Teach Yourself Microsoft Excel Topic 7: AutoFill, Multiple Worksheets, Addressing & VLOOKUP

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1 Teach Yourself Microsoft Excel Topic 7: AutoFill, Multiple Worksheets, Addressing & VLOOKUP This week we will cover Excel features which can enhance the simplest of spreadsheets. These may include such time-saving features as working with multiple worksheets, filling a range of cells automatically with related data and being able to look up a table of data. Each of these features requires some planning before being incorporated into your spreadsheet. AutoFill AutoFill is an alternative technique to cut, copy and paste to duplicate data from one cell to another. It also has the ability to create a series of data such as dates (22/08/15, 23/08/15, 24/08/15), times (10:00, 11:00, 12:00) and days (Monday, Tuesday, Wednesday). You will learn about how to use AutoFill by completing the following exercise: Skills Check 7a 1. Open a new MS Excel workbook. 2. Type: AutoFill exercise and then press Enter twice to move to cell A4. 3. Type: Monday and then press Tab to move to cell B4. 4. Type: 1/1/2016 and then press Tab. 5. Type: August and then press Tab. 6. Type: 5:30 pm including the space in between and then press Tab. Notice that the pm changes to upper case. This indicates that Excel has determined the data is a time. 7. Type: Qtrl and then press Tab. 8. Type: Sales and then press Tab. 9. Type: 1 and then the place your cursor in cell A4. Your worksheet should appear as follows: 10. Click into cell A4. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 1

2 To use the AutoFill feature you must drag the AutoFill handle circled on the right: When the mouse pointer is on the AutoFill handle the mouse pointer changes shape to a plus sign (+). 11. Drag the AutoFill handle down to A12. Notice as you drag past each row the new value for that cell appears next to the mouse. The following data shown on the right appears: Notice that a new icon appears in your worksheet. This is the AutoFill Options. By clicking on this button you can to choose options for how to fill the selection. 12. Click to display the AutoFill options shown on the right. We will stay with the Fill Series option. The options shown provide you with the opportunity to copy the cell contents (Monday) into the selected range rather than it changing to a different day in each cell. 13. Click into cell A1 to close the AutoFill options. 14. Double-click the divider line between A and B column headings to adjust the A column to best fit as shown on the right: 15. Select the cell range B4:G4 16. Drag the AutoFill handle of the selected range down to row 12 A series has been created in each of the cells. Your screen appears as shown on the right: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 2

3 17. Double-click the divider between C and D column headings to adjust the C column to best fit. Notice that the data has increased by one each time. This can be changed depending on your needs. 18. Click into cell H4 to select it. 19. Type: Click into cell H5 to select it. 21. Type: 3 and then press Tab. 22. Select the range H4:H5 as shown on the right: 23. Drag the AutoFill handle to H12 The numeric series is created. You could use this technique to increment any series by any amount. For example: 1, 1.5, 2, 2.5 1/1/15, 1/2/15, 1/3/15 AutoFill is a good feature for creating labels and formulas on your worksheet, but remember that the series can only be created in adjacent cells. The worksheet needs some simple formatting before it is complete: 24. Select the cell range A1:H In the Cells group on the Home tab click. 26. Click on AutoFit Column Width to alter the width of the columns to the data they contain. 27. Save your Excel workbook in your network server space naming it: Task-7a.xlsx There are many common patterns where AutoFill works well, however it does not work on every common pattern. For example, you may think it works on the names of the seasons: Summer, Autumn, Winter and Spring but it does not unless you type all the four season s names, highlight and then drag (even if you replace Autumn with the American name for that season: Fall). In our exercise, we dragged down our columns but it works equally well if you drag across a row. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 3

