COUNTA - The COUNTA function will examine a set of cells and tell you how many cells are not empty. In this example, Excel analyzed 19 cells and found that only 18 were not empty. COUNTBLANK - The COUNTBLANK function will examine a set of cells and tell you how many cells are empty. In this example, Excel analyzed 19 cells and found that 2 were empty. COUNTIF - The COUNTIF function will examine a set of cells and tell you how many cells fit the criteria you specify. In this example, Excel analyzed 19 cells looking for the entry of C and found it 10 times. IF The IF function will do a comparison and give you a result. In this example, the IF function looks at cell H5 to determine if it is less than 150,000. It will write the word Less if H5 is indeed less than 150,000 (True). It will write the word More is H5 is more than 150,000 (False). Here it says Less. CONCATENATE The Concatenate function joins text together from different cells. In this example, it joins several text strings to form the account number 100-04-1000-730.00-1081-07. RIGHT The Right function will look at the rightmost character or characters in a text string and extract those. In this example, the text string is always cell B4. The number of characters to extract from the school year 2003-04 is the last 2 characters. The result is 04. 17
Some commonly used functions shown below are described using their formula palette. Remember that you get the formula palette by clicking on the Function Wizard. SUM - This says to add together cells F28 through F35. Notice that it will show your result is 40000. SUMIF - Use the SUMIF when you want to place restrictions on numbers you add in a column or row. In this example, you want to add the numbers from cells H28 through H32 IF they are greater than 7000. Notice that it will show your result is 35000. AVERAGE The AVERAGE function in this example will add together cells F28 through F35 and divide by 8 because there are 8 numbers. Notice that it will show your result is $8,000.00. MAX The MAX function looks at sets of values and finds the largest value. In this example, it examines cells F28 through F35 and cells H28 through H32 and cells H20 through H25. Out of all these cells, it has found that $15,000.00 is the largest value. MIN - The MIN function looks at sets of values and finds the smallest value. In this example, it examines cells F28 through F35 and cells H28 through H32. Out of all these cells, it has found that 5,000 is the smallest value. TODAY This gives you today s date IF the cell is formatted as a date. COUNT The COUNT function will examine a set of cells and tell you how many cells contain numbers. In this example, Excel analyzed 19 cells and found that only 3 had number values. 16
Function Example Description SUM =SUM(A1:100) finds the sum of cells A1 through A100 AVERAGE =AVERAGE(B1:B10) finds the average of cells B1 through B10 MAX =MAX(C1:C100) returns the highest number from cells C1 through C100 MIN =MIN(D1:D100) returns the lowest number from cells D1 through D100 SQRT =SQRT(D10) finds the square root of the value in cell D10 TODAY =TODAY() returns the current date (leave the parentheses empty) Function Wizard All functions built into Excel can be viewed by using the Function Wizard. To use the Function Wizard click on the cell where the function will be placed and click the Function Wizard button on the standard toolbar. From the Paste Function dialog box, browse through the functions by clicking in the Function category menu on the left and select the function from the Function name choices on the right. As each function name is highlighted a description and example of use is provided below the two boxes. Click OK to select a function. The formula palette will sometimes open if cells need to be selected or criteria need to be stipulated. This window allows you to choose the cells that will be included in the function. In the example below, cells B4 and C4 were automatically selected for the sum function by Excel. The cell values {2, 3} are located to the right of the Number 1 field where the cell addresses are listed. If another set of cells, such as B5 and C5, needed to be added to the function, those cells would be added in the format "B5:C5" to the Number 2 field. Click OK when all the cells for the function have been selected. 15
absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed. Basic Functions Functions can be a more efficient way of performing mathematical operations than formulas. For example, if you wanted to add the values of cells D1 through D10, you would type the formula "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would be to use the SUM function and simply type "=SUM(D1:D10)". The colon shows that you have chosen a range of cells from cell D1 to cell D10. Another way to list cells in a formula or function is to use a comma. =SUM(B2:B5,B7, B10:B13) says to add cells B2, B3, B4, B5, B7, B10, B11, B12, and B13. Autosum - Use the Autosum function to add the contents of a cluster of adjacent cells. Select the cell that the sum will appear in that is outside the cluster of cells whose values will be added. Cell C2 was used in this example. Click the Autosum button (Greek letter sigma) on the standard toolbar. Highlight the group of cells that will be summed (cells A2 through B2 in this example). You can hold the CONTROL if the cells you wish to sum are not adjacent to one another. Press the ENTER key on the keyboard or click the green check mark button on the formula bar. Several other functions and examples are given in the table below: 14
