,c1) =sum(a1:c1) =sum(a1:c1)*d1 Results of formula adds the values in a1, b1, and c1 multiplies a1 and b1 then adds c1 adds b1 and c1 then multiplies a1 adds the values in a1, b1 and c1 adds the values in cells a1 through c1 adds the values in cells a1 through c1 then multiplies by d1 Entering Basic Formulas To enter a formula into a worksheet, perform the following steps: Select the cell where you want to enter the formula Type the formula remembering to include an equal sign at the beginning Press enter and the results of the calculation will appear Note: The formula will appear in the formula bar whereas the result of the calculation will appear in the cell. Also, if you change a number in one of the cells contained in a formula, the formula will automatically recalculate the formula. AutoSum (Sigma) Use AutoSum to quickly add a list of numbers. To use AutoSum, you will click on the AutoSum Button on the Toolbar. To use AutoSum, perform the following steps: Click on the cell in which the sum should appear Click on the AutoSum Button and press Enter Note: When you click on the AutoSum Button, a moving dotted line will appear around the cells to be included in the sum. As well, the Function will appear in the cell that will contain the sum. Double check to make sure these are the cells you would like to add. Activity: Sheet: Attendance, enter the following formulas into the cell indicated: Cell f4 f5 f6 Formula Type: =b4+c4+d4+e4 Type: =Sum(b5:e5) Use AutoSum to add b6:e6 4

5 Errors in Formulas If an error has occurred while performing a calculation, Excel displays an error message. The following are few of the common errors messages you may encounter: Error What it Means Possible Causes How to Fix ###### value in cell is too long increase size of column #REF! Formula refers to a cell that is not valid deleted cell that was referred to in the change the formula to exclude invalid cell or reinstate the cell if #NULL! #NUM! #DIV/0! #Value Specifies an intersection of two areas that do not intersect Problem with a number in a formula Formula is trying to divide by a zero Microsoft Excel cannot translate the text into the correct data type. When a formula refers back to its own cell, either directly or indirectly, it is called a circular reference. formula using an incorrect range operator or incorrect cell reference using an invalid argument in a function formula produces a number that is too long or too small to be represented in Excel using a reference to a blank cell Entering text when the formula requires a number or a logical value, such as TRUE or FALSE. The formula you entered has referenced the cell you entered it into. it was deleted or moved use a comma when referring to two areas that don t connect and/or check for typing errors fix the argument change formula so that the results are within an allowable range enter value for that cell or delete formula if not necessary Make sure the formula or function is correct for the required operand or argument, and that the cells that are referenced by the formula contain valid values. For example, if cell A5 contains a number and cell A6 contains the text Not available, the formula =A5+A6 will return the error #Value!. Use the SUM worksheet function in the formula as follows to add the two values (the SUM function ignores text). Delete the formula and type it in again making sure not to include the cell reference that you are typing the formula in. 5

6 Working with the Paste Function Using the Paste Function may take a little more time but is the easiest way to enter formulas. Within Excel, there are functions, which are predefined formulas that make constructing basic formulas easier. The Paste Function is the easiest way to use functions. Using this method takes you step by step through each function making it easy to understand the formula. To use the Paste Function, perform the following steps: Select the cell where you would like the function to go Click on the Paste Function button; the following will appear: Note: If you re not sure which category the function you need is under select All to view all functions. Also, a description of the selected function appears under the Function Category Box. Select the appropriate function category Select the appropriate function name, click okay; the following will appear: Check to see if the correct information in entered in the Number 1 field Note: Remember, everything is described in the dialog box. READ! READ! READ! 6

7 When all of the necessary information is added, click okay Note: If the dialog box covers the numbers you need to include in the function, move the dialog box by clicking in a blank, gray space, holding and dragging the mouse to a new location. Releasing the mouse button drops the dialog box to its new location. Tip: You can select a group of cells to include in the function by selecting the group on the worksheet. Activity: Lesson 1: Functions 7