4 Working with Multiple Worksheets As mentioned in Topic 5 (two lessons back), a Microsoft Excel spreadsheet is often called a workbook. The workbook is often made up of a number of worksheets. Each worksheet is identified by a worksheet tab and there are usually a number of these across the bottom of the screen. You will learn about how to use multiple worksheets by completing the following exercise: Skills Check 7b 1. Download Skills check 7b.xlsx from my website. 2. Rename it as: Task-7b.xlsx 3. Open up Task-7b.xlsx 4. Click into cell A3 and alter the text to: Monthly sales by either altering it in the Formula Bar or by pressing the F2 button on your keyboard and then altering the text in the cell. 5. Click into cell E11 and alter the text to: Monthly profit To move to a new worksheet in the current workbook, you click its corresponding worksheet tab as shown on the right: 6. Click the Sheet2 tab to move to that worksheet. A blank worksheet appears on the screen. 7. Click the Sheet1 tab to return back to that worksheet. Naming Worksheets Moving between worksheets is relatively simple; however, if you use numerous worksheets it can be difficult to remember what is in each one. By Right-clicking on the sheet tab you can display a number of options. One of the options is Rename. 8. Right-click on the Sheetl tab to display the context menu shown on the right: 9. Choose Rename. 10. Type: January to identify your first worksheet: 11. Click anywhere in your worksheet to complete the process. The worksheet tab has now changed to January to identify the current worksheet. Excel provides the opportunity to colour code your worksheet tabs to enable easier identification. 12. Right-click the January tab to display the context menu. 13. Choose Tab Color option to display the available colours. 14. Click your preferred colour. Click one of the other tabs to fully see the colour on your tab: 15. Save the changes to your Excel workbook in your network server space. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 4

5 Group Editing Worksheets Data can be copied and pasted between worksheets and calculations can also be performed between worksheets. Where possible, all the related data should be stored in the one Excel workbook. For example, monthly sales figures could be entered on separate worksheets in the same workbook and each sheet tab named by Month. Imagine that SPAN café has decided to pay its volunteers on a monthly basis rather than a daily basis and because of this SPAN café has changed the Bonus target to $ for the month. 16. Display the January worksheet. 17. Alter the Bonus target to $ Data can be entered on numerous worksheets simultaneously. This assists with standardisation between worksheets. To enter data into worksheets simultaneously, they must first be selected. You are now going to create a number of worksheets which record the sales figures for two more months. 18. Highlight everything in the January worksheet by clicking on the top-left corner of the worksheet shown on the right: Note: You could also Press Ctrl + A to select the entire worksheet. 19. Press Ctrl + C to copy the entire worksheet. 20. Click the Sheet2 tab to move to that worksheet. 21. Press Shift and click the Sheet3 tab to also select it You will not notice any changes when you do this except that both the Sheet2 and Sheet3 worksheet tabs are now displayed as shown on the right: Now that both worksheets have been selected, whatever data is entered will be placed into both sheets. 22. Press Ctrl + V to paste the January worksheet into both Sheet2 and Sheet Rename both the Sheet2 and Sheet3 tabs as: February and March respectively. 24. Colour the February and March tabs any colours you like. 25. Add another worksheet tab by clicking on which is to the right of the March tab. 26. Rename this tab as: April and colour it however you like. 27. Press Ctrl + V to paste the January worksheet into the April tab. 28. Alter the quantity sold figures for each product for February March and April (and January if you like). You may need to alter column widths to view all new data. 29. Save the changes to your Excel workbook. Tips: 1/ Select non-adjacent worksheets by pressing Ctrl and click the required worksheet tabs. 2/ If two or more worksheets have had common data entered into them, then to deselect grouped worksheets, click a worksheet tab of any other worksheet that is not part of the group. 3/ Double-click a worksheet tab to rename it. You have now created four worksheets which record the SPAN Café sales figures for each month. By linking worksheets, it is possible to create a summary sheet of the sales figures. But first you need to create another worksheet: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 5

6 30. Click to insert a new worksheet. 31. Create the table shown on the right in the new worksheet: Question 1. There is a very quick way to insert the names of the month for February and March. How is this done? 32. Double-click the Sheet tab to rename it. 33. Type: 1st Quarter on the worksheet tab. 34. Drag the 1st Quarter worksheet tab so that it sits between the March and April tabs. (A quarter of a year is 3 months long!) 35. Save the changes to your MS Excel workbook. Linking Worksheets When designing a complex worksheet, it is often better to create a number of simpler worksheets and then create links between the data contained on the worksheets. The link between different worksheets enables copies of the original data to appear in different locations. If the original data is altered, the links will automatically update. You can also create both formulae and functions in any cell in a workbook that use cell data from different worksheets in that workbook. To create a link between worksheets, you can use the Copy and Paste Special commands or Range Names. Range Names Another technique to assist making complex worksheets to use is the use of Range Names. Instead of using numbers or cell references in formulas, you can assign an individual cell or group of cells a name, and then include this name in formulas. This naming is usually referred to as Range Names. A major benefit of Range Names is that they make a formula easier to understand. If a worksheet contained the Hours Worked in B5 and the Rate of Pay in C5, you could calculate the wage with the formula: =B5*C5. By naming these cells Hours and Rate respectively you could obtain the same result with the formula: =Hours*Rate. This makes it easier to understand the worksheet when making future changes. 36. Click the January tab to select that worksheet. 37. Click in cell F11 to make it the active cell. You will notice that the cell address (F11) appears in the Name box as shown on the right: You can use the Name box to define more meaningful names for cells and cell ranges. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 6

