Introduction to the workbook environment

L E S S O N 7 Introduction to the workbook environment Lesson objectives Suggested teaching time To begin using the three-dimensional aspect of the Excel workbook, you will: 60-70 minutes a b c d Work with a multiple-sheet workbook by creating a formula that refers to multiple worksheets. Create a simple chart by using a function key. Outline a worksheet by using the outlining feature and its outlining symbols. Observe a complex workbook by opening one of Excel s Spreadsheet Solutions. 7-1

Excel 2000: Worksheets Ashbury Training a Using a multiple-sheet workbook what s new The following new software features are discussed in this topic: Short menus and expanded menus Enhanced Options dialog box Concepts > A default Excel workbook contains three worksheets, named Sheet1 through Sheet3. A sheet's name is displayed on the sheet tab. When a sheet is active, its name is displayed in boldface. To move from sheet to sheet, click on the corresponding sheet tab. To view more tabs, drag the Tab split box (which is located to the left of the horizontal scroll bar) to the right. Then use the tab scrolling buttons, located to the left of the sheet tabs, to view more sheet tabs. To rename a worksheet tab, double-click on the tab, type the new name, and press Enter. Tab names can contain up to 31 characters, including spaces. It is possible that the text size on the sheet tabs will vary from screen to screen. Some students may see more sheet tabs than others. In this task, students will learn how to view more sheet tabs, so regardless of the text size on the tabs, they will be able to complete this topic. Task A-1: Viewing sheet tabs in a workbook; renaming sheet tabs 1. Open B&B - Multi-sheet Workbook 2. Locate the tab scrolling buttons 3. Click on the Tab Scroll Right button several times This workbook file contains some office-expense information on different worksheets. Sheet1 contains the Australian Division data. These are located above the mode indicator in the status bar. To see that you have tabs for several worksheets. 4. Click on the Tab Scroll Last Right button To see the tab of Sheet16, which is the last worksheet in this workbook. 5. Click on the Tab Scroll Far Left button Students will complete the summary sheet in the next Practice Task. 6. Select the Sheet2 tab Sheet2 contains data for the European Division. 7. Select the Sheet3, Sheet4, and Sheet5 tabs 8. Double-click on the tab for Sheet1 To see the worksheets for the North American and South American Divisions, and a worksheet of summary information. The summary worksheet is not yet complete. You can rename sheet tabs. 7-2

Ashbury Training Lesson 7: Introduction to the workbook environment 9. Type Australian To rename Sheet1, Australian. Press R 10. Double-click on the tab for Sheet2 Type European To rename Sheet2. Press R Practice Task Rename the sheet tabs as follows: Sheet3 N. American Sheet4 S. American Sheet5 Summary Concepts > Three-dimensional references in formulas You can create formulas that contain references to cells or ranges that are on other sheets of the workbook. A three-dimensional (3-D) reference is a range that spans two or more sheets in a workbook. You can type references, or enter them by clicking on the sheet and cells to which you want to refer. Press Shift and click to select a range of sheets. When you use the Shift + click technique to enter a 3-D reference, Excel inserts the proper symbols into the formula for you. Just as the cell range defines the group of cells to be used, the worksheet range defines the group of worksheets to be used. For example, the formula below adds the contents of all cells A2 in Sheet2, Sheet3, Sheet4, and Sheet5: =SUM( Sheet2:Sheet5!A2) Inserting and deleting worksheets To insert a worksheet, display the sheet before which you want to insert the new one, and then choose Insert, Worksheet. To delete a worksheet, display the worksheet, and then choose Edit, Delete Sheet. When prompted to confirm your deletion, click on OK. 7-3

