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ECDL/ICDL – Spreadsheets

I N S T R U C T O R G U I D E

2069IGEE


Course Edition: 1.0

ACKNOWLEDGMENTS

Project TeamContent Developer: Priya Surendran • Development Assistance: Laura Telford • Content Manager: Barbara Kruszewska •Graphic Designer: Lakshman Rajagopalan • Project Coordinators: Arvind MV and Julie Cavallaro • Media InstructionalDesigner: Priya Surendran • Content Editor: Peter Bauer • Materials Editor: Elizabeth M. Fuller • Project Technical Support:Mike Toscano

NOTICESDISCLAIMER: While Element K Content LLC takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warrantywhatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Anyresemblance to current or future companies is purely coincidental. We do not believe we have used anyone’s name in creating this course, but if we have, please notify us and we will change the name inthe next revision of the course. Element K is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots,photographs of another entity’s products, or another entity’s product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement ofthe book by, nor any affiliation of such entity with Element K. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the “External Sites”). Element K isnot responsible for the availability of, or the content located on or through, any External Site. Please contact Element K if you have any concerns regarding such links or External Sites. Element K is anentity independent of ECDL-F and is not associated with ECDL-F in any manner. This courseware publication may be used to assist candidates to prepare for ECDL/ICDL: Spreadsheets. Neither ECDL-Fnor Element K warrants that the use of this courseware publication will ensure passing of ECDL/ICDL: Spreadsheets. Use of the ECDL-F Approved Courseware logo on this courseware publicationsignifies that it has been independently reviewed and approved by ECDL-F, in technical compliance with the learning objectives of ECDL/ICDL Syllabus 4.0. The material contained in this coursewarepublication has not been reviewed for technical accuracy and does not guarantee that candidates will pass ECDL/ICDL: Spreadsheets. Any and all assessment items and/or performance-based exercisescontained in this courseware publication relate solely to this publication and do not constitute or imply certification by ECDL-F in respect of ECDL/ICDL: Spreadsheets or any other ECDL-F test. Fordetails on sitting ECDL/ICDL: Spreadsheets and other ECDL-F tests in your country, please contact your country’s National ECDL/ICDL-designated Licensee or visit ECDL-F’s website at www.ecdl.com.Candidates using this courseware publication must acquire a valid Skills Card before undertaking ECDL/ICDL: Spreadsheets. Without a valid Skills Card, ECDL/ICDL: Spreadsheets cannot be under-taken and no ECDL/ICDL certificate, nor any other form of recognition, can be given to a candidate. Skills Cards may be obtained from your country’s National ECDL/ICDL-designated Licensee orany Approved ECDL/ICDL Test Center. ECDL/ICDL Syllabus 4.0 is the official syllabus of the ECDL/ICDL certification program at the date of approval of this courseware publication.

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Microsoft® Office Excel 2003 is a registered trademark of Microsoft Corporation in the U.S. and other countries; the Microsoft Corporation products and services discussed or described may betrademarks of Microsoft Corporation . All other product names and services used throughout this course may be common law or registered trademarks of their respective proprietors.

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ECDL/ICDL – Spreadsheetsii

Part Number: 2069IGEE

ECDL/ICDL – SPREADSHEETS

LESSON 1 - GETTING STARTED WITH EXCEL

A. Explore the Excel Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Spreadsheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

The Excel Application Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Worksheets and Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

B. Select Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

C. Insert and Delete Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

D. Save a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Save and Save As Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

E. Work with Multiple Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

F. Use the Help Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

G. Change the Excel Window Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

H. Change the Excel Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

LESSON 2 - MANIPULATING DATA

A. Edit Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Undo and Redo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

B. Copy and Move Data Between Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

C. Copy and Move Data Between Worksheets . . . . . . . . . . . . . . . . . . . . . . . . 42

D. Copy and Move Data Between Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . 44

E. Fill Series of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

AutoFill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

F. Find and Replace Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Find . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

G. Sort Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Sort. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

CONTENTS

Contents iii

LESSON 3 - MODIFYING A WORKSHEET’S LAYOUT

A. Insert and Delete Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

B. Freeze and Unfreeze Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Freezing and Unfreezing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

C. Change Column Width and Row Height . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

LESSON 4 - MANAGING WORKSHEETS

A. Manipulate Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

B. Copy and Move Worksheets Within Workbooks. . . . . . . . . . . . . . . . . . . . . . 81

C. Copy and Move Worksheets Across Workbooks. . . . . . . . . . . . . . . . . . . . . 84

LESSON 5 - CALCULATING DATA

A. Create Basic Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Order of Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

B. Calculate Data Using Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Error Checking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

C. Calculate with Logical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Logical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

D. Create Relative Cell References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Relative References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

E. Create Absolute Cell References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Absolute Cell References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

F. Create Mixed Cell References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Mixed Cell References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

LESSON 6 - FORMATTING A WORKSHEET

A. Change Font Type, Size, and Style. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

B. Apply Borders and Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Fill Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Border Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

CONTENTS

ECDL/ICDL – Spreadsheetsiv

C. Merge Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

D. Format Numeric Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Number Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

E. Align Cell Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Alignment Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

LESSON 7 - CREATING AND MODIFYING CHARTS

A. Create a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Chart Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Resize. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

B. Format Chart Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Chart Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

C. Change the Chart Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

D. Copy and Move Charts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

LESSON 8 - PRINTING A WORKBOOK

A. Preview a Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

B. Change Sheet Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Print Title . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

C. Create and Modify Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

Headers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Footers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

D. Set Page Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Margin Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

E. Set Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Page Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

Scaling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

F. Print a Workbook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

CONTENTS

Contents v

NOTES

ECDL/ICDL – Spreadsheetsvi

ABOUT THIS COURSEYou have basic computer skills such as using a mouse, navigating through windows, and surf-ing the Internet. You have also used paper-based systems to store data that you run calculationson. You now want to migrate that data to an electronic format. In this course, you will useMicrosoft® Office Excel 2003 to manage, edit, and print data.

Imagine you are using a paper-based method to store sales data (similar in kind to the spread-sheet in Figure 0-1). You need to add a new row of data for a new sales associate.

Figure 0-1: A paper-based spreadsheet that stores sales data.

Now, imagine storing that same data electronically in an Excel file, as illustrated in Figure 0-2.

INTRODUCTION

Introduction vii

Figure 0-2: An electronic file that stores sales data.

Storing data electronically is more efficient because it allows you to quickly update existingdata, run reports on the data, calculate totals, and chart, sort, and filter your data.

Course DescriptionTarget StudentThis course is targeted for a person who seeks ECDL certification.

Course PrerequisitesThis course is designed for students with basic computer skills.

How to Use This Book

As a Learning GuideEach lesson covers one broad topic or set of related topics. Lessons are arranged in order ofincreasing proficiency with Microsoft® Excel 2003; skills you acquire in one lesson are usedand developed in subsequent lessons. For this reason, you should work through the lessons insequence.

We organized each lesson into results-oriented topics. Topics include all the relevant and sup-porting information you need to master Microsoft® Excel 2003, and activities allow you toapply this information to practical hands-on examples.

You get to try out each new skill on a specially prepared sample file. This saves you typingtime and allows you to concentrate on the skill at hand. Through the use of sample files,hands-on activities, illustrations that give you feedback at crucial steps, and supporting back-ground information, this book provides you with the foundation and structure to learnMicrosoft® Excel 2003 quickly and easily.

INTRODUCTION

ECDL/ICDL – Spreadsheetsviii

As a Review ToolAny method of instruction is only as effective as the time and effort you are willing to investin it. In addition, some of the information that you learn in class may not be important to youimmediately, but it may become important later on. For this reason, we encourage you tospend some time reviewing the topics and activities after the course. For additional challengewhen reviewing activities, try the “What You Do” column before looking at the “How You DoIt” column.

As a ReferenceThe organization and layout of the book make it easy to use as a learning tool and as an after-class reference. You can use this book as a first source for definitions of terms, backgroundinformation on given topics, and summaries of procedures.

Course ObjectivesIn this course, you will create and edit basic Microsoft® Office Excel 2003 worksheets andworkbooks.

You will:

• create a basic worksheet.

• edit data, copy or move data, find and replace data, and fill series of data and sort them.

• insert and delete columns and rows, freeze and unfreeze rows and columns, and changethe column width and row height.

• manage worksheets in the workbooks.

• perform calculations.

• format a worksheet.

• create and modify charts.

• print workbooks.

Course Requirements

HardwareFor this course, you will need one computer for each student and one for the instructor. Eachcomputer will need the following minimum hardware components:

• A 300 MHz Pentium-class processor if you use Microsoft® Office Windows XP Profes-sional as your operating system. 500 MHz is recommended.

• A 233 MHz Pentium-class processor if you use Microsoft® Office Windows 2000 Profes-sional as your operating system.

• 256 MB of RAM.

• A 6 GB hard disk or larger.

• A floppy disk drive.

• A mouse or other pointing device.

• An 800 x 600 resolution monitor.

• Network cards and cabling for local network access.

• Internet access (see your local network administrator).

INTRODUCTION

Introduction ix

• A printer (optional).

• A projection system to display the instructor’s computer screen.

Software• Either Windows XP Professional with Service Pack 1, or Windows 2000 Professional with

Service Pack 4.

• Microsoft® Office Professional Edition 2003.

Class Setup

For Initial Class Setup1. Install Windows 2000 Professional or Windows XP Professional on an empty partition.

— Leave the Administrator password blank.

— For all other installation parameters, use values that are appropriate for your environ-ment (see your local network administrator if you need details).

2. On Windows 2000 Professional, when the Network Identification Wizard runs after instal-lation, select the option Users Must Enter A User Name And Password To Use ThisComputer. (This step ensures that students will be able to log on as the Administrator userregardless of what other user accounts exist on the computer.)

3. On Windows 2000 Professional, in the Getting Started With Windows 2000 window,uncheck Show This Screen At Startup. Click Exit.

4. On Windows 2000 Professional, set 800 x 600 display resolution: Right-click the desktopand choose Properties. Select the Settings tab. Move the Screen Area slider to 800 By 600Pixels. Click OK twice, then click Yes.

5. On Windows 2000 Professional, install Service Pack 4. Use the Service Pack installationdefaults.

6. On Windows XP Professional, disable the Welcome screen. (This step ensures that stu-dents will be able to log on as the Administrator user regardless of what other useraccounts exist on the computer.) Click Start and choose Control Panel→User Accounts.Click Change The Way Users Log On And Off. Uncheck Use Welcome Screen. ClickApply Options.

7. On Windows XP Professional, install Service Pack 1. Use the Service Pack installationdefaults.

8. On either operating system, install a printer driver (a physical print device is optional).

— For Windows XP Professional, click Start and choose Printers And Faxes. UnderPrinter Tasks, click Add A Printer and follow the prompts.

— For Windows 2000 Professional, click Start and choose Settings→Printers. Run theAdd Printer Wizard and follow the prompts.

9. Run the Internet Connection Wizard to set up the Internet connection as appropriate foryour environment, if you did not do so during installation.

10. Log on to the computer as the Administrator user if you have not already done so.

11. Perform a Complete installation of the Microsoft® Office System.

12. Perform a Complete installation of Microsoft® Office FrontPage® 2003.

13. Minimize the Language Bar if it appears.

14. Open Excel and set the default user name.

INTRODUCTION

ECDL/ICDL – Spreadsheetsx

— Choose Start→All Programs→Microsoft Office→Microsoft Office Excel 2003 toopen Excel.

— Choose Tools→Options.

— On the General tab of the Options dialog box, change the text in the User Name textbox to Martin.

— Click OK to apply the change.

15. On the course CD-ROM, open the 084_770 folder. Then, open the Data folder. Run the084770dd.exe self-extracting file located within. This will install a folder named084770Data on your C drive. This folder contains all the data files that you will use tocomplete this course.

INTRODUCTION

Introduction xi

NOTES

ECDL/ICDL – Spreadsheetsxii

Getting Started with Excel

In this lesson, you will create a basic worksheet.

You will:

• Launch the Excel application, identify the various components of the Excel window, andclose the application.

• Select data.

• Create a new workbook, and insert and delete data in the workbook.

• Save a new workbook, save an existing workbook with a different file name and in vari-ous file formats, and close the workbook.

• Open multiple workbooks and switch between them.

• Obtain help using Excel’s Help system.

• Change the layout of the Excel window.

• Change the user name for the Excel files and set a default location for saving and openingfiles.

Lesson Time1 hour(s), 20 minutesLESSON 1

LESSON 1

Lesson 1: Getting Started with Excel 1

IntroductionYou have heard that Microsoft® Office Excel 2003 can help you store and manage alphanu-meric data. However, you are not yet familiar with the basic elements of Excel. In this lesson,you will be introduced to basic concepts that will help you get started using Excel.

You would never use a computer without first having a basic understanding of its componentsand how it operates. Figure 1-1 shows the basic components of a computer.

Figure 1-1: Basic components of a computer.

Understanding the basic components of Excel prior to using it will give you a familiarity withthe application and make you a more efficient user.

TOPIC AExplore the Excel WindowYou want to use Excel to store and manipulate data. You now need to begin familiarizingyourself with key components of the Excel environment so that you can recognize these com-ponents when necessary. In this topic, you will receive an overview of Excel and its corecomponents.

Imagine you have just accepted a new job. On the first day of work, you walk in the door andyour new manager says, “Welcome! Here’s your cube. Get to work,” and then disappears forthe remainder of the day. Wouldn’t it be easier for you to perform in your new job if youreceived an overview of how to work in your new environment? An overview of Excel willhelp familiarize you with some of Excel’s basic concepts so that you won’t be lost when youbegin to fully deploy the application.

SpreadsheetsDefinition:

A spreadsheet is a form used to store and manipulate numbers, text, and non-alphanumeric symbols. All spreadsheets consist of a grid of columns and rows thatintersect to form cells. Cells store the data entered into a spreadsheet. Columns appearvertically and are identified by letters; rows appear horizontally and are identified bynumbers.

Some spreadsheets are paper-based, others can be stored electronically.

LESSON 1

ECDL/ICDL – Spreadsheets2

Spreadsheets differ from one another based upon their associated business needs anddata requirements.

Example: An Electronic SpreadsheetFigure 1-2 is an example of an electronic spreadsheet.

Figure 1-2: An electronic spreadsheet.