7 38. Type: Jan_profit to rename the selected cell and then press Enter to complete the process as shown on the right: It is important to check that the cell or range has been named correctly. When naming cells, you must follow these four rules: You are not allowed to use spaces or mathematical symbols in the name. The name must start with a letter. After the letter, only use any combination of letters, numbers or the underscore _ symbol. You cannot use the same name twice. If you do not use these rules to name a cell or cell range, then you will be given a warning alert box message as shown on the right: 39. Click elsewhere in your worksheet (anywhere except cell F11) and then click back into cell F11. The new cell name that you just entered will now appear in the Name box rather than the cell address. 40. Click the February tab to select that worksheet. 41. Click on cell F11 to make it the active cell. 42. Type: Feb_profit to rename the selected cell and then press Enter to complete the process. 43. Check that it has been named correctly by clicking elsewhere and then back into cell F Repeat this four step process for March and April. 45. Click into any cell in either your February, March, April or 1st Quarter worksheets. 46. Now click on in the Name box. Doing this displays a list of all named cells in your entire workbook as shown on the right: Notice that they appear in alphabetical order. 47. From this list click on Jan_profit to select it. The active worksheet is now January and the active cell in that worksheet should be now F11. This indicates that the cell has been named correctly. This is also a quick way to navigate around complex worksheets. Tips: 1/ You can use named cells and named ranges to quickly move around your worksheets. 2/ You can edit or delete named cells and named ranges by clicking on which is in the ribbon s Formulas tab, Defined Names group. 48. Repeat this process for the other three named cells to prove to yourself that this works. 49. Save the changes to your Excel workbook. 50. Click the 1st Quarter tab to select that worksheet. 51. Click cell B7 to select it. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 7

8 52. Type: =J to start to create a link with the named cell as shown on the right: Notice that a tip appears to assist you. 53. Double-click on the tip to accept the suggested tip and complete the link. (You could of course type the rest of the text: an_profit) 54. Repeat this process for February and March. Note: Sometimes a list of options appears and you choose the one you want from the list as shown highlighted on the right: 55. Format the three cells as Currency. (You may need to widen your column.) 56. Save the changes to your Excel workbook. After you have created a link it is important to test that the link works. 57. Click the January worksheet tab. 58. Click in cell E10 to select it. 59. Type: 100 to enter the quantity sold for Rolls and then press Enter to complete the entry. 60. Notice Monthly profit automatically recalculates. Remember this figure and check it against the profit for January in the 1st quarter worksheet. It should have automatically updated. You should try this for February and March too. 61. See if you can repeat the entire process for the Individual volunteer payment column in the 1st quarter worksheet. 62. Remember to save the additions to your Excel workbook. Whenever you want to include figures from one worksheet in the calculations of another worksheet then you should include the cell reference to where it is stored rather than typing in an actual numerical figure (or, as you will see in later lessons, any other type of data. E.g. text). If the data in a cell needs to be changed sometime in the future, then only that cell has to be altered. All other cells referencing that cell will update automatically. Naming cells if they are used in numerous locations enables the user to see easily what effect changes to these cells will have on calculations. This provides an enormous amount of flexibility to your spreadsheet and assists with what if analysis. 63. Click on the 1st quarter worksheet. 64. Type: Totals: in cell A11 and then press Enter Right justify Vertically centre. 65. Include formulas to work out totals for both columns. 66. Validate your results. 67. Save the changes to your Excel workbook. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 8