Formulas are entered in the worksheet cell and must begin with an equal sign "=". The formula then includes the addresses of the cells whose values will be manipulated with appropriate operands placed in between. After the formula is typed into the cell, the calculation executes immediately and the formula itself is visible in the formula bar. See the example below to view the formula for calculating the sub total for a number of textbooks. The formula multiplies the quantity and price of each textbook and adds the subtotal for each book. To type a formula, click in the cell where you want the results of the formula. Type = first. You can type the address of a cell, like B5, or you can click in cell B5 and Excel will type the address for you in the formula. Use the operands to create a mathematical formula. Another way to get the Subtotal in cell C7 in the table is to type =C2+C3+C4+C5 and hit ENTER on the keyboard. The result of the addition formula will show up in the cell and the formula will show the formula. Spaces are not needed in a formula. Autofill allows you to drag the fill handle of a cell to copy the formula from that cell to other cells in the same row or column. The fill handle of a cell is the small black square at the bottom right corner of a cell. To fill a row or a column, click on a cell or a block of cells when your pointer looks like a large plus sign. Then move your pointer to the fill handle, click and hold on the mouse, drag to the cells to fill in the formula and formatting. Relative, Absolute, and Mixed Referencing Relative Reference - Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 that says "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. Absolute Reference If you wish to autofill a formula, but you do not want a cell address to change in the formula, you must modify the formula slightly. To prevent this change, cells must be called by 13
Otherwise, it is not much more than a large table for displaying text. These pages will show you how to create these calculations. Order of operations in Excel 2000 There are many formulas that help you calculate or analyze everything from finances to statistical sampling plans. When you combine several mathematical steps in a formula, they are performed in a specific order. Excel 2000 starts calculating from the left to the right according to the following order of operations: Order Symbol Description 1 () Parentheses 2 - Negative number if used with one operand 3 % Percentage 4 ^ Exponentiation 5 * and / Multiplication and division 6 + and - Addition and subtraction 7 & Connects two text values to produce one 8 Continuous text value 9 Comparison Operators or Operands = Equal to < Less than <= Less than or equal to > Greater than >= Greater than or equal to <> Not equal to Formulas 12
Chart Formatting Toolbar (Another way to modify the chart) If you click on the chart, you should be able to view the chart formatting toolbar. If you cannot see it on your screen, go to View, Toolbars, and click on Chart. The chart toolbar will give you the same information as right clicking on an area of the chart. Chart Objects List - To select an object on the chart to format, click the object on the chart or select the object from the Chart Objects List and click the Format button. A window containing the properties of that object will then appear to make formatting changes. Chart Type - Click the arrowhead on the chart type button to select a different type of chart. Legend Toggle - Show or hide the chart legend by clicking this toggle button. Data Table view - Display the data table instead of the chart by clicking the Data Table toggle button. Display Data by Column or Row - Charts the data by columns or rows according to the data sheet. Angle Text - Select the category or value axis and click the Angle Downward or Angle Upward button to angle the the selected by +/- 45 degrees. Copying the Chart to Microsoft Word A finished chart can be copied into a Microsoft Word document. Select the chart and click Copy. Open the destination document in Word and click Paste. VI. Formulas and Functions The distinguishing feature of a spreadsheet program such as Excel is that it allows you to create mathematical formulas and execute functions. 11
