L E S S O N 3 Modifying a workbook Suggested teaching time 60-70 minutes Lesson objectives To be able to modify a worksheet and use functions, you will: a b c Select ranges of cells on a worksheet by using the mouse. Create formulas by using Excel s built-in functions. Edit cells by using the keyboard and the mouse. 3-1
Excel 2000: Worksheets a Working with ranges A range is a group of cells that forms a rectangular group of adjacent cells in a worksheet. To select a range of cells, you can use any of the following methods: With the mouse pointer, point to the center of the cell in one corner of the range; press and hold the mouse button while dragging to the opposite corner of the range; and release the mouse button. Select one corner of the range; press and hold the Shift key; and click on the opposite corner of the range to select all cells in between. Using only the keyboard, select one corner of the range; press and hold the Shift key, and press the arrow keys to highlight the range. To select a group of separate (nonadjacent) ranges that you want to affect at the same time, select the first range, press and hold the Ctrl key, and select the next range. Task A-1: Selecting ranges Before you begin: There are no files open. 1. Open Third Quarter Report (Use the Open button.) 2. Place the mouse pointer in the center of cell B2 The mouse pointer should be a cross. 3. Press and hold the mouse button Drag down until cell B3 is highlighted Release the mouse button 4. Click away from the selected range Both cells B2 and B3 are selected. This is called a cell range. The active cell is white; anything typed would appear in the active cell. To deselect the range. 5. Select the range B4:F5 6. Deselect the range (Click away from the selected cells.) 3-2
Lesson 3: Modifying a workbook Working with a selected range You can select a range before you type data. The active cell is limited to the boundaries of the selected range. This technique can be helpful when you need to enter data into a specific range; you can move around within the range as you enter data. To change the position of the cell pointer within a selected range: After typing an entry, press Enter, or click on the Enter button, to move the active cell down the columns in the selected range, starting with the current column and moving to the right. Press Tab to move the active cell across the rows in the selected range, starting with the current row and moving down. Press Shift + Enter to move the active cell up the columns in the selected range; press Shift + Tab to move the active cell from right to left across the rows in the selected range. When the cell pointer reaches the lower-right corner of the range, you can move the active cell back to the upper-left corner of the range by pressing Enter. Note: By pressing the arrow keys on the keyboard or by clicking the mouse button, you deselect the range. Task A-2: Entering numbers in a selected range 1. Select the range C10:E11 2. Press R twice The active cell moves within the selected range to cell D10. 3. Press R four times To cycle through the selected range and return to cell C10. 4. Verify that cell C10 is selected Type 120 M Explain that students should not use any arrow movement keys to move the cell pointer in the selected range. Press R 5. Type 213 Press R Practice Task Enter the following numbers in the remainder of the selected range: In cell D10, enter 134 In cell D11, enter 98 In cell E10, enter 201 In cell E11, enter 117 To enter the number 120 into cell C10 and move to the next cell in the selection, cell C11. To enter the number 213 into cell C11 and move to cell D10. 3-3
Excel 2000: Worksheets b Working with functions The AutoCalculate feature The status bar provides constant feedback on what is going on in any open workbook currently displayed. One portion of the status bar, which may display Sum=0, reveals the findings of Excel s AutoCalculate feature. This feature is always operating in the background, working in conjunction with the selected range. By default, AutoCalculate displays the sum of the values in the selected range. You can use AutoCalculate to do other things such as calculate the average of a group of values, or count the number of entries in a selected range. To change the calculation done by AutoCalculate, right-click on the status bar to access a pop-up menu containing the entries Average, Count, Count Nums, Max, Min, and Sum; select the function you would like to use. Then, select a range of cells, and observe the status bar. The function you chose is performed on the selected range. Task B-1: Experimenting with the AutoCalculate feature 1. If necessary, select the range C10:E11 2. In the status bar, observe Sum= 883 If you have selected a range of cells containing numeric data, then you will see Sum= the total of the numbers you have selected. 3. Right-click anywhere on the status bar To display the AutoCalculate pop-up menu. The AutoCalculate feature enables you calculate an average, count the number of items in a range, count the number of numeric items in a range, find the minimum or maximum values in a range, or add a group of numbers by selecting a range of cells in the worksheet. 4. Choose _Sum_ To maintain that selection. Explain that in the next task, students will see how to enter a sum into a cell in the worksheet. 5. Select the range C7:C11 Observe the AutoCalculate area in the status bar 3-4