The Excel Application WindowWhen you open Excel, two windows are displayed, one within the other. The outer window isthe main application window, and the inner window is the workbook window. The applicationwindow usually fills the entire screen and provides a place for you to interact with Excel. Theworkbook window appears within the application window and displays a workbook in which toenter and store data. Figure 1-3 shows some common components of the Excel environment.

Figure 1-3: The Excel application window and its key components.

LESSON 1


Table 1-1: Excel Window Elements

Window Element DescriptionFormula bar Appears below the toolbars and displays the contents of the active

cell in a workbook.

Name Box Appears above the column A heading and displays the name of thecurrent or active cell.

Active cell The currently selected cell.

Worksheet tabs Appear at the bottom of the workbook and allow you to move fromone worksheet to another.

Tab scrolling buttons Appear to the left of the sheet tabs and allow you to scroll the dis-play of the worksheet tabs one at a time, or display the first or lastgrouping of sheet tabs within a workbook.

Task pane Appears to the right of the workbook window on an as-neededbasis.

Worksheets and WorkbooksAn Excel worksheet is an electronic spreadsheet. By default, Excel designates column headingswith letters running across the top of the worksheet. Column headings begin with the letter Aand continue through the letter Z. After the 26th column (column Z), headings become doubleletters, from AA to IV. Row headings are designated with numbers running down the left bor-der of the worksheet. Row headings begin with the number 1 and continue through the number65536, as shown in Figure 1-4.

An Excel workbook is a repository of related worksheets. The default Excel workbook containsthree worksheets named Sheet1, Sheet2, and Sheet3. An Excel workbook file can contain up to255 separate worksheets.

When you open a new workbook, the cell that is selected is the active cell.

Figure 1-4: Column and row headings.

LESSON 1


Identify the Excel ComponentsProcedure Reference: Launch the Excel Application

To launch the Excel application:

1. Click the Start button.

2. Choose Programs→Microsoft Office→Microsoft Office Excel 2003.

Procedure Reference: Exit the Excel Application

To exit the Excel application:

1. Choose File→Close to close the workbook.

2. Choose File→Exit to close the Excel application.

ACTIVITY 1-1Working with the Excel Window

Scenario:You have just returned to your office from a full day of Excel training and, in an effort to rein-force your memory, you wanted to start working with the Excel application. To get morecomfortable with Excel, you will open the application and identify the key components of theExcel environment.

What You Do How You Do It

1. Launch the Excel application. a. Choose Start→All Programs→MicrosoftOffice→Microsoft Office Excel 2003.

b. Using Figure 1-3, identify the variouscomponents in the Excel application.

2. Close the Excel application. a. Choose File→Close to close theworkbook.

b. Choose File→Exit to close the Excelapplication.

LESSON 1


TOPIC BSelect DataYou have familiarized yourself with the Excel environment. Now you’re ready to work withdata. One of the first things you need to do is select data. In this topic, you will learn how toselect data in an Excel worksheet.

Figure 1-5 and Figure 1-6 are two graphics of the same worksheet. You want to move the datain cell B3 to cell A3.

Figure 1-5: A worksheet before data is moved.

Figure 1-6: A worksheet after data has been moved.

To get the data from cell B3 (Figure 1-5) to cell A3 (Figure 1-6), you must first select the datain cell B3. Before you can manipulate any data that already exists in a worksheet, you mustfirst know how to select that data.

How to Select DataThere are many ways to select data in an Excel worksheet. Table 1-2 illustrates the most com-mon methods for selecting data.

Table 1-2: Ways to Select Data in Excel

To Select ActionA single cell Click the cell.

The contents of a cell Do one of the following:

• Double-click the cell to place the insertion point inside the cell, and thendouble-click again to select the contents of the cell.

• Select the cell, and then select the contents of the Formula Bar.

LESSON 1


To Select ActionA contiguous range ofcells

Do one of the following:

• Select the first cell in the contiguous range, navigate to the last cell in therange, press and hold Shift, and then click the last cell to select the fullrange.

• Click and drag from the first cell to the last cell. (For example, C3:F4 refersto dragging from the first cell, C3, to the last cell, F4.)

A discontiguous rangeof cells

Select the first cell in the range, navigate to the next cell in the range, press andhold Ctrl, and then click the cell. You can combine the Shift-click and Ctrl-clickmethods if necessary.

An entire worksheet Click the blank box immediately below the Name Box.

ACTIVITY 1-2Selecting Data

ObjectiveTo select data.

Data Files:

• HelpPractice

Scenario:Continuing your reinforcement of basic concepts in Excel, you will now practice the differentways of selecting data in Excel.


1. Select a single cell containing data,and then select the data inside thecell.

a. Launch the Excel application.

b. Choose File→Open to open the Open dia-log box.

c. Navigate to C:\084770Data.

d. Double-click HelpPractice to open thefile.

e. Scroll down to view cell D47.

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f. Select cell D47.

g. Double-click cell D47 to place the inser-tion point inside the cell.

h. Double-click cell D47 to select the con-tent of the cell.

2. Select a range of adjacent and non-adjacent cells.

a. Select cell B38.

b. Hold down Shift and select cell D41 toselect a range of cells from B38 to D41.

c. Click any cell in the worksheet toremove the selection.

d. In the worksheet, scroll up to view cellB9.

e. Select cell B9.

f. Hold down Ctrl and select cell G9 toselect cells B9 and G9.

g. Hold down Ctrl and select cell I9 toselect cell I9 along with cells B9 and G9.

3. Select the employee number andthe department name of employeesfrom Sara Kling to Frank Culbert.

a. Select cell D5.

b. Hold down Shift and select cell D9 toselect all of the cells from D5 to D9.

c. Hold down Ctrl and select cell F5.

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d. Hold down Shift and select cell F9 toselect the department names.

4. Select Jeri Lynn MacFall’s andSusan Drake’s records.

a. Select cell A28.

b. Hold down Shift and select cell I28 toselect the range of cells from A28 to I28.

c. Hold down Ctrl and select cell A35.

d. Hold down Shift and select cell I35 toselect Susan’s records.

5. Select an entire row, column, andworksheet.

a. Click the blank box below the Name Boxto select the entire worksheet.

b. Click any cell in the worksheet toremove the selection.

c. Move the mouse pointer to row number14. Notice that the mouse pointerchanges to a right arrow, indicating that itwould select the entire row.

LESSON 1


d. To select all the cells in row 14, click therow heading 14.

e. Click any cell in the worksheet toremove the selection.

f. Move the mouse pointer to the columnheader “D.” Notice that the mousepointer changes to a down arrow, indicat-ing that it would select the entire column.To select all the cells in column D, clickthe column header D.

g. Choose File→Close to close the file.

h. Click No to close the file without savingchanges.

TOPIC CInsert and Delete DataYou have worked with existing data in a worksheet. Now you would like to add your own datato a worksheet. In this topic, you will enter data into a worksheet.

Knowing how to enter data into a worksheet is the difference between using Excel to help youmake sound business decisions and purchasing a software application you never use.

How to Insert and Delete Data in a WorkbookProcedure Reference: Create a New Workbook

To create a new workbook:

1. Launch the Excel Application.

2. Choose File→New to open the New Workbook task pane.

3. In the New Workbook task pane, click the Blank Workbook link to create a newblank workbook.

LESSON 1


Procedure Reference: Create a Workbook Using a Template

To create a workbook using a template:

1. Launch the Excel Application.

2. Choose File→New to open the New Workbook task pane.

3. In the Templates section, click the On My Computer link.

4. In the Templates dialog box, select the Spreadsheet Solutions tab.

5. Select a template.

6. Click OK.

Procedure Reference: Insert Data

To insert data into an Excel worksheet:

1. Either create a new workbook or open an existing workbook.

2. Select the cell in which you want to enter data.

3. Enter the content.

• Type the data inside the cell.

• Or, click inside the Formula Bar and type the data.

4. Press Enter.

Procedure Reference: Delete Data

To delete data from an Excel worksheet:

1. Select the cell from which you want to delete data.

2. Delete the data.

• Press Delete.

• Or, choose Edit→Clear→Contents.

LESSON 1


ACTIVITY 1-3Inserting and Deleting Data in a Worksheet

Setup:Excel is running and no files are open.

Scenario:You just sat down at your desk to begin the day’s work. Your manager hands you a handwrit-ten paper, and asks you to enter the contents into Excel. She wants the Excel spreadsheet toclosely mirror the layout of the paper spreadsheet. After entering the data, the Sales manager isnot sure about the sales value for the month of April. You do not want to save the incorrectdata.


1. Create a new workbook. a. Choose File→New.

b. In the New Workbook task pane, clickBlank Workbook to create a blankworkbook.

2. Enter Months as the columnheading.

a. Double-click cell A1 to enter data.

b. Type Months

c. Press Enter.

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3. Enter the column headings Sales,Expenses, and Totals.

a. Select cell D1.

b. Click in the Formula Bar to place theinsertion pointer.

c. Type Sales

d. Press Tab.

e. In cell E1, type Expenses

f. Press Tab.

g. In cell F1, type Totals

4. Enter the names of the months. a. Select cell A3.

b. Click in the Formula Bar.

c. Type Jan

d. Press Enter.

e. In cell A4, type Feb and press Enter.

f. In cell A5, type Mar and press Enter.

g. In cell A6, type Apr and press Enter.

5. Enter the sales values. a. Select cell D3, type 120 and press Enter.

b. Type 195 and press Enter.

c. Type 230 and press Enter.

d. Type 150 and press Enter.

6. Enter the expense values. a. Select cell E3, type 115 and press Enter.

b. Type 100 and press Enter.

c. Type 125 and press Enter.


LESSON 1


7. Delete the sales data for the monthof April.

a. Select cell A6.

b. Press Delete to delete the value.

c. Select cell D6, and press Delete.

d. Select cell E6, and press Delete.

TOPIC DSave a WorkbookYou have entered data into a worksheet, and now you need to store that data so you can accessit again and again. In this topic, you will save a workbook.

You have developed a complex workbook that helps you track sales data. If you don’t saveyour workbook, when you turn your computer off, you will lose all of your work and not beable to access the workbook at a later date. By saving your work regularly, you make thatwork accessible beyond your current work session.

Save and Save As OptionsBoth the Save and Save As commands can be used to save a file to disk. However, the Saveand Save As commands are used in slightly different situations.

Use Save when you want to:

• Save a brand new file you’ve never saved before.

• Resave an existing file and you do not need to change the file’s name, type, or directorylocation.

Use Save As when you want to resave an existing file:

• With a new name.

• With a new file type.

• In a new directory.

Don’t be alarmed when you use the File→Save command or click the Save button to save afile for the first time and the Save As (instead of the Save) dialog box opens (see Figure 1-7).This only happens when you save a file that has never been saved before. The Save As dialogbox opens because you are changing the name of the file from the default name (usually some-thing like Book1) to a more appropriate name.

LESSON 1


Figure 1-7: The Save As dialog box.

How to Save a WorkbookProcedure Reference: Save a New Workbook

To save a new workbook:

1. With a new workbook open in Excel, choose File→Save to open the Save As dia-log box.

2. Navigate to the directory where you want to save the file.

3. In the File Name text box, enter the name of the file.

4. Click Save.

Procedure Reference: Save an Existing Workbook with a New Name

To save an existing workbook with a new name:

1. With an existing workbook open in Excel, choose File→Save As to open the SaveAs dialog box.


3. In the File Name text box, type the new name.

4. Click Save.

Procedure Reference: Save an Existing Workbook with a Different File Extension

To save an existing workbook with a different file extension:

1. With an existing workbook open in Excel, choose File→Save As to open the SaveAs dialog box.


3. In the File Name text box, enter the name of the file.

4. From the Save As Type drop-down list, select file extension.

5. Click Save.

LESSON 1


6. If a message box appears, click Yes to save the file.

Procedure Reference: Save an Existing Workbook as an HTML File

To save an existing workbook as an HTML file:

1. With an existing workbook open in Excel, choose File→Save As Web Page toopen the Save As dialog box.


3. Name the file.

4. In the Save section, select the Selection: Sheet option.

5. Click Save.

ACTIVITY 1-4Saving a Workbook

Setup:Your new workbook is open.

Scenario:You have just converted your manager’s paper report into an Excel file. You have not savedthe file. You need to have two copies of the Excel file: one for your manager, to manipulatethe data as needed, and another one for safe storage. You have decided to name these filesLedger and Ledger_SAFE, respectively, and save them in the My Documents folder. You needto send this file to John and Lincoln for review. Later, you realize that John does not haveExcel software installed on his system and Lincoln has Excel 95 installed on his system. Thedata will be uploaded to the company’s Web site, so you are asked to save this file in HTMLformat. You need to create a workbook for maintaining the invoice for the products, but youare not sure about the layout for creating the invoice.


1. Save the file as Ledger.xls. a. Choose File→Save to display the Save Asdialog box.

b. In the left pane of the Save As dialog box,click the My Documents icon.

c. In the File Name text box, double-clickBook2.

d. Press Delete.

e. Type Ledger

f. Click Save to save the file.

LESSON 1


2. Save the file with a new name, andthen close Excel.

a. Choose File→Save As.

b. In the File Name text box, type Ledger_SAFE

c. Click Save to save the file with a newname.

3. Save the file in Excel 95 format. a. Choose File→Save As.

b. In the File Name text box, type Ledger_Text_for_review

c. From the Save As Type drop-down list,select Microsoft Excel 5.0/95 Workbook.

d. Click Save.

4. Save the file in text format andview the text file.

a. Choose File→Save As.

b. In the File Name text box, type Ledger_Text

c. From the Save As Type drop-down list,select Text (Tab Delimited).

d. Click Save.

e. Click OK to save the active worksheet.

f. Click Yes to keep this format.

g. Minimize the Excel application.

h. To open Windows Explorer, right-click theStart button and choose Explore.

i. Navigate to the My Documents folder.

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j. Double-click the Ledger_Text file toview the contents.

k. Close the text file.

l. Minimize Windows Explorer.

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5. Save the file as Ledger1.html andview it in the browser.

a. On the taskbar, click the Microsoft Excel– Ledger_Text button to restore theworkbook.

b. Choose File→Save As Web Page.

c. Type Ledger1

d. In the Save section, select the Selection:Sheet option.

e. Click Save.

f. Minimize the Excel application window.

g. On the taskbar, click the My Documentsbutton to restore the window.

h. Double-click the Ledger1 HTML file toopen the file in the browser.

i. Close the Internet Explorer and WindowsExplorer windows.

j. Restore the Microsoft Excel window.

k. Choose File→Close to close theworkbook.

l. In the message box, click No to close theworkbook without saving the changes.

