MOVING AND COPYING DATA...

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1 Overview NOTES... 2 OVERVIEW... 3 VIEW THE PROJECT... 5 USING FORMULAS... 6 BASIC EXCEL REVIEW... 6 ENTERING FORMULAS... 7 Typing formulas... 7 Clicking to insert cell references... 7 Using a simple cell reference... 7 USING FUNCTIONS... 8 Typing manually... 8 Selecting ranges in AutoSum... 8 Using AutoCalculate... 9 Using the Insert function... 9 OTHER FORMULAS Subtraction Multiplication Division IF Statement formulas Type an IF Statement REVIEW MOVING AND COPYING DATA TERMS 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 Filling a series with AutoFill Filling by example 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 Screen Tips Selecting and Formatting a Hyperlink cell Removing Hyperlinks REVIEW FORMATTING CELLS AND APPEARANCE Excel Intermediate Version 1.2

2 TOOLBAR BUTTONS USED IN THIS SECTION: FORMATTING TEXT IN CELLS Text alignment Merge cells and center text Wrap text within a cell Using format painter Applying color Text Orientation FORMATTING NUMBERS Percentage & custom number formats Borders Conditional Formatting Copying the conditional formatting REVIEW VIEWING WORKSHEETS VIEWS Freezing panes Showing formulas and references Grouping rows and columns CELL COMMENTS Adding cell comments Viewing a cell comment Deleting a cell comment INSERTING AND VIEWING FOOTERS Creating a page number Footer Viewing Footers REVIEW CHARTS TOOLBAR BUTTONS USED IN THIS SECTION: CREATING CHARTS Define the chart Define the range Add chart options Place chart in the worksheet Position chart EDITING CHARTS Change the chart type Rotate chart Extract a slice of the pie chart Edit the chart title Formatting a Data Series CREATING MULTIPLE SERIES CHARTS Define the chart Define the Series Complete the Chart REVIEW Excel Intermediate Version 1.2 4

3 View the Project Active Cell Address Column Heading Row Heading Status Bar Sheet Tab 5 Excel Intermediate Version 1.2

4 Section II Moving and Copying Data Terms Fill Handle The fill handle is a black symbol in the lower right hand corner of an active cell. Clicking and dragging the fill handle with your mouse will copy the cell contents into the cells selected by your mouse. Excel will fill the cells with a series if it recognizes and identifies the cell content as a series - example:1,2,3,4 or Monday,Tuesday,Wednesday Fill Handle There are two types of mouse icons you will use in this section both of which do very different things. + Fill Pointer The mouse pointer will become a fill pointer when placed over the fill handle of an active cell. You can tell when the mouse is acting as a fill pointer because it will change to a + symbol. If you click-and-drag when the mouse pointer looks like this, it will copy formula formatting from one cell to another. Select Pointer The mouse pointer will become a select pointer when placed over the center of a cell. You can tell when the mouse is acting as a select pointer because it will change to a fatter + symbol. If you click-and-drag when the mouse pointer looks like this, it will select cells. Cut, Copy & Paste Data You can cut, copy or paste data by using either your keyboard or mouse. Function Mouse Keyboard Cut Ctrl, X Copy Ctrl, C Paste Ctrl, V Cutting & pasting data The word Income needs to be moved up 4 cells. 1. Click cell A11 2. Click the Cut button or press Ctrl, X 3. Click cell A7 4. Click the Paste button or press Ctrl, V 13 Excel Intermediate Version 1.2