Lesson 3: Modifying a workbook Practice Task Experiment with the AutoCalculate feature by using the November and December data. Using functions Excel provides over 200 built-in formulas called functions. Excel s functions are divided into groups, including Most Recently Used, Financial, Date & Time, Math & Trig, Statistical, Lookup & Reference, Database, Text, Logical, and Information. A function can be used by itself or in conjunction with other formulas or functions. The structure of functions Functions start with the equal sign (=) and generally have two components: the function name or an abbreviation of that name; and the arguments, which are required data enclosed in parentheses. For example: =SUM(A4:A10) =AVERAGE(A4:A10) =MIN(A4:A10) This function instructs Excel to add all values in cells A4 through A10. This function instructs Excel to calculate the mean average of the values in cells A4 through A10. This function instructs Excel to find the minimum value of the values in cells A4 through A10. Entering functions Functions can be entered in several ways: Type the entire function directly into the cell. Type the function name and the left parenthesis; use the mouse to select the range(s) as the argument(s), separating multiple arguments with commas; and type the right parenthesis. Note: If you omit the closing parenthesis when you enter a function needing only one pair of parentheses, Excel will automatically enter the closing parenthesis for you. Use the Paste Function button located on the Standard toolbar. 3-5
Excel 2000: Worksheets Task B-2: Entering the SUM function; using the mouse to specify a range 1. Select cell C13 2. Type =sum( To begin entering the Sum function, which you will use to place totals in the worksheet. As you type it, the formula is displayed in the cell and in the formula bar. 3. Using the mouse, select the range C7:C11 The range you selected appears to have a flashing marquee around it. As you select the range, Excel indicates how many rows and columns you have selected. 4. Type ) 5. Press R To complete the function. 6. Select cell C15 Type =average( Mention that you can type cell references when using functions, too, but selecting cells with the mouse typically creates more accurate formulas. Students may notice that the formula bar displays a function name (such as AVERAGE). Let them know that they will use this later. Tell students to use the File, Save As command (not the Save button) so that they can assign a new name to the file. 7. Using the mouse, select the range C7:C11 Do not type ) 8. In the formula bar, click on the Enter button 9. Observe the formula bar 10. Save the file as My Third Quarter Report Practice Task 1. In cell C17, enter the Max function to find the highest number within the range C7:C11. To enter the formula into the cell. You can use the Enter button any time instead of the Enter key; it is especially convenient when you are using the mouse to specify formula components. Excel added the closing parenthesis for you. (Choose File, Save As.) The result is 300. 3-6
Lesson 3: Modifying a workbook 2. Enter formulas for Total, Average, and High for November and December. The AutoSum button One of the most commonly used functions is the Sum function. When you use the AutoSum button on the Standard toolbar, the Sum function and a suggested range to be added are displayed and highlighted in the formula bar. If the selected range is not correct, you can select the correct range before you enter the function. To assure that the correct range is selected, an alternate method for using the AutoSum button is to select a range that includes the cells that need to be added and a destination cell for the result, and then click on the AutoSum button. This creates and enters the correct Sum function. Task B-3: Using the AutoSum button 1. Select cell F7 You will enter a formula calculating Long s total sales in this cell. When students use the AutoSum button, they should always check the resulting formula. Sometimes the cell references entered into the formula might not be those that are expected. 2. Click on the AutoSum button 3. Observe the formula Enter the formula 4. Select the range C8:F11 Excel correctly assumes that you want to add cells C7:E7. You can either click on the Enter button or press the Enter key. 3-7
Excel 2000: Worksheets 5. Click on the AutoSum button To sum the selected rows of data in column F. 6. Update the file (Click on the Save button.) The Edit Formula button The Edit Formula button enables you to select a function from a list of functions. When you select a function from the list, Excel suggests a range and provides additional information about what the function does and the arguments it requires. Task B-4: Using the Edit Formula button 1. Select cell F13 You will enter a formula calculating total sales in this cell. 2. Click on the Edit Formula button 3. If necessary, close the Office Assistant 4. Display the formula list (On the left of the formula bar.) Select Sum Excel displays the formula box, and correctly assumes that you want to add cells C13:E13. 5. Click on OK The formula is entered into cell F13. 3-8
Lesson 3: Modifying a workbook The Paste Function button The Paste Function button enables you to select a function from the Paste Function dialog box. The Paste Function dialog box lists each function by category. When you select a category and function from the list and click on OK, Excel suggests a range, and provides additional information about what the function does and the arguments it requires. Task B-5: Using the Paste Function button 1. Select cell F15 2. On the Standard toolbar, click on the Paste Function button The Paste Function dialog box is displayed. 3. From the Function Category list box, select All 4. From the Function Name list box, select Average You may have to scroll to see it. Click on OK 5. Click on the Collapse button next to the Number1 text box To collapse the Paste Function dialog box. 6. Select the range F7:F11 7. Click on the Expand button To display the Paste Function dialog box. 8. Observe the Paste Function dialog box The range you selected is displayed in the Number 1 box. Click on OK Practice Task 1. Using the method of your choice, enter the Max function to find the highest number within the range F7:F11. 2. Save the file. The result is 775. 3-9