9 Relative and Absolute Addressing Up until now to include a cell address in a formula, you typed or clicked on the relevant cell. However, if you want to copy formulas from one location to another it is important to understand a few more details about cell addressing. There are basically two types of cell addresses used in a spreadsheet: relative cell addressing and absolute cell addressing. When you copy and paste a formula which contains cell addresses, Excel analyses the cell addresses used in the formula relative to the cell containing the formula. For example, look at the worksheet below: The formula is subtracting the contents of the cell two to the left (B6) from the contents of the cell one to the left (C6) relative to the formula s location. This is referred to as Relative Cell Addressing. The formula s location is important here as the formula is using relative addressing it is using the cells a certain number of cells away from it. If the formula in D6 was copied to D7 then the formula in D7 would be modified. The cell two to the left is now B7 and the cell one to the left is now C7. Hence the formula here becomes: =C7-B7 These same rules about relative cell addressing would apply each time the formula was copied. The formulas that were copied down were automatically modified to that shown below because MS Excel uses relative cell addressing. Question 2. How did I get to see the formulas in the screen dump above? There are occasions where you want to include a cell address in a formula and where you want the formula to always include a certain cell address no matter where it is copied to. To achieve this, you need to use absolute cell addressing. To include an absolute cell address in a formula you use the $ symbol in the cell address. You will learn about how to use absolute cell addressing by completing the following exercise: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 9

10 Skills Check 7c Imagine that in our scenario at SPAN café, the volunteers do all the food preparation, serve the food and drinks as well as clean up afterwards and that this can take more than four hours a day. They are required to have the necessary TAFE certificates to be allowed to prepare and serve the food and drinks. SPAN management feels volunteers should become paid staff at SPAN café since customer numbers are increasing every month and they must now hold the required TAFE certificates. The management team have determined that they can afford to give all café staff a wage of $15.00/hr and this could go up in the future if customer numbers increase but they no longer have their bonus pay. Before you work on a spreadsheet for this you need to understand a few more details about cell addresses. With the previous spreadsheet, if you needed to include a wage calculation using absolute cell addressing, the spreadsheet formula that you would use to create the initial formula is shown below. Notice the inclusion of the $ signs one in front of the C and one in from of the 3: The $ in front of the C means don t change the C when copying this formula to any other cell. The $ in front of the 3 means don t change the 3 when copying this formula to any other cell. So when you drag down or copy/paste the formula down the column, then the relative cell address which refers to the Hours worked will automatically change while the absolute cell address which refers to the Hourly wage will remain unchanged in the formula as shown below: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 10

11 Absolute and relative cell addressing are both important if you are going to copy and paste formulas. If you are going to type the formula each time then you do not really have to worry about it. As mentioned previously, including the Hourly wage separately and referring to it in a formula using a cell address provides the flexibility for what if analysis. This means that you can forecast the impact of an increase in the Hourly wage by changing the contents of C3 and all the formulas would change automatically. To practise absolute cell addressing you will build the spreadsheet above: 1. Open a new MS Excel workbook. 2. Enter the data shown in the spreadsheet above. In cell C8 remember to use absolute cell addressing for the Hourly wage addresses in the Pay formulae and then drag the formula down for the rest of the working week days. 3. Format the spreadsheet in any way you like so long as it is easy to read. 4. Check that the correct results appear. Check the formula ensuring that the cell address for the Hourly wage should not have changed when the formula was dragged down into new locations. 5. Save your Excel workbook in your network server space naming it Task-7c.xlsx Tip: To save time typing $ signs around a relative cell reference to make it an absolute cell reference, you can use the F4 function key on a relative cell reference. For example, to make the relative cell reference E7 an absolute cell reference in the formula: =E7+A3 1/ Click on E7 in the formula bar. 2/ Press the F4 key on your keyboard. $ signs are inserted into the relative cell address E7 to make it an absolute cell reference. The formula appears as: =$E$7+A3 The potential use of absolute cell addressing is important when you are designing your spreadsheet as it helps to prevent errors when copying and pasting formulas. It also enables a level of flexibility in your spreadsheet for what if scenarios. The user of your spreadsheet can view the cell data that calculations have been based on and can view the impact of changes to these cells when they are changed. VLOOKUP Function Imagine that all staff at SPAN café are working really hard to ensure that their customers are happy. The management have noticed the staff dedication to detail and would like to reward them for their great work. They will now get a bonus based on the daily Total profit. The Bonus pay levels for the company are: Total profit ($) Bonus pay ($) The best way to use information stored in a table is through the use of the VLOOKUP function. Before you can use this function, however, you need to enter the Bonus Table into your worksheet. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 11