5 Copying & pasting a formula We can copy a formula from one cell to another. Let s copy the same formula we used for average Cost of Goods, so it will calculate average Gross Income 1. Click cell E14 2. Click the Copy button or press Ctrl, C 3. Click cell E10 4. Click the Paste button or press Ctrl, V Pasting a formula into a range We can also copy and paste that same formula into a range of multiple cells at one time. 1. Drag-select cells E8 through E9 2. Click the Paste button. Filling Filling a Series is a way to copy a formula by dragging the mouse over the cells you want the formula to be copied into. Copy a formula using the fill handle We can use the fill handle to copy a formula into a range of cells. 1. Click on cell E14 2. Click-and-drag the fill handle up to cell E12 Filling a series with AutoFill Excel can recognize dates and fill a series of cells based on our first date so that we have a row of cells with sequential months (April, May, June). 1. Click cell B5 2. Click-and-drag the fill handle (your mouse pointer will be a + when you are over the fill handle) from cell B5 to D5 3. Note the screen tip tags as you drag your mouse across the cells. Each screen tip tells you what the cell will contain. Filling by example Will fill things like days of the week, dates, time, and numbers. Sometimes you need to tell excel how you want a series to fill by giving it an example. If we have multiple orders on the same day (1/2/00) rather than re-type the date for every entry, we can have excel fill the date in for us automatically for our selected range of cells. 1. Click on the sheet2 tab 2. Click on cell A5 3. Click-and-drag the fill handle to cell A8 4. Click the undo button 5. Click on cell A6 and type 1/2/00 and press Enter 6. Drag select cells A5 through A6, then release the mouse button 7. Click-and-drag the fill handle to cell A8 Excel Intermediate Version

6 Review 1. On Sheet1 create a formula for June s Gross income and Total Cost of Goods by copying the formulas from May s Column (Page 13&14) 2. Copy the formula from cell E14 to E17 (page 13&14) 3. Using the fill handle, copy the formula from E17 to E26 and from C14 to D14 (Page 14) 4. Delete the data in cell E25 5. Copy the formulas (using the fill handle), so that May & June use the same formulas for Total Operating Exp., Total Costs of Goods and Total Expenses (page 14) 6. Copy the formula from cell C26 to D26 (page 13) 7. On Sheet5, using the fill handle, copy the formula from cell E7 all the way down to cell E13. (page 14) 8. Click the Save button. Completed review project should look like the diagrams 1.2 below. Diagrams Excel Intermediate Version 1.2

7 Section III Working with Multiple Worksheets It is easy to work with more than one worksheet/spreadsheet in a workbook or even to work with multiple workbooks. You can organize worksheets within the same workbook to make it easier to access your data. You can also write formulas that will pull data from other worksheets or ever other workbooks. Organizing Worksheets Renaming worksheets To make finding our data easier, we can organize the workbook by naming each individual worksheet. Lets start by re-naming the Sheet1 tab. 1. Double-click on the Sheet1 tab 2. Type: Q2 and press Enter 3. Double-click the sheet4 tab and then type: Q1 and press Enter 4. Name Sheet3 as: Supply Costs Color Coding Tabs You can also color code your tabs for easier identification. 1. Right-click on the Q2 tab and choose Tab Color from the menu 2. Click on the Red color, then click OK 3. Click on the Q1 sheet tab to deselect Q2 so you can view the new color change on Q2 Moving worksheets We can also rearrange the worksheets so they are in a more logical order. 1. Click and hold the Q1 worksheet tab 2. Drag to the left until the black arrow placement marker is before the Q2 tab 3. Release mouse button Copying worksheets If we want to have another worksheet for Q3, it would be easier to copy one of the other quarter s worksheets and enter the new Q3 numbers rather than start fresh and have to write all new formulas and formatting. 1. Right mouse click on the Q1 worksheet tab 2. Trace to and click on Move or Copy.. 3. Select (move to end) in the Before sheet list 4. Check the create a copy box 5. Click OK 6. Double click the new Q1 (2) worksheet tab 7. Type: Q3 and press Enter Excel Intermediate Version

