Spreadsheets: Good practice in spreadsheet design

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1 Spreadsheets: Good practice in spreadsheet design

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5 About These Activities Software Used Excel 2013 Documents Used Copyright Budget.xlsx Cars.xlsx FlashFill.xlsx functions.xlsx functions partial2.xlsx overview.xlsx overview partial1 and 2.xlsx printing.xlsx resitting.xlsx resitting partial2 and 3.xlsx results.xlsx results partial1.xlsx Pamela Stanworth makes this booklet and the accompanying slides available under a Creative Commons licence (BY-NC-SA: Attribution-NonCommercial- ShareAlike). The Oxford University crest and logo and IT Services logo are copyright of the University of Oxford and may only be used by members of the University in accordance with the University s branding guidelines. Finding the Exercise Files All the files for these exercises have been provided for you on a network drive. Your area of the drive is called the Home Drive H:. They can also be downloaded from the ITLC Portfolio (visit and search for spreadsheets good practice or similar search text to find the course pack for this course). 1

6 Steps for the Learning Objectives Learning Objective One: Creating formulae Task 1 Start Excel Click the Start button on the Taskbar at the bottom of the screen In the Start menu, type Excel in the search box Choose Excel (On your office or home computer you might start the program using an Excel icon on the Desktop) Task 2 Open the results.xlsx workbook Task 3 Place the cursor in cell F4 If the Start screen appears, showing some recent documents and a variety of templates for new workbooks, choose to create a Blank Workbook Choose Open from the File tab In the Open dialog, find the folder containing the course files (usually known as your Home Drive H:, otherwise your teacher will direct you) Select the results.xlsx file and click on Open. You are going to create a formula in cell F4 There are a number of ways that you move to a cell (in this case cell F4): You can place the cursor in it using the mouse Or you can use the arrow keys to move the cursor around the current worksheet Either of these will make the cell chosen the active cell Then the cell s contents (if any) can be seen in the Formula Bar, directly under the ribbon 2

7 Task 4 Calculate the mean score for this student Type the formula (no spaces in a formula) =(B4+C4+D4+E4)/4 Then press ENTER Task 5 The result (the answer to the calculation) appears in the cell, while the formula can be read in the Formula Bar 3

8 Learning Objective Two: Copying formulae with absolute and relative references Task 1 In this workbook, a group of students have each taken 4 exams You will start to analyse the results Task 2 Continue work in results.xlsx or open results partial1.xlsx Task 3 Copy the average mark formula from J Adams down to the other students, using the Edit menu Task 4 Use the fill handle technique to copy the Mean Score formula across the exam columns Task 5 The pass mark for these exams is 45 Cell F4 has a formula that finds the average score for J Adams, and the cells below need similar formulae for the other students Select the range of cells F4:F15 Choose the Fill Down button from the Editing group on the Home tab of the ribbon, to copy the formula Each student s average mark is displayed Inspect at least 2 of the copied formulae, to check that they calculate as desired Cell B20 contains a formula which finds the average mark of the group of students, in exam 1 Select B20, then position the mouse pointer over the fill handle (a coloured block located in the bottom right corner of the active cell) Notice that the pointer changes to a black cross Drag the black cross pointer across to cell E20 so that the range B20:E20 is selected Release the mouse button The formula is copied across It would be interesting to see the students scores compared with this pass mark: a formula that divides by the pass mark would give a number greater than 1 for a pass and a number less than 1 for a fail Task 6 In K6, type 45 4

9 Task 7 Create a formula that finds the class s mean mark as a fraction of the pass mark Task 8 Edit the formula so that the K6 reference is absolute, and copy it across for the other exams Task 9 Check the effect of copying the formula Set up a formula in B22: =B20/K6 The result is similar to Think: what would happen if you copied this formula across to columns C D and E? Try it and see what happens After experimenting, delete any formulae that give wrong answers Work on the formula in cell B22, in the Formula Bar Type a $ symbol before the K and another before the 6, so that the formula reads: =B20/$K$6 Fill across from B22 into the range C22:E22, using one of the methods described earlier Check that the values found (the answers) are plausible Inspect the copied formulae: check that they have adjusted correctly The B20 should have been adjusted to C20, D20 and E20, but the $K$6 should be unchanged Experiment by changing the pass mark set in K6, and notice which students pass or fail overall 5