12 Skills Check 7c continued 6. Highlight column B 7. Using the button on the Home tab, insert an extra column. 8. Add the data in column B as shown below: 9. Include the Bonus pay table in your Task-7c.xlsx as shown below in columns H and I. Remember that the $ signs and two decimal places are added last as currency formatting: 10. Save the addition to Task-7c.xlsx C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 12

13 Like most functions, there is data that needs to be included for the function to work. This data is referred to as the functions arguments. The three arguments required * for the VLOOKUP function are: =VLOOKUP(lookup_value, table_array, col_index_num) The cell reference you want to look up (B8) The cell range of the table of data that you want to look up (H4:I10) Note: Data contained within the first column of this cell range must be in numeric or alphabetic order. The column number of the table where the answer is (2) * There is also a fourth optional Logical True/False argument that can also be included in VLOOKUP. Refer to: Excel Level 3, Topic 9. You now need to create the formula. As the Bonus pay table is to be referenced more than once, it would be advantageous to allocate a range name to it. A range name acts in a similar fashion to absolute cell addressing. The range name will always refer to a specific cell location or range no matter where the formula is pasted to. 11. Select the range H4:I10. (Do not include the heading when making your selection.) 12. Click on H4 in the Name box. 13. Type: Bonus_pay to name the selected range and then press Enter to complete the process. 14. Click elsewhere in the spreadsheet to de-select the cells. 15. Check that the Bonus_pay range is correct. (You should know how to do this. Ask if you need a reminder.) 16. Click in cell E7 and type the heading: Bonus pay formatting it like the other headings. To calculate Monday's bonus: 17. Click in cell E8 to select it. 18. Type: =V and look at the suggestion list as shown on the right: 19. Double-click on VLOOKUP 20. Click on cell B8 to identify the cell you want to look up. 21. Notice that tip text about the arguments of the VLOOKUP Function appears. 22. Type a comma to match the layout of the VLOOKUP formula layout given in the tip as shown below. As you finish typing the required argument correctly, notice that the tip highlights the next argument you need to include: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 13

14 23. Type: Bonus_pay, including the comma to identify the range where the look-up table is situated. 24. Type: 2) to identify the column of the table where the answer is situated. 25. Press Enter to complete the formula. A Bonus pay figure of 10 appears for Monday. 26. Using the Format Painter button, format cell E8 to match the cell to its left. 27. Drag the VLOOKUP formula down for the other weekdays. Question 3. When you dragged the VLOOKUP formula down, you did not have to worry about suing absolute cell addressing in the formula. Explain why this is the case? 28. Validate that the results/formulae are all correct. You could alter some of the Daily profit figures to check this and watch the Bonus pay change depending on your Daily profit data changes. 29. Add a column to the right of Bonus pay to calculate the Gross pay. Your worksheet should appear as follows: 30. Save the additions to your Excel workbook. 31. In cell C4 type: Tax rate: 32. In cell D4 type: 20% 33. Highlight the look-up table range including the headings: H3:I Cut out the table (Ctrl + C). 35. Paste the table at cell J3 (Ctrl + V). The Bonus_pay named range will automatically be adjusted so you do not have to worry about the cut/paste affecting any of your formulae. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 14

15 36. Format the look-up table in some beautiful way as shown further below. 37. In cell G7 type: Tax 38. In cell H7 type: Net pay 39. Using brain power and absolute cell addressing in column G figure out the formulae that you should use in cells G8 and H Use the AutoFill handle to copy down your formulae from both G8 and H8 at the one time. 41. Make sure that all of your columns are wide enough. 42. Validate your worksheet. 43. Save the additions to your Excel workbook. Your worksheet should now appear as follows: Question 4. Question 5. Question 6. What is the difference between an Excel worksheet and an Excel workbook? Why were you instructed to save your workbook so often? When you are asked to validate your worksheet what are you doing? C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 15

