office excel 2003 lab 3

3-1

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

Office Excel 2003Lab 3

Managing and Analyzing a Workbook

3-2

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

Objectives

• Correct worksheet errors.

• Use absolute references.

• Copy, move, name, and delete sheets.

• Use AutoFill.

• Reference multiple sheets.

• Use Find and Replace.

3-3

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

Objectives cont.

• Zoom the worksheet.

• Split windows and freeze panes.

• Use What-If analysis and Goal Seek.

• Control page breaks.

• Change page orientation.

• Add custom headers and footers.

• Print selected sheets and areas.

3-4

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

Concept Preview

• Absolute Reference• Sheet Name• AutoFill• Sheet and 3-D

References• Find and Replace

• Split Windows• Freeze Panes• What-If Analysis• Goal Seek

3-5

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

Outline• Correcting Worksheet Errors

– Using the Formula Error Checker– Calculating an Average– Correcting Formula Errors Individually– Using Absolute References

3-6

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

Outline cont.

• Working with Sheets– Copying Between Sheets– Renaming Sheets and Coloring Sheet

Tabs– Filling a Series– Referencing Multiple Sheets– Deleting and Moving Sheets

3-7

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

Outline cont.

• Finding and Replacing Information – Finding Information– Replacing Information

• Saving to a New Folder

3-8

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

Outline cont.

• Managing Large Worksheets– Zooming the Worksheet– Going to a Specific Cell– Splitting Windows– Freezing Panes– Watching Cells

3-9

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

Outline cont.• Forecasting Values

– Performing What-If Analysis Manually– Using Goal Seek– Changing Values Using a Chart

• Customizing Print Settings– Controlling Page Breaks– Changing Page Orientation– Displaying Gridlines and Centering on a Page

3-10

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

Outline cont. • Customizing Print Settings cont.

– Adding Custom Headers and Footers– Printing Selected Sheets– Printing Selected Areas

• Key Terms

• FAQs

• Discussion Questions

3-11

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

Correcting Worksheet Errors

Formula errors identified

3-12

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

Excel Error ValuesError Value Cause##### Column not wide enough to display result

#VALUE! Wrong type of argument or operand is used

#DIV/0! Number is divided by zero

#NAME? Text in formula not recognized

#N/A Value not available

#REF! Cell reference is not valid

#NUM! Invalid number values

#NULL Intersection operator is not valid

3-13

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

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

3-14

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

Error Checking Tool

Location and cause of error

Asterisks will change entry type to text

3-15

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

Calculating an Average

Identified range

Total value is included in range and

needs to be removed

3-16

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

Correcting Formula Errors Individually

Errors Options button

3-17

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

Using Absolute References

Formula references a blank cell

Formula was copied and the relative reference was adjusted

resulting in an error

3-18

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

Concept 1

• 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

Absolute Reference

3-19

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

Absolute Reference Cells

Absolute reference stopped adjustment

of the cell reference when the formula was copied

3-20

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

Working with Sheets

3-21

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

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

3-22

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

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

3-23

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

Concept 2

• 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

Sheet Name

3-24

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

Changing Tab Colors

3-25

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

Concept 3

• Helps easily enter a series of headings

• Recognizes trends

• Automatically extends data and alphanumeric headings as far as you specify

• Dragging the fill handle activates the AutoFill feature

AutoFill

Fill handle

3-26

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

Dragging the Fill Handle

Month headings extended by dragging fill handle

3-27

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

Referencing Multiple Sheets

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

+

3-28

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

Concept 4

• 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

Sheet and 3-D References

3-29

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

3-D References

Reference Description

=Sheet2!B17 Displays the entry in cell B17 of Sheet2

=Sheet1!A1+Sheet2!B2 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

3-30

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

3-D Example

3-D reference includes sheet names

and cell references

Calculated income for first half

Text entry right-aligned

3-31

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

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

3-32

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

Concept 5

• 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

Find and Replace

3-33

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

Find and Replace OptionsOption Effect

Within Searches the active worksheet or workbooks

Search Specifies the direction to search

Look in Looks for a match in formulas, values, comments

Match case 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 Used to specify a cell format to locate and replace

3-34

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

Finding & Replacing

3-35

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

Saving to a New Folder

3-36

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

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

3-37

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

Split Window

Makes comparing distant areas of a large worksheet easier

3-38

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

Concept 6Split 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

3-39

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

Concept 7

• 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

Freeze Panes

3-40

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

Freeze Panes

Frozen panes

3-41

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

Watching Cells

Specify cells to watch

Moving border shows selected cells Watch window toolbar

3-42

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

Concept 8

• 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

What-If Analysis

3-43

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

Performing What-If Analysis Manually

• Enter different values

• Usually takes several tries to find the appropriate value

Chart shows change in profit margin

3-44

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

Concept 9

• 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

Goal Seek

3-45

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

Goal Seek

Location of cell containingformula to be solved

Specify cell that can be adjusted

Enter desired result

3-46

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

Changing Values Using a Chart

3-47

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

Customized Print Settings

• Control page breaks

• Change the page orientation– Portrait– Landscape

• Center the worksheet on a page

3-48

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

Customized Print Settings

• Hide gridlines

• Add custom header and footer

• Print Selected Areas

3-49

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

Control Page Breaks

3-50

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

Page Orientation

3-51

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

Display Gridlines and Center the Worksheet on a page

3-52

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

Add Custom Header and Footer

3-53

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

Printing Selected Areas

• Select the cell range you want to print

• Choose File/Print Area/Set Print Area

3-54

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

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

3-55

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

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?

3-56

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

FAQs4. 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?

3-57

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

FAQs8. 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?

3-58

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

FAQs13.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.

3-59

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

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?

3-60

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

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?