6. Create a Sales Invoice using thetemplate and save the workbook.

a. Choose File→New to open the New Work-book task pane.

LESSON 1


b. In the New Workbook task pane, in theTemplates section, click the On My Com-puter link.

c. In the Templates dialog box, click theSpreadsheet Solutions tab.

d. Select Sales Invoice.

e. Click OK.

f. The workbook is created using thetemplate. Choose File→Save to save theworkbook.

g. In the left pane of the Save As dialog box,click the My Computer icon.

h. Navigate to the C:\084770 folder.

i. In the File Name text box, type SalesInvoice

j. Click Save.

k. Close the Sales Invoice workbook.

LESSON 1


TOPIC EWork with Multiple WorkbooksYou can open a workbook to view the contents that you have entered. At times, you want toopen multiple workbooks for comparing values across workbooks. In this topic, you will openworkbooks and switch between multiple workbooks.

You would like to compare data from one workbook with data in another workbook. Workingwith, and switching between, multiple workbooks will save you time.

How to Work with Multiple WorkbooksProcedure Reference: Work with Multiple Workbooks

To work with multiple workbooks:

1. Launch the Excel application.

2. Choose File→Open.

3. In the Open dialog box, navigate to the folder in which the file exists.

4. Select the file.

5. Click Open to open the file.

6. Follow steps 2 to 5 to open multiple workbooks.

7. From the Windows menu, choose the file that you want to switch to.

ACTIVITY 1-5Switching Between Multiple Workbooks

Data Files:

• Ledger


Scenario:Your colleague by mistake has deleted some data in the Ledger file. Your manager wants youto fill in the deleted data by comparing it to the Ledger_SAFE file. You will have to open bothfiles and compare the values to fill in the correct data.

LESSON 1



1. Open the Ledger_SAFE.xls file. a. Choose File→Open.

b. In the left pane of the Open dialog box,click the My Documents icon.

c. Select the Ledger_SAFE file.

d. Click Open to open the file.

2. Open the Ledger.xls file. a. Choose File→Open.

b. In the left pane of the Open dialog box,click the My Computer icon.

c. Navigate to the 084770Data folder.

d. Select the Ledger file.

e. Click Open.

LESSON 1


3. Compare values in the Ledger filewith the Ledger_SAFE file and makeappropriate changes.

a. Notice that expenses for the Jan month isdeleted. To switch to the Ledger_SAFEfile, choose Window→Ledger_SAFE.

b. Note the expenses for Jan month. ChooseWindow→Ledger to switch to the Ledgerfile.

c. Select cell E3.


e. Notice that the sales for Feb month aredeleted. Choose Window→Ledger_SAFE.

f. Note the sales for Feb month. ChooseWindow→Ledger.

g. Select cell D4, type 195 and press Enter.

h. Choose File→Save As to save the file as anew name.

i. In the File Name text box, type My Led-ger

j. Click Save.

k. Close the My Ledger workbook.

l. Close the Ledger_SAFE workbook.

LESSON 1


TOPIC FUse the Help FeatureYou have performed simple tasks in Excel. Inevitably, you will need to learn how to do othertasks while working in the application. In this topic, you will learn how to obtain help fromwithin Excel.

You are working on a workbook and find yourself constantly using the mouse to navigatebetween cells. You prefer to use keyboard shortcuts as much as possible. By accessing the helpsystem, you can find information that shows you how to move through a worksheet using key-board shortcuts.

How to Use the Help FeatureProcedure Reference: Obtain Help

To obtain help:

1. Choose Help→Microsoft Excel Help.

2. In the Search text box, type the subject of your search.

3. Click the Start Searching button.

4. Review the returned list of links, and then click the link that corresponds to yoursearch.

ACTIVITY 1-6Using the Help Feature

Data Files:

• HelpPractice

Scenario:You are working on a spreadsheet named HelpPractice that tracks employees and their roles inyour organization. While reviewing your workbook, your manager wants to zoom the contentin the worksheet. She asks if it is possible for you to zoom the display area. You tell yourmanager that you know it is possible, but that you are not quite sure how to do it. You’ll fig-ure it out using Excel’s Help system and then get the new copy to her.


1. Search for and read the Help filefor zooming the worksheet.

a. Open the HelpPractice file located in the084770Data folder.

b. Choose Help→Microsoft Excel Help.

LESSON 1


c. In the Search For text box, type Zoom

d. Click the Start Searching button tosearch for the content.

e. To open the Microsoft Excel Help dialogbox and the Help file that explains how tozoom the display of the worksheet, clickthe Zoom The Display link.

f. Read the “Zoom the Display” procedure,and then click the Close button to closethe Microsoft Excel Help dialog box.

LESSON 1


TOPIC GChange the Excel Window LayoutAs you continue working in Excel, you will want to start customizing the way you view Exceldata while you are working in the application. In this lesson, you will customize the layout ofthe Excel application window.

Figure 1-8 shows a worksheet with multiple columns.

Figure 1-8: Excel application window with no custom layout.

You need to view the contents of the first column and the last column side-by-side, as shownin Figure 1-9.

LESSON 1


Figure 1-9: Excel application window with custom layout.

You can do this by customizing the layout of the Excel application window.

How to Change the Excel Window LayoutProcedure Reference: Hide a Toolbar

To hide a toolbar:

1. Right-click the menu bar.

2. Uncheck the toolbar you want to hide.

Procedure Reference: Display a Toolbar

To display a toolbar:

1. Right-click the menu bar.

2. Check the toolbar you want to display.

Zoom the WorksheetTo zoom the worksheet:

1. Open the workbook.

2. Select the worksheet.

3. In the Standard toolbar, from the Zoom drop-down list, select the magnificationpercentage.

LESSON 1


ACTIVITY 1-7Changing the Excel Window Layout

Setup:The HelpPractice file is open.

Scenario:Using Excel Help, you have found out how to zoom the display area. Before you tell yourmanager, you would like to try it yourself. You also want to remove the task pane in the Excelwindow and view the drawing tools provided by Excel.


1. Enlarge the worksheet using theMagnification tool.

a. On the Standard toolbar, from the Zoomdrop-down list, select 200%.

If the Zoom drop-down list is not displayed onthe Standard toolbar, click the Toolbar Optionsbutton and select 200% from the Zoomdrop-down list.

b. Because you have zoomed to 200 percent,the text appears bigger. In the Zoom textbox, click 200% to select it.

c. Type 125 and press Enter to reduce themagnification.

LESSON 1


2. Hide the task pane. Hide andunhide the Drawing toolbar.

a. To hide the task pane, right-click themenu bar and uncheck the Task Paneoption.

b. To view the drawing tools provided byExcel, you need to display the taskbar.Right-click the menu bar and checkDrawing.

c. Right-click the menu bar and uncheckthe Drawing option to hide the toolbar.

LESSON 1


TOPIC HChange the Excel SettingsYou can change the default settings of an Excel application. In this topic, you will change theExcel settings.

While you were on vacation, one of your co-workers used your computer and changed yourExcel settings. You would like to change them back.

How to Change the Excel SettingsProcedure Reference: Change User Name

To change the user name:

1. Create a new workbook or open an existing file.

2. Choose Tools→Options to open the Options dialog box.

3. Select the General tab.

4. Click in the User Name text box and type the user name.

5. Click OK to apply the changes.

Procedure Reference: Set a Default Directory for Opening and Saving Files

To set a default directory for opening and saving files:

1. Create a new workbook or open an existing file.

2. Choose Tools→Options to open the Options dialog box.

3. Select the General tab.

4. In the Default File Location text box, select the path of the folder.

5. Type the path of the folder you want to set as the default.


LESSON 1


ACTIVITY 1-8Changing Excel Settings

Setup:The HelpPractice workbook is open.

Scenario:Your machine has crashed and the administrator has asked you to work on your co-workerMartin’s machine. While working on his machine, you notice that the user name for the filesthat you have created indicates“Martin” instead of your name. Temporarily, you want tochange the user name of the Excel files. It is tedious for you navigate to a folder every time,while saving and opening files. So, you want to set a default location for saving and openingfiles, to avoid unnecessary navigation.


1. Change the user name for the Excelfiles.

a. Choose Tools→Options.

b. In the Options dialog box, click the Gen-eral tab.

c. In the User Name text box, select thedefault text.

d. Type [your last name]

2. Set the C:\084770Data folder as thedefault path for opening and savingfiles.

a. In the Default File Location text box,select the default path.

LESSON 1


b. Type C:\084770Data

c. Click OK to apply the changes.

3. Test the default path setting. a. Choose File→Open to display the Opendialog box.

b. Notice that the default path is set to theC:\084770Data folder.

c. Click Cancel.

d. Close the HelpPractice workbook.

e. If necessary, close any emptyworkbooks.

Lesson 1 Follow-upIn this lesson, you got started with Excel by familiarizing yourself with the Excel environmentand interacting with some of its components. Because you have familiarized yourself withExcel, you can be a more efficient user.

1. What projects are you currently working on that could benefit from incorporatingExcel?

Answers will vary.

2. What are some of the benefits of using Excel in a business environment?

Answers will vary.

LESSON 1


Manipulating Data

In this lesson, you will edit data, copy or move data, find and replace data, and fill series ofdata and sort them.

You will:

• Edit data in the worksheet.

• Move and copy data between cells.

• Copy and move data between worksheets.

• Copy and move data between workbooks.

• Fill cells with series of data.

• Find and replace data in the worksheet.

• Sort data.

Lesson Time1 hour(s)LESSON 2

LESSON 2

Lesson 2: Manipulating Data 33

IntroductionYou are now familiar with the Excel environment. After you’ve created a worksheet, you willundoubtedly want to make changes to that worksheet. In this lesson, you will modify the con-tents of a worksheet.

Your company has an existing worksheet that tracks sales reps and their data, as shown in Fig-ure 2-1.

Figure 2-1: The original Sales worksheet.

The company has just hired a new sales rep.

Rather than create a new worksheet every time you need to change data, you can modify anexisting worksheet to update your data, as shown in Figure 2-2.

Figure 2-2: The modified Sales worksheet.

LESSON 2


TOPIC AEdit DataNow that you have entered data, you want to edit the incorrect data instead of deleting andentering the values again. In this topic, you will edit cell data.

It is possible that you might make a mistake entering or modifying data in Excel. Editing thedata will allow you to create a more polished document.

Undo and RedoUndo allows you to reverse one or more of your most recent actions. Redo allows you to can-cel one or more of your most recent Undo actions. The Undo and Redo commands can befound on the Edit menu.

Suppose you’re clearing the contents of a cell, and you realize that you deleted the wrong data.You can use the Undo command to reverse your last action. What if you enter some text in acell, choose Undo because you decide you don’t want that text, and then you realize that youreally do want the text? You can use the Redo command to cancel your last Undo action.

Not all actions can be undone in Excel. For example, you cannot undo a File→Save.

How to Edit DataProcedure Reference: Edit Cell Data

To edit cell data:

1. Select the contents of the cell that contains the data you want to edit.

2. Type the new value into the cell.

3. Exit the edited cell.

LESSON 2


ACTIVITY 2-1Editing Data in the Worksheet

ObjectiveTo edit cell data.

Data Files:

• Editing


Scenario:The Editing file tracks the sales data. You have presented a draft copy of the worksheet to yourmanager for her review.

Your manager notes that your draft meets the requirements she requested, but some of the datayou entered is slightly incorrect.

• The April total for ID number 456789012 should be 350.15, not 250.15.

• The cells with “5/15/2002” should read “Fiscal 2003.”

• “Mideastern region” should be “Midwestern region.”


1. Edit the April value for ID456789012.

a. Open the Editing file.

b. Select cell F8 to view the content of cellF8 in the Formula Bar.

c. In the Formula Bar, double-click 250.15.

d. Type 350.15

e. Press Enter.

LESSON 2


2. Change “5/15/2002” to “Fiscal2003.”

a. Double-click cell A2 to place the inser-tion point inside it.

b. Double-click 5/15/2002 to select the con-tents of the cell.

c. Type Fiscal 2003 and press Enter.

d. Double-click cell A12 to place the inser-tion point inside it.

e. Double-click 5/15/2002 to select the con-tents of the cell.

f. Type Fiscal 2003 and press Enter.

3. Change “Mideastern” to“Midwestern.”

a. Select cell A11.

b. Type Midwestern and press Enter.

c. You have accidently deleted most of thecontents of the cell. Choose Edit→UndoTyping ’Midwestern’ In A11 to undo thechanges.

d. In the Formula Bar, double-click theword Mideastern.

e. Type Midwestern and press Enter.

f. Choose File→Save As.

g. Name the file My Editing.

h. Click Save.

LESSON 2


4. Consider the following: Your manager asks you to clear a range of data in a worksheet.You do so, but then a short while later your manager returns to say he has made amistake. He actually wants to keep the data you just deleted. Which action would mostquickly return the deleted data to the worksheet?

✓ a) Undo

b) Clear

c) Redo

d) Edit

TOPIC BCopy and Move Data Between CellsWhile creating a worksheet, there might be instances where you will be using the same valuein various places and relocating the data. In this topic, you will move and copy data betweencells.

You are in the process of updating an expense worksheet with your most recent expenses.You’ve already entered “New Hotel” in the Description column for January 10th, as shown inFigure 2-3.

Figure 2-3: An expense worksheet that contains data you would like to reuse.

Now, you want “New Hotel” to appear in the Description column for January 17th and Janu-ary 23rd, as shown in Figure 2-4.

Figure 2-4: An expense worksheet with data that has been copied to new cells.

You can move or copy data you want to reuse—rather than retyping that data.

LESSON 2


How to Copy and Move Data Between CellsProcedure Reference: Move Data Between Cells

To move data between cells.

1. Select the contents of the cell that contains the data you want to move.

2. Cut the contents of the cell to the clipboard.

To cut the contents, select the contents of the cell and then do one of the follow-ing:

• Choose Edit→Cut.

• Click the Cut button .

• Or, press Ctrl+X.

