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Office Excel 2003 Lab 3

Managing and Analyzing a Workbook

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2004 by the McGraw-Hill Companies, Inc. All rights reserved.

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Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

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Concept Preview
Absolute Reference Sheet Name AutoFill Sheet and 3-D References Find and Replace Split Windows Freeze Panes What-If Analysis Goal Seek

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-11

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

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Correcting Worksheet Errors

Formula errors identified

McGraw-Hill Technology Education

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3-14

Excel Error Values

Error Value
#####

Cause
Column not wide enough to display result

#VALUE!
#DIV/0! #NAME? #N/A #REF! #NUM! #NULL

Wrong type of argument or operand is used

Number is divided by zero Text in formula not recognized Value not available Cell reference is not valid Invalid number values Intersection operator is not valid

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3-15

Correcting Errors
Can correct errors individually Can use Excel's formula error checker tool
Checks all errors one at a time Identifies the problem Suggests corrections

Tools / Error Checking

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Error Checking Tool

Asterisks will change entry type to text

Location and cause of error

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Calculating an Average

Identified range

Total value is included in range and needs to be removed

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Correcting Formula Errors Individually

Errors Options button

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Absolute Reference

McGraw-Hill Technology Education

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Using Absolute References

Formula references a blank cell

Formula was copied and the relative reference was adjusted resulting in an error

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

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Concept 1
Absolute Reference

An absolute reference is a cell or a range in a formula whose location does not change when the formula is copied To avoid relative adjustment of cell references, enter a $ (dollar sign) before the column letter and row number
Changes cell reference to absolute Cell reference does not change when copied
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

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Absolute Reference Cells

Absolute reference stopped adjustment of the cell reference when the formula was copied

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

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Changing Reference Type

Using F4 to circle through reference types
Edit a formula (in Edit Mode) Select desired cell reference(s) (in the formula) or move insertion point to the desired cell reference (in the formula)
Example: =SUM(B14:F14,B15:E15)

Pressing F4 will circle through all reference types.

B15:E15 $B$15:$E$15 B$15:E$15 $B15:$E15
2007 P. Uthaisombut
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Working with Multiple Sheets

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3-25

Working with Sheets

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2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-26

Copying Between Sheets

Select the source to copy Switch to the new sheet to specify the destination All worksheet data and formatting are copied
Column width settings are not copied

McGraw-Hill Technology Education

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3-27

How to Copy Between Sheets

Select range A1 through G23 Click on Edit/Copy Click on the Sheet 2 tab Click Edit/Paste
Sheet 2 active

McGraw-Hill Technology Education

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3-28

Concept 2
Sheet Name

Can be up to 31 characters Can be entered in uppercase, lowercase, or a combination Can contain any combination of letters, numbers, and spaces Cannot contain the characters : ? * / \ Cannot be enclosed in square brackets

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2004 by the McGraw-Hill Companies, Inc. All rights reserved.

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Changing Tab Colors

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Selecting Multiple Sheets

CTRL-click the sheet tab
Add sheet to collection or Remove sheet from collection

SHIFT-click the sheet tab

Range selection. This selects a range of sheet from the current sheet to the clicked sheet.

Any changes to the cells will be applied to all selected sheets

2007 P. Uthaisombut
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-31

Selecting Multiple Sheets

Select sheets 1,2,3 Enter 10,20,30 to cells A1:A3 Look at cells A1:A3 in sheet 1 Look at cells A1:A3 in sheet 2 Look at cells A1:A3 in sheet 3
Try This

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Concept 3
AutoFill

Helps easily enter a series of headings Recognizes trends Fill handle Automatically extends data and alphanumeric headings as far as you specify Dragging the fill handle activates the AutoFill feature

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2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-33

Dragging the Fill Handle

Month headings extended by dragging fill handle

Try This

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2004 by the McGraw-Hill Companies, Inc. All rights reserved.

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Referencing Multiple Sheets

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3-35

Referencing Multiple Sheets

With Excel, you can create a formula that references cells in other worksheets

McGraw-Hill Technology Education

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3-36

Concept 4
Sheet and 3-D References

Formulas can reference cells in other sheets of a workbook Formula contains a sheet reference
Name of the sheet followed by an exclamation point and the cell or range (=Sheet2!B17)

3-D reference is used for the same cell or range of cells on multiple sheets
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-37

3-D References
Reference
=Sheet2!B17 =Sheet1!A1+Sheet2!B2

Description
Displays the entry in cell B17 of Sheet2 Sums the values in cell A1 of Sheet1 and B2 of Sheet2

=SUM(Sheet1:Sheet4!H6:K6) Sums the values in cells H6 through K6 in Sheets 1,2,3,& 4 =SUM(Sheet1!H6:K6) Sums the values in cells H6 through K6 in Sheet1

=SUM(Sheet1:Sheet4!H6)

Sums the values in cell H6 of Sheets 1,2,3, and 4

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3-38

3-D Example
3-D reference includes sheet names and cell references

Calculated income for first half

Text entry right-aligned

McGraw-Hill Technology Education

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3-39

Deleting and Moving Sheets

Choose Edit/Delete to delete a worksheet Move a sheet to rearrange the worksheet position Move a sheet by clicking on the sheet tab and dragging it

McGraw-Hill Technology Education

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3-40

Concept 5
Find and Replace

Helps you quickly find specific information Automatically replaces with new information The Find command locates all occurrences of the text or numbers you specify The Replace command works with the Find command
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-41

Find and Replace Options

Option
Within Search Look in Match case

Effect
Searches the active worksheet or workbooks Specifies the direction to search Looks for a match in formulas, values, comments Makes the search case sensitive

Match entire cell contents Looks for an exact and complete match of characters in the Find what text box Format
McGraw-Hill Technology Education

Used to specify a cell format to locate and replace

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-42

Finding & Replacing

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-43

Saving to a New Folder

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-44

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

3-45

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

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Managing Large Worksheets

Zoom to change how much information is displayed Locate a specific cell by entering the cell reference in the Name box Split windows to view different areas of the same sheet at the same time

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-47

Split Window
Makes comparing distant areas of a large worksheet easier

Try This

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-48

Concept 6
Split Windows

Allows you to divide a worksheet window into sections Sections of window are called panes The worksheet can be divided into
Two panes (horizontally or vertically) Four panes

Each pane can be scrolled independently

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-49

Concept 7
Freeze Panes

Prevent the data in the pane from scrolling as you move to different areas in a worksheet Can freeze information in the top and left panes only Useful when your worksheet has row and column headings

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-50

Freeze Panes
Frozen panes

Try This

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-51

Watching Cells
Moving border shows selected cells

Try This

Watch window toolbar

Specify cells to watch

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-52

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

3-53

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

3-54

Concept 8
What-If Analysis

A technique used to evaluate the effects of changing selected factors You can substitute different values in cells and quickly see the effects of the changes

McGraw-Hill Technology Education

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3-55

Performing What-If Analysis Manually

Enter different values Usually takes several tries to find the appropriate value
Chart shows change in profit margin
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-56

Concept 9
Goal Seek

Used to find the value needed in one cell to attain the desired result in another cell Varies the value in a cell you specify until a formula returns the desired result The value of only one cell can be changed Tools / Goal Seek

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-57

Goal Seek
Location of cell containing formula to be solved

Try This

Specify cell that can be adjusted

Enter desired result

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-58

Changing Values Using a Chart

Try This

McGraw-Hill Technology Education

2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-59

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

3-60

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

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Viewing Modes
Normal View
View / Normal

Page break preview

View / Page Break Preview Print Preview / Page Break Preview

2007 P. Uthaisombut
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3-67

Print Area and Page Break

2007 P. Uthaisombut
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-68

Setting Print Area

Setting Print Area
Select range. File/Print Area/Set Print Area or Select range. Right Click / Set Print Area

2007 P. Uthaisombut
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-69

Page Break
Moving soft page break
Drag the dash line

Inserting hard page break

Select a cell. Insert / Page break or Select a cell. Right Click / Insert Page break

Then
Vertical page break will be inserted in front of the selected cell and Horizontal page break will be inserted above the selected cell.
2007 P. Uthaisombut
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3-70

Print Area and Page Break

2007 P. Uthaisombut
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3-71

Add Custom Header and Footer

View / Header and Footer

McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-73

Outline
Formula checking & Cell referencing
Formula checking Absolute referencing, F4 3D Referencing

Forecasting
What-if analysis Goal seek Changing values using a chart

Viewing
going to a specific cell splitting windows freeze panes watching cells

Customizing print
Setting print area Controlling page breaks

2007 P. Uthaisombut

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Key Terms cont.

3-D reference absolute reference AutoFill Find and Replace freeze panes Goal Seek landscape mixed reference page break pane portrait print area sheet name sheet reference split window what-if analysis

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2004 by the McGraw-Hill Companies, Inc. All rights reserved.

3-75

FAQs
1. How do I change the name of a worksheet? 2. Is there an easy way to enter a series of headings in Excel? 3. I need to reorder my worksheets. How can I do this?

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3-76

FAQs
4. How can I split my Excel window to view more information? 5. Help! I can't see the column and row heading when I scroll through my worksheet. What can I do? 6. How does the Watch Window function work? 7. Is there a way to do forecasting in Excel?
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3-77

FAQs
8. How can I change the color on the worksheet tabs? 9. How can I display gridlines when printing? 10. What is goal seek? 11. I need to print only a range of cells from my worksheet. How can I do this? 12. How do I use headers and footers in Excel?
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3-78

FAQs
13. What is a Print Area? 14. Help!. I'm getting a #VALUE! error. What does this mean? 15. I'm not sure I understand how to use absolute references. Please explain.

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3-79

Discussion Questions
1. Your project involves working with multiple Excel worksheets for sales for the different quarters. Explain how the 3-D function can assist you in calculating totals for the year. How does this work? 2. Explain how AutoSum works. Why is a moving border displayed?
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Discussion Questions
3. Discuss the various options available in Excel to work with a large worksheet. 4. You need a way to forecast future sales for your company. How can Excel help you? 5. It is time to print your worksheet. What print options in Excel can assist you in making your sheet more professional?
McGraw-Hill Technology Education 2004 by the McGraw-Hill Companies, Inc. All rights reserved.