16 Tip 1/ When a worksheet has been completed - that is, fully tested and displaying the correct results - it should be protected to prevent cells being accidentally altered. Two steps are required: Step 1/ Unlock cells not needing protection: a/ Select cells to be unlocked. b/ Choose from the Cell group on the Home tab. c/ Click to move the lock for the selected cell. Step 2/ Protect the entire worksheet: a/ Choose from the Cell Group on the Home Ribbon. b/ Click. c/ Click the OK button to apply protection. All cells in the worksheet are now protected except for those cells that were unlocked. Tip 2/ To save time typing similar formulas into consecutive columns or rows, copy the formula using the fill handle. For example, to copy a formula in E7 down to cells E8:E12 follow these four steps: 1. Click into cell E7. 2. Position the pointer on the lower right-hand corner of the active cell border. The pointer changes to a plus sign called a fill handle. 3. Drag down to cell E Release the mouse. The formula copies into the required cells adjusting cell references automatically. Tip 3/ To save even more time when copying formulae down a column simply double-click on the fill handle. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 16

17 Proof exercise #1 Prove to Mr Kruyer that you have Learnt Excel Skills In this exercise, you will produce a printed calendar for a single month (next month) that contains the name of the month, family birthdays and other important dates to you, public holidays, any scheduled classes that you have, and room to make any extra notes. This will be done as efficiently as possible. An example is shown below: Using your computer s calendar, find out what day of the week the 1 st of next month occurs. Open a new MS Excel workbook. Set the row height of the first seven rows to 85 pixels (or 2.24cm). Set the column width of the first seven columns to 24 pixels (or 3.69cm). Merge and centre the first seven cells across row 1. Using your choice of font, type the month and year as shown above. You will need to set the Number Format to General. In the second row, insert the days of the week using the quickest possible method. Format text as shown above but use your choice of font. In the third row, insert a 1 in the appropriate cell and fill across choosing the Fill Series AutoFill option. Format this any way you like. In a similar way, repeat for the other weeks of the month. Include text indicating any public holidays, family birthdays, other important dates to you, any scheduled classes that you have as well as anything else you would like to include. Format this in any way you like. Add coloured borders as shown above but choose your own border colour. Save your work with a sensible name. Print your calendar. Show your calendar to Mr Kruyer. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 17

18 Proof exercise #2 Open a new MS Excel workbook. Enter the data below into a worksheet: Format the table exactly as shown below: Enter a VLOOKUP function to determine the Hourly Rate for each person. Calculate the Wage figure. Validate your workbook and fix up any problems. Oh dear! There are two mistakes in the worksheet data: The first mistake is in the manager s hourly rate. It should be $94.00 per hour. The second mistake is that the company has employed Marie Louise as a new part time programmer and she is working there some afternoons for eight hours a week. They forgot to include her in the table. Change the Manager's Hourly Rate to $94.00 in the lookup table. Add Marie Louise to the list of employees at SPAN Computing where she is working 8 hours per week as a programmer. The company wants to be alerted if anybody works less than 20 hours. This can be done automatically using the IF function: For example: =IF(condition to be tested, if true do this, if false do this) =IF(Hours worked<20, "Too few hours", "Hours OK") Enter this function for each person in column F. Include the cell reference for Hours Worked. Validate all your additions/changes fixing up any problems. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 18

19 Question 7. Question 8. Question 9. If Marie Louise decided to work full time at SPAN Computing working a 40-hour week, what would her new wage be? Connie is getting tired of working as a manager at SPAN Computing and wants to go back to her old job as a programmer. This will be a pay drop for her but what will her new pay be? (She will still be working the same hours per week.) Lisa has a promotion to be the new manager with an increase in her working hours to 46 hours per week. What will her new wage be? Question 10. What is the total wages that SPAN computing payed to their six workers that week? SPAN Computing does not want the Lookup Table to be changed accidently. Letting an employee change cells in the Hours Worked column is fine but they do not want anything else changed accidently. Make changes to your worksheet to ensure that the data is protected by following Tip 1 on the previous page. Save your worksheet as naming it: Task-7d.xlsx After saving this addition to your worksheet make sure that the only data you can easily change is the Hours Worked. The manager at SPAN Computing would like the spreadsheet to be password protected. The password rule that they would like is: SPAN followed by Computing typed using camel case: SPANCoMpUtInG. Add this feature to your workbook using the screen dump shown on the right as a guide on how to do this: Save the added password feature. Test that your password works by exiting out of your document and then opening it again. Question 11. Once you have added a password to any Microsoft Office document, how can you remove the password from the document so that anyone can open it again? Question 12. a/ Discuss the pros and cons of using SPANCoMpUtInG as a password. b/ Suggest a better password rule. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 19