3. Select the cell that you want to move the data to.

4. Paste the contents of the clipboard into the destination cell.

To paste the contents of the clipboard into the new cell, select the new cell andthen do one of the following:

• Choose Edit→Paste.

• Click the Paste button .

• Or, press Ctrl+V.

Procedure Reference: Copy Data Between Cells

To copy data between cells:

1. Select the contents of the cell that contains the data you want to copy.

2. Copy the contents of the cell to the clipboard.

To copy the contents of the cell, select the contents of the cell and then do one ofthe following:

• Choose Edit→Copy.

• Click the Copy button .

• Or, press Ctrl+C.

3. Select the cell that you want to copy the data to.


LESSON 2


ACTIVITY 2-2Copying and Moving Data Between Cells

ObjectiveTo move and copy data between cells.

Setup:My Editing is open.

Scenario:You have made the necessary changes to the My Editing file as requested by your manager.Before sending it to your manager, you send it to your colleague for review. Your colleaguenotes that the file needs a few more changes.

• Move the Totals heading one cell to the left.

• Move the heading text for the Northeastern Region and the Midwestern regionone cell to the right.

• Copy the April heading down to the Mideastern section.

• Copy the Totals heading down to the Mideastern section.


1. Move the Totals heading one cell tothe left.

a. Select cell I4.

b. To move the content, choose Edit→Cut.

c. Select cell H4.

d. To paste the content, choose Edit→Paste.

2. Move the heading text for theNortheastern Region one cell to theright.

a. Select cell A1.

b. Move the mouse pointer to the blackborder around the selected cell until themouse pointer changes to a four-directional arrow.

LESSON 2


c. Click and drag the handle to cell B1.

3. Move the heading text for the Mid-western Region one cell to theright.

a. Select cell A11.

b. Drag to cell B11.

4. Copy “April” to the MidwesternRegion.

a. Select cell F4.

b. Choose Edit→Copy to copy the content.

c. Select cell F14.

d. Choose Edit→Paste to paste the content.

5. Copy “Totals” to the MidwesternRegion, and then save your work.

a. Select cell H4.


c. Select cell H14.

d. Choose Edit→Paste.

If the Clipboard task paneopens, have students close it.

LESSON 2


e. Choose File→Save to save the file.

TOPIC CCopy and Move Data BetweenWorksheetsExcel allows you to copy and move data from one worksheet to another. In this topic, you willcopy and move data between worksheets.

If you are working with more than one worksheet, you may want to copy or move data fromone worksheet to another.

Procedure Reference: Copy Data Between Worksheets

To copy data between worksheets:




• Click the Copy button.


3. Select the sheet in which you want to paste the content.

4. Select the cell.



• Click the Paste button.


Procedure Reference: Move Data Between Worksheets

To move data between worksheets:




LESSON 2


• Click the Cut button.


3. Select the worksheet in which you want to paste the content.

4. Select the cell.





ACTIVITY 2-3Copying and Moving Data Between Worksheets


Scenario:You have updated the My Editing file with necessary changes. Your colleague wants to add thesales details for the years 1998 to 2000. He wants to add the sales details in the same formatas in the My Editing file. You do not want him to view the sales details for the current year.So, you have decided to copy only the format to Sheet2. Later, you feel that you might useSheet2 to add marketing details. So, you want the format to be placed in Sheet3 for hisreference.


1. Copy the sales template fromSheet1 to Sheet2.

a. Select cell A1, hold down Shift, andselect cell H4 to select range of cellsfrom A1 to H4.


c. Click Sheet2 on the Sheets tab.

LESSON 2


d. Cell A1 is selected by default. ChooseEdit→Paste to paste the content.

2. Move the sales template fromSheet2 to Sheet3.

a. The content is already selected. ChooseEdit→Cut to copy the content.

b. Click Sheet3 on the Sheets tab.

c. Choose Edit→Paste to paste the content.

d. Choose File→Save to save the file.

TOPIC DCopy and Move Data BetweenWorkbooksIn Excel, you can copy and move data from one workbook to another. In this topic, you willcopy and move data between workbooks.

If you are working with more than one workbook, you may want to copy or move databetween them.

Procedure Reference: Copy Data Between Workbooks

To copy data between workbooks:




• Click the Copy button.


3. Create a new workbook or open an existing workbook.


5. Select the cell.


To paste the contents of the clipboard into the new cell, select the new cell andthen do one of the following:



LESSON 2



Procedure Reference: Move Data Between Workbooks

To move data between workbooks:

1. Open the source workbook from which you want to move the data.




• Click the Cut button.


4. Create a new workbook, open an existing workbook, or switch to a workbook.


6. Select the cell.





ACTIVITY 2-4Copying and Moving Data Between Workbooks

Data Files:

• Sample

Setup:Sheet3 of My Editing is displayed.

Scenario:You have made necessary changes to the My Editing file. You have to create a file namedSales_Details1 for auditors. This file will contain the sales details for the months of Januaryand February. You found that the sales details for the Northeastern region for the month ofApril are incorrect in the My Editing file. The correct data is available in the Sample file. Youwant to move the data to the My Editing file.

LESSON 2



1. Copy the Northeastern Region salesdata for the months of January andFebruary to a new workbook andsave it.

a. Select Sheet1 to view the contents.

b. Select cell A1, hold down Shift, and clickcell D8 to select the range of cells fromA1 to D8.

c. Choose Edit→Copy to copy the content.

d. On the Standard toolbar, click the Newbutton to open a new workbook.

e. Cell A1 is selected. Choose Edit→Paste topaste the content.

f. Save the file as Sales_Details1

g. Close the Sales_Details1 workbook.

LESSON 2


2. Move the sales data for the monthof April from the Sample file to theMy Editing file.

a. Display the Open dialog box.

b. Open the Sample file.

c. Select cell F5, hold down Shift, andselect cell F8 to select the range of cellsfrom F5 to F8.

d. Choose Edit→Cut to cut the content.

e. Choose Window→My Editing to switch tothe My Editing workbook.

f. Select cell F5, hold down Shift, andselect cell F8 to select the range of cellsfrom F5 to F8.

g. Choose Edit→Paste to paste the content.

h. Save the file.

i. Choose Window→Sample to switch to theSample workbook.

j. Close the Sample workbook.

k. In the message box, click No to close theworkbook without saving the changes.

LESSON 2


TOPIC EFill Series of DataYou have entered data into cells. You would now like to enter incremental data in rows andcolumns of cells. In this topic, you will fill cells with a series of data.

You are in the process of creating a worksheet that will act as a calendar, but you don’t wantto type in every month of the year. You’ve already entered January in cell A1, as shown inFigure 2-5. Without typing the words, you can fill cells B1 through L1 with the months Febru-ary through December, respectively.

Figure 2-5: A worksheet with the month January in cell A1.

By filling cells with series data, you don’t have to type by hand all of the data that can auto-matically be generated by Excel.

AutoFillThe AutoFill feature fills a selected range of cells with a series of data. You enter data in oneor more cells and drag a fill handle to other cells, without having to key in any additionalinformation, as shown in Figure 2-6. Excel makes some assumptions when you enter the start-ing value(s) for the series you want to fill the cells with. Depending on the type of data (textor numeric) you’re entering, you may only have to enter data in one cell for Excel to interpretthe type of series you want to fill.

Figure 2-6: AutoFill and the fill handle.

LESSON 2


How to Fill Series of DataProcedure Reference: Fill Cells with a Series of Data Where the Starting ValueHas Already Been Entered

To fill cells with a series of data where the starting value has already been entered:

1. Select the cell that contains the starting value of the series.

2. Enter the starting value of the series.

3. Click and drag the fill handle to the ending cell of the series.

ACTIVITY 2-5Filling Series of Data


Scenario:The My Editing file contains the sales data for the months of January, February, March, andApril. The sales data for the other months will also be added. Your manager wants you toinsert the month names for the Northeastern and Midwestern regions.

LESSON 2



1. Move the Totals column. a. Click the column heading H.

b. Choose Edit→Cut to cut the column.

c. Click in the horizontal scroll bar to scrollto the right.

d. Click the column P heading.

e. Choose Edit→Paste to paste the content.

2. Add the remaining months of theyear for the Northeastern Region.

a. Scroll to the left to view cell F4.

b. Select cell F4.

c. Move the mouse pointer to the blackpoint on the selected cell until thepointer changes to a cross.

If the Clipboard task paneopens, have students close it.

LESSON 2


d. To fill the corresponding cells with theremaining months of the year, click anddrag the fill handle to cell N4.

3. Add the remaining months of theyear for the Midwestern Region,and then save your work.

a. Select cell F14.

b. Move the mouse pointer to the blackpoint on the selected cell until thepointer changes to a cross. Then, clickand drag the fill handle to cell N14 to fillthe corresponding cells with the remain-ing months of the year.

c. Save the file.

d. Close the workbook.

4. Which are good candidates for AutoFill?

✓ a) Adding Q1 through Q4 as headings for fiscal quarters.

✓ b) Adding the days of the week.

c) Adding employee sales totals.

✓ d) Adding the consecutive years 1990 through 2003.

LESSON 2


TOPIC FFind and Replace DataYou have your data in your worksheet. You now have a need to locate and change the data inspecific cells. In this topic, you will find and replace cell data.

You just realized that a piece of data in your worksheet is incorrect. You could search for thedata by visually examining each cell starting from the beginning of the worksheet, but thatwould take a lot of time. Instead, you can use Find And Replace to locate and change theincorrect data.

In large worksheets, Find And Replace is much faster than manually locating the data. Addi-tionally, if other instances of the same data exist that you didn’t know about, you can changetheir value at the same time.

FindThe Find command locates specific data within a worksheet. To access the Find command, doone of the following:

• Choose Edit→Find.

• Or, press Ctrl+F.

Either of these actions opens the Find And Replace dialog box.

The Find Next button locates the next instance of the search criteria. The Find All buttonlocates every instance of the search criteria and populates a list of hyperlinks at the bottom ofthe Find And Replace dialog box. Figure 2-7 and Figure 2-8 show the Find And Replace dia-log box.

Figure 2-7: The Find And Replace dialog box after clicking the Find Next button.

LESSON 2


Figure 2-8: The Find And Replace dialog box after clicking the Find All button.

ReplaceThe Replace command replaces existing data within a worksheet with new data you havespecified. To access Replace, do one of the following:

• Choose Edit→Replace.

• Or, press Ctrl+H.

Either of these actions opens the Find And Replace dialog box.

The Replace button replaces the selected instance of the search criteria. The Replace All buttonreplaces every instance of the search criteria with the new data. Figure 2-9 shows the Replaceand Replace All buttons in the Find And Replace dialog box.

Figure 2-9: The Find And Replace dialog box.

How to Find and Replace DataProcedure Reference: Find Cell Data

To find data in the worksheet:

1. Choose Edit→Find to open the Find And Replace dialog box.

2. In the Find What text box, type the value you want to find.

3. Click Find Next to find each instance of the value in the workbook.

4. In the Find And Replace dialog box, click Close when you are finished.

LESSON 2


Procedure Reference: Replace Cell Data

To find and replace data in the worksheet:

1. Choose Edit→Replace to open the Find And Replace dialog box.

2. In the Find What text box, type the value you want to find.

You can press Tab to advance from the Find What text box to the Replace With text box.

3. In the Replace With text box, type the new value that will replace the existingvalue.

4. Click Find Next to find each instance of the value in the workbook.

5. Click Replace to replace any instance you want to change.

6. In the Find And Replace dialog box, click Close when you are finished.

ACTIVITY 2-6Finding and Replacing Data

Data Files:

• Employee_Details


Scenario:Your manager has asked you to check whether Robert Cuffaro and Anne Davidson are workingin the same department. If they are working in the same department, then he wants to knowtheir HRS value. You also need to update the Employee_Details file, since Dean Kramer andJacqueline Banks have been moved from the Vermont division to the Maine division.


1. Search for Robert Cuffaro’sinformation.

a. Open Employee_Details.

b. With cell A1 selected, choose Edit→Findto open the Find And Replace dialog box.

LESSON 2


c. In the Find What text box, type Robert

d. Click Find Next to search for the value.

e. The selected cell holds information aboutRobert Murray. Click Find Next to con-tinue the search.

f. Notice that it has selected RobertCuffaro’s information. Click Close to closethe Find And Replace dialog box.

2. Which department does Robert Cuffaro belong to?

a) Sales

b) Staff

✓ c) Development

d) Research

3. Search for Anne Davidson’sinformation.

a. To open the Find And Replace dialog box,choose Edit→Find.

b. In the Find What text box, type Anne

c. Click Find Next to search for the value.

d. The selected row is not Anne’s record. Tocontinue the search, click Find Next.

e. The selected cell holds information aboutAnne Davidson. Click Close to close theFind And Replace dialog box.

4. Do Robert and Anne belong to the same department?

✓ Yes

No

LESSON 2


5. Change Dean Kramer’s andJacqueline Banks’ division fromVermont to Maine.

a. Select cell A1.

b. Choose Edit→Replace to open the FindAnd Replace dialog box.

c. In the Find What text box, double-clickAnne.

d. Type Vermont and press Tab.

e. In the Replace With text box, type Maine

f. Click Find Next to search for the value.

g. The selected cell holds information aboutTeri Binga. Click Find Next to continuethe search.

h. The selected cell holds information aboutDean. Click Replace to change thedivision.

i. The selected cell holds information aboutJacqueline. Click Replace to change thedivision.

j. Click Close to close the Find And Replacedialog box.

k. Save the file as My Employee_Details

LESSON 2


TOPIC GSort DataYou may have data in your worksheet that you would like to rearrange and display in a differ-ent sequence. To do this, you can sort the data.

After you enter data in your worksheet, you may want to view the data in a different way.When you sort data, you can create different views of the same data without altering its origi-nal format.

SortDefinition:

A sort is a method of viewing data that arranges all the data into a specific order. Datacan be sorted in either ascending order or descending order, based on numeric oralphabetic information. Data can be sorted on a single criterion or multiple criteria.

Example: Single-level Sort—Ascending OrderDon needs to find out what bills are due in his budget worksheet before the fifth of themonth. In order to do this, he wants to arrange his worksheet in order by date. Hesorts his worksheet on the date column in ascending order.