Excel 2000: Worksheets c Editing cell contents You can enter text that is longer than the width of a cell. If text is longer than the width of the cell in which it is stored, then the additional text is displayed in the cell(s) immediately to the right, provided that the adjacent cell or cells are empty. If the adjacent cell contains any data (even a space), then the text display will be truncated. Each cell can contain up to 32,000 characters. Task C-1: Entering text longer than the standard cell 1. Select cell B2 Point out the word America, which students will edit in the next task. Point out that Excel allows only text, not numbers, to spill over the cell boundaries. 2. Type North America Division The text is longer than the cell. 3. Enter the text To place the text in cell B2. It looks like some of the text has spilled into cell C2. 4. Select cell C2 The entry area of the formula bar is empty. 5. Enter 5 The display of text in cell B2 is truncated in the worksheet. Cell C2 now contains the number 5. For long text to be displayed in an adjacent cell, the adjacent cell must be empty. 6. Select cell B2 Observe the formula bar The formula bar displays the text North America Division. The text was not deleted. 7. Select cell C2 Press D To clear the number from cell C2. All the text from cell B2 is now displayed. Editing cell contents You can edit the contents of a cell by double-clicking on it, and then using the keyboard or mouse. Place the insertion point where you want to insert or delete information. You can also overwrite information by selecting the entry to be replaced, and typing the new information. 3-10
Lesson 3: Modifying a workbook Task C-2: Editing text Explain that the editing techniques demonstrated in this task are most useful for long text entries and formulas. In many other cases, it is easier to retype the cell entry. 1. Double-click on cell B2 The mode indicator displays Edit ; the formula bar contains the Cancel, Enter, and Edit Formula buttons; and the insertion point is flashing within the active cell on the worksheet. 2. Within cell B2, place the I-beam after the last a in America Click the mouse button To move the insertion point to the desired location. 3. Type n The text America is changed to American. 4. In cell B2, double-click on Division To select the entire word. 5. Type Region To replace the selected text. 6. Press R Working with circular references A circular reference occurs when a formula refers to the cell containing the formula. It is possible to use circular references to solve certain problems, but often they occur as errors. When there is a circular reference in a worksheet, an error message box is displayed when that worksheet is opened. In addition, a message in the status bar indicates which cell contains the circular reference. If there is more than one circular reference, they will be displayed one at a time as others are corrected. Note: If you must have a circular reference, you can use the Calculation tab from the Options dialog box to specify a set number of iterations. Task C-3: Creating and correcting a formula containing a circular reference 1. Double-click on cell C13 2. Edit the formula to read =SUM(C7:C13) Enter the formula 3-11
Excel 2000: Worksheets Remind students to close any Help windows that are displayed. 3. Observe the message box Click on OK If necessary, close the Help window 4. If necessary, choose _View Toolbars Circular_Reference_ 5. Observe the Circular Reference toolbar Observe the status bar Excel automatically displays a message box when you create a formula that contains a circular reference. (Excel might also display a Help window containing suggestions on what to do with a circular reference.) To display the Circular Reference toolbar. The Circular Reference toolbar contains tools to find and correct a circular reference. Message: Circular: C13 6. Observe cell C13 The cell displays a blue dot. 7. In the Circular Reference toolbar, display the Navigate Circular Reference list This list displays the cells that contain circular references. Select $C$13 8. In the Circular Reference toolbar, click on the Trace Precedents button 9. Double-click on cell C13 This formula is incorrect; it reads: =SUM(C7:C13). It should read =SUM(C7:C11). 10. Edit the formula to read =SUM(C7:C11) Enter the formula 11. Observe the worksheet The Circular Reference toolbar and status bar indicator are no longer displayed. 12. Save and close the file 3-12
Lesson 3: Modifying a workbook ( Practice Unit for Lesson 3 In this activity, you will edit the file Practice - Regional Data. To check your work, you can refer to Figure 3-1. 1. Open Practice - Regional Data. 2. In cell F6, enter a formula containing a function to sum the Rochester data. Create similar formulas in cells F7, F8, and F9 for the data from each of the remaining locations. 3. In cell B11, use a function to average the QTR1 data. Create similar formulas in cells C11, D11, and E11 for each of the remaining quarters. 4. Edit the heading BNL Corporation to read BNL Corporation, Inc. 5. Save the file as My Practice - Regional Data 6. Close the file. Figure 3-1: The completed file My Practice - Regional Data. 3-13
Excel 2000: Worksheets ) Wrap-up for Lesson 3 a Describe a method for selecting a group of adjacent cells. Answers might include: position the mouse pointer on the upper-left corner of the range you would like to select; press and hold the mouse button and drag to select the range; release the mouse button. b Describe an advantage of using Excel s built-in functions. Answers might include: by using functions, you do not have to know a lot of details to build a formula; there is detailed Help information available on all functions. c Describe how to edit the contents of a cell. Double-click on the cell you would like to edit, use the mouse pointer to select what you would like to change, and then type your new entry. 3-14