8 Working with Other Functions As mentioned earlier, Excel has nine categories of functions. The following reviews some additional functions that you may find useful depending on the type of information you are keeping in Excel. Date Functions It is important to understand that Excel recognizes dates as serial numbers. Windows uses a date system in which the serial number for January 1, 1900 is 1 and the serial number for December 31, 2078 is 65,380 which represents the number of days after January 1, Using a serial number to represent a date allows Excel and other Windows based programs to easily perform calculations on dates. Please keep in mind that you do not need to know these serial numbers, only that they allow Excel to perform date calculations. Sample Date Functions Function/Formula Results =date(98,1,1) Shows the date 1/1/98 =date(98,1,1)+90 shows the date 4/1/98 (1/1/ days) =date(98,1,1)+(5*365) shows the date 12/31/02 (1/1/ years) =today() shows today s date =now() shows today s date and the time (now) =time(1,30,00) shows the time 1:30 Activity: Complete Lesson 2: Date Functions Proper Function There may be times when you have a list of information which is in all uppercase or a combination of uppercase and lowercase and you would like to convert this information to lowercase with initial capitals. For instance, if you download information from the DSC Student Accounting System and bring it into Excel, all of the student names will be in all caps. Activity: In Sheet: Students, perform the following steps: 1. Add a column between columns a and b 2. In b3, use the following formula to change the names to the proper case =proper(a3) 3. Copy this formula to b4:b11 8

9 Using Excel as a Database Although performing calculations is Excel s primary use, you can also use it as a database. A database allows you to maintain a collection of data on related information. For instance, you could maintain a listing of student names, their addresses, homeroom number and birthdate. From this database you can sort the data, find specific information, and run filters which allow you to extract specific information from the primary information and create new tables. When using Excel as a database, you may or may not perform calculations on the data. Entering Data When using Excel as a database you will enter the data as you normally would in Excel. However, you will want to plan how the data should be presented on the spreadsheet. You will use fieldnames for the column heading such as stuname, grade, homeroom, etc. The cells in those columns will contain the corresponding data. The following is a sample of how you could set up a database in Excel: 9

10 Sorting Data To sort data in Excel, perform the following steps: Select the data to be sorted (Important: Do not select field headings.) Click on Data from the menu Click on Sort, the following will appear: Select the column to sort by (click down arrow under Sort by) Select the column to Then sort By, if necessary Click OK, the data will be sorted Note: If you selected the field headings, click on Header Row under My List Has. Excel will automatically change your selection to exclude the field headings. Activity: Sort Sheet: Students by Column A in ascending order. 10

11 Finding Data When finding information in Excel, you can put in a portion of the information to be found, such as cook, or all of the information to be found in a single cell such as cook paul. To find data in Excel, perform the following steps: Click on Edit from the menu Click on Find, the following will appear: Enter the information to Find Click on Find Next Note: If you want to Match Case and/or Find Entire Cell Only, indicate this preference by clicking the boxes associated with these options. Also, you can search by rows or columns and/or look in formulas, labels or notes by selecting from the appropriate drop down lists. Activity: On Sheet: Students, find Fry. Using AutoFilter AutoFilter allows you to extract specific information from the database. For instance, you can get a listing of all of the students who are in homeroom 101. To use AutoFilter, perform the following steps: From A1, click on Data from the menu Click on Filter Click on AutoFilter, down arrows will appear along the field names of your data Click the down arrow associated with the field you want to filtering Select a filter option (a data item from the field), a table displaying just the records that meet your filter criteria will appear. Note: You can filter on more than one field by selecting criteria from a different field. Activity: From Sheet: Students, perform an AutoFilter to extract all of the students who are in Homeroom