Example: Multiple-level Sort—Ascending and Descending OrderMark’s account payable worksheet lists each invoice, the vendor, the due date, and theamount. Mark needs to know how many invoices over $500 are due from a specificvendor. He sorts his worksheet first by vendor in ascending order, then by the amountin descending order.

LESSON 2


How to Sort DataProcedure Reference: Single-level Sort

To perform a single-level sort:

1. Select a cell in the column to sort by.

2. On the Standard toolbar, click the Sort Ascending button or the Sort Descendingbutton.

Procedure Reference: Multiple-level Sort

To perform a multiple-level sort:

1. Select a cell within a list.

2. Choose Data→Sort.

3. Click the Sort By drop-down arrow and select the first sort criterion.

4. Select the appropriate sort order.

5. Click the Then By drop-down arrow and select the second sort criterion.


You can sort using only two criteria; it is not necessary to select the third criteria.

7. Click the second Then By drop-down arrow and select the third sort criterion.


9. Click OK.

LESSON 2


ACTIVITY 2-7Sorting Data

Setup:My Employee_Details is open.

Scenario:Your manager wants you to generate two reports for evaluating employee performance.

• The first report should contain the employee details sorted by the HRS column.The employee with the maximum HRS value should be displayed first.

• The second report should contain employee details sorted by the Division column.The report should display the employee records based on the HRS value in eachdivision.


1. Sort employee information based onthe HRS value.

a. Select cell I5.

b. On the Standard toolbar, click the SortDescending button to sort the rowsin the descending order.

If the Sort Descending button is not displayedon the Standard toolbar, click the ToolbarOptions button and click the Sort Descendingbutton .

c. Notice that the employees’ informationis sorted by HRS value. The employeeswith the maximum value of HRS are listedat the top.

d. Save the file as Report 1

e. Close the Report 1 workbook.

2. Sort employee information based onDivision and then by HRS value.

a. Open the My Employee_Details file.

b. Select cell I5.

LESSON 2


c. Choose Data→Sort.

d. From the Sort By drop-down list, selectDivision.

e. By default, the Ascending option to theright of the Sort By drop-down list isselected. From the First Then By drop-down list, select HRS.

f. Select the Descending option.

g. Click OK.

h. Notice that the employee information issorted by Division and then by HRSvalue. The employees with the maximumvalue of HRS in each department arelisted at the top.

i. Save the file as Report 2

j. Close the workbook.

LESSON 2


Lesson 2 Follow-upIn this lesson, you moved and copied data between cells, worksheets, and workbooks. Youfilled cells with series data, and you practiced editing the data stored in cells. You practicedfinding, replacing, and sorting data.

1. You have done some basic modifications to a worksheet. Consider a worksheet you areeither already using at work or one you need to create from scratch. How might youmodify the existing worksheet (the former situation) or Excel’s default worksheet (thelatter situation) to meet your current business needs?

Answers will vary.

2. What spreadsheets or worksheets have you seen that are particularly well designed?How might you incorporate some of those design ideas into a project you are currentlyworking on or are about to start?

Answers will vary.

LESSON 2


NOTES


Modifying a Worksheet’sLayout

In this lesson, you will insert and delete columns and rows, freeze and unfreeze rows and col-umns, and change the column width and row height.

You will:

• Insert and delete columns and rows.

• Freeze and unfreeze rows and columns.

• Change column width and row height.

Lesson Time30 minutesLESSON 3

LESSON 3

Lesson 3: Modifying a Worksheet’s Layout 63

IntroductionYou have already edited, copied, and moved data within Excel. In this lesson, you will learn towork with cells.

You have a worksheet with multiple columns. You need to view the contents of the first col-umn and the last column side-by-side. You can do this by customizing the layout of the rowsand columns in the Excel window. While maintaining the transactions in Excel files, you mightinsert rows and columns to add information or delete rows and columns to remove unnecessaryinformation.

TOPIC AInsert and Delete Columns and RowsYou want to alter the number of cells, columns, and rows in a worksheet to accommodatechanges in your data. In this topic, you will insert and delete columns and rows.

While working in Excel, you decide that your worksheet does not have enough rows to accom-modate all your data. Excel allows you to insert and delete columns and rows.

How to Insert and Delete Columns and RowsProcedure Reference: Insert Columns

To insert columns:

1. Click the column heading of the column that will move to the right of the newcolumn.

2. If necessary, hold down Ctrl and click the column headings to select multiplecolumns.

3. Choose Insert→Columns to insert the new column and shift all other columns tothe right.

Procedure Reference: Insert Rows

To insert rows:

1. Click the row heading of the row that will shift below the new row.

2. If necessary, hold down Ctrl and click the row headings to select multiple rows.

3. Choose Insert→Rows to insert the new row and shift all other rows downward.

Procedure Reference: Delete Columns

To delete columns:

1. Click the column heading that you want to delete.

2. If necessary, select multiple columns.

3. Choose Edit→Delete to delete the columns.

Procedure Reference: Delete Rows

To delete rows:

1. Click the row heading that you want to delete.

LESSON 3


2. If necessary, select multiple rows.

3. Choose Edit→Delete to delete the rows.

Delete CellsTo delete cells in the worksheet:

1. Select an existing cell.

2. If necessary, select a range of cells.

3. Choose Edit→Delete.

4. In the Delete dialog box, select which option you want to use.

• Shift Cells Left.

• Shift Cells Up.

• Entire Row.

• Entire Column.

5. Click OK.

ACTIVITY 3-1Inserting and Deleting Rows and Columns


Scenario:You have made many changes to the My Editing file, and you have presented a draft copy ofthe worksheet to your manager for her review.

Your manager notes that your draft meets the requirements she requested, but she has somefurther changes she would like to make to the worksheet.

• Insert rows below the Northeastern and Midwestern region headings.

• Delete the block of cells before the ID data.

• Insert one column before the current column A.

• Delete the rows below the rows that contain the data “Fiscal 2003.”

• Delete the empty column between the December and Totals headings.


1. Insert a new column before columnA.

a. Open My Editing.

b. Click the column heading A.

LESSON 3


c. Choose Insert→Columns to insert a newcolumn to the left of column A.

2. Delete the blocks of cells beforethe ID data.

a. Select cell B4, hold down Shift, andselect cell B8 to select the cells from B4to B8.

b. Choose Edit→Delete.

c. In the Delete dialog box, the Shift CellsLeft option is selected. Click OK.

d. Select cell B14, hold down Shift, andselect cell B18 to select the cells fromB14 to B18.

e. Choose Edit→Delete.

f. In the Delete dialog box, the Shift CellsLeft option is selected. Click OK.

3. Delete the rows below the text“Fiscal 2003.”

a. Click row heading 3 to select the thirdrow.

LESSON 3


b. Hold down Ctrl and click the row num-ber 13 to select multiple rows.

c. Choose Edit→Delete to delete the rows.

4. Insert rows below the Northeasternand Midwestern region headings.

a. Click row number 2 to select the secondrow.

LESSON 3


b. Hold down Ctrl and click the row num-ber 11.

c. Choose Insert→Rows to insert rows.

5. Delete the column between theDecember and Totals headings.

a. Click the column heading O to select theempty column.

LESSON 3


b. Choose Edit→Delete.

c. Save the file.

TOPIC BFreeze and Unfreeze Columns andRowsAnother way you can customize a layout is to force a specific row or column to always appearon-screen. In this topic, you will freeze and unfreeze rows and columns.

Figure 3-1 shows a worksheet that contains employee information.

Figure 3-1: A worksheet with a long vertical list and no frozen rows or columns.

If you want to scroll down the list of names, it would make sense to have the heading rowstay visible as you scroll, as shown in Figure 3-2.

LESSON 3


Figure 3-2: A worksheet with frozen columns and rows.

Freezing and UnfreezingFreezing is a feature that is used to lock rows and columns. While scrolling the worksheet, therow or column labels will get hidden. To avoid such instances, you can lock specific rows andcolumns. You need to select the specific rows and columns that you would want to remain vis-ible on the worksheet while scrolling. Choose the Freeze Panes command from the Windowmenu. After locking the rows or columns, when you try scrolling, you will notice that theselected rows or columns remain frozen in the worksheet. The frozen panes can be unlockedby choosing the Unfreeze Panes command from the Window menu. After unlocking the rowsor columns, when you try scrolling, you will notice that the rows or columns are unfrozen andthey get hidden.

How to Freeze and Unfreeze Columns and RowsProcedure Reference: Freeze Columns

To freeze columns:

1. Click the column heading of the column that you want to lock.

2. Choose Window→Freeze Panes.

3. Scroll to the right or left to ensure that the columns are locked.

Procedure Reference: Freeze Rows

To freeze rows:

1. Click the row heading of the row that you want to lock.

2. Choose Window→Freeze Panes.

3. Scroll up or down to ensure that the rows are locked.

Procedure Reference: Unfreeze Rows and Columns

To unfreeze rows or columns:

1. Choose Window→Unfreeze Panes.

2. Scroll the worksheet to check whether the rows or columns are unlocked.

LESSON 3


ACTIVITY 3-2Freezing and Unfreezing Rows and Columns

ObjectiveTo freeze and unfreeze rows and columns.


Scenario:While reviewing the My Editing file, you have to scroll the worksheet left to right to view allthe sales data for the various months. While scrolling the worksheet to the right, you are notable to view the ID values, which makes it difficult to interpret the data.


1. Lock the columns in the worksheet. a. Scroll to the left and click the columnheading C.

b. Choose Window→Freeze Panes to lockthe column.

c. Select cell A1.

d. Scroll to the right to view the Octobermonth.

e. Scroll to the left and notice that col-umns A and B are locked. Hence, whilenavigating, these columns remain static.

LESSON 3


2. Unlock the columns in theworksheet.

a. Choose Window→Unfreeze Panes.

b. Scroll to the right and notice that thelocks on columns A and B are removedand the columns are hidden whilescrolling.

3. Lock the rows in the worksheet. a. Click row number 5.

b. Choose Window→Freeze Panes to lockthe rows.

c. Scroll down and notice that rows 1through 4 are locked. Hence, while navi-gating, these rows remain static.

4. Unlock the rows in the worksheet. a. Choose Window→Unfreeze Panes.

b. Scroll down and notice that the locks onrows 1 through 4 are removed and therows are hidden while scrolling.

TOPIC CChange Column Width and RowHeightYou need to alter the width of columns and the height of rows so that the data stored in thecolumns and rows fits in their respective cells. In this topic, you will change the width of col-umns and the height of rows.

You have some data that does not display correctly, as shown in Figure 3-3. By changing thecolumn width and row height, your data will display as you intended it to, as shown in Figure3-4.

LESSON 3


Figure 3-3: A worksheet with narrow columns.

Figure 3-4: A worksheet with columns that are wide enough to properly display theirdata.

How to Change Column Width and Row HeightProcedure Reference: Change Column Width by Dragging Column Boundaries

To change column width:

1. In the column heading row, point the mouse pointer at the boundary between thecolumn you want to change and its adjacent column.

2. Drag to the left or right to adjust the column width as needed.

Procedure Reference: Change Column Width by Selecting the Column

To change column width:

1. Select the column you want to change.

2. Choose Format→Column→Width to open the Column Width dialog box.

3. In the Column Width field, enter a new value for the column width.

4. Click OK to change the column width.

LESSON 3


Procedure Reference: Change Row Height

To change row height:

1. Select the row you want to change.

2. Choose Format→Row→Height to open the Row Height dialog box.

3. In the Row Height field, enter a new value for the row height.

4. Click OK to change the row height.

ACTIVITY 3-3Changing Column Width and Row Height

ObjectiveTo change the column width and row height of selected columns and rows.


Scenario:Your colleague wants you to review the My Editing file. While reviewing the file, you noticethat the data looks cluttered in the cells. The month name is squeezed in some columns, whileother columns have sufficient space.


1. Increase the column width of thecolumns M and N.

a. Move the mouse pointer to the boundarybetween columns M and N until thepointer changes to a double-headedarrow.

b. Click and drag the handle to the rightuntil the text “November” fits within thecell.

c. Move the mouse pointer to the boundarybetween columns N and O until thepointer changes to a double-headedarrow, and then click and drag thehandle to the right, until the text“December” fits within the cell.

2. Decrease the column width for theID values.

a. Select column B.

b. Choose Format→Column→Width.

LESSON 3


c. Type 9.5

d. Click OK to change the column width.

3. Increase the row height for theheadings.

a. Select row 1, hold down Ctrl, and selectrow 11.

b. Choose Format→Row→Height.

c. In the Row Height text box, type 20

d. Click OK.

e. Select row 4 and row 14.

f. Choose Format→Row→Height.

g. Type 16 and click OK.

h. Save the file.

i. Close the workbook.

LESSON 3


Lesson 3 Follow-upIn this lesson, you inserted and deleted columns and rows, froze and unfroze rows and col-umns, and changed the column width and row height.

1. What are some reasons you might want to customize the layout of your Excel workspace?

Answers will vary.

2. This lesson introduced you to some basic methods for customizing how you interactwith Excel. What other types of things would you like to customize in Excel and howmight you find out if Excel supports those customizations?

Answers will vary.

LESSON 3


Managing Worksheets

In this lesson, you will manage worksheets in the workbooks.

You will:

• Insert, delete, and rename worksheets.

• Copy and move worksheets within workbooks.

• Copy and move worksheets across workbooks.


LESSON 4

Lesson 4: Managing Worksheets 77

IntroductionYou have developed single worksheets. You now have a need to store related data that existson multiple worksheets in a single Excel file. You can do this by organizing multipleworksheets into a single workbook.

Imagine you have quarterly sales data for the previous fiscal year stored in separate files. Youdon’t have to open multiple files to work with related data. You can store multiple worksheetsin a single file, making it easier for you to manage data, as shown in Figure 4-1.

Figure 4-1: A workbook with multiple worksheets.

TOPIC AManipulate WorksheetsYou have worked with a fixed number of worksheets. Now, you want to alter the number ofworksheets in a workbook. In this topic, you will insert and delete worksheets.

Inserting and deleting worksheets helps you organize by consolidating related data within, andremoving extraneous data from, your workbooks.