Excel 2000: Worksheets Ashbury Training Task A-2: Completing the summary worksheet; working with formulas containing 3-D references Before you begin: Complete the Practice Task at the end of Task A-1. 1. If necessary, select the Summary sheet tab You will complete this worksheet with formulas. 2. Select cell B4 You will create a formula that sums the QTR 1 Hardware data for all divisions. 3. Type =sum( To begin the sum function. 4. Select the Australian sheet tab (You will need to scroll to the left, using the tab scrolling buttons.) You will sum data beginning with the Australian sheet. 5. Select cell B4 By pressing Shift and then selecting the S. American sheet tab, students automatically select and add the corresponding cell reference to the formula that they are building. Observe the formula bar 6. While pressing S, select the S. American sheet tab Release S Observe the formula bar 7. Press R Observe the completed formula 8. Copy the formula from cell B4 to the range C4:E4 =sum(australian!b4 =sum( Australian:S. American!B4 To complete and enter the formula on the summary sheet; the formula for cell B4 reads: =SUM( Australian:S. American!B4) 9. Copy the formulas from the range B4:E4 to the range B5:E7 10. Save the file as My B&B - Multi-sheet workbook 7-4

Ashbury Training Lesson 7: Introduction to the workbook environment Task A-3: Examining recalculation In this task, students see that Excel calculates formulas across sheets just as it does within a single worksheet. 1. On the Summary sheet, select cell C5 Observe the formula The formula refers to other sheets in the workbook. 2. Observe the QTR 2 figures These figures are results of formulas that refer to other sheets in the workbook. 3. Write down the QTR 2 Software figure 1400. 4. Select the N. American sheet tab 5. In cell C5, enter 850 To change the QTR 2 Software figure from 200 to 850. 6. Select the Summary sheet tab 7. Write down the new QTR 2 Software figure The QTR 2 Software figure has updated automatically. 2050. Task A-4: Deleting a worksheet 1. Select the S. American sheet tab 2. Choose _Edit Delete_Sheet_ Open the Edit menu, and wait momentarily until all choices are displayed, or point to the downwardpointing arrow at the bottom of the menu. Then choose Delete Sheet. 3. Observe the dialog box The selected sheet will be permanently deleted. You cannot undo this operation. 4. Click on OK 5. If necessary, select the Summary sheet tab 6. Write down the new QTR 2 Software figure The QTR 2 Software figure has updated automatically. 1450. 7. Observe the formula bar The formula is updated to reflect the new range of worksheets. 7-5

Excel 2000: Worksheets Ashbury Training Concepts > Using the Tools, Options command The Options dialog box, accessed by using the Tools, Options command, can be a helpful tool in Excel. Choose Tools, Options to check or change a variety of Excel's default options, including the number of sheets in a workbook and the standard font. Warning: Changes made in the Options dialog box affect all workbooks created from then on, not just the current workbook. You might want to keep a list of changes that you make in Tools, Options, so that if you need to return to Excel's default settings, you will remember what you changed. Task A-5: Observing the Tools, Options command q Objective: To see where you can change Excel settings, including the number of sheets in a new workbook. 1. Choose _Tools Options..._ You can use the Tools, Options command to see and change program default settings. 2. If necessary, select the General tab Mention that students can use the Tools, Options command any time they want to see or change any default settings. 3. Observe the setting for Sheets In New Workbook 4. Change the number of sheets from 3 to 300 The default number of sheets in a new workbook is 3. (Double-click on the number 3 and type the number 300.) 5. Press R The maximum number of sheets you can have in a new workbook is 255. 6. Click on OK 7. Click on Cancel To close the Options dialog box without making any changes. Practice Task 1. Use the Tools, Options command to view other default settings. 2. Click on Cancel to close the Options dialog box without making any changes to Excel settings. 3. Save the file. 7-6

Ashbury Training Lesson 7: Introduction to the workbook environment Task A-6: Printing a 3-D range 1. Select the Australian tab To make the Australian Division sheet active. 2. Select the range A1:E9 3. While pressing S, select the Summary tab 4. Click on the Print Preview button Observe the status bar 5. Scroll through the pages, observing each division and the Summary sheet The status bar indicates that there are 4 pages. Each worksheet is printed as a separate page. (You might need to zoom out.) 6. Close Print Preview 7. Verify that the Australian tab is selected 8. While pressing S, select the Australian tab To select only that sheet. 7-7

Excel 2000: Worksheets Ashbury Training b Concepts > Creating a chart A chart is a graphical representation of worksheet data. Values from worksheet cells are displayed as pie slices, bars, or other shapes in a chart. In Excel, charts are either embedded in a worksheet or are located on a separate sheet of the workbook. Whether the chart is embedded in the same worksheet, or on a separate sheet of the workbook, the data is linked to the worksheet from which you create it. When data changes on the worksheet, the chart is updated automatically. To create a quick chart, select the data that you want to chart and press F11. By default, when you create a chart, the data is displayed in a column chart with a legend. To change the chart type, you can click on the Chart toolbar s Chart Type button and choose a different type of chart from the list. For additional information on creating charts, please refer to Excel s online Help system. Use this task to briefly orient students to the charting feature, pointing out how quickly they can create a picture of their data on a separate sheet. Task B-1: Creating a chart and changing the chart type 1. Select the Summary sheet tab 2. Select the range A3:E7 You will create a chart for the summary data. 3. Press! To create a chart. 4. Observe the sheet tab A new sheet, Chart1, was created for displaying this chart. 5. In the Chart toolbar, click on the Chart Type button drop-down arrow 6. Select a horizontal bar chart You can choose from a variety of chart types. The chart is updated immediately. 7. Observe the bottom bar The size of this bar will change later in this task. 8. Position the mouse pointer over the bottom bar (The group of bars for QTR 1.) After a moment, a tip is displayed indicating the data that the bar represents. The data represents QTR 1 hardware sales. 9. Switch to the N. American sheet 7-8

Ashbury Training Lesson 7: Introduction to the workbook environment 10. Change the value of cell B4 to 900 11. Switch to the Chart1 sheet Observe the bottom bar The chart has updated to reflect the new data. 12. Save and close the file 7-9

Excel 2000: Worksheets Ashbury Training c Concepts > Outlining You can create an outline structure for your worksheets that has up to eight levels of information. Outlining makes it easy to move through many rows or columns, rearrange parts of a worksheet, create summary reports, and create charts from similar levels of data located in different places in a worksheet. Creating an outline For Excel to be able to create an outline for your data, your formulas must consistently "point" in the same direction. If you have a formula below the cells that it operates on, then all of your formulas should be below the cells they work on. Similarly, if you have a formula to the right of the cells that it operates on, then all of your formulas should be to the right of the cells they work on. For example, if a formula in cell B10 sums the range B5:B9, then the formulas in the other columns, in row 10, should also sum rows 5 through 9. Likewise, if a formula in cell E15 sums the range B15:D15, the formulas in the other rows of column E should also sum columns B through D. To automatically create an outline structure for your worksheet data: 1. Select the range for which you want to create an outline. (To create an outline for the entire worksheet, you can select a single cell.) 2. Choose Data, Group And Outline, Auto Outline. The outline symbols Showing or hiding detail does not change the data or its structure in the outline. You can control the display of data in an outline by using the following outline symbols: Row- or column-level symbols: These symbols display numbers and are located above and to the left of the Select All box. You can display specific levels of outline information by clicking on these symbols. For example, clicking on the row-level 2 symbol displays information for levels 1 and 2 of the outline. Row- or column-level bars: These bars are located above the column headings and to the left of the row headings. They span the ranges referred to in formulas (one endpoint is over the formula itself; the other is over the last cell referred to in the formula). Hide detail symbols: These symbols appear as minus (-) signs and are used to hide rows or columns of information indicated by the row- and columnlevel bars. Show detail symbols: These symbols appear as plus (+) signs and are used to display hidden rows or columns of information. There are also options that you can use to show or hide detail in your outline. They are available by using the Data, Group And Outline command. 7-10

Ashbury Training Lesson 7: Introduction to the workbook environment To hide the display of outlining symbols If you do not want outlining symbols to be displayed in your outline: 1. Choose Tools, Options. 2. Select the View tab. 3. Under Window Options, uncheck Outline Symbols. 4. Click on OK. This setting is saved with the workbook file. Changing the organization of an outline To change the structure of an outline, you can group or ungroup rows or columns of data. These options are made available by using the Data, Group And Outline command. They are also available on the Pivot Table toolbar. Removing an outline To remove an entire outline or a portion of an outline: 1. Select the rows and columns for which you want the outline removed. 2. Choose Data, Group And Outline. 3. Choose Clear Outline. Figure 7-1: The file Product Sales in outline form. 7-11

