USING FORMULAS AND FUNCTIONS...

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1 Overview NOTES... 2 OVERVIEW... 3 VIEW THE PROJECT... 5 USING FORMULAS AND FUNCTIONS... 6 BASIC EXCEL REVIEW... 6 FORMULAS... 7 Typing formulas... 7 Clicking to insert cell references... 7 Using a Simple Cell Reference Formula... 7 FUNCTIONS... 8 Typing manually/using AutoSum... 8 Selecting Ranges in AutoSum...9 Using the Function Library... 9 The Average Function Date & Time Functions IF Statement Formulas...11 Type an IF Statement REVIEW MOVING AND COPYING DATA CUT, COPY & PASTE DATA Cutting & pasting data Copying & pasting a formula Pasting a formula into a range FILLING Copy a formula using the fill handle Relative and Absolute References Filling a series with AutoFill Filling by example Creating a Custom List Editing a Custom List REVIEW WORKING WITH MULTIPLE WORKSHEETS ORGANIZING WORKSHEETS Renaming worksheets Color Coding Tabs Moving worksheets Copying worksheets D REFERENCES Create a 3-D reference to integrate another worksheet Use a 3-D reference in a formula Copy a 3-D reference formula HYPERLINKS Creating Hyperlinks to other spreadsheets Adding ScreenTips Selecting and Formatting a Hyperlink cell Editing and Removing Hyperlinks REVIEW FORMATTING CELLS AND APPEARANCE FORMATTING TEXT IN CELLS Excel 2007 Intermediate Version MCS

2 Text alignment Using format painter Merge cells and center text Wrap text within a cell Applying color Text Orientation FORMATTING NUMBERS Percentage & custom number formats Conditional Formatting Copying the conditional formatting REVIEW VIEWING WORKSHEETS VIEWS Showing Formulas and References Tracing Precedents and Dependents Grouping rows and columns CELL COMMENTS Adding cell comments Viewing a cell comment Deleting and editing a cell comment INSERTING AND VIEWING FOOTERS Creating a page number Footer REVIEW CHARTS COMMANDS USED IN THIS SECTION: CREATING CHARTS Define the chart Position & Resize Chart Change the Location of the Chart Add Chart Title Adding WortArt to a Chart...33 EDITING CHARTS Change the chart type Rotate chart Extract a slice of the pie chart Formatting a Data Series CREATING MULTIPLE SERIES CHARTS Define the chart Define the Series REVIEW MCS Excel 2007 Intermediate Version 1.2 4

3 View the Project Kay s Flower Shop sells various types of flowers, arrangements and vases. We will help Kay maintain supply inventory, orders, supply costs, personnel, and income and expenses by using Excel. Office Button Quick Access Toolbar Command Tabs Formula Bar Column Heading Ribbon Active Cell Name Row Heading Worksheet Tab Status Bar 5 Excel 2007 Intermediate Version MCS

4 Section I Using Formulas and Functions Basic Excel Review Excel can perform calculations for you so that when you update your spreadsheet with new numbers, it will automatically re-calculate without having to write new formulas. This can save a lot of time on your manual calculator battery! Formulas in Excel always begin with an equal sign. This is what tells excel that you are entering a formula in a cell rather than text or just a number. The following symbols you can type from your keyboard, tell the formula to perform different functions: + Add - Subtract * Multiply / Divide ^ Exponents So, to type an excel formula to multiply 1 times 2 you would type the following: =1*2 Excel will calculate a formula from left to right but it will perform calculations in a formula in the following order: 1. Items in Parentheses (2*3) 2. Exponents Multiplication and Division 3*4 or 12/3 4. Addition and Subtraction 10+2 or 7-2 So to add 1 plus 2 and then multiply that times 3, you would type the following formula: = (1+2)*3 Tip: If there are certain items that you want calculated first, in your formula, you will always want to use parentheses around those items MCS Excel 2007 Intermediate Version 1.2 6

5 Formulas There are two ways to enter formulas, either by typing in the formula or by clicking on cells to insert cell references. Typing formulas We can write a formula that adds all of our sales by using the keyboard. 1. Open the file titled Kay s Flower Shop 2. Make sure Sheet1 is the active sheet by clicking on the sheet tab 3. Click cell B10 4. Type =B8+B9 5. press Enter 6. If you see ##### marks in your cell, double-click on the column header border between B & C to expand the column wide enough to view the data Clicking to insert cell references Excel also allows you to use your mouse to select the cell references you want to use in your formula, by clicking on the desired cells, rather than having to type them. Let s write a similar formula that will add our cost of goods, by using the mouse. 1. Click cell B14 2. Type = 3. Click cell B12, then type +. Click cell B13 4. Click on the Enter button, in front of the formula on the formula bar, or hit Enter on your keyboard Using a Simple Cell Reference Formula We can tie cells together so that one cell will always show the same data as another. That way, if we update our original cell s number, it will also update the others. 1. Click cell B23 2. Type =B14 and press Enter Note: You can simply change formulas by deleting the data you don t want from the formula bar and then making your changes. To change the contents of the cell, simply double-click or hit F2 on your keyboard to enter Edit mode. 7 Excel 2007 Intermediate Version MCS

