Chapter 2. Formulas, Functions, and Formatting

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1 Chapter 2 Formulas, Functions, and Formatting

2 Syntax of List Functions Functions and formulas always start with an equal sign, = Colon means through : List inside of parentheses =AVERAGE(A1:A5) Name of function First cell in list Last cell in list Average function calculates the average of the numbers in cells A1 through A5, in other words, A1, A2, A3, A4, and A5

3 Syntax of List Functions Functions and formulas always start with an equal sign, = Colon : means through =MAX(A1:A5) List inside of parentheses Name of function First cell to examine Last cell to examine Function to find the highest number in the values in cells A1 through A5, in other words, A1, A2, A3, A4, and A5

4 Relative Cell Addressing Relationships Excel only knows that you want to add the three cells directly above the cell containing the sum function. The relative position of these cells is that they are the three cells directly above. A B C D E F G =SUM(B1:B3)

5 Copied formula with relative cell addresses When the formula in B4 is copied to C4, Excel still only knows that you want to add the three cells directly above the cell containing the sum function. Therefore, it adds from C1 to C3 and puts the sum in C4. A B C D E F G =SUM(C1:C3)

6 Copied formula with relative cell addresses When the function in C4 is copied to D4, Excel continues to add the three cells directly above the cell containing the sum function. Therefore, it adds from D1 to D3 and puts the sum in D4. It remembers only the locations of the cells being added relative to the cell with the SUM function. A B C D E F G =SUM(D1:D3)

7 Formula in B3 refers to B2 and F1. F1 is four columns to the right and up two rows. What will happen if the price, tax, and total are moved down a cell but not the tax rate? A B C D E F 1 tax rate.07 2 Price Tax Total =B2*F1 5 6 j:\academic\excel classes\2016\chapter 2 slides for excel 2016

8 Excel still references cells one above as well as two rows and four columns to the right. A B C D E F 1 tax rate Price Tax REF? 5 Total j:\academic\excel classes\2016\chapter 2 slides for excel 2016

9 Absolute, rather than relative Cell Addressing Fixes the Problem =B3*$F$1 The first dollar sign keeps the column letter from changing. The second dollar sign keeps the row number from changing. This results in always referencing F1. A B C D E F G 1 Tax rate Price Tax Total j:\academic\excel classes\2016\chapter 2 slides for excel 2016

10 Symbols used by Excel - Negation (a negative number) % percent ^ exponentiation * multiplication / division + addition - subtraction j:\academic\excel classes\2016\chapter 2 slides for excel 2016

11 Useful Formats for Numbers Accounting : fixed dollar sign at the far left of the cell, a comma every three positions to the left of the decimal point (called thousands separator), and shows the cents (the two places to the right of the decimal point). May leave spaces between dollar sign and the first number. On the home tab, in the number group use the $ sign button. $ 1,000,000.00

12 Useful Formats for Numbers Currency Style: floating dollar sign immediately to the left of the first number with no spaces between, commas as thousands separators, and cents showing. To use this style, on the home tab, in the number group, click the General and click on currency. $1,000,000.00

13 Useful Formats for Numbers Comma Style: a comma every three positions to the left of the decimal point and shows the two places to the right of the decimal point. No dollar signs 1,000,000.00

14 Conditional Formatting This is making the formatting of numbers or cells themselves depend upon whether or not they meet a specific condition that you set. Example: If the value in the cell is more than 400, then the cell should be filled with light orange. Example: If the value in the cell is less than 1000, then the cell should have a dark blue border Example: If the value in the cell is between 100 and 200, then the number should be bolded.

15 Conditions Relational Operator Description of the condition it sets Between cell value is between two numbers Not between cell value is not between two numbers Equal to cell value is equal to a number Not equal to cell value is not equal to a number Greater than cell value is greater that a number Less than cell value is less than or equal to a number Greater than or equal to cell value is greater than or equal to a number Less than or equal to cell value is less than or equal to a number j:\academic\excel classes\2016\chapter 2 slides for excel 2016

16 Themes Themes are sets of colors, fonts, chart styles, cell styles, and fill effects that are applied to an entire workbook. Default theme for new workbooks is Office. You can change a theme. After you have applied a different theme, you can still change formatting. You are not stuck with the entire set of formatting attributes from a particular theme.

17 Column Widths and Row Heights Width Default column width is 64 pixels. You can easily change this manually or use Excel s Best Fit feature When a column is not wide enough for the number in it, you will see pound signs, #######. Height Default row height is 15 points (a vertical measurement) or approximately 1/5 of an inch. A point is 1/72 of an inch.

18 Spell Checking How it Works Excel, like Word, compares each word with the words in the Standard dictionary and then the Custom dictionary. The Custom dictionary is where you put words that are not misspelled, but are unusual enough that they won t be found in the Standard dictionary.

19 Spell Checking Common words found in a regular dictionary Uncommon words not found in a regular dictionary such as proper names Standard Dictionary Checked first Custom Dictionary then checked second

20 Spell Checking, continued When Excel encounters a word it cannot find in either dictionary, it shows the spelling dialog box. Excel will try to guess the word you meant. It will show you several suggested words.

