Software Publications Pty Ltd

Transcription

1 ISBN X CREATE AND USE SPREADSHEETS (Excel 2007) BSBITU202A Software Publications Pty Ltd

2 Create and Use Spreadsheets BSBITU202A This book supports BSBITU202A, Create and Use Spreadsheets in the Business Services Training Package. Copyright Software Publications Pty Ltd, September nd Edition. Author: Software Publications Writing Team ISBN X Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from the publisher, Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. These learning materials have been prepared for use as part of a structured vocational education and training course and should only be used within that context. The information contained herein was correct at the time of preparation. Legislation and case law is subject to change and readers need to inform themselves of the current law at the time of reading. Trademark Notices and Copyright Attribution Microsoft, Windows, Windows XP, Windows Vista, Word, Excel, PowerPoint, Outlook, Calibri, Candara, Cambria TM, Constantia, Corbel TM, Office Logo, Windows Logo, Windows Vista Start Button are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Microsoft products screen shots reprinted with permission from Microsoft Corporation. Publishers Software Publications Pty Ltd (ABN ) Head office Sydney Unit 10, 171 Gibbes Street Chatswood NSW 2067 Phone: (02) Fax (02) ii Australia Toll Free Numbers Phone: Fax: Web address Published and printed in Australia

3 The Formulas Ribbon The Formulas Ribbon consists of Groups for inserting and auditing formulae in a spreadsheet. Function Library Defined Names Formula Auditing Calculation In Section One, you learnt that formulae are the mathematical functions used to perform calculations in a spreadsheet. At the beginning of this section when you selected the AutoSum Button to add up the total of a Column or Row, MS Excel placed the formula =Sum(cell range) in the cell that displayed the result/answer. Formulae are split into sections and the following definitions and explanations will help you to better understand how to insert and create formulae in a spreadsheet: a formula always starts with an = (equals sign) reference is the name of the cell, for example B7 a range is a group or block of cells, shown with a colon in-between (A3:B5 is the range of all cells between cell A3 and B5) (range) the selected values in the range are shown in parenthesis (brackets) an argument is the values in the range a constant is the value entered in the formula, for example =B5 + 10, the number 10 does not change if you copy or move the formula it remains constant an operator helps to perform the calculation (+ add, - subtract, * multiply, / divide, > greater than, < less than) a function is a predefined formula, for example, =SUM adds selected values together the formula is always calculated from left to right =Average(A3:A6) =function(range) =B3-B4 =reference operator reference Range A1:B3 Software Publications Pty Limited SECTION 2 105

4 Exercise 61 In the exercise that follows you will use the SUM formula to add a range of values together. While this is the same as clicking on the AutoSum Button, it is valuable to learn how to enter basic formulae to a worksheet. Formula: =SUM(range) 1 Open the file Average hours and wages. 2 Save the file as Dobbs staff hours. To calculate Total Hours: 3 Click in cell C11 and type the following: =SUM(C5:C10) 4 Press Enter. 5 Repeat the formula in cell D11, but this time use the Mouse to enter the range of cells by dragging the Mouse across the range: Type: = SUM( Click in cell D5 and drag the Mouse down to cell D10. (See note below) Type: ) to close the bracket. 6 Press Enter to complete the formula. 7 Calculate the Total Hours for Weeks 3 and 4 in cells E11 and F11. 8 Save the file. Note: As mentioned previously, when creating a formula, it is better to use the Mouse to enter a cell reference rather than using the Keyboard to do so. Clicking on the cell automatically enters the cell name into the formula and helps to cut down on typing or visual errors. Keyboard Shortcut for =SUM() is ALT + = 106 SECTION 2 Software Publications Pty Limited

5 In the exercises that follow, the range of cells to be selected/entered into a formula will be shown as follows: B6:C12 (cell name:cell name). This means that you need to select cells B6 through to C12. Exercise 62 Formula: =AVERAGE(range) determines the average of the amounts in the range. 1 Ensure that the file Dobbs staff hours is still open. To calculate Average Hours worked: 2 Click in cell C13 and type the following formula: =AVERAGE(C5:C10) remember to drag the Mouse across the range and close the bracket. 3 Press Enter to complete the formula. 4 Calculate the average hours worked in D13:F13. Drag the mouse over the range to be appear around the selection. 5 Select cells C13:F13 and format the cells to two decimal places as follows: 6 If the Home Ribbon is not active, click on the Home Tab. A tooltip shows the number of rows (R) and columns (C) being selected The Formula is entered into the cell where the result will display. Type a close bracket ) at the end of the formula and press Enter to complete 7 Click on Decrease Decimal in the Number Group. This will decrease the number to no decimal places. 8 Click on the Increase Decimal to show the number to one decimal place. entered, dotted lines will 9 Calculate the Average Rate being paid in cell B14 as follows (you need to select the range G5:G10). 10 Check your answer below. 11 Save and close the file. Software Publications Pty Limited SECTION 2 107

6 Exercise 63 1 Open the file Dobbs Marine Job Sheet. 2 Save the file as Dobbs Job Sheet May. 3 Use the SUM function to calculate totals of Column C and F. 4 If required, format Column D and E to currency. 5 Calculate the Average Hours, Rate, Parts and Discount in the appropriate cells in Column B. 6 Save the file. Exercise 64 Formula: =MIN(range) Minimum: determines the smallest amount in the range. Formula: =MAX(range) Maximum: determines the largest amount in the range. 1 Ensure that the file Dobbs Job Sheet May is open. 2 Click in cell A17 and type: Minimum Hours. 3 Click in cell A18 and type: Maximum Hours. 4 Enter the following formula in cell B17: 5 =MIN(C5:C10) and press Enter. 6 Enter the formula for Maximumm in cell B18. 7 Save the file. 8 Set the page so that Gridlines and Column and Row Headings will print. (Hint: Page Layout.) 9 Print Preview the file. 10 Add your name to the Footer. 11 Display the formulae and check to make sure all formulae are correct. 12 Switch display formulae off. 13 Print the file. Activity 1 Write down the formulae for the following: Add a column/row of values... Average a column/row of values... Maximum amount in a column/row of values... Minimum amount in a column/row of values SECTION 2 Software Publications Pty Limited

7 2 Identify the following formula parts by circling the correct answer. + - * / B7 constant function operator argument range cell reference value range range of cells value entered into a formula that does not change performs a calculation 3 Write down the Keyboard shortcut to display formulae in a spreadsheet. 4 Why do spreadsheet experts recommend using the Mouse to enter cell references rather than typing them into a formula? Notes:... Software Publications Pty Limited SECTION 2 109