Excel 2000: Worksheets Ashbury Training Task C-1: Creating an outlined worksheet & Ask students if they can think of different ways that they might want to view this information. Perhaps they would like to see the quarterly sales numbers for a specific product group. (You may want to write students ideas on the board.) To create an outline of a worksheet, the design of the worksheet must lend itself to an outline. 1. Open the file Product Sales This worksheet shows one year of sales. 2. Scroll the worksheet horizontally to view column R 3. Press C + h To select cell A1. 4. Choose _Data Group_And_Outline Auto_Outline_ 5. Look at Figure 7-1 and observe the hide detail and show detail symbols There are quarterly summaries after every three months and an annual summary at the end. Open the Data menu, and wait momentarily until all choices are displayed, or point to the downwardpointing arrow at the bottom of the menu. Then choose Group And Outline, Auto Outline. Automatic outlining is activated. The hide detail symbol is a minus sign above the columns and to the left of the rows. The show detail symbol is a plus sign. These symbols enable you to expand and collapse the outline, respectively. 6. Observe the row-level and column-level symbols 7. Observe the row-level and column-level bars The buttons displayed as numbers to the left of and above the Select All button. These bars span the ranges referred to by the formulas on the worksheet. The endpoint containing the hide detail symbol is next to the formula. The other endpoint is over the first cell referred to by the formula. Task C-2: Collapsing and expanding an outline Experimenting with the outline symbols is the easiest way to understand them. (Let students work through this task on their own. Be sure to provide enough time for experimenting.) 1. Click on the column-level symbol 2 2. Click on the column-level symbol 1 3. Click on the column-level symbol 2 4. Click on the show detail symbol above column M (The column-level buttons are displayed vertically above the Select All button.) To view only quarterly and annual sales data. To view only annual sales data. To return to quarterly and annual sales data. To view monthly data for only the third quarter. 7-12

Ashbury Training Lesson 7: Introduction to the workbook environment 5. Click on the hide detail symbol above column M To collapse the third quarter data. 6. Click on the row-level symbol 2 To view only summary data. 7. Click on the row-level symbol 1 8. Click on the row-level symbol 3 To view only total sales data. To view quarterly information for all the products. 9. Save the file as My Product Sales Practice Task 1. Practice using the outlining symbols. 2. Close the file without saving changes. 7-13

Excel 2000: Worksheets Ashbury Training d Concepts > Spreadsheet Solutions Spreadsheet Solutions are templates that come with Excel. A template is a special workbook file that you can use as a master for creating other workbooks. There are a variety of Spreadsheet Solutions, including ones for invoices, timecards, and personal budgets. Only a few templates are installed with a typical installation of Excel. Additional templates are available on the Office 2000 installation disk or from Microsoft s World Wide Web site at www.microsoft.com. To open a Spreadsheet Solution: 1. Choose File, New. 2. Select the Spreadsheet Solutions tab. 3. Select the file (template) of your choice. 4. Click on OK. 7-14

Ashbury Training Lesson 7: Introduction to the workbook environment ( Practice Unit for Lesson 7 In this activity, you will complete a summary worksheet. To check your work, you can refer to Figure 7-2. 1. Open Practice - Travel Report. 2. Observe the sheets named April, May, and Sheet3. 3. Rename Sheet3 All Expenses 4. In cell B5 of the All Expenses sheet, enter a formula that sums the Auto Rental figures for Jackson during April and May. 5. Copy the formula in cell B5 to the range C5:D5. 6. Copy the formulas in the range B5:D5 to the range B6:D14. 7. Save the file as My Practice - Travel Report 8. Close the file. Figure 7-2: The completed All Expenses sheet in the file My Practice - Travel Report. 7-15

Excel 2000: Worksheets ) Wrap-up for Lesson 7 a Why would you use a 3-D reference? To refer to cells on other sheets in the workbook in a formula. b Why might you want to create a chart? Data displayed graphically can be more meaningful than when it is simply displayed in columns and rows of a worksheet. c For each of the outlining symbols on the left, write the appropriate letter next to the icons on the right. a. hide detail symbol _b _ b. column-level symbol _c _ c. row-level symbol _d _ d. show detail symbol _a _ d What is a Spreadsheet Solution? A Spreadsheet Solution is a workbook template that comes with Excel. By using a Spreadsheet Solution template, you can create workbooks for invoices, timecards, budgets, and so on. 7-16