12 Copying Filtered Data to Another Worksheet Once you have filtered information, you may want to create a separate database that contains only that information. In addition, you can Paste Special options that will allow you to link the data from the original location to the data copied to the new location. This will then allow you to make changes in the original table and those changes will be applied to the data in the copied location. To copy data to another worksheet, perform the following steps: Perform the desired filter Select the information to be copied Click on the Copy Button (Alternatively: Click on Edit from menu, click on copy) Click on location to copy to Click on Edit Click on Paste Special Click on Paste Link, the data will be copied Activity: Copy the filter information from the previous lesson to Sheet: CopyTo. Editing Data from a Link When you create a link, the copied information simply refers back to the original source, therefore any changes need to be made at the original source. They will then be reflected back in the linked information. Activity: From Sheet: Students, change COOK PAUL to COOK PAULA then view the change on Sheet: Copy To. Turning off AutoFilter To turn off AutoFilter, perform the following steps: Click on Data from the menu Click on Filter Click on AutoFilter (the check mark will be removed as will AutoFilter) Activity: Turn off AutoFilter. 12

13 Working with IF Functions Using the IF function allows you to perform a variety of operations which will allow you to analyze data. The IF functions works by you establishing criteria for information in your spreadsheet. If the condition is true, one value is returned. If the condition is false a second value is returned. You must use the following syntax when developing formulas containing the IF function: =IF(Condition,True,False). IF functions can return labels, values, or calculations and they can be very simple or very complex. To enter IF formulas, perform the following steps: Select the cell where you want to enter the formula Type the formula (=if(condition,true,false) Press enter and the results will appear in the cell Activity: Complete Lesson 3: IF Function 13

14 Working with Page Setup Print Troubleshooting The following section reviews strategies you can employ in order to print your spreadsheets so that it can fit onto the least number of pages. The information is presented in an order you may want to follow when troubleshooting printing problems. Printing problems usually occur when your spreadsheet is too wide to fit on 8.5 x 11 paper in a portrait orientation. Note: For each activity below, you will be using Sheet: Students of Excel Intermediate.xls Print Orientation After viewing or printing your worksheet, the first step you may want to take in printing your spreadsheet is to change the orientation of the page. To change the print orientation, perform the following steps: Click on File from the menu Click on Page Setup Click on the Page Tab, the following dialog box appears: Activity: (1) Change the print orientation to Landscape (2) Use print preview to view the change 14

15 Page Scaling If you changed the orientation and the print preview is still not right, you can scale the worksheet to fit the page appropriately. To do so, perform the following steps: Click on File from the menu Click on Page Setup and click the Page tab Change the percentage in the Adjust to field If the data does not fit after making this adjustment, return to the page setup dialog box (show above) and decrease the percentage. Activity: Adjust the scaling to 90% normal size. Print preview the change. 15

16 Changing the Margin Settings Adjusting the margins of the page is another step in print troubleshooting. Changing the margins allows for more space on the spreadsheet. To change the margins, perform the following steps: Click on File from the menu Click on Page Setup Click on the Margin Tab, the following dialog box appears: Increase the margin size by clicking on the up arrow Decrease the margin size by clicking on the down arrow Click on OK Activity: Change the margins to: Top =.5, Bottom =.5, Left =.5, Right =.5 Note: It is also possible to change the margins in Print Preview by clicking on the margins button then clicking, holding, and dragging the margin line to the left or the right or up or down. 16

17 Sheet Options Excel offers a variety of sheet options that allow you to define a print range and repeat columns and rows on each page of the printed spreadsheet. Defining a Print Area Defining a print range permanently defines the data in the print range to be printed. If you delete columns or rows in the spreadsheet, the print range will change to only include those cells that contain the data originally defined as the print range. The print range can be changed at any time. To define a print range, perform the following steps: Click on File from the menu Click on Page Setup Click on Sheet, the following will appear: Use the tiny red arrow at the end of the Print area field to view the worksheet Highlight the area you would like to include in the print area and click the red arrow again to return to the Page Setup dialog box Click OK 17