Manipulate WorksheetsProcedure Reference: Insert Worksheets

To insert a worksheet into a workbook:

1. Select an existing worksheet.

2. Choose Insert→Worksheet to insert the new worksheet to the left of the selectedworksheet.

Procedure Reference: Delete Worksheets

To delete a worksheet from a workbook:


2. Choose Edit→Delete Sheet to delete the selected worksheet.

3. If a message box is displayed asking for the confirmation, click Delete.

LESSON 4


Procedure Reference: Rename Worksheets

To rename a worksheet:


2. Choose Format→Sheet→Rename to rename the active worksheet.

3. Type a new name.

4. Press Enter.

ACTIVITY 4-1Inserting, Deleting, and Renaming Worksheets

Data Files:

• MultisheetWorkbook


Scenario:The South American Division within your department has recently been moved to a differentdepartment. Because you have been given the responsibility of updating the department work-book, you need to delete the South American Division worksheet from theMultisheetWorkbook file. You are also asked to add a couple of blank worksheets to theMultisheetWorkbook file because some additional divisions are being added to yourdepartment. You want to rename the sheets based on the data that is stored in them, to avoidconfusion.


1. Add two blank worksheets to theworkbook, and then save yourwork.

a. Open MultisheetWorkbook.

b. Select Sheet1 to view the Australian Divi-sion sales.

c. Choose Insert→Worksheet to insert aworksheet.

LESSON 4


d. Click and drag the Sheet6 tab to theright of Sheet5 to position the newlyinserted sheet at the end of theworkbook.

e. Choose Insert→Worksheet to insertanother new worksheet immediately tothe left of the Sheet6 worksheet.

2. Delete the South American Divisionworksheet.

a. Click Sheet4 on the Sheets tab to selectthe worksheet.

b. Choose Edit→Delete Sheet.

c. Click Delete to delete the worksheet.

3. Rename the worksheets. a. Choose Format→Sheet→Rename torename Sheet5.

b. Type Summary

c. Press Enter.

d. Select the Sheet3 worksheet.

e. Choose Format→Sheet→Rename.

f. Type N American Division and pressEnter.

g. Rename Sheet1 Australian Division

LESSON 4


h. Rename Sheet2 European Division

i. Save the file as My MultisheetWorkbook

TOPIC BCopy and Move Worksheets WithinWorkbooksYou have named worksheet tabs to better identify the contents of each worksheet. You wouldnow like to rearrange the order of the worksheets in your workbook. In this topic, you willreposition worksheets in a workbook.

Which workbook, the one shown in Figure 4-2 or the one shown in Figure 4-3, has a betterorder for its worksheets?

Figure 4-2: A workbook with worksheets that seem out of order.

Figure 4-3: A workbook with worksheets that follow a logical order.

Repositioning worksheets in a workbook allows you to create worksheets as needed and thenorder them in a logical manner.

How to Copy and Move Worksheets WithinWorkbooksProcedure Reference: Copy Worksheets Within Workbooks

To copy a worksheet within workbooks:

1. Select the worksheet you want to copy.

2. Choose Edit→Move Or Copy Sheet to open the Move Or Copy dialog box.

3. Check the Create A Copy check box.

4. If necessary, from the Before Sheet list, select the sheet before which you wantthe copied worksheet to be pasted.

5. Click OK.

Procedure Reference: Move Worksheets Within Workbooks

To move a worksheet within workbooks:



LESSON 4


3. If necessary, from the Before Sheet list, select the sheet before which you want tomove the worksheet.

4. Click OK.

ACTIVITY 4-2Copying and Moving Worksheets Within Workbooks

Setup:The European Division worksheet of the My MultisheetWorkbook workbook is displayed.

Scenario:A new division—the Central American division—has been added to your department. Much ofthe information to be included in the worksheet for this division is the same as for the Austra-lian Division worksheet. You want to reorder and move the empty worksheets to the end.


1. Copy the Australian Divisionworksheet.

a. Select the Australian Divisionworksheet.

b. Choose Edit→Move Or Copy Sheet toopen the Move Or Copy dialog box.

c. Check the Create A Copy check box tocreate a copy of the worksheet.

d. In the Before Sheet list box, the AustralianDivision option is selected. Click OK.

e. The copy of the Australian Divisionworksheet is placed before the existingAustralian Division worksheet. To renamethe sheet, double-click Australian Divi-sion (2) on the Sheets tab.

LESSON 4


f. Type C American Division and pressEnter.

g. Replace the contents of cell A1 withCentral American Division.

2. Move Sheet7 to the end of theSheets tab.

a. If necessary, click the last tab scrollingbutton to view the last sheet tab.

b. Select the Sheet7 worksheet.

c. Choose Edit→Move Or Copy Sheet.

d. In the Before Sheet list box, scroll downand select (Move To End).

e. Click OK to move the sheet to the end.

f. Save the file.

LESSON 4


TOPIC CCopy and Move Worksheets AcrossWorkbooksYou have created a worksheet and now need to use it as the starting point for anotherworksheet. In this topic, you will copy and paste worksheets.

Figure 4-4 shows a worksheet you have created that tracks sales for the first quarter of the fis-cal year. The worksheet contains all of the formatting and calculations you need.

Figure 4-4: A single formatted worksheet.

Now, you want to create worksheets for the second, third, and fourth quarters, but you want allof these worksheets to have the exact same formatting and calculations, as shown in Figure4-5.

Figure 4-5: Multiple worksheets with the same formatting.

Copying and pasting worksheets eliminates the need to repeat worksheet development forworksheets that share common characteristics.

LESSON 4


How to Copy and Move Worksheets AcrossWorkbooksProcedure Reference: Copy Worksheets Across Workbooks

To copy worksheets across workbooks:

1. Open the source and the destination workbooks.



4. From the To Book drop-down list, select the workbook to which you want tocopy the worksheet.

5. Check the Create A Copy check box.

6. If necessary, from the Before Sheet list, select the sheet before which you wantthe copied worksheet to be pasted.

7. Click OK.

Procedure Reference: Move Worksheets Across Workbooks

To move worksheets across workbooks:

1. Open the source and the destination workbooks.



4. From the To Book drop-down list, select the workbook to which you want tomove the worksheet.

5. If necessary, from the Before Sheet list, select the sheet before which you want tomove the worksheet.

6. Click OK.

LESSON 4


ACTIVITY 4-3Copying and Moving Worksheets Across Workbooks

Data Files:

• Sales_Details

Setup:Sheet7 of My MultisheetWorkbook is displayed.

Scenario:The South American Division has moved back to your department. The South American divi-sion’s sales data has been saved in the file named Sales_Details. Now, you will have to updatethe My MultisheetWorkbook workbook by moving the worksheet from Sales_Details to the MyMultisheetWorkbook file. You are also asked to make a copy of the European Divisionworksheet to Sales_Details for format referencing.

LESSON 4



1. Copy European Division worksheetfrom My MultisheetWorkbook to theSales_Details workbook.

a. Open the Sales_Details file.

b. Choose Window→MyMultisheetWorkbook to switch to MyMultisheetWorkbook.

c. Select the European Division worksheet.

d. Choose Edit→Move Or Copy Sheet.

e. From the To Book drop-down list, selectSales_Details.xls.

f. From the Before Sheet list, select Sheet2.

g. Check the Create A Copy check box.

h. Click OK. The Sales_Details workbook isopen and the worksheet is placed beforeSheet2.

2. Move the S American Divisionworksheet from the Sales_Detailsworkbook to MyMultisheetWorkbook.

a. In the Sales_Details workbook, select theS American Division worksheet.

b. Choose Edit→Move Or Copy Sheet toopen the Move Or Copy dialog box.

c. From the To Book drop-down list, selectMy MultisheetWorkbook.xls.

LESSON 4


d. From the Before Sheet list, select Austra-lian Division.

e. Click OK. My MultisheetWorkbook is openand the worksheet is placed before theAustralian Division worksheet.

f. Save the file.

g. Close My MultisheetWorkbook.

h. Save Sales_Details as My Sales_Details.

i. Close the My Sales_Details workbook.

Lesson 4 Follow-upIn this lesson, you organized multiple worksheets into a single workbook. By storing multipleworksheets in a single file, you don’t have to open multiple files to work with related data.

1. You have four separate workbook files: Quarterly_Totals, Quarterly_Projections,Highest_Sales, and Partners. Each workbook contains a single worksheet that has thesame name as its parent workbook. How might you organize these separate workbooksinto a single workbook?

Answers will vary, but might include: Creating four separate worksheets, one for each ofthe existing workbooks; naming the new worksheets based upon the old workbook titles;and formatting the worksheets in different colors.

2. Consider a project you might develop in Excel. What are some of the worksheets youmight develop? What will their names be? How might you organize them into a singleworkbook?

Answers will vary.

LESSON 4


Calculating Data

In this lesson, you will perform calculations.

You will:

• Create basic formulas.

• Calculate data using functions.

• Create formulas using the logical functions.

• Create relative cell references by copying and pasting formulas.

• Create an absolute reference.

• Create mixed cell references.

Lesson Time1 hour(s), 5 minutesLESSON 5

LESSON 5

Lesson 5: Calculating Data 89

IntroductionYou’ve entered data into a worksheet and you’ve modified a worksheet to meet your businessneeds. Now you need to generate new data based on the data you’ve already entered. You cando this by performing calculations on the existing data.

Figure 5-1 shows a spreadsheet containing sales data. Your manager has asked you for the totalsales for all reps for the month of February. Would you like to calculate this by hand?

Figure 5-1: A spreadsheet containing sales data.

Calculating by hand is inefficient. Excel can do this for you.

TOPIC ACreate Basic FormulasYou are ready to run calculations on your data. The first way to do this is with a basicformula. In this topic, you will create basic formulas.

You have a worksheet that contains sales data, as shown in Figure 5-2. You want to find theaverage sale amount for each employee. A formula can calculate this average for you, asshown in Figure 5-3.

Figure 5-2: A sales worksheet with no calculations.

LESSON 5


Figure 5-3: A sales worksheet that calculates averages.

Creating basic formulas helps you cull valuable information from the data you’ve entered intoa worksheet.

FormulasDefinition:

A formula is a set of mathematical instructions that performs calculations. Formulascan contain any mathematically sound combination of numbers and symbols.

Some common mathematical symbols include:

• The plus sign (+) for addition.

• The minus sign (–) for subtraction.

• The asterisk (*) for multiplication.

• The front slash (/) for division.

• The caret symbol (^) for exponents.

• The open and close parentheses ( ) to group computation instructions.

Example: A Formula

Order of OperationsAn order of operations is a sequence of computations that a formula follows to arrive at adesired result. The order of operations follows this sequence:

LESSON 5


1. Computations enclosed in parentheses are performed first, no matter where they appear inthe formula.

2. Computations involving exponents are performed second.

3. Computations involving multiplication and division are performed third. Because they areequal with regard to the order in which Excel performs them, Excel performs them in theorder in which it encounters them (from left to right).

4. Computations involving addition and subtraction are performed last. Excel also performsthem in the order in which it encounters them (from left to right).

Figure 5-4: The order of operations at work.

How to Create Basic FormulasProcedure Reference: Create a Basic Formula

To create a basic formula:

1. Select the cell in which you would like the formula to appear.

2. In the Formula Bar, type an equal sign, and then type the formula you would liketo perform.

3. Press Enter.

LESSON 5


ACTIVITY 5-1Creating Formulas

Data Files:

• Calculation


Scenario:You have been given the Calculation file and asked to calculate the monthly total sales andmonthly average sales for all employees.


1. Calculate the Total sales for themonth of January.

a. Open Calculation.

b. Select cell C12.

c. Click in the Formula Bar.

d. Type =C7+C8+C9+C10

e. Press Enter. The total sales figure for themonth of January is calculated using theformula.

2. What is the January total?

a) 766.76

✓ b) 741.49

c) 762.58

d) 901.53

LESSON 5


3. Calculate the Total sales for themonth of February.

a. Select cell D12.

b. In the Formula Bar, type =

c. Select cell D7, and then type +

d. Select cell D8, and then type +

e. Select cell D9, and then type +

f. Select cell D10.

g. Press Enter to calculate the total sales.

4. Calculate the Total sales for themonths of March and April.

a. Select cell E12 and type =SUM(

LESSON 5


b. Select cell E7, hold down Shift, andselect cell E10 to draw a selection mar-quee for cells E7 to E10.

c. The cell range is populated in theformula. Type ) and press Enter to applythe calculation.

d. Select cell E12, and then click and dragthe fill handle to cell F12 to apply thesum calculation to cell F12.

5. Calculate the average of sales forthe month of January.

a. Select cell C13.

b. Type =(C7+C8+C9+C10)/4 and pressEnter to calculate the average sales forthe month of January.

6. Calculate the average of sales forthe months of February, March, andApril.

a. Select cell C13.

LESSON 5


b. Click and drag cell C13’s fill handle tocell F13 to copy the formula to the cellsD13, E13, and F13.

c. Save the file as My Calculation

TOPIC BCalculate Data Using FunctionsYou have run calculations using basic formulas. Now, you would like to perform calculationswithout using formulas. In this topic, you will calculate with functions.

You have a worksheet that contains the sales figures for sales representatives for the month ofJanuary. You don’t want to take the time to write a formula to calculate the total sales for eachemployee. Rather than write a formula, you decide to use a built-in Excel function to calculatethe total sales. Functions help speed up the development of calculations because they containbuilt-in formulas that you don’t have to write out by hand.

FunctionsDefinition:

A function is a built-in formula in Excel. Functions start with an equal sign (=) andgenerally have two components:

• The function name or an abbreviation of that name.

• The arguments, which are required data enclosed in parentheses.

Excel provides over 200 built-in functions. You can use a function by itself or in con-junction with other formulas or functions.

Example:Figure 5-5 shows an example of a function. See Table 5-1 for common functions inExcel.

LESSON 5


Figure 5-5: An example of a function.

Table 5-1: Common Functions in Excel

Functions Instructs Excel to:=SUM(A4:A10) Add all values in cells A4 through A10.

=AVERAGE(A4:A10) Calculate the mean average of the values in cells A4through A10.

=MIN(A4:A10) Find the minimum value of the values in cells A4through A10.

=MAX(A4:A10) Find the maximum value of the values in cells A4through A10.

=COUNT(A4:A10) Find the number of entries in cells A4 through A10.

