functions and data organization

Functions and Data Organization

Chapter 6

Modifying and Creating Cell Styles If a cell style will be used over and

over again it can be modified in the cell styles gallery Home ⇒ Cell Styles ⇒ right-click a style

and select modify Home ⇒ Cell Styles ⇒ New Cell Style

Inserting and Deleting Rows and Columns To add a row/column

Select row/column where new column should appear

Home ⇒ Insert ⇒ Insert Sheet Rows/Columns▪ New inserted rows are inserted above the selected row▪ New inserted columns are inserted to the left of the

selected column

To delete a row/column Select a cell Home ⇒ Delete ⇒ Delete Sheet Rows/Columns

Practice: Planets

Complete part 1 of 2

Using Functions to Perform Calculations Function:

Performs a calculation that results in a single value Requires data, called arguments, to perform its calculations

Arguments Enclosed cell references in parenthesis

=SUM(G1:G3)

Most commonly used functions are: SUM AVERAGE MIN MAX

Function

Argument

Using Absolute Cell References in Formulas Absolute Cell Reference

A cell that does not change when copied Contains a dollar sign ($) in front of both the

column letter and row number ($A$1) To create▪ Press F4 key after entering cell reference

Mixed Cell Reference Combination of a relative and absolute cell

reference▪ $A1▪ Column is absolute▪ Row is relative

Practice: Employee Commission Complete Employee Commission

Inserting a Function into a Formula Instead of typing a function

Formulas ⇒ Insert Function Can also be inserted by clicking a button

in the Function Library group on the Formulas tab

Common Error Values A cell with an invalid formula displays an error

value and a green triangle in the upper-left corner of the cell. #DIV/0 the formula is trying to divide by zero #REF the formula contains a reference that is not valid #NUM a numeric value is invalid, such as a value is

too large or too small #VALUE the formula is using the wrong type of

argument, such as a label instead of a value #### the result of the formula is too wide to fit in the

column or the result is a negative time or data value

Common Error Values Some formulas may produce a result, but also

display a green triangle in the cell, which indicates a possible formula error

To correct a formula Select the cell Click Error Checking to display the error and a list of

options Common Formula Errors

Formula Omits Adjacent Cells▪ The formula includes a range of values and the range does not

include a value in an adjacent cell Inconsistent Formula in Region▪ The formula does not match the pattern of formulas near it

Common Error Values

To check the entire worksheet for errors: Formulas → Error Checking A dialog box will be displayed with options for

correcting common errors that are found

Practice: Commission Summary Complete Commission Summary

The ROUND Function

The ROUND Function Changes a value by rounding it to a

specific number of decimal places Different than formatting to a certain

number of decimal places▪ Changes the actual number value while

formatting just changes the way the number looks

Sorting Data Sorting

Arranging data in a specified order▪ Select a range ▪ Data ⇒ Sort A to Z or Sort Z to A

Ascending▪ Low to high (A to Z)▪ Alphabetical order

Descending▪ High to low (Z to A)

Chronological Order▪ When data is times or dates▪ Ascending order

Practice: Planets

Complete Planets part 2 of 2

The IF Function The IF Function

Used to make a decision based on a comparison Has 3 arguments▪ =IF(<comparison>, <value if true>, <value if false>)▪ =IF(C4<E7, 10, 20)▪ Can contain▪ Values▪ Text ▪ Cell references▪ calculations

Comparison argument must contain one of the following relational operators▪ = equal to<= less than or equal to▪ < less than >= greater than or equal to▪ > greater than <> not equal to

Printing a Large Worksheet Orientation

Portrait▪ Allows more rows to be printed on a sheet

Landscape▪ Allows more columns to be printed on a sheet

Change margins Insert Page Breaks Set Print Area

Practice: Payroll

Complete Payroll part 1 of 3

Amortization Tables and the PMT Function Amortization

Method for computing equal periodic payments for an installment loan▪ Car loans▪ Mortgages▪ Each portion consists of two parts▪ A portion to pay interest▪ A portion to pay on the principal

Amortization Table Displays the interest and principal amounts for each payment

of an installment loan PMT Function

Used to calculate the equal periodic payment for an installment loan▪ =PMT(<rate>,<term>,<principal>)

Practice: LOAN

Complete Loan

Using Multiple Sheets

Multiple sheets Can be used to organize, store, and link

related information To insert a new sheet▪ Home ⇒ Insert ⇒ Insert Sheet

To print entire workbook▪ File ⇒ Print ⇒ click Print Active Sheets ⇒

select Print Entire Workbook

Copying and Moving Data Between Sheets Copying and Moving

Cut, Copy and Paste buttons on Home tab▪ Select the Source▪ Home ⇒ Cut/Copy▪ Click sheet tab of the worksheet that is to

receive the copied data▪ Select destination where data to be pasted▪ Home ⇒ Paste

Practice: CAR SALES

Complete Car Sales

Asking “What If?”

What If question Asks how a value or set of values impacts

results Spreadsheet model

A worksheet that includes related data and formulas for analyzing the data

What If analysis Used to make predictions Data ⇒ What-if Analysis ⇒ Scenario Manager

Create possible scenarios Select Show to display a scenario in the active worksheet Select Summary to create a scenario report on a separate sheet

Practice: FUNDRAISER

Complete Fundraiser