you select As object in, you can select the worksheet from the drop-down menu. 3. Click Finish to create the chart. Modifying Charts Once a chart is created, it can be modified. Often the chart is not an appropriate size, needs recoloring, and text needs formatting. When you place your pointer on different areas of the graph, you will notice that the graph is composed of named areas as seen in the diagram above. To change an area of the graph, point to that area, RIGHT CLICK on the mouse, and click on Format. For example if you right click on the plot area, Format Plot Area is a choice. This will allow you to change the color of the plot area. You will also see options like Chart Type, Source Data, Chart Options, Location, 3-D View, Chart Window, Clear. Choosing any of these will return you to a certain step in the chart wizard to change your previous choices. Resizing the Chart To resize the chart, click on its border and drag any of the nine black handles to change the size. Handles on the corners will resize the chart proportionally while handles along the lines will stretch the chart. Moving the Chart Select the border of the chart, hold down the left mouse button, and drag the chart to a new location. Elements within the chart such as the title and labels may also be moved within the chart. Click on the element to activate it, and use the mouse to drag the element to move it. 10
2. Axes - Click on the Axes tab to view other options. The default is to show the x- and y-axes, so there are check marks by each of these. It is suggested that you use these defaults. 3. Gridlines - On the Gridlines tab (see diagram below), you can choose to show more or less gridlines both horizontally and vertically by placing check marks in the boxes for major gridlines and/or minor gridlines. 4. Legend On the legend tab, you can choose the placement of the legend or whether or not the legend is necessary to be viewed. In this example, the legend is not giving any information, so I have chosen not to show the legend by unchecking Show legend. 5. Data Labels On the data labels tab, you can choose to show no labels, show value, or show label. If you choose one of these, it will place the value or the label above the columns. I have chosen None in this example. 6. Data Table - On the Data Table tab, you can choose to show the data table below the graph and attached to the graph. Click NEXT to go to Step 4 of 4. 4. Chart Location Step 4 of 4 - Click As new sheet if the chart should be placed on a new, blank worksheet or select As object in if the chart should be embedded in an existing sheet (see diagram below). If you place it in a new, blank worksheet, you will need to name the worksheet or it will be called Chart 1. If 9
2. Chart Source Data In Step 2 of 4 (see diagram below), there are two tabs. 1. Data Range - The data you highlighted is listed in the data range field. In the spreadsheet (behind the chart wizard) you should be able to see marching ants around the highlighted data. Generally you will not change the data range at this point; however if you wish it to be different from the area highlighted in step 1) it can be changed here manually. Additionally, the chart wizard will tell you if the series is in rows or columns. In the preview box you can see the chart and can tell what data is listed on the horizontal axis (xaxis) as well as the legend information. If you choose to exchange this data, you can switch from Columns to Rows or vise versa. Click Next. 2. Series On the Series tab, the series will already be named for you if Excel is able to tell what information should be named. If not, as in this example, it will simply say Series 1. I can change the name of the series by highlighting the words Series 1 in the Series box on the left and manually typing in a name of the series. In this example, I have typed in the name Department as the name of the series. 3. Chart Options Step 3 of 4 (see diagram below) has several tabs. The number of tabs you view will depend on the type of chart you have chosen. This particular example is of a bar chart. 1. Titles - Enter the name of the chart and titles for the X- and Y-axes. Remember that the x-axis is the horizontal axis and the y-axis is the vertical axis. If you hesitate a moment after typing, you can view the location of the titles in the graph preview on the right. 8
5. You may freeze both columns and rows by selecting the CELL below the row and to the right of the column you wish to freeze. V. Creating and Modifying Charts Charts allow a person to present data entered into the worksheet in a visual format using a variety of graph types. Before you can make a chart you must first enter data into a worksheet. This explains how you can create simple charts from the data. Creating Charts - Chart Wizard The Chart Wizard brings you through the process of creating a chart by displaying a series of dialog boxes. 1. Enter the data into the worksheet first. Highlight all the cells that will be included in the chart including headers. It is very simple to highlight the data when it is within a rectangular block. If the data is not within a rectangular block, then highlight the leftmost data, release the mouse, press CONTROL on the keyboard, and continue to highlight using CLICK and DRAG. 2. Click the Chart Wizard button on the standard toolbar to view the first Chart Wizard dialog box. The chart wizard will walk you through several steps to create your chart. Even after you finish the chart, your choices can be changed. 1. Chart Type There are two tabs in the Chart Wizard dialog box in Step 1 of 4. (see diagram below). Choose the Standard tab. On the left side you will see the chart type. The first four (Column, Bar, Line, Pie) are probably the most used. Choose the Chart type. On the right side you will see the chart sub-type. When you highlight a subtype, a description of the chart will appear toward the bottom of the dialog box. There is also a COOL button at the bottom to click: Press and Hold to View Sample. Pressing this will give you a quick view of the chart appearance. Choose the Chart subtype. Click Next. 7
Copying Cells To copy the cell contents of a cell or a group of cells, select the cell or highlight a group of cells, select Edit, Copy from the menu bar or click the Copy button on the standard toolbar (you will see the marching ants). Pasting Cut and Copied Cells Highlight the cell you want to paste the cut or copied content into and select Edit, Paste from the menu bar or click the Paste button on the standard toolbar (you will see the marching ants). If you highlight more than one cell to paste cut and copied cells, the number and shape of cells MUST match the number and shape of cells where you want to paste. You may highlight only one cell to paste a group of cells. Drag and Drop If you are moving the cell contents only a short distance, the drag-and-drop method may be easier. Simply drag the highlighted border of the selected cell to the destination cell with the mouse. Freeze Panes If you have a large worksheet with column and row headings, those headings will disappear as the worksheet is scrolled. By using the Freeze Panes feature, the headings can be visible at all times. 1. Click the label of the row below the row that should remain frozen at the top of the worksheet. 2. Select Window, Freeze Panes from the menu bar. 3. To remove the frozen panes, select Window, Unfreeze Panes. Freeze panes has been added to row 1 in the image above. Notice that the row numbers skip from 1 to 6. As the worksheet is scrolled, row 1 will remain stationary while the remaining rows will move. 4. You may also freeze columns in the same manner as rows by selecting the column to the right of the column you wish to freeze. 6
Row - To add a row to a worksheet, select Insert, Rows from the menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert. To add multiple rows to a worksheet, select the number of rows below where you wish to insert rows, right click and choose Insert. If you wish to add 3 rows above row 5, then highlight rows 5, 6, and 7, right click and choose Insert. Column - Add a column by selecting Insert, Columns from the menu bar, or highlight the column by click on the column label, right-click with the mouse, and choose Insert. To add multiple columns to a worksheet, select the number of columns to the right of where you wish to insert columns, right click and choose Insert. If you wish to add 3 columns to the left of column F, then highlight columns F, G, and H, right click and choose Insert. Resizing Rows and Columns There are three ways to resize rows and columns. 1. Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize. - OR - 2. Resize a row by double clicking on the line below the label of the row you would like to resize. Resize a column in a similar manner by double clicking on the line to the right of the label corresponding to the column you want to resize. OR - 3. Click the row or column label and select Format, Row, Height or Format, Column, Width from the menu bar to enter a numerical value for the height of the row or width of the column. Moving and Copying Cells Moving Cells To cut cell contents that will be moved to another cell or group of cells, select a cell or highlight a group of cells, select Edit, Cut from the menu bar or click the Cut button on the standard toolbar (you will see the marching ants). 5
Format Cells Dialog Box For a complete list of formatting options, right-click on the highlighted cells and choose Format, Cells from the shortcut menu or select Format, Cells from the menu bar. REMEMBER that you must first choose the cells you wish to format BEFORE going to the Format Cells Dialog Box. Number tab - The data type can be selected from the options on this tab. Select General if the cell contains text and number, or another numerical category if the cell is a number that will be included in functions or formulas. Alignment tab - These options allow you to change the position and alignment of the data with the cell. Font tab - All of the font attributes are displayed in this tab including font face, size, style, and effects. Border and Pattern tabs - These tabs allow you to add borders, shading, and background colors to a cell. Dates and Times If you enter the date "January 1, 2001" into a cell on the worksheet, Excel will automatically recognize the text as a date and change the format to "1- Jan-01". To change the date format, select the Number tab from the Format Cells window. Select "Date" from the Category box and choose the format for the date from the Type box. If the field is a time, select "Time" from the Category box and select the type in the right box. Date and time combinations are also listed. Press OK when finished. IV. Modifying a Worksheet Adding Worksheets, Rows, and Columns Worksheets - Add a worksheet to a workbook by selecting Insert, Worksheet from the menu bar OR right clicking on a worksheet name and choosing Insert 4
To move to the uppermost-left cell, A1; press CTRL+HOME. To move to any cell, on the Edit Menu, click Go To and then type any cell number (for example, J18 ). To move down in the worksheet, press PAGE DOWN. To move up in the worksheet, press PAGE UP. To move to the first column of the worksheet, press HOME. To move to the end of the row, press CTRL and right arrow key To move to the end of the column, press CTRL and down arrow key. To move to the top of the worksheet (cell A1), press CTRL and HOME. To move to the end of the worksheet (last cell containing data), press CTRL and END. Selecting Cells **Before a cell can be modified or formatted, it must first be selected (highlighted). To select one cell, click once in the cell. To select an entire row, click the row label. To select an entire column, click the column label. To select the entire worksheet, click the whole sheet button. To select a cluster of cells, click and hold on the mouse and drag the mouse over the cells OR hold down the SHIFT key while using the arrow keys. To activate the contents of a cell, double-click on the cell or click once and press F2. To move from worksheet to worksheet Click the worksheet tabs in the left-bottom area on the worksheet. III. Formatting Cells Formatting Toolbar The contents of a highlighted cell can be formatted in many ways. Font and cell attributes can be added from shortcut buttons on the formatting bar. If this toolbar is not already visible on the screen, select View, Toolbars, Formatting from the menu bar. 3
Print Preview - This feature will allow you to preview the worksheet before it prints. Spell Check - Use the spell checker to correct spelling errors on the worksheet. Cut, Copy, Paste, and Format Painter - These actions are explained in the Modifying A Worksheet section. Undo and Redo - Click the backward Undo arrow to cancel the last action you performed, whether it be entering data into a cell, formatting a cell, entering a function, etc. Click the forward Redo arrow to cancel the undo action. Insert Hyperlink - To insert a hyperlink to a web site on the Internet, type the text into a cell you want to be the link that can be clicked with the mouse. Then, click the Insert Hyperlink button and enter the web address you want the text to link to and click OK. Autosum, Function Wizard, and Sorting - These features are discussed in detail in the Functions section. Zoom - To change the size that the worksheet appears on the screen, choose a different percentage from the Zoom menu. II. Moving around in the Excel 2000 workbook There are a number of ways to move around in a workbook. Moving from one cell to another in Excel 2000 is quick and easy. The ways to move from cell to cell include clicking a cell or using the Go To command, the scroll bars, the arrow keys, or the HOME, END, PAGE UP, and PAGE DOWN keys. To move within a worksheet To select any cell, click it. For example, click cell A1. To move one cell to the right, press TAB, or to move one cell to the left, press SHIFT+TAB. To move one cell down, right, up, or left, use the arrow keys. 2
I. Spreadsheet Basics HIT 201-Excel I Screen Shots Microsoft Excel 2000 Excel allows you to create spreadsheets much like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The letters and numbers of the columns and rows (called labels) are displayed in gray buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells can contain text, numbers, or mathematical formulas. Adding and Renaming Worksheets The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By default, three worksheets are included in each workbook. To add a sheet, select Insert, Worksheet from the menu bar. To rename the worksheet tab, right-click on the tab with the mouse and select Rename from the shortcut menu. Type the new name and press the ENTER key. The Standard Toolbar This toolbar is located just below the menu bar at the top of the screen and allows you to quickly access basic Excel commands. New - Select File, New from the menu bar, press CTRL+N, or click the New button to create a new workbook. Open - Click File, Open from the menu bar, press CTRL+O, or click the Open folder button to open an existing workbook. Save - The first time you save a workbook, select File, Save As and name the file. After the file is named click File, Save, CTRL+S, or the Save button on the standard toolbar. Print - Click the Print button to print the worksheet. 1