Error CheckingThe result of a calculation will only be as accurate as the components of that calculation. Ifyou enter any part of a formula incorrectly, your result will be incorrect. Excel has the abilityto flag some errors, bringing them to your attention so that you can fix them. But there areother errors that may go undetected, and you may not even realize that your calculation isincorrect. So it’s crucial that formulas be entered accurately. This includes making sure that thecell references and the operators are accurate. Similar to the spell check, Excel uses certainrules to check formulas. To view these rules, choose Tools→Options. In the Options dialogbox, select the Error Checking tab. In the Rules section, a set of rules will be displayed, whichyou can choose to either enable or disable. For example, to identify the formulas that refer tothe empty cells, check Formulas Referring To Empty Cells. To disable the rule, you need todeselect it. After enabling or disabling the rules, click OK. To check for the correctness of theformula, select the cell that contains the formula. If the formula breaks any rule, a triangle willappear in the top-left corner of the cell. Move the mouse pointer over the error indicator toview the tooltip that displays the cause of the error. You can also click the drop-down arrownext to the error indicator and select the required options.

Standard Errors Associated with FormulasFormula errors can result in incorrect results. The following table illustrates the stan-dard errors involved in formulas.

Table 5-2: Standard Errors in Formulas

Standard Error Occurs if:##### The column is not wide enough to fit in the results returned by the

formula or function or if the formula results in a negative date or time.

#VALUE! An incorrect type of argument or operand is used in the formula orfunction.

#DIV/0! A number is divided by zero in a formula or function.

#N/A Required values are not provided to a formula or function.

#REF! The cell reference given in a formula or function is not valid.

LESSON 5


Standard Error Occurs if:#NUM! Invalid numeric values are provided to a formula or function.

#NAME? Excel cannot recognize the text used in the formula or function.

How to Calculate Data Using FunctionsProcedure Reference: Calculate a Total Using the AutoSum Button

To calculate the total for a range of cells using the AutoSum button:

1. Select the cell in which you would like the function to appear.

2. On the Standard toolbar, click the AutoSum button to populate the cell with aSUM function, or click the drop-down arrow next to the AutoSum button andselect the SUM function.

3. The cells are automatically selected by the selection marquee. If necessary, youcan select a range of cells.

4. Press Enter to calculate the result.

Procedure Reference: Calculating Data Using the Paste Function

To calculate data using the Paste Function feature:

1. Select the cell in which you would like the function to appear.

2. Choose Insert→Function to open the Insert Function dialog box.

3. From the Select A Function list, select the function you would like to use.

4. Click OK.

5. Specify the cell range you want to include in the function.

• Type the cell range in the Number text box.

• Select the range of cells in the worksheet.

• Or, in the Number text box, click the Collapse button to minimize the dialogbox, and then select the range of cells and click the Expand button to maxi-mize the dialog box.

6. In the Function Arguments dialog box, click OK to insert the function into thecell and populate the cell with the results of the function.

LESSON 5


ACTIVITY 5-2Using Functions to Calculate Data

Setup:My Calculation is open.

Scenario:Your manager wants to calculate a total and average at the year-to-date level for eachemployee ID on the sales data worksheet. Additionally, she wants to know the highest andlowest sales totals for each month. You’ve decided to use functions—rather than create basicformulas—to calculate these numbers, because functions will save you a considerable amountof time and help you get the worksheet back to your manager on schedule.


1. Calculate the YTD total for the firstemployee ID.

a. Select cell H7.

b. Click the AutoSum button .

c. Select cell C7 and drag to cell F7 toselect the range of cells.

d. Press Enter to calculate the YTD total forEmployee ID 123456789.

e. Select cell H7.

f. Move the mouse pointer over the warn-ing icon .

g. Notice that the tooltip indicates that theformula refers to a range of cells withadditional numbers adjacent to it. In thiscase, this refers to the Employee ID field,which contains a number that you do notwant to include in your calculation.

2. Calculate the YTD total for theremaining employee IDs.

a. Select cell H8.

LESSON 5


b. Choose Insert→Function to open theInsert Function dialog box.

c. The SUM function is selected by default.Click OK.

d. The Number1 text box in the FunctionArguments dialog box contains a range ofcell addresses. To minimize the FunctionArguments dialog box, click the CollapseDialog button to the right of theNumber1 text box.

e. If necessary, move the collapsed Func-tion Arguments dialog box until theC8:F8 cell range is visible.

f. In the worksheet, select cell C8, holddown Shift, and select cell F8 to draw aselection marquee for cells C8 to F8.

g. The cells from C8 to F8 are selected. Clickthe Expand Dialog button .

h. Click OK to calculate the YTD total forEmployee ID 234567890.

LESSON 5


i. Click and drag the fill handle from cellH8 down to cell H10 to calculate the YTDtotals for the last two employee IDs.

3. Calculate the YTD average for thefirst employee ID.

a. Select cell I7.

b. Click the drop-down arrow next to theAutoSum button.

c. Choose Average.

d. Draw a selection marquee around cellsC7, D7, E7, and F7, and then pressEnter.

LESSON 5


4. Calculate the YTD averages for theremaining employee IDs.

a. Choose Insert→Function to open theInsert Function dialog box.

b. From the Select A Function list box, selectAVERAGE and click OK.

c. Click the Collapse Dialog button to mini-mize the dialog box.

d. Drag a selection marquee around cellsC8, D8, E8, and F8.

e. Click the Expand Dialog button.

f. Click OK to calculate the YTD average forthe Employee ID 234567890.

g. Click and drag cell I8’s fill handle downto cell I10 to populate the YTD averagesfor the last two employee IDs.

5. Calculate the highest sales made foreach month.

a. Select cell B15, type Highest Sales andthen press Enter.

b. Select cell C15 and click the drop-downarrow next to the AutoSum button.

c. Choose Max.

d. Drag a selection marquee around cellsC7, C8, C9, and C10, and press Enter.

e. Select cell C15.

LESSON 5


f. Click and drag cell C15’s fill handledown to cell F15 to calculate maximumsales for the other months.

6. Calculate the lowest sales made foreach month, and then save yourwork.

a. Select cell B16, type Lowest Sales andthen press Enter.

b. Select cell C16 and choose Insert→Function to open the Insert Functiondialog box.

c. From the Or Select A Category drop-downlist, select Statistical.

d. In the Select A Function list box, scrolldown and then select MIN.

e. Click OK to open the Function Argumentsdialog box.

f. Click the Collapse Dialog button to mini-mize the dialog box.

g. Drag a selection marquee around cellsC7, C8, C9, and C10.

h. Click the Expand Dialog button to maxi-mize the dialog box.

i. Click OK to calculate the minimum salesfor the month of January.

LESSON 5


j. Click and drag cell C16’s fill handle tocell F16 to calculate the minimum valuefor the remaining months.

k. Save the file.

l. Close the workbook.

TOPIC CCalculate with Logical FunctionsYou have calculations in your workbook using simple formulas. You now need to evaluate thedata before doing further calculations. In order to do this, you can calculate with a Logicalfunction.

You may want to perform a calculation in your worksheet only if a certain condition is met.For example, if your company gives salespeople a bonus only if a minimum sales total isachieved, you would need to create a formula to determine if the minimum sales total has beenachieved for each salesperson and then create another formula to calculate the actual bonus.Or, you could use a Logical function to determine which data meets the criteria and performthe calculation all in one step.

Logical FunctionsDefinition:

A Logical function is a function that performs a calculation on data only if it meets acriterion. Unlike other function categories, there are only six Logical functions (and,false, if, not, or, and true). Logical functions are based on the value of either true orfalse. The value is then used in a calculation.

Example: The If FunctionBob wants to find out what categories in his final budget for the year are over budgetand what categories are under budget so he can better plan for next year. Bob will usethe If function. He enters the yearly totals and the budget amounts. The formula resultis based on if the budget plan is under or over the budget amount of $100.00. If thebudget plan is under $100.00, the cell will be left empty. If the budget plan is over$100.00, the cell will display “Over budget.”

LESSON 5


How to Calculate with Logical FunctionsProcedure Reference: Calculate with a Logical Function

To calculate with a Logical function:

To calculate data using functions:

1. Select the cell where the formula will appear.

2. Click the Insert Function button.

3. From the Or Select A Category drop-down list, select Logical.

4. From the Select A Function list, select the specific Logical function.

5. Click OK to display the Function Arguments dialog box.

6. Enter the function arguments.

7. Click OK.

LESSON 5


ACTIVITY 5-3Using Logical Functions

Data Files:

• Functions


Scenario:Robin’s Store pays a monthly eight percent bonus to store managers on sales over $5,000. Themanager for Store #62 just sent you his results for this quarter and you need to determine if heshould receive a bonus in January as well as the amount of the bonus. You want to close theworkbook and save your changes when you are finished.


1. On the Store 62 worksheet, insert alogical function to perform a calcu-lation when a certain criterion ismet.

a. Open Functions.

b. Store 62 is the active sheet. Select cellB13.

c. Display the Insert Function dialog box.

d. From the Or Select A Category drop-downlist, select Logical.

e. From the Select A Function list box, selectIF.

f. Click OK to open the Function Argumentsdialog box.

2. Enter the function arguments todetermine if the total for Januarymeets the minimum amountrequired for a bonus, and if it does,what the bonus amount should be.

a. In the Logical_test text box, type B11 >5000 and press Tab.

b. In the Value_if_true text box, type (B11*.08) and press Tab.

c. In the Value_if_false text box, type 0

d. To calculate the bonus amount, click OK.

3. True or False? The bonus earned in January was $416.00.

✓ True

False

LESSON 5


4. Save the changes made to the work-book and close it.

a. Save the file as My Functions

b. Close the workbook.

TOPIC DCreate Relative Cell ReferencesIn Excel, you can reuse the formulas by copying the formulas and changing the cell reference.In this topic, you will create a relative cell reference.

You would like to perform the same calculation across a number of cells. By copying formulaschanging the cell references, your calculations will contain fewer errors because you aren’tmanually keying the formulas and functions.

Relative ReferencesDefinition:

A relative cell reference is a cell reference that is automatically updated by Excelwhenever a formula or function is copied from an originating cell to a destination cell.Relative references include only a cell’s column and row identification.

Example: A Relative ReferenceIn the Sample worksheet, you need to calculate the monthly totals of sales. You’vealready totaled the sales for January. Rather than writing another function to total theFebruary column, you choose to copy the function from the January column to theFebruary column. When you do this, Excel automatically creates relative references forthe cells in the February column.

How to Create Relative Cell ReferencesProcedure Reference: Create a Relative Cell Reference

When you want to copy a formula or function from an originating cell to a destinationcell, and you want the destination cell to contain the same value as the originating cell:

1. Select the cell that contains the formula you want to copy.

2. Select the contents of the Formula Bar.

3. Choose Edit→Copy, and then press Enter.

4. Select the cell that you want to copy the formula to.

5. Choose Edit→Paste.

LESSON 5


ACTIVITY 5-4Creating Relative Cell References


Scenario:The sales data is ready. The sales manager wants you to create a Totals Summary region in theworksheet. The Totals Summary region will display the total sales made for each month. Youalso need to calculate the total sales of the YTD total.


1. Add the Totals Summary sectionheadings.

a. Open My Calculation.

b. Select cell B19.

c. Type Totals Summary and press Enter.

d. Select cell B21, type January and thenpress Enter.

e. Type February and press Enter.

f. Type March and press Enter.

g. Type April and press Enter.

h. Select cell B26, type YTD and then pressEnter.

LESSON 5


2. Copy the monthly total formulas tothe new Totals Summary section forthe months of January andFebruary.

a. Select cell C12.

b. In the Formula Bar, click and drag acrossthe formula to select it.

c. Choose Edit→Copy to copy the formula.

d. Press Enter to deselect the formula.

e. Select cell C21.

f. Choose Edit→Paste to paste the formulainto the destination cell.

g. Select cell D12.

h. In the Formula Bar, click and drag acrossthe formula to select it.

i. Choose Edit→Copy and press Enter todeselect the contents of the Formula Bar.

j. Select cell C22 and choose Edit→Pasteto paste the formula into the destinationcell.

3. Copy the March and April monthlytotal formulas to the new TotalsSummary section.

a. Select cell E12.

b. In the Formula Bar, select the formula.

c. Copy the formula and press Enter todeselect the contents of the Formula Bar.

d. Select cell C23 and paste the formulainto the destination cell.

e. Select cell F12.

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f. Copy the April monthly total formula tocell C24.

4. Copy one of the existing formulasor functions that produces the sumof a range, use it to total the YTDtotal in the Totals Summary region,and then save your work.

a. Copy the contents of cell H7 to cell C26.

b. Double-click cell C26 to activate theselection marquee.

c. View the selection marquee around thecells C7 to F7.

d. Click and drag the bottom-right cornerof the selection marquee to cell H10.

e. Click and drag the top-left corner of theselection marquee to cell H7.

f. Press Enter to populate the cell with thenew value.

g. Save the file.

LESSON 5


TOPIC ECreate Absolute Cell ReferencesYou have run calculations on data. You now have a formula that needs to reference the datastored in another cell. In this topic, you will create an absolute reference.

You have a cell labeled “Commissions” that stores the percentage your sales reps earn on theirsales. The worksheet also contains many formulas that use the commission value to determinepayment to the sales reps. By identifying the Commissions cell as an absolute reference, youwill only have to change the commission rate in one place (the Commissions cell) rather thanin multiple places (each formula) as the commission rate changes.

Absolute Cell ReferencesDefinition:

An absolute cell reference is a cell reference in a formula that doesn’t change whenyou copy the formula. All absolute references include dollar signs ($) before the col-umn and row headings. You can convert any relative cell reference to an absolutereference by adding a dollar sign in front of the cell’s column and row headings.

Example: An Absolute ReferenceYou can convert any relative cell reference to an absolute reference by adding a dollarsign in front of the cell’s column and row headings.

Figure 5-6: An absolute reference.

How to Create Absolute Cell ReferencesProcedure Reference: Create an Absolute Reference

To create an absolute reference:

1. Select the cell that contains the formula you want to add the absolute reference to.

LESSON 5


2. Type a dollar sign ($) in front of the column heading and row heading for eachcolumn and row you want to refer to absolutely. For example, to create an abso-lute reference to cell B3, in a formula, you would change B3 to $B$3.

3. Press Enter to activate the absolute reference(s).

ACTIVITY 5-5Creating Absolute Cell References

ObjectiveTo create an absolute reference.


