Part I - WORKING WITH ABSOLUTE REFERENCES

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1 INTRODUCTION TO COMPUTER CONCEPTS CSIT 100 LAB: MORE WORK with MS EXCEL Part I - WORKING WITH ABSOLUTE REFERENCES This is an implementation of a spreadsheet program. It contains 1,048,576 rows, and 16,384 columns. The columns are denoted by the letters A to XFD, which means that after we arrive to column Z, the next column is AA, etc..the file-extension assigned by Excel 2007 to any worksheet file is xlsx. Going to a particular cell: a) Use the mouse or the arrow keys b) Home menu, Editing section, Find & Select button. then the Go To choice, and in the dialog box that appears, enter column and row of the cell that you want to go in the reference area. Copying the contents of a cell to a set of adjacent cells (On the same row or column): a) Use the regular approach of Copy and Paste b) Select the cells on the row (or column) starting with the cell with the original content. Click on the Fill button, in the Editing section of the Home menu, then in the dialog box, select Down or Up (if the cells are in the same column) or Right or Left (if the cells are in the same row). The selection of Down or Up (similarly for Right or Left) depends on the location of the cell with original content. You want to fill down, for instance, if your cell with original content is at the top of the column of cells. Selection of a range: a) You can select a range as usual, using the mouse or the arrow keys b) Go to the cell in the upper left corner of the range. Press F8 to enter selection mode. Use Home menu, Editing section, Find & Select button. then the Go To choice, and enter the address of the cell on the lower right corner of the range. The range will be selected. This is a good choice if you need to select a big range of cells. Deleting the contents of a set of cells: a) You can delete the contents one cell at a time, using Backspace, or Delete keys b) Or you can select a range of cells, and use Delete to delete the contents c) If you want to remove not only the contents of the sets of cells, but also the format on them, select the range and use Home menu, Editing section, Clear button, and in the menu box make your selection (Clear All. Clear Formats, Clear Contents, Clear Comments),

2 Formatting a range of cells: a) As usual you have to select the range. select Format, in the Cells section of the Home menu. Then select Format Cells. The format for labels is similar to the format that we had in a word processor, since you may change the alignment, the fonts, etc.. On the other hand, the format for values (numbers in Excel) or formulas that result in a value is new. When you select to format numbers, the following dialog box appears: If you click on any of the choices, a brief explanation of the format is given. For instance, General means that no specific format is assigned to those cells. Scientific means that the contents will be displayed in exponential notation (remember 1.07E-05), etc.. Once you select one of the choices, you may change the quantity of decimals that appears on a number, for instance 36% or 36.00%. b) You could also use the Number section, on the Home menu, to make your number selection quickly. Column width: a) The default for the column width is But very often, if you want to display a number in currency format that width is not enough to display the number in that format, and the cell display contains a set of pound signs (#). If this is the case, you should select the column, by right clicking on the the top of it. A Menu appears, where you should select Column Width, and set the width to a higher value. You

3 could also use the mouse, and click and drag on the border of the column, in the cell corresponding to the column letter. b) You may also change the width of a column using the Cells section on the Home menu. Then select the Format option, and on it, Column Width. Then type the width of the column that you want. Hiding columns: a) If you set the width of a column to zero, the column seems to disappear. You can not access it with the cursor. If you want to reset the width to its original value, or a different one, use Go To feature and type the address in any cell on that column. Then using the Cells section on the Home menu. and the Format option, click on Column Width. Type any number different from zero as the width of the column to recover it. b) You may also use the Cells section on the Home menu. the Format option, and the Hide & Unhide to select the hide or unhide of column(s) (or rows). In order to hide a column or a set of columns (or a row or a set of rows) you should select them prior to the clicking on the above options. Hidden cells: Sometimes you don't want the contents of a cell to appear in the Main area of your worksheet, because it may contain some information or formula that you don't want other people to see. In that case you use a cell outside the visible range to contain the information or formula, and you place the address of that cell to be displayed in the main area. This way the display is the same, but the actual contents of the cell had been hidden. Easier Viewing of Large Worksheets Freezing Rows and Columns You may freeze columns or rows as you scroll the worksheet. Freezing affects all the rows above and all the columns to the left to the cell on which you are when you freeze the panes. Use the View menu, the Window section, and the Freeze Panes. Select the Freeze Panes option. To unfreeze, follow the same procedure, but select the Unfreeze Panes option, at the end. Splitting the worksheet. You can divide the worksheet window into two or four different display areas, or panes. They allow seeing different parts of the same worksheet at the same time. Use the View menu, the Window section, and the Split option. Two heavy lines appear that you can move with the cursor, dividing the window into four panes. To end the splitting, do exactly the same. Or you can move the heavy lines out of your window. Remark: It is normally better to print a worksheet using the landscape mode. Select the Page Layout menu, and in the Page Setup, click on Orientation, and select Landscape. Functions:

4 In order to see the kind of functions that Excel has, their names, what kind of arguments do they need, etc., you should use the Formulas menu., and on it, the Function Library. The different categories of functions appears there, and you can select any of them to look at the included functions. Once you select a function, information about arguments, the return value, etc.. will show up. Category of functions: Looking at the Date & Time category, you will find, for instance, TODAY ( ), NOW ( ), DATE (year, month, day) - this one returns the number that represents the date in MS-Excel date-time code. Looking at the Math & Trig category, you will find among others, ROUND (number, number_of_digits), SUM (number1, number2,.), etc. Looking at the Statistical category, you will see for instance, AVERAGE(number1, number2, ), STDEV(number1, number2,..) that will compute the standard deviation of the number that you enter as arguments. Remark: If you want to sum some adjacent cells in a column, or row, you could use the AutoSum icon, denoted by a Sigma Icon, the Home menu., in the Editing section of Part I - EXERCISE 1. Open the file INVENT1.XLS from the previous session. (It should be in either the F: drive or the E: drive, whichever is the drive of your flash drive). 2. Move to cell A15. Type in your full name, then your address in A16 and your city, state, and zip in A Type in Tax Rate: in cell A20. Type then 0.06 in cell C20 and change the format to Percentage. 4. Select cells A3 to C3, and choose Copy in the Clipboard section of the Home menu, to copy the text of column headings. Go down to cell A22 and use Paste in the same section and menu. 5. Select cells A5 to A9, and copy the contents as above. Go to A24 and paste the contents there. Type in the new quantities for each item in the next column (the quantities can be found in the example at the end of this paper). Change the Unit Price heading to Total Price in C In the Total Price column, cell C24, type the formula that will give you the total price of the 3 PCs. Remember the price of each PC is in cell C5. Select cells C24-C28 and choose to Fill Down the formulas. 7. In the Tax column, cell D24, type the formula that will give you the tax that you have to pay for the total price on the left. The tax rate is in cell C20. Use the Fill Down feature to fill the column. Notice that the formula does not work properly. Edit the formula in cell D24, and change it so it uses an absolute reference, instead of a relative reference. Use the Fill Down feature again. The formula should now work correctly in all cells.

5 8. In the Total column, cell E24, type the formula that will give you the total amount you have to pay, corresponding to the original price plus the taxes. Use the Fill Down feature again. 9. Add a line in cell C29 to separate cells. Use the Fill Right feature to copy this line to columns D and E. 10. Type the text Total Invoice in cell A30. To fit this text in column A, change its width to In cell C30, sum the column by selecting the cells in the column and using the AutoSum. Use the Fill Right feature to copy the formula to columns D and E. 12. Add a double separator line in cell C31. Use the Fill Right feature to copy this line to columns D and E. (see example below) 13. Select cells C24-E28 and choose Home, Number, Number, with commas and 2 decimals. 14. Select cells C30-E30 and choose Home, Number, Currency, with 2 decimals. 15. Use various formatting techniques to align and enhance your column headings in A22-E Preview/print your file. MS Office button, Print, Print Preview. 17. Save your file, MS Office button, Save As in the file,invent2.xlsx. (in your flash disk) EXAMPLE Your name Your street address Your city address Tax Rate: 6% Total Item Qty. Price Tax Total PC 3 *$4, *$ *$4, Monitor 3 * $ *$27.00 * $ Key 3 * $ *$9.00 * $ Mouse 2 * $ *$12.00 * $ Printer 1 * $ *$30.00 * $ Total Invoice *$5, *$ *$6, ========= ======= ========= (The values preceded by an asterisk are given through a formula. But the asterisk will not appear in your worksheet) CHART 1 - COLUMN CHART Part II- CREATING CHARTS 1. Open the file INVENT2.XLS (it should be in your flash disk) from previous sessions.

6 2. Select cells A3..E9. (From Item in column A, to 250 in the colummn of Profit Inventory, columnn E). On the Charts section from the Insert menu, select the chart that you want to create by clicking on it. In our case, select the Column chart. 3. Select the subtype of column chart, by clicking in the corresponding display. In this example, choose the first subtype. Otherwise cancel the box, and start again, if you want a different type of chart or type of it. 4. You will see how the display looks like for your selected data. The Chart Tools menu will appear. If you select the Design, you could see the what happen when you select the Switch Row/Column in the Data section. Or you can see the Data range: = Sheet1!$A$3:$E$9 (this was the range of data that you selected) when you look at Select Data in the same section. 5. In Layout menu, you should choose the Labels section to select some of the chart options. Start with titles, type "Inventory Analysis" in the window for the chart title, and "Costs and Profits" in the Axis Titles, Primary Horizontal Axis, Title Below Axis. Other options in the same section are Legend, Data Labels, etc.. 6. In the Axes section of the same Layout menu, you can find Gridlines (if you want to show gridlines in your chart) or Axes (if you want more options for your axes). 7. The last option on the Chart Tools is the Format, where you can select different options for your chart labels. 8. Notice that if you remove the empty row, (4), your chart will look nicer and centered. 9. Click on the chart. Rigth click on the legend box. Change the font typeface to times new roman, and the font size to Choose Print Preview to see what your chart would like printed. Notice that this could be different from the way it looks like on the screen. CHART 2 - PIE CHART

7 11. Select cells A5..B9. (From PC on column A to 70 of quantity on column B), from your original worksheet (Invent2.xls).. On the Charts section from the Insert menu, select the chart that you want to create by clicking on it. 12. Follow the steps as in the previous exercise, but choose now the Pie Chart, and the first subtype (Regular pie chart). 13. In the next step, select Chart Title, from the Layout menu in the Chart Tools. Type "Inventory Analysis" in the title window. In Legends, remove the Show legend by selecting None. In the same menu, go to Data Labels, select More Data Labels options. Be sure that in the "Label Contains" area, the Category Name is selected. In the Label Position, select "Outside End". 14. Go to the chart, and click on it, then click on a label (if everything goes right, all the data labels will enclosed in rectangles). Right click on one of the labels, and change the font typeface to Courier, to Italic style, and the font size to Save your file, with the same filename, Invent2.xlsx (in your flash disk).