21 Spell Checking Generally spell check the entire worksheet at once Start in Cell A1 as Excel checks to the right and down A1 If you start in another cell, when Excel has finished, it will ask if you want to continue checking at the beginning.

22 Spell Checking other than an entire Sheet To spell check only one cell, double click the cell This puts the cell contents in the formula bar On the Review tab, click the spelling button To spell check a range of cells, select the range first, then on the Review tab, click the spelling button To spell check all the worksheets in a workbook at one time, right click one of the sheet tabs, click on Select all Sheets, then, on the Review tab, click the spelling button

23 AutoCorrect the Time Saver Not just for correcting typing and spelling errors Can use abbreviations for words Click the File Button Click Options button near the bottom of the screen Click Proofing Click AutoCorrect Options button In the Replace text box, type the abbreviation Press Tab In the With text box, type the complete words Click the Add button Click OK; then click OK again

24 Headers and Footers A header appears at the head of every page Usually contains the subject of the worksheets or a company name, etc. A footer appears at the foot of every page Generally contains items such as the page number, worksheet name or the path and file name header footer

25 Page Orientation Review Portrait Allows for deeper worksheets Fit into notebooks well Most common orientation Landscape Good for information requiring a wide sheet such as financial projections or histories of more than12 months

26 Views in Excel Normal View This is the default view. Does not show the page breaks. Page Layout View The worksheet will print as it appears on the screen. Shows the page breaks with a background between pages. Shows the margins. Shows header area as well as footer area. The ruler appears at the top of the page. Page Break View Shows several pages at once and clearly illustrates where the page breaks will fall. Like many things, this is not pretty, but it is useful.

27 Margins When printing a worksheet, the margins are the areas at the top, bottom, left, and right that are left empty. Top margin Default:.75 Left margin Default:.7 Right margin Default:.7: Bottom margin Default:.75

28 More on Margins There are three sets of predefined margins you can use in addition to the ability to set them individually as custom margins. The predefined settings are normal (as shown in the previous slide), wide, and narrow. Again, you can choose custom margins to go to a dialog box where you can define each margin yourself.

29 Normal, Wide, and Narrow Margin Presets normal wide narrow

30 Displaying the formulas To turn it on: Ctrl ` To turn it off: Ctrl ` The ` accent key is just beneath the Esc key.

31 Displaying your Formulas Numbers not the result of formulas-merely typed in Formulas

32 Printing the Formulas First of all, make sure that the formulas are showing already Click the page layout tab, and click page setup dialog box launcher to get the dialog box If not already in landscape, select it. In the scaling area, click Fit to Print the worksheet; after printing, you may want to change back to normal scaling Click the page layout tab Click page setup dialog box launcher to get the dialog box In the scaling area, type 100 in the Adjust to box Click OK

33 Changing Sheet Names Default sheet names are sheet1, sheet2, and so on You can change them to more meaningful names Up to 31 characters including spaces Better to choose short, one-word names Tabs don t take up so much room that you can t see the ones to the right (even with the tab split moved to the right) Should use one-word names in case you have to reference the sheets in a formula from another sheet or workbook Steps for renaming sheets Double click the tab, and type the new name OR Right click the tab, and type the new name.

34 j:\academic\excel classes\2016\chapter 2 slides for excel 2016

35 Built-In Web Queries MSN MoneyCentral Investor Currency Rates Used to find currency rates Pesos to Dollars Dollars to Yen MSN MoneyCentral Investor Major Indices Used to find information in major indices, such as Deutsche Bank Energy Index S&P (Standard and Poors) 1000 Micro Index First Trust Health Care MSN MoneyCentral Investor Stock Quotes Look Up information on up to 20 stocks of your choice--you must know the symbols (alphabetic abbreviations for the stocks) j:\academic\excel classes\2016\chapter 2 slides for excel 2016

36 Web Query-Importing External Data Can import data from external sources in the Web Comes into Excel in the form of a worksheet Three Web queries are already set up for you inside Excel They are: MSN MoneyCentral Investor Currency Rates MSN MoneyCentral Investor Major Indices MSN MoneyCentral Investor Stock Quotes Start in cell A1 when importing because the information comes in to the right and down. j:\academic\excel classes\2016\chapter 2 slides for excel 2016

37 Web Query-Keeping your Data Current When you are defining your query by telling Excel which stocks to find, if you click Use this value/reference for future refreshes option, you can just click the refresh button later and Excel will import the information for the stocks you have designated. j:\academic\excel classes\2016\chapter 2 slides for excel 2016

38 Web Queries Once you get the data, you can click links to: View a line chart of the stock s price performance for the last year Look up news stories on that stock j:\academic\excel classes\2016\chapter 2 slides for excel 2016

39 ing from inside Excel This has not worked on most computers in our classrooms in the past. Only one or two of the computers had the right configurations to do it. However, it is very easy to save the workbook and make it an attachment to an . You will have to do this part, at the end of the chapter, on your own. j:\academic\excel classes\2016\chapter 2 slides for excel 2016

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