20 Proof exercise #3 There is a HLOOKUP function that works in the same way as the VLOOKUP function. The only difference is that the lookup table runs horizontally rather than vertically. An example using Task-7d.xlsx without the additions and changes is shown below. Make a copy of your Task-7d.xlsx (The version that includes your changes.) Save it as: Task-7e.xlsx Open: Task-7e.xlsx Alter the lookup table so that it runs horizontally rather than vertically as shown above. If necessary, change your formulae in your Hourly Rate and/or Wage columns. Validate that the formulae in your table are working correctly. Save your changes. Oh dear! There is one more mistake in the worksheet data: The mistake is that Lana is employed as a programmer not as a clerk. Change Lana s position to Programmer. Save your changes. Question 13. a/ How have you gone through the table validation process? b/ List two methods that you could use to validate any MS Excel spreadsheet. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 20

21 Bonus Topic: Modifying a LOOKUP Table There may be occasions where you want to add one or more extra categories inside a lookup table or to the end of a lookup table. For example, in the previous exercise, you may want to add an all new Position and Rate in your lookup table. Excel can handle this, however if you are adding to the beginning or end of a lookup table, the steps are slightly more complicated. We will look at both scenarios using the previous exercise you just completed. Make a copy of your Task-7e.xlsx (The version that includes your changes.) Save it as: Task-7f.xlsx Open Task-7f.xlsx Your spreadsheet should look much like this: Scenario: SPAN Computing is going to employ three new people to fill the following positions: Clerk. This position is currently vacant. This position will be filled by James. Illustrator at a rate of $65/hr. This position will be filled by Chris. Senior programmer at a rate of $112/hr. This position will be filled by Bernadette. Using the Tab key to move across cells, add James in cell A13 employed as the new Clerk (cell B13) working 20 hours per week (cell D13) using the same cell formatting as the cells above using the Format Painter tool. Formulae should have automatically copied down to row 13 without you having to do anything. Recall: Excel lookup tables must be set up in alphanumeric order. (i.e. Either numerical or alphabetic order) Using cut/paste, make room in the horizontal lookup table for an Illustrator remembering that the table must be in alphabetic order. Using the Tab key to move across cells, add Chris in cell A14 employed as the new Illustrator working 18 hours per week using the same cell formatting as the cells above using the Format Painter tool. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 21

22 Your table s data should not have changed as MS Excel knows that it need to automatically alter any lookup formulae as shown below: Using the Tab key to move across cells, add Chris in cell A14 employed as the new Illustrator working 18 hours per week using the same cell formatting as the cells above. Question 14. How can you prove to yourself that the HLOOKUP function is working correctly in your spreadsheet cells? Add the Senior programmer position and rate to your horizontal lookup table fixing up any formatting problems using the Format Painter tool. Using the Tab key to move across cells, try adding Bernadette in cell A15 employed as the new Senior programmer working 44 hours per week using the same cell formatting as the cells above using the Format Painter tool. The result of your changes should look much like that shown below: There is a problem here! Check carefully to find out what the problem is. We will discuss this as a group in class. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 22

23 Double-click on cell C8 to show the HLOOKUP function used in this cell. You should see the following: As you can see, the Senior programmer is not included in the HLOOKUP function. Fix the problem in cell C8 either by: Dragging the lower-right handle of the selected range right one cell so that it includes the Senior programmer as indicated in the screen dump above OR Manually altering the function to: =HLOOKUP(B8,$H$9:$N$10,2) Next you need to fix the formulae in the cells below by the usual drag or double-click methods. Save the alterations. The result of your changes should look much like that shown below: Have you backed up all your work at the end of this lesson to your USB thumb drive? Have you been saving your work every 10 minutes? Show your MS Excel documents to Mr Kruyer for assessment. Due Dates: All questions from this task and the homework exercises should be completed by next week s class. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Excel\learning-tasks\level-2\task7\TYMSExcel7.docx Page 23