Contents. Group 3 Excel Handouts 2010

Transcription

1 Contents Function Library... 2 Function Operators... 2 Order of Multiple Operators... 2 Function Library... 3 Formula Auditing... 4 Name Cells... 7 Comments... 8 Show Ink... 9 Show Ink is a colorful way to point out facets of a spreadsheet weather it is used in file sharing or in a presentation. If you save the inking, you can show or hide inking by using the Show Ink button to turn it on and off Hide/Unhide Columns, Rows & Panes Freeze Panes Split Panes Create Custom List for Auto Fill

2 Function Operations are performed in this order. Function Library Function Operators Functions Symbol Description Add + Total of multiple numbers Subtract - Take away an amount from another number Multiply * Addition of a number to itself as often as is indicated by another number Divide / Separate into equal parts Comparison = < > <= Equals, less than, greater than >= Parentheses () Changes the order of evaluations Reference Operator : Includes cells between two selected cells Percent % Ratio of parts per 100 Exponentiation ^ Raising a number to a given power - Circumflex Order of Multiple Operators ALL FORMULAS MUST BEGIN WITH AND EQUAL SIGN (=). Since formulas can contain multiple functions, Excel will perform the functions in a predetermined order. If a formula contains several operators with the same precedence the formula is calculated left to right (Example = 6). To change to order of calculations enclose the part of the formula you want first with parenthesis. See examples in chart below. Order Excel Performs Operations in Formulas () Parenthesis change the order of evaluation Example 1: =(20+10)/(20-10) It would add 20 and 10 (30), subtract 20 by 10 (10), and then divide 30 by 10 to equal 3 : % ^ *and / + and - = < > <= >= Example 2: =20+10/20-10 It would divide 10 by 20 (0.5), then add the results to 20 (20.5), then subtract 10 to equal

3 Function Library 3

4 Formula Auditing These are turned on and off simply by clicking once to use the tool and click once to turn off the tool. For most of the tools you will need to have the appropriate cell selected. Some options will have dialog boxes with options to finish the process. Trace Precedents select a cell with a formula and click on the tool to view arrows from the cells that are a part of the formula Trace Dependents select a cell with a formula and click on the tool to view arrow to the cells that are a part of the formula Remove Arrows click to remove all Trace arrows at one time 4

5 Show Formulas click on this tool to show all formulas in the worksheet o OR: After you have added formulas to your spreadsheet, you can view them all at the same time by holding down the Ctrl key and pressing the ~ Tilde key (Ctrl + ~). To undo this action, use the same shortcut keys (Ctrl + ~) to go back to viewing the data. Error Checking check for common errors that occur in formulas Cell with a formula error Shows trace arrows to cells associated with the formula 5

6 Evaluate Formula shows the debugging box that evaluates each part of each formula Watch Window monitors the value of certain cells as changes are made. This box can be viewed on the worksheet or can be dragged just above the formula bar Displays Formula Displays Cell Reference Displays Cell Reference and Type of Result Displays Italicized Results 6

7 Name Cells Defining cell names can make using formulas easier when using multiple worksheets or a whole workbook. Define a Cell Name: 1. Type cell name with no spaces-underscores will be added automatically 2. Choose workbook or worksheet cell names will refer to 3. Select cell to be named 4. Add comments if needed 5. Click OK Use Cell Names in formulas: 1. Select cell where formulas will be placed 2. Click Use if Formula menu 3. Select the cell names needed 4. If using multiple functions be sure to use parenthesis to define order of functions 5. Press enter to display answer Name Manager: 1. Use New to Add new cell name definitions 2. Edit to change a cell name definitionselect the Name to Edit 3. Delete a cell name-select a name to delete 7

8 Comments Comments can be added to cells for your own reference notes or in collaboration with another person. Cells containing comments display a red triangle in the upper right corner. When the comment is no longer needed, they can be easily removed. To add a comment: 1. Click on the Review Tab. 2. Click in the cell where you want the comment. 3. Click on New Comment tool. 4. Comment box will open. 5. Type in your comment. 6. Click away from selected cell to view the red triangle that designates the cell has a comment. The comment box closes. 7. Point to or click on cell to view comment. 8. Click on cell with comment to Edit or Delete the comment. 9. To navigate comments click on the Previous or Next options on tool bar. 10. To view or hide all comments click on the Show/Hide or Show All Comments options on the tool bar. 8

9 Show Ink Show Ink is a colorful way to point out facets of a spreadsheet weather it is used in file sharing or in a presentation. If you save the inking, you can show or hide inking by using the Show Ink button to turn it on and off. 1. On the Review tab in the Comment group click on Show Ink 2. Click on Start Inking by clicking on the tool at the far right of the ribbon 3. Ink Tools contextual menu opens with tools available Pen Highlighter Eraser Select Objects Pens Color Menu Thickness Menu 1. Choose Pen or Highlighter 2. Choose Color and Thickness 3. Click and drag where you want inking 4. Use Eraser if you want to remove an ink mark or use Undo if it was the last mark made 5. On the Review tab click on Show Ink to hide inking or to show inking if it is hidden 9

10 Hide/Unhide Columns, Rows & Panes 1. Hide columns or rows: a. Point to the column letter or row number heading and click to select the column b. Right click the column letter or row number heading c. Click on Hide in the menu 2. Unhide columns or rows: a. Select the two columns letter or row number heading on both sides of the where the hidden column or row is b. Right click a column letter or row number heading c. Click on Unhide in the menu 1. To Hide the current window Click on the Hide button on the View tab. 2. Unhide button activates to be able to open it again. 3. Click on the Unhide button then in the Unhide window choose which workbook you want to open then click on the OK button to view. 10

11 Freeze Panes 1. Freeze a single Column or Row a. You do not need to select the first column or first row to freeze, just click on the options in the Freeze Panes Menu 2. Freeze Panes - If you want more rows and columns at the same time a. Click in the cell that would be the upper left corner of unfrozen row and column b. Click on the Freeze Panes option in the Freeze Panes menu to freeze all rows above and all columns to the left 11

12 Split Panes 1. Point, click and drag down spreadsheet the Split Pane tool at the far right just above the scroll bar. A horizontal gray line will appear. 2. If you want to change position, click on the gray line to drag below the row where you want to place the split. To add vertical split panes: 1. Click on the Split tool on the View tab 2. Gray line will be visible automatically to the right of Column A To move both split lines at the same time, point to where they cross, click and drag to split the columns and row you want. 1. Click on the Split pane tool on the View tab 2. Horizontal and Vertical Gray split lines will appear 3. Where the two lines meet, point to them to get a 4-sided arrow and drag to split the columns and rows you want 4. When you scroll left, right, up or down you will see the data above and to the left stay visible but you will still be able to see all the data from the original table if you scroll all the way up or to the left. To Remove Split Pane Lines Click on the Split Pane tool on the View Tab 12

13 Create Custom List for Auto Fill 1. Click on the File menu tab 2. Click on the Options link toward the bottom of menu 3. Click on the Advanced option 4. Scroll down the right pane to the General section 5. Click the Edit Custom Lists button in the bottom of the General section. 6. Type your list in the List Entries text box 7. Press Enter after typing each entry 8. When list is complete, click on the Add button to the right of the List entries text box 9. The list of names transfers to the Custom lists text box to the left 10. Click "OK." The Custom Lists dialog window will close + 1. Go to spreadsheet and type in the first entry from your new list 2. Press Enter 3. Click on the cell with first entry in it 4. Point to the bottom right corner until you see the small + sign 5. Click and drag down or across to see your auto list appear (You will see the list generate as you drag the mouse pointer) 6. Release mouse to enter the list 13