8 3-D References A 3-D reference allows you to write a formula that uses data from other worksheets. A 3-D reference is designated by an! in a formula. For example a formula that says =Sheet2!B12 would mean the data is pulling from cell B12 on worksheet 2. Create a 3-D reference to integrate another worksheet We have another spreadsheet that totals our monthly supply costs. Rather than retyping in all of that information from the separate worksheet, we can write a 3-D reference that will pull the totals directly from that worksheet and put it into our Q2 one. 1. Click on sheet tab Q2 to make it the active sheet 2. Click on cell C12 3. Type = then click on the Supply Costs tab 4. Click on cell G16 then press Enter 5. Click on cell C12 and view the formula in the formula bar Use a 3-D reference in a formula We can also write formulas that include numbers from other worksheets or workbooks. If we wanted to keep a year to date record of where we were in our expenses and income, we can write a formula that adds the total from previous quarter s worksheets to the current one (Q2). 1. From the Q2 worksheet 2. Click cell G8 3. Click the AutoSum button and drag select cells B8 through D8 4. Click in the formula bar at the end of the current formula and type a + 5. Click the Q1 worksheet tab 6. Click cell G8 and press Enter Copy a 3-D reference formula Now rather than re-writing that formula in each cell in our Year to Date column, we can copy the formula that we have already written. 1. Make sure the Q2 worksheet is active 2. Click cell G8 3. Grab the fill handle with your mouse and drag down to cell G14 4. Delete the data in cell G11 17 Excel Intermediate Version 1.2

9 Hyperlinks Hyperlinks allow you to link one document to another or one spreadsheet to another within the same document. This is useful when you want to quickly be able to visually show the relationships between two spreadsheets or documents. Creating Hyperlinks to other spreadsheets Let s add a hyperlink from our Q1 spreadsheet to the Supply Costs spreadsheet. 1. Make Q1 the active sheet, then click on cell A12 2. Click on the Insert Hyperlink button form the toolbar 3. Click on the Place in This Document under the Link to: list 4. In the Or select a place in this document: list, click on Supply Costs to select it Adding Screen Tips You can also add a Screen Tip to your hyperlink, which is a quick reference to what the hyperlink does, when you hover your mouse over it. 1. Click on the Screen Tip button 2. Type Itemized supply costs in the ScreenTip text field, then click OK, then OK again 3. View the hyperlink in the document 4. Hover our mouse over the link and view the screen tip 5. Click on the hyperlink to see how it links to the Supply Costs sheet Excel Intermediate Version

10 Selecting and Formatting a Hyperlink cell So if you click on a cell with a hyperlink to take you to the linked location, then how do you select the hyperlink cell to format it? Once you have a hyperlink in a cell, selecting the cell works a little differently. 1. Go back to sheet Q1 2. Click-and-hold cell A12 until the mouse pointer becomes the large white cross, then release your mouse button 3. Click the Font Size down arrow on the Formatting toolbar and choose Bold Removing Hyperlinks 1. Right-click on the Hyperlink you just created 2. Trace to and select Remove Hyperlink 3. Click on cell A12 and note that the Hyperlink is gone 4. To repair the formatting to the cell, click on cell A13, then click on the Format Painter button, then click on cell A12 19 Excel Intermediate Version 1.2

11 Review 1. Rename Sheet2 as Daily Orders, and Sheet5 as Supply Reorder (page 16) 2. Move sheet Q3 so it is between Q2 and Daily Orders (page 16) 3. Create a copy of sheet Q3. Move the new sheet Q3 (2) so that it is after the original sheet Q3 and rename the new sheet Q4 (page 16) 4. Change the tab colors for sheets Q1, Q3, and Q4 so they are all Red. (page 16) 5. Go to the Q2 worksheet 6. Create a 3-D reference in cell D12, so it equals the Total Supply Costs for June (Cell H16) found in the Supply Costs sheet (page 17) 7. Write a 3-D formula in cell G17 that adds the Phone Expenses from April, May and June, and the Year to date Phone Expenses from the Q1 sheet (page 17) 8. Copy the formula from G17 through G26 using the fill handle (page 17) 9. Delete the data in cell G Insert a Hyperlink in cell A12 that links to the Supply Costs spreadsheet, with a screen tip that says Detailed Supply Costs. (page 18) 11. Change the font size of the hyperlink text to Bold. (page 19) 12. Completed review project should look like the diagram 1.3 and 1.4 below. Diagram 1.3 Diagram 1.4 Excel Intermediate Version