18 Repeating Columns and Rows If you have a spreadsheet that prints on more than one page, you may want to have certain columns and rows repeated on each page. This will prevent you from having to enter them into the spreadsheet itself. To repeat columns/row, perform the following steps: Click on File from the menu Click on Page Setup Click on the Sheet Tab Click the tiny red arrow at the end of the Rows to repeat at top field to view the worksheet Highlight the rows you would like to have repeated on every page Click the tiny red arrow again to return to the Page Setup dialog box Click OK 18

19 Other Page Setup Functions Aside from print troubleshooting procedures, there are other page setup functions you may want to employ such as inserting page breaks, removing page breaks, and adding/modifying headers and footers. Inserting a Page Break Excel will insert page breaks automatically based on the margin settings and other formatting information you provide. However, if these page breaks do not fall in a logical position, you can insert a page break. To insert a page break, perform the following steps: Select a row or column at which the page break should be inserted Click on Insert from the menu Click on Page Break Activity: (1) Insert a page break at Column G (2) Use print preview to view the changes Removing a Page Break You may decide you need to remove the page break after you have inserted it. To remove a page break, perform the following steps: Select a cell directly below or to the right of a page break Click on Insert form the menu Click on Remove Page Break Activity: (1) Remove the Page break at Column G (2) Use print preview to view the changes 19

20 Adding a Header or Footer Excel automatically inserts a header of Sheet X and a footer of Page X at the top and bottom of each page. However, you can customize the headers and footers. To create a header/footer, perform the following steps: Click on File from the menu Click on Page Setup Click on the Header/Footer tab, a dialog box appears Click on Custom Header or Footer Button, the following dialog box appears: Click in the section where you want the header/footer information to appear Type the information to be included in the header/footer Click on OK Note: You can format the information in the header/footer by using the buttons located above the Section fields. Also, the following is a brief description of each button: Takes you to a Font dialog box Inserts a Page number Inserts a the total number of pages Inserts the current time. Inserts the filename for the active workbook Inserts the filename for the active worksheet Inserts the current date Activity: (1) Include the header: Student Database and include the footer: Excel Intermediate.xls 2) Use Print preview to view the changes 20

21 Appendix I Lesson 1: Functions...22 Lesson 2: Date Function...23 Lesson 3: IF Function

22 Lesson 1: Functions Complete the following activities for Sheet: Attendance of Excel Intermediate.xls 1. In cell g4, use the Paste Function to find the average of b4:e4. Perform a Relative Reference copy to g5 through g In cell h4, use the Paste Function to get the maximum number for b4:e4. Perform a Relative Reference copy to h5 through h In i4, use the following formula to get the minimum number for b4:e4 =min(b4:e4) Perform a Relative Reference copy to i5 through i12. 22

23 Lesson 2: Date Function Complete the following activities for Sheet: Students of Excel Intermediate.xls. 1. In h3, use the following formula to get today s date =today() Copy this formula to h4:h11 2. In i3, use the following formula to calculate the number of days each student has been alive =h3-f3 Copy this formula to i4:i11 3. In j3, use the following formula to calculate the age of each student =i3/365 Copy this formula to j4:j11 23

24 Lesson 3: IF Function Basic IF Formula Complete the following activities for sheet: Final Exam of Excel Intermediate.xls 1 In cell c3, use the following formula to calculate bonus points for each student =if(b3>=95,b3+5,b3+0) Copy this formula to c4:c10 2. In cell c15, use the following formula to calculate bonus for each employee =if(b15<=20000,b15*.05,b15*.03) Complex IF Function Complete the following activities for sheet: Grades of Excel Intermediate.xls 1. In g2, use the following formula to generate an average of all scores =average(b2:f2) Copy this formula to g3:g10 2. In h2, enter the following formula to generate a letter grade from each average =if(g2>92, A,if(g2>84, B,if(g2>76, C,if(g2>69, D, F )))) Copy this formula to h3:h10 3. In i2, enter the following formula to generate comments for each grade =if(g2>92, Excellent,if(g2>84, Very Good,if(G2>76, Fair,if(g2>69, Needs Improvement, Parent Notified )))) Copy this formula to i3:i10 24