10 Task 10 Close the results workbook, saving if you wish Open FlashFill.xlsx Look at the list of personal information given on Sheet1 A list has been provided of people who are to be contacted by Their addresses are to be constructed using their personal information It would be tedious to do this manually Task 11 Create addresses for the second and third people, based on the personal information provided Let Flash Fill complete the column In D4, the address has already been set up for Roy Hernandez In D5, type the address for Hayley Dyer, following the same pattern: h.dyer@some.ox.ac.uk In D6, type the address for Phoebe Harthouse, following the same pattern When Flash Fill offers to complete the remaining cells in column D (grey text appears), press ENTER to accept Task 12 If Flash Fill is not offered automatically, find the command on the Home tab or Data tab The quick keystroke is CTRL+E Task 13 Look at the addresses that have been entered, and think about what has been done retrieving data from columns A, B and C changing from Capitals to lower case selecting the first character of the firstname inserting and.ox.ac.uk Task 14 Flash Fill has followed your pattern and filled the cells with data, but not with formulae Click on one of the addresses that has been entered automatically, and look carefully at the Formula Bar Notice that the address has been entered as plain text, no formulae have been used Edit one of the last names in column A The address in column D does not update 6

11 Task 15 Leave FlashFill.xlsx open for a later exercise 7

12 Learning Objective Three: Names for cells or ranges Task 1 Open the workbook Budget.xlsx This spreadsheet is designed to help users calculate their monthly income and expenditures Task 2 Enter a rate for inflation, and assign a name to the cell C1 Task 3 Create a formula in cell D4 which calculates next year s mortgage or rent use the name of the inflation cell In cell D1, enter a value for annual inflation 5% Notice that when you type the % symbol this cell is automatically re-formatted with Percentage format Check that cell D1 is still selected In the Name Box, type a name for that cell, such as Inflation, then press ENTER Note that cell names cannot contain spaces Create a formula in cell C4 which calculates the increase in mortgage or rent due to inflation: =B4*Inflation Press ENTER to see the result for next year s increase in mortgage/rent Create a formula in cell D4 which calculates next year s mortgage or rent, by adding the increase onto this year s amount: =B4+C4 Task 4 Copy the formulae down to the other household expenses Select cell C4 Copy it down over the range C5:C11 (use any method of copying down, as discussed earlier) Select cell D4 Copy it down over the range D5:D11 8

13 Task 5 Examine the copied formulae Look at some of the copied formulae Notice that the named cell reference is treated as an absolute reference when the formula is copied the named cell reference is not adjusted when you copy down Test the formulae by changing the value of inflation in cell D1 Task 6 Define This Year s monthly household expenditures (B4:B11) with a name based on the existing label The intention is to define This Year s monthly household expenditures (B4:B11) with names Select the range B3:B11, the range which is to be named Choose the Formulas tab of the ribbon and then click on the Create from Selection button in the Defined Names group The top row of the marked range contains the name that we wish to define, so make sure that the Top row checkbox is checked Then choose OK Use the Name Box to check that the name has been created successfully Task 7 Repeat the above steps for Next Year s household expenditures (range D3:D11) Task 8 Name the cells for this year s income, outgoings and surplus Select the range A14:B16 Click the Create from Selection button Notice that the names to be used this time are in the left column of the marked range, so click on Left column checkbox in the dialog Check that the cells have been named successfully Task 9 Create a formula in cell B15 to calculate the total household expenditure use range names Move to cell B15 and begin entering the formula by typing: =SUM( Choose the Formulas tab of the ribbon and then click in the Defined Names group 9

14 Select the name This_Year The defined name is pasted into the formula for you Press ENTER Your formula should look similar to this: =SUM(This_Year) Task 10 Create a formula in cell B16 to calculate the surplus use range names To calculate the surplus, move to cell B16 and enter the following formula, using =INCOME-OUTGOINGS Note you could have created the formula by typing the range names yourself These formulae are written with words, which makes them easier to understand! Task 11 Create names for each of this year s household items Select the range A4:B11 Choose the Formulas tab of the ribbon and find the Defined Names group Then click the Create from Selection button Make sure that the Left Column check box is marked, so that the labels on the left are used to define the names Click OK to create a name for each individual cell Use the Name Box to check that new names have been defined for each of this year s household item Task 12 Use Apply Names to replace cell references in each formula in column C with their defined names Select the range C4:C11 which contains the formulae with cell references On the Formulas tab of the ribbon, find the Defined Names group Click on the small downward arrow next to Define Name button Then choose 10