Scenario:Your manager has asked you to add a YTD Commissions heading and column to the sales dataworksheet to help her quickly identify the total commissions earned by each employee. Shewants the new YTD Commissions section and heading to appear immediately to the right ofthe existing YTD Average section. You want the formula for each employee to reference theCommission Rate value, and you want to re-use one formula for each employee.


1. Add the YTD Commissions sectionheading, and then calculate theYTD commission for the firstemployee.

a. Select cell J5, type YTD Commission andthen press Enter.

b. Select cell J7, type = and then selectcell H7 to begin the formula in the For-mula Bar.

c. Type *, select cell H3, and press Enterto calculate the YTD commission value inthe cell.

2. Create an absolute reference to thecommission rate, copy the formulato the remaining employees, andsave your work.

a. Select cell J7.

b. In the Formula Bar, select H3.

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c. Type $H$3 to convert the relative refer-ence to an absolute reference.

d. Press Enter.

e. Select cell J7, and then click and dragthe fill handle to cell J10 to populate theremaining cells with their correspondingYTD commissions.

f. Save the file.

TOPIC FCreate Mixed Cell ReferencesIn Excel, you can reuse the formulas by copying the formulas and changing either the row orcolumn reference. In this topic, you will create a mixed cell reference.

Mixed cell references allow you to reuse some formulas and functions from other cells. Yourcalculations will contain fewer errors because you aren’t manually keying the formulas andfunctions.

Mixed Cell ReferencesDefinition:

A mixed cell reference is a cell reference in a formula that has either an absolute col-umn and a relative row or an absolute row and a relative column. All mixed referenceswill include dollar signs ($) before either the column or row headings.

How to Create Mixed Cell ReferencesProcedure Reference: Create a Mixed Reference

To create a mixed reference:

1. Select the cell that contains the formula to which you want to add the mixedreference.

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2. Type a dollar sign ($) in front of either the column heading or the row headingfor each column or row to which you want to refer absolutely. For example, tocreate an absolute reference to Row 3 in the cell B3, in a formula, you wouldchange B3 to B$3.

3. Press Enter to activate the mixed reference(s).

ACTIVITY 5-6Creating Mixed Cell References


Scenario:The sales manager is not sure about the Commission rate. He wants you to calculate the YTDCommission for the commission rates 17%, 19%, and 21%. You will have to calculate thecommission rates for all of the employees in order to decide upon the final commission rate.


1. Enter the Commission rates to cal-culate the YTD Commission.

a. Select Sheet2.

b. Select cell D3, hold down Shift, andselect cell F3 to select a range of cellsfrom D3 to F3.

c. On the Formatting toolbar, click the Per-cent Style button to display numbersin percentage format.

If the Percent Style button is not displayed onthe Formatting toolbar, click the ToolbarOptions button, and then click the Percent Stylebutton .

d. Select cell D3, type 17 and then pressTab.

e. Type 19 and press Tab.

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f. Type 21 and press Enter.

2. Calculate the YTD Commission forthe first employee.

a. Select cell D7 and type =

b. Select cell B7 to begin the formula.

c. Type *, and select cell D3.

d. Press Enter to calculate the YTD Commis-sion for the first employee.

3. Create a mixed reference to thecommission rate and YTD totals,copy the formula to the remainingemployees, and then save yourwork.

a. Select cell D7.

b. In the Formula Bar, click after = and type$

c. Click after D and type $

d. Press Enter to convert the relative refer-ence to the mixed reference.

e. Select cell D7 and then click and dragthe fill handle from cell D7 to F7.

f. Click and drag the fill handle to F10 tocalculate for the other employees.

g. Save the file.

h. Close the workbook.

LESSON 5


Lesson 5 Follow-upIn this lesson, you performed calculations on existing data. By using Excel to perform calcula-tions on your data, you remove the inefficiency of calculating by hand.

1. What data are you currently working with that you could enter into an Excel spread-sheet and run calculations on?

Answers will vary.

2. What kind of calculations might you run on that data?

Answers will vary.

LESSON 5


Formatting a Worksheet

In this lesson, you will format a worksheet.

You will:

• Change the font type, size, and style of text in a worksheet.

• Apply borders and shading to the cells, and colors to the contents of the cell.

• Merge cells.

• Apply number formats to cells.

• Align the cell contents using the alignment options such as text wrap, orientation, andalignment.


LESSON 6

Lesson 6: Formatting a Worksheet 117

IntroductionYou’ve created a basic worksheet that includes raw data and calculations. You want to definespecific areas of your worksheet to make it easier to visually locate data. You can do this byformatting your worksheet.

Of the two following spreadsheets, which spreadsheet makes it easier to differentiate betweensales reps?

Figure 6-1: An unformatted worksheet.

Figure 6-2: A formatted worksheet.

Formatting can visually differentiate one set of data from other sets, making it easier toquickly locate information.

LESSON 6


TOPIC AChange Font Type, Size, and StyleYou are familiar with the Excel environment and how to enter, edit, and manipulate the data ina worksheet. Now you want to make it easier to visually locate data in a worksheet. One wayto do this is by changing the font size and type for specific pieces of data.

Which of the following worksheets is easier to read, the one shown in Figure 6-3 or the oneshown in Figure 6-4?

Figure 6-3: A worksheet with difficult to read text.

Figure 6-4: A worksheet with data in a readable font.

By changing the font size and type, you can change the appearance of your data to make iteasier to read and easier to locate critical information.

FontsA font is a complete set of type characters comprising the same:

• Typeface (such as Times New Roman or Arial). The typeface is the style or design of aset of characters.

• Size (such as 12 point). Font size is measured in points, and one point equals 1/72 of aninch.

LESSON 6


Figure 6-5: Common fonts.

How to Change Font Type, Size, and StyleProcedure Reference: Change Font Type, Size, and Style Using the StandardToolbar

To change the font type, size, and style using the Standard toolbar:

1. Select the cell(s) that contain(s) the font you want to change.

2. On the Standard toolbar, from the Font drop-down list, select the new font face tochange the font.

3. On the Standard toolbar, from the Font Size drop-down list, select the new fontsize to change the size of the font.

4. Set the Font style for the text.

• In the Standard toolbar, click the Bold button to bold the content.

• In the Standard toolbar, click the Italic button to add italic formatting to thecontent.

• In the Standard toolbar, click the Underline button to underline the content.

Procedure Reference: Change the Format Using the Format Dialog Box

To change the text format using the Format dialog box:

1. Select the cell(s) that contain(s) the font you want to change.

2. Choose Format→Cells to open the Format dialog box.

3. Select the Font tab.

4. From the Font drop-down list, select the new font face to change the font.

5. From the Font Size drop-down list, select the new font size to change the size ofthe font.

6. From the Font Style drop-down list, select the new font style to change the styleof the font.

7. From the Underline drop-down list, select the new underline style to change theunderline style of the font.


LESSON 6


ACTIVITY 6-1Changing the Type Format of the Data

Data Files:

• Format


Scenario:You recommend to your manager that you can make the sales data worksheet easier to read byapplying different formatting techniques to it. She agrees with you and likes your ideas.Because your company uses Verdana as its primary font in other publications, you are going tochange all the text in the worksheet to this font. You want to apply various font styles to theheadings to differentiate them from the values.


1. Apply the Verdana font to theentire worksheet.

a. Open Format.

b. Click the blank box below the Name boxto select the entire worksheet.

c. On the Formatting toolbar, from the Fontdrop-down list, select Verdana.

2. Change the main heading to fontsize 16.

a. Select cell A1.

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b. On the Formatting toolbar, from the FontSize drop-down list, select 16.

3. Change the Commission Rate,Monthly Totals, Monthly Average,Highest Sales, and Lowest Salesheadings to font size 12.

a. Select cell F3.

b. Hold down Ctrl and then select cellsB12, B13, B15, and B16.

c. On the Formatting toolbar, from the FontSize drop-down list, select 12 to changethe size of the selected headings.

d. Increase the column width of column Buntil all headings fit properly in theircells.

4. Change the Employee ID, month,YTD, and Totals Summary headingsto font size 12.

a. Select rows 5 and 19.

b. On the Formatting toolbar, from the FontSize drop-down list, select 12 to changethe size of the selected headings.

c. Adjust column widths as necessary.

LESSON 6


5. Apply various font styles to theheadings.

a. Select the B5:F5 cell range to select theheadings.

b. On the Formatting toolbar, click the Boldbutton .

c. On the Formatting toolbar, click theUnderline button .

d. Select cell A1.

e. Choose Format→Cells.

f. Select the Font tab.

g. From the Font Style list, select Italic.

h. From the Underline drop-down list, selectDouble.

i. Click OK to apply the format.

j. Adjust column widths as necessary.

k. Save the file as My Format

LESSON 6


TOPIC BApply Borders and ShadingYou have changed the font size and type for data. Another way to make it easier to visuallylocate data is to highlight cells. In this topic, you will add borders and color to cells.

Which worksheet makes it easier to locate the Totals cells, the worksheet in Figure 6-6 or theworksheet in Figure 6-7?

Figure 6-6: A worksheet with no cell borders or colors.

Figure 6-7: A worksheet with cell borders and colors.

Adding borders and colors to cells helps you quickly locate critical information.

BordersA cell border is a group of lines that can be placed on the edges of the cells in a worksheet.Excel provides you with a feature of bordering cells to distinguish it from the other cells. Thecolumn headings, row headings, totals, and average values can be emphasized using the borderfeature. Excel provides 12 types of border styles with varying widths and edges. Borders canbe added to a single cell or range of cells. Borders can be applied using either the Border but-ton on the formatting toolbar or the Format Cells dialog box.

LESSON 6


Fill ColorExcel provides a feature for shading the background color of cells. The Fill Color feature isused to make cells that contain column headings, calculated values, or important notes differentfrom the rest of the cells in the worksheet. Using the Fill Color button, you can either choosea color from the color palette and apply it, or apply the previously selected color. To apply thebackground color, select the cells, click the drop-down arrow on the Fill Color button on theformatting toolbar, and then choose a color from the color palette.

Border OptionsYou can apply a border to some or all of the sides of a cell or range of cells and determine theborderline style and color. Figure 6-8 shows a tab in the Format Cells dialog box.

Figure 6-8: The Border tab of the Format Cells dialog box.

Apply Borders and ShadingProcedure Reference: Add Borders to Cells

To add borders to cells:

1. Select the cell(s) to which you would like to add a border.

2. Either click the Borders button or choose Format→Cells to open the Format Cellsdialog box. If using the Format Cells dialog box, continue with this procedure;otherwise, stop.

3. Select the Border tab to view the border options.

4. From the Style list, select the border style.

5. Use either the preset border buttons or the specific border buttons to set the bor-ders for the selected cell(s).

6. Click OK to apply the borders.

Procedure Reference: Add Colors to Cells

To add colors to cells:

1. Select the cell(s) to which you would like to add a color.

LESSON 6


2. Click the drop-down arrow next to the Fill Color button and select a color youwant to apply to the cell.

3. Remove the selection to view the color effect.

Procedure Reference: Add Colors to Cell Contents

To add colors to the cell contents:

1. Select the cell(s) to which you would like to add a color.

2. Click the drop-down arrow next to the Font Color button and select a color youwant to apply to the contents of the cell.

3. Remove the selection to view the color effect.

Paste SpecialThe Paste Special command allows you to specify how you would like the contents ofthe Clipboard pasted into Excel. The Paste Special dialog box provides you with theavailable options.

ACTIVITY 6-2Applying Borders and Shading

Setup:My Format is open.

Scenario:The formatting of your sales data worksheet is coming along nicely. You are now ready to addborders and colors to some of the cells to help draw attention to specific regions of theworksheet. You would like to see a box around the Totals Summary and YTD regions of theworksheet and highlighted with a bright color. Also, you decide to change the default color ofsome of the headings to blue.


1. Add a bright colored background tothe YTD region.

a. Select the H5:J10 cell range to selectthe YTD region.

LESSON 6


b. On the Formatting toolbar, click thedrop-down arrow next to the Fill Colorbutton , and then select Yellow.

If the Fill Color button is not displayed on the For-matting toolbar, click the Toolbar Options button,click the Fill Color drop-down arrow, and then selectYellow.

c. Click any cell outside of the selectedregion to deselect the region so you cansee the fill color.

2. Add a bright colored background tothe Totals Summary region.

a. Select the H5:J10 cell range to selectthe YTD values.

b. Choose Edit→Copy.

c. Select the B19:C26 sell range to selectthe Totals Summary region.

d. Choose Edit→Paste Special to open thePaste Special dialog box.

LESSON 6


e. In the Paste section, select Formats.

f. Click OK to apply the yellow formatting tothe Totals Summary region.

3. Add a border around the TotalsSummary region of the worksheet.

a. Choose Format→Cells to open the FormatCells dialog box.

b. Select the Border tab to view the Borderoptions.

c. In the Line section, from the Style list,click the thickest solid single line.

d. In the Presets section, click the Outlinebutton.

e. Click OK to apply the border.

LESSON 6


f. Click any cell outside of the selectedregion to deselect the region and viewthe border.

4. Add a border around the YTD regionof the worksheet.

a. Select the H5:J10 cell range to selectthe YTD region.

b. Click the drop-down arrow next to theBorders button, and then select ThickBox Border.

c. Click any cell outside of the selectedregion to deselect the region so you cansee the border.

LESSON 6


5. Change the default color of theCommission Rate, Monthly Totals,Monthly Average, Highest Sales, andLowest Sales headings to Blue.

a. Select cell F3.

b. Hold down Ctrl and select cells B12,B13, B15, and B16.

c. Click the drop-down arrow next to theFont Color button and select Blue.

d. Click any cell outside of the selectedregion to deselect the region so you cansee the color.

e. Save the file.

TOPIC CMerge CellsYou formatted cells by changing their height and width and by adding borders and colors tothem. You now have a situation where you need to consolidate into a single cell data thatstretches across multiple cells. In this topic, you will merge cells.

The title of your worksheet is contained in one cell, but the text is so long that it spreadsacross a number of cells, as shown in Figure 6-9. You can merge cells to improve the appear-ance of your worksheet, as shown in Figure 6-10.

Figure 6-9: A block of cells that have not been merged.

LESSON 6


Figure 6-10: The same block of cells merged into a single cell.

MergeFigure 6-11 and Figure 6-12 show how you can select a contiguous range of cells andcombine—or merