Unit 2 Fine-tuning Spreadsheets, Functions (AutoSum)

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1 Unit 2 Fine-tuning Spreadsheets, Functions (AutoSum) Select a Row or a Column Place your pointer over the Column Header (gray cell at the top of a column that contains a letter identifying the column) and click. The entire column will turn gray, indicating that all of the cells (all the way down to row 1,048,576). Excel 2007 spreadsheets contain 1,048,576 rows and 16,384 columns [through XFD]) or over 17 billion cells on each of its three worksheets. You can select an entire row by clicking on the Row Header (gray cell at the left of a row that contains a number identifying row). This process is very useful if you need to format a large number of cells in a column or row. Manually adjust column width Place the pointer on the line between letters in the Column Headers. The pointer will change to double headed arrow. Hold down mouse button and move the cell wall to desired position

2 AutoFit Block out range of cells you need to adjust. Use the Ribbon Home tab, Cells group, Format button AutoFit Column width command The computer will adjust cell width to fit widest entry in cell Sometimes, after you have entered a formula, the spreadsheet will display a row of pound signs (########) in a cell. This does not mean that you made an error. The computer is telling you that your cell is not wide enough to display all of the numbers contained in that cell. Manually adjusting or AutoFitting the cell will solve the problem. Align cell entries Both labels (words) and values (numbers) can be aligned in different ways. Use the toolbar buttons just like in word processing. Notice that you have two rows of alignment buttons. Not only can you align text and number in the left, middle, or right portions of a cell, you can also align in the upper or lower portions as well. It is probably best to keep all numbers that are used in formulas right aligned. You can change the alignment of numbers if they are used to label rows, as part of a date, etc.

3 Formatting numbers The appearance of numbers in Excel can easily be changed. You can use Ribbon and click in the small box to the lower right of the Number group. This will open a Format Cells dialog box. Several categories to choose from Number, Currency, Date, etc. You also have choices within category i.e. British pounds ( ), pesos, etc. You can also choose how many numbers you want to appear after the decimal point. There are also formatting buttons on the Excel Ribbon. Accounting Number Format can choose a currency format for the selected cells Percent Style--Displays the value of a cell as a percent. Comma Style puts commas in the correct place to separate a number into hundreds, thousands, etc. will change to 123,456,789 Increase Decimals show more precise values by showing more decimal places-changes to Decrease Decimals show less precise values by showing fewer decimal places changes to 12.67

4 Function a pre-set formula in Excel that performs simple or complex calculations automatically The computer will allow you to use several words as part of a formula SUM, AVERAGE, COUNT (will count the number of values in the range), MAX (will show you the largest [maximum] number in a selected range), MIN (will show you the lowest [minimum] number in a range You can use these words in a formula-- type the equal sign (=) type the function word type a left parenthesis ( block out the range of cells you want to work with type a right parenthesis You can also click in any cell and choose a function by using the Ribbon Formulas tab, Function Library group, Insert Function button. You will get an Insert Function dialog box where you can choose from hundreds of functions.

5 AutoSum inserts the Sum Function in a selected cell by clicking one button Enter all values Click in cell where you want answer to appear (usually at bottom of column of numbers) Click on Auto Sum button. The computer will enter a function in formula bar. Click the check mark to enter the formula. If you just click on the AutoSum button, the computer will automatically add the selected numbers. You can also choose a different function if you wish. Common functions Sum adds the values in the specified range of cells Average totals the range of cells and then divides the total by the number of entries in the specified range Count Numbers counts the number of cells with values in the specified range Max (maximum) displays the maximum (largest) value within the specified range Min (minimum) displays the minimum (smallest) value within the specified range

6 Copy and Paste Formulas Any formula can be copied and pasted in another cell. When you paste a formula, the computer will change the cell addresses in the formula to fit the new situation. This is called a Relative Reference a cell address that changes in relation to its new location If you copy this formula and paste it in cells D5, D6, and D7 the computer will change the cell addresses to match the new locations The computer changed B4 to B5, C4 to C5, etc. Change page orientation Ribbon Page Layout tab Page SetUp group Orientation button If entire spreadsheet doesn t fit on one page 1. Change from portrait to landscape orientation 2. Adjust column width to get rid of extra blank space (AutoFit) 3. Decrease margin size 4. Decrease the scale size in the Page Layout ribbon 5. Or as a last resort decrease font size (no smaller than 8 point) If these steps are taken and spreadsheet still goes to second page, try to divide it up in a more logical manner,

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