15 In the Apply Names dialog box, the names to be applied to your formulae are marked Click OK Step 5 The cell references in each formula in column C are replaced by names Task 13 Examine the formulae in some of the cells of column C, to check that the formulae now use names instead of cell references, making the formulae more readable 11

16 Learning Objective Four: Using functions in a formula Task 1 Open the functions.xlsx workbook at the EXAM sheet In this version of the workbook, we have named many of the ranges, to make your calculations easier Task 2 In A22, type Total Task 3 Build a SUM formula in B22 to total the scores for Exam 1 Make B22 the active cell Type =SUM( Type in the range of cells occupied by the results of Exam 1 Alternatively, point with the mouse at the first result and drag down to the last Alternatively, type the name of the range, which is Exam1 Finish the function with the closing round bracket ) Press ENTER The formula is complete and the result will display in the cell Task 4 In row 22, sum the exam scores for each column for Exams 2, 3 and 4 Task 5 Build a formula to average the scores for Exam 1 In C22 repeat the procedures described above as appropriate Starting in cells D22 and then E22, repeat twice more Alternatively, bearing in mind what you know about the effect of copying a formula, think about whether you could safely copy the formula from C23 to rows D, E and F Make B20 the active cell Type =AVERAGE( Type in the range of cells occupied by the scores for Exam 1 Alternatively, point with the mouse at the first result and drag down to the last Press ENTER The formula is complete and the result will display in the cell 12

17 Task 6 Average the exam scores for each of Exams 2, 3 and 4 Task 7 In row 17, use the Insert Function dialog to create formulae that count the number of exam results In C20 repeat the procedures described above as appropriate Starting in cells D20 and then E20, repeat twice more With cell B17 active, click dialog In the list of functions, click COUNT to display the Insert Function (If the function required is not visible, type a description in the box at the top to see suggestions) In the Function Arguments dialog, click range B4:B15 Click OK to complete the formula Step 5 Check the result (12 students entered for Exam1) then drag over the Test that the COUNT function counts the number of values: suppose that student D Martin did not enter for Exam1, so delete the score in cell B10 and notice that the count in B17 decreases; then undo if you like Task 8 Continue work in functions.xlsx, in the MathHist worksheet Here 10 students results in the Maths exam and the History exam have been anonymised, using letters a, b, c etc The real scores are not yet known, so you will create plausible data using a random number generator, to test the formulae Task 9 The Maths exam will be marked out of 70 The students have a range of abilities, so we expect them to achieve across the whole range of scores, from 0 to 70 RAND is a function that randomly generates a value between 0 and 1 Task 10 Create formulae using RAND, in cells B2:B12 to produce simulated results In cell B2, create this formula: =70*RAND() Copy the formula down to cells B3:B12 Numbers between 0 and 70 should appear 13

18 Task 11 The History exam will be marked out of 60 The first few questions are very easy, so we expect all the students to score above 20; some will achieve very high marks and others will be spread across the range Task 12 Create formulae in cells C2:C12 to produce suitable simulated results using RAND() In C2, create this formula: =20+40*RAND() Copy the formula down to cells C3:C12 Numbers between 20 and 60 should appear Task 13 Notice that each time you edit the workbook (anywhere) the RAND formulae recalculate Task 14 Use Paste Values to replace the formulae with their results Select cells B2:C12 Copy Leave the same cells selected Choose Paste Values from the menu The results (numbers) are pasted to replace the formulae These no longer change when the worksheet recalculates Task 15 You have created plausible data that simulates the scores that students will achieve, so this is a good basis for checking that the formulae work properly When the real data arrives, it can be over-written to replace the random data Task 16 Close the functions workbook, saving if you wish 14