6 Functions A function is a preset formula in Excel. Some examples: Sum: Average: Count: Max: Min: Adds the values of the cells chosen Gives the average of the values of the cells chosen Gives the count of the number of items/cells chosen Gives the largest value in the cells chosen Gives the smallest value in the cells chosen Example of a formula to give you the Average of select cells: =Average (B6+B9+B10) When using most functions you will define a range of adjacent cells. A range of adjacent cells is defined by using a colon ( : ). An easy way to remember this is to think of a : as saying through. Cells B6 through D10 or B6:D10. Typing manually/using AutoSum Let s add all of the operating expenses for April. We can do this by typing the formula manually or by using the Function Library buttons. 1. Click cell B22 2. Type =Sum(B17:B21) 3. Undo this action 4. Click cell B22 5. On the Formulas tab, in the Function Library group, click AutoSum 6. Note the range listed in the formula: =SUM (B17:B21) 7. Press Enter Tip: You can also choose the function type from the popup menu as you type the function, by double-clicking on the desired function from the menu MCS Excel 2007 Intermediate Version 1.2 8

7 Selecting Ranges in AutoSum If Excel doesn t pick the exact cells you want calculated when using the AutoSum function, you can tell it which cells you would like it to add. Let s add the operating expenses and total costs of goods to get our total expenses for April. 1. Click on cell B24 2. On the Formulas tab, in the Function Library group click the AutoSum drop-down list and choose on Sum 3. Drag-select cells B22 through B23 4. Press Enter Using the Function Library Excel offers specialized functions that allow you to perform advanced mathematic calculations and operations on data. To easily access and use the various functions, there is a Function Library that gives you step-by-step help when creating a selected function.. There are 10 categories of functions in Excel: Financial: Common accounting and financial calculations Date & Time: Use the date and time in the spreadsheet or in a calculation Math & Trig: Common trigonometry functions such as tangent or sine Statistical: Statistical analysis on a range of data such as average Lookup&Reference: Finds values in a corresponding table or list and incorporate that data into the calculation Database: Performs calculation only on data that meets certain criteria Text: Formula used to manipulate text in a worksheet Logical: Performs what-if analysis to see if a condition is true or false Information: Performs analysis on range of data to determine the type of data in a cell Engineering: Various types of engineering conversions and tests Cube: Used to gather data from Online Analytical Processing (OLAP) cubes, which is a database technology used to make business intelligence queries 9 Excel 2007 Intermediate Version MCS

8 The Average Function If you are not sure how to write a formula or use a function, you can use the Function Library to give you step by step help. Lets find out the average of all 3 month s cost of goods by using the Function Library buttons. 1. Click cell E14 2. Click on the More Function button in the Function Library group, and choose Statistical, then choose Average 3. Click the Collapse button next to the Number 1 field 4. Drag-select cells B14 through D14 to populate the field 5. Click on the Expand button 6. Click OK to close the dialog box 7. Note the formula that now appears in the formula bar for that selected cell Date & Time Functions Kay has decided to give a pay raise to employees who have been with the company for 5 years or more. She needs to calculate their length of employment using the Function Library. First she will write a formula to calculate today s date, then she will subtract the date from each employee s hire date and divide by 365 days to get the length of employment in years. 1. Click Sheet 6 to make it the active worksheet. 2. Click on cell A1 3. On the Formulas tab, in the Function Library group, click on Date & Time 4. Scroll to and click Now 5. In the Functions Arguments dialogue box, click OK 6. Click cell D6 7. Type the formula =(A1-B6)/365. Hit Enter 2008 MCS Excel 2007 Intermediate Version

9 IF Statement Formulas There are formulas that you can write that will calculate specific formulas only if certain statements are true. For example, as flower inventory runs low, one of the florists marks the order status of an item to order. Kay wants the spreadsheet to automatically calculate the needed quantity of flowers to order, in column E, (based on what has been used and what the quantity to keep on hand is) when an item is flagged for order. 1. Go to Sheet5 2. Click on cell E5 so it is selected 3. Click on the Logical button in the Function Library group, then choose IF from the menu 4. In the first field for Logical_test, type: D5= order. This tells Excel to look and see if that statement is true for that cell (does D5 contain the word Order ). 5. Next we want to tell Excel what to do if that statement is in fact true which is to calculate the formula for C5-B5. In the Value_if_true field, type: C5-B5 6. In the final field, Value_if_false, we need to tell Excel what to do if the statement isn t true enter the value of zero. So in this third field, type: 0 7. Click on cell E5 and view the formula that appears in the formula bar Type an IF Statement We can also type out the IF Statement without using the formula/function bar. When you type an IF Statement, you must place the comas between each condition as well as place the parenthesis around the entire statement unlike when you use the step-by-step help from the Function Library. 1. Click on cell E6 2. Type: =IF(D6="order",C6-B6,0) This translates into: if cell D5 contains the word order, then subtract cell B5 from cell C5 and place the results in this cell. If that cell does not contain the word, then place a 0 in the cell. 3. Press Enter and view the contents of cell E6 11 Excel 2007 Intermediate Version MCS

10 Review 1. On Sheet1, in cell C10, create a formula that adds the Cash and Credit Sales from column C (C8 & C9) (page 6&7) 2. Put a formula in cell C14 that adds the Supplies and Delivery Costs from column C, rows 12 & 13 (page 6&7) 3. In cell C22 use the AutoSum function to add all of the Operating Expenses from column C (page 8&9) 4. Use a simple cell reference in C23 so that it shows the same number that is in cell C14 (page 7) 5. In cell C24, use AutoSum to write a formula adding the Total Operating Expenses and Total Cost of Goods (cells C22 & C23) (page 8&9) 6. In cell B26 write a formula that gives you the Net Income by subtracting the Total Expenses (B24) from the Gross Income (B10) in column B (page 7) 7. On Sheet5 in cell E7, create an If statement formula so that if cell D7 contains the word order, then it will calculate the formula C7 minus B7 and place the results in cell E7; but if cell D7 does not contain the word order, it will place a 0 in cell E7. (page 10) 8. Click the Save button. Completed review project for Sheet1 and Sheet5 should look like the diagrams 1.1 below. Diagrams MCS Excel 2007 Intermediate Version