19 Learning Objective Five: Formats for displaying numbers Task 1 Open the resitting.xlsx workbook on the scores worksheet The results of the mean score calculations in row 14 are shown with many digits after the decimal point: this is distracting and out of proportion with the raw data used. Task 2 Use buttons to format the mean Maths score with 1 decimal place Task 3 Use the Number format dialog to format the mean History score with 1 decimal place Explore the options available in the Number format dialog Select the mean figure for Maths, in B14 Experiment with clicking and One button decreases the decimal places displayed, and the other increases Notice that the numbers are correctly rounded to the nearest tenth, the extra digits are not simply omitted Finish with 1 figure showing after the decimal point: 54.8 Select the mean figure for History in C14 Click the launcher in the Number group on the Home tab, to display the Format Number dialog Explore the categories available, to see which would be relevant to your own work Finally, select the Number category Experiment with the Decimal places control, finishing with choosing 1 Step 5 Click OK The History mean score appears as 39.3 Task 4 You might now choose to format the costs of resits in whole pounds or dollars 15

20 Learning Objective Six: Working with dates Task 1 Continue work in the resitting.xlsx workbook or open resitting partial2.xlsx Switch to the Resit Dates worksheet Here you will help the students who did not pass an exam to organise their studies, ready for resitting the exam Task 2 Enter a date when study will begin Task 3 Try some of the date formats available In cell E1, enter the date the students will start work: 6 January 2015 Excel recognises this as a date, and changes the cell format from General to Date Select the dates of the exam resits (cells B3:B8) Use the number format control to compare the Short Date and Long Date formats (you may need to make the column wider to display the long dates) Click the launcher the Home tab in the corner of the Number group on In the Format Cells dialog, on the Number tab, select Date in the white category list on the left Experiment with the date format Types available Students who want to re-sit an exam must register 7 days before the study starts Students would like to know how long they have for their revision, before the date of each exam Task 4 Set up a calculation for the registration deadline, 7 days before the start date Define cell E1 with the name DateStartWork In cell F1, there is a label: Registration deadline In cell G1, create a formula: = DateStartWork-7 You may need to change the width of column G 16

21 Task 5 In column C, calculate how many days between the start date and each resit exam Task 6 Use the NETWORKDAYS function to calculate how many working days there will be until each resit exam In cell C3, create a formula: =B3-DateStartWork Adjust the number formatting of C3 as necessary Copy the formula down column C In cell D2, there is a label working days till resit In cell D3, create a formula which subtracts the start of term date from the date of the Maths resit exam, as follows: Type = Click to display the Insert Function dialog Select the category Date & Time In the list of functions, select NETWORKDAYS Click OK Step 5 In the Function Arguments dialog, enter DateStartWork as the Start_date Enter B3 as the End_date Click OK Step 6 You may need to adjust the formatting of the cell, to General Copy the formula down column D Step 5 This gives the students a better idea of the number of working days they have left, for exam revision before their resits 17

22 Task 7 The Students worksheet lists some candidates for the exams Create a formula that calculates a student s age today, as a number of days this data should be correct whatever date we open the workbook Task 8 Create a formula that finds the month each student was born Task 9 Examine the other date and time functions Switch to the Students worksheet in resitting.xlsx or resitting partial3.xlsx In D2, enter this formula: =TODAY()-C2 The TODAY function has no arguments inside the brackets, but you do need the brackets in the formula Reformat the cell to have General formatting, so the age is shown as a number of days Optional: If interested, you could improve this formula, dividing by 365 and taking the integer part, to see each student s age in years Copy the formula down column D Step 5 Note that the TODAY() function used here will automatically update, each time you open the workbook In E2, enter this formula: =MONTH(C2) Copy the formula down column E You might now look for a pattern in whether a student s month of birth is related to their failing and thus resitting exams Click Task 10 Close the resitting workbook, saving if you wish Open FlashFill.xlsx Task 11 On Sheet4, look at the dates in column A Task 12 Enter the whole year parts of the first couple of dates, in column B to display the Insert Function dialog Look at each function in the Date & Time category, noticing what else is possible with date calculations In cell B2, enter 14 In cell B3, enter 12 18

23 Task 13 Use Flash Fill to complete column B If Flash Fill offers suitable values in column B (in grey text), press ENTER to accept them If no Flash Fill data is offered, move to cell B4 and choose Home Fill Flash Fill (or press CTRL+E) Task 14 Notice that this follows your pattern, filling the cells down the column with the whole year part of each date: it does not round values upwards Task 15 Use Flash Fill to complete column C with the month part of the dates this may be in the form 12 or December or DEC etc. Task 16 Notice that Flash Fill completes the cells with simple data (numbers and text), not formulae: If the date value in column A is edited, the parts in columns B and C do not update Task 17 Close the FlashFill workbook, saving if you wish 19

24 Learning Objective Seven: Using logical functions Task 1 Open the Cars.xlsx workbook You have 6500 to spend on buying a car On the other hand, you might be interested in a more expensive car if it has a low mileage, say under 8000 miles So you need to highlight all cars which have price<=6500 or have mileage<8000 Task 2 Add a formula in column F: use OR to finds cars that are cheap enough or have a low enough mileage In cell F2, type =OR(D2<=6500,C2<8000) Think before you copy down: should any part of this formula have $ symbols, so as to use absolute or mixed referencing? Copy the formula down to all rows of the table Use one of the fill down techniques mentioned earlier Check several rows: does it give the outcomes you expect? Task 3 Any cars that are cheap as well as low-mileage would be worth looking at first, so you will set up a formula to identify any such cars Task 4 Add a label in cell G1 Task 5 Add a different formula in column G: use AND to find cars that are cheap enough as well as having a low enough mileage In cell G1, type First look? In cell G2, type =AND(D2<=6500,C2<8000) Copy the formula down to all rows of the table Check that it gives the outcomes you expect Think: are you expecting this to return more or fewer cars than in column F? 20

25 Task 6 Leave the Cars workbook open for a later exercise Task 7 Continue work in functions.xlsx or open functions partial2.xlsx at the EXAM worksheet Task 8 Use the AVERAGE function to calculate the average score for each student in column F Make cell F4 the active cell Delete any existing cell contents Type =AVERAGE( Type in the range of cells occupied by the first student s results B4:E4 Type the closing bracket ) Note: when building this average formula, don t use the name that has been assigned to the range (Adams_J ), because when you copy the formula down to other rows you will want the references to adjust Step 5 Press ENTER The formula is complete and the result will display in the cell. Task 9 Set the pass mark for the exam as 40 Task 10 Enter a formula that will determine whether the student s score is a pass or fail Enter the value 40 in the cell K6 Notice in the Name Box that this cell K6 has been given the name PassMark Make G4 the active cell Type = Use the Function button functions to find IF and search through the list of In the Logical_test box, use the collapse button click in cells to set the test F4>=PassMark In the Value_if_true box, type Pass In the Value_if_false box, type Fail and 21

26 Press ENTER The formula is evaluated immediately The result is displayed in cell G4 Task 11 You may like to explore the effect of increasing Adams s scores in each exam until G4 displays Pass. Task 12 Copy the formulae down for the other students Copy the formula in F4 down as far as F15 Use Apply Names to replace the ranges in the pasted formulae with names (look back at part Error! Reference source not found. for a reminder) Task 13 Close the functions workbook, saving if you wish Before copying the G4 formula down, think whether any part of the formula needs to be made absolute (Hint: if you used a name for the PassMark, that reference is treated as absolute) Copy the formula in G4 down as far as G15 (use any of the methods discussed above) 22

27 Learning Objective Eight: Managing and printing large worksheets Task 1 Open the printing.xlsx workbook and the West worksheet Task 2 Choose the area you want to print In the West worksheet, select the January to March figures for all regions, cells A1:D17. When the cells are selected, choose File Print In the Settings area, choose Print Selection In the preview window, notice that the marked range appears for the selected sheets Step 5 Click to leave print preview without printing Task 3 Set a print area A print area may be defined as a named part of your worksheet, which has been marked for printing Select the North worksheet only On the Page Layout tab of the ribbon, click on the launcher arrow in the bottom right corner of the Page Setup group In the Page Setup dialog that appears, select the Sheet tab Then click in the Print area box Click the range selector button Now drag in your worksheet the area which you wish to define as a print area: for example, drag over A1:D17 (Jan to Mar figures) Step 5 Click OK The print area has now been set 23

28 Task 4 Check and change the print area Choose File Print Notice that only your print area appears in the print preview Task 5 Finally, remove any print areas set Task 6 Set the row headings Task 7 Set the column headings When you have finished, click without printing to leave print preview To print a different part of your worksheet data, you must either redefine the print area or remove it On the Page Layout tab of the ribbon, click on the launcher arrow in the bottom right corner of the Page Setup group When the Page Setup dialog appears, select the Sheet tab Make some changes to the print area Step 5 Check your changes in the Print Preview Notice that headings for each column are contained in A1:N3 Row headings are contained in cells A4:A17. Choose Page Layout tab of the ribbon and click on the launcher arrow Setup group in the bottom right corner of the Page In the Page Setup dialog that appears, select the Sheet tab Click in the Rows to repeat at top: box, and drag the mouse pointer over rows 1 to 3 in your worksheet The appropriate reference ($l:$3) is entered Click in the Columns to repeat at left: box, and click the mouse pointer over column A in your worksheet The reference ($A:$A) is entered accordingly Click OK You have now set the print titles 24

29 Task 8 Preview your settings Choose File Print View the two pages of your worksheet in the preview window Notice that the region numbers and months are printed on each page This makes your worksheet data more presentable and easier to understand Task 9 Remove print titles Task 2 Close the results workbook, saving if you wish When you have finished, click without printing to leave print preview Creating print titles defines part of your worksheet with the name Print_Titles To view this defined area, click in the Name Box of your worksheet and select the name Print_Titles To remove print titles from your worksheet, choose Page Layout tab of the ribbon and click on the launcher arrow on the bottom right corner of the Page Setup group When the Page Setup dialog appears, select the Sheet tab Clear any ranges set in Columns to repeat at top: or Rows to repeat at left: and then choose OK The print titles are now removed (but the data in the cells are not!) 25

30 Learning Objective Nine: Organising multiple sheets in a workbook Task 1 Open the overview.xlsx workbook The overview workbook reports a snapshot of test results taken by students in various locations and regions, over a few months Task 2 Switch between sheets Click the Sheet2 tab at the bottom of the Excel window The data here is laid out in the same way as on Sheet1, but with a different set of test results Look at the other sheets (click the tabs or use CTRL+PAGEUP and CTRL+PAGEDOWN) Each sheet reports exam results from a geographical area Task 3 Rename the first worksheet Work on each sheet tab of overview.xlsx in turn Switch to the sheet that is labelled England in A1 Double-click the Sheet1 tab and you will see that the name of the sheet turns black Type England Press Enter when finished typing An alternative to double-clicking on the sheet tab is to rightclick on it to display a context menu Task 4 Rename the second and remaining sheets Confirm that Sheet2 has the results for Midlands (look in cell A1) Double-click the Sheet2 tab to start editing the text The worksheet tab will turn into a text box where you can type Midlands Rename the remaining sheets, matching with the labels in cell A1 Task 5 Delete an unwanted worksheet It turns out that the Midlands data is already included with the England data, so the Midlands worksheet is redundant Switch to the Midlands sheet 26

31 In the Home tab, choose and Delete Sheet The Midlands sheet has gone this cannot be undone Task 6 Add a sheet to the workbook, for a summary It would be useful to make one more sheet to summarise the regional data Choose Insert Sheet from the Home tab, or click the new sheet tab close to the other sheet tabs A new worksheet will appear in the workbook Rename the new sheet Summary Task 7 Set up the Summary sheet with labels Copy/paste row 3 from the England sheet to the Summary sheet Copy/paste column A from the England sheet to the Summary sheet Overtype Summary in cell A1 of the new worksheet Task 8 Rearrange the sheets so the Summary is at the front Click a sheet tab and drag sideways Watch the small black arrow When you drop the tab, the sheets are re-ordered Bring the new Summary sheet to come first (leftmost) Rearrange the regional sheets if you wish 27

32 Learning Objective Ten: Editing grouped worksheets Task 1 Continue work in the overview.xlsx workbook or open overview partial1.xlsx Task 2 Set up a group selection Click on the England worksheet tab Hold the SHIFT key then click on the N_Ireland worksheet tab Notice that the sheet tabs appear highlighted The word [Group] appears in the Excel title bar, indicating a grouped selection Every change that you make from now on will change on all the grouped sheets Task 3 Entering text and formulae in all the sheets of the group, to calculate totals for the months and the location points In cell A8, type Total In B8, create a formula which adds up the scores for all the location points, during January Repeat for C8, D8, E8 In cell F3, type Total Step 5 In F4, create a formula which adds up the scores for the Point1 s of all months Step 6 Repeat for F5, F6, F7 Step 7 If you wish, click on each individual worksheet tab to verify that data have been entered into each worksheet Task 4 Add the Summary sheet to the group Task 5 Format some cells in the group Holding CTRL, click the sheet tab for the Summary sheet Confirm that all 5 sheets are now in the group Select the range from B4 to E7 Format all the selected cells with light shading 28

33 Select the range A3:F8 Format the cells with an outside border around the data block Task 6 Ungroup the worksheets Select a worksheet that is not grouped Notice that the sheets are no longer grouped in any future edits you will be editing just the sheet that is showing 29

34 Learning Objective Eleven: Calculations across multiple worksheets Task 1 Continue work in the overview.xlsx workbook or open overview partial2.xlsx You will set up formulae that collect the raw data from the region sheets and calculate totals and averages, on the Summary worksheet Task 2 Switch to the Summary sheet Task 3 Enter a formula that sums the scores from the 4 regions Move to cell B4, where the first 3-D formula is to be entered Start the formula by entering =SUM( Click on the tab of the first country worksheet (e.g. England) to begin the 3-D reference The formula (in the Formula Bar) should look something like this: =SUM(England! Now hold down the SHIFT key and click the tab of the last country worksheet that you want to include Your formula should now look something like this: =SUM( England:N_Ireland! Step 5 Now that you have specified what sheets to include in the 3-D reference, simply select the cells you wish to include: Still holding down SHIFT, select cell B4 Step 6 Type a closing bracket to finish the formula before pressing ENTER Step 7 The formula that you have typed (containing a 3-D reference) looks something like this: =SUM(England:N_Ireland!B4) Effectively, this formula is saying... sum up from the England worksheet through to the N_Ireland worksheet the value contained in cell B4 of all those sheets Task 4 Copy the formula to other cells in the shaded area In the Summary worksheet, copy this formula to generate figures for the range B4:B7 Then copy across to columns C to E 30

35 Task 5 Enter a formula that averages the scores from the 4 regions Copy and format it Task 6 Format and preview the workbook Task 7 Define names for each monthly set of score data, each spanning all the regions (through the worksheets) Complete the Total row and column in the Summary worksheet, adding new formulae that use the SUM function In cell A9, enter the heading Average In cell B9, type =AVERAGE and complete the formula to calculate the average test figures for Jan (Point 1 to Point 4, England to NIreland) Make sure your formula is averaging all the raw data across the 4 regional sheets, giving a value around 78 (not averaging the totals in the shaded area of the Summary sheet, giving a value in the 300 s) Repeat for a formula in cell G4 to calculate the average test figures for Point 1 (Jan to March, England to NIreland) Copy these formulae to complete the row and column entries Format the average data to two decimal places Preview the entire workbook by choosing File Print You can change the Print Active Sheets setting to Print Entire Workbook, to preview all sheets Start with the active cell on England!B4 and choose Formulas Define Name In the New Name dialog, in the Name field type the range name JanScores In the Refers to: box, click the Collapse Dialog button Indicate the range that is to be named: click if necessary in England!B4 Hold SHIFT and click on the N_Ireland tab and click on B7 (When you click on the N_Ireland tab, the display does not change this is as expected) Click the Collapse Dialog button again In the Define Name dialog confirm that the range = England:N_Ireland!$B$4:$B$7 has been correctly entered Then click OK 31

36 Task 8 These names could be used in the Total and Average formulae on the Summary sheet Step 5 Define a series of names for FebScores, MarScores and so on, using a similar procedure On the Summary sheet, add labels Total and Average in cells A11 and A12 In B11, create a formula that sums the January values for all the location points for all the regions, using the named range: =SUM(JanScores) In B12, create a formula that averages the January values for all the points for all the regions, using the named range: =AVERAGE(JanScores) If preferred, after typing =AVERAGE(, you can choose JanScores from the Use in Formula dropdown list on the Formulas tab of the ribbon Step 5 These formulae should give the same result as B8 and B9 but with a named 3-D range it is easier to create the formula accurately, and the formula is easier to read Step 6 Repeat for the other months Task 9 Close the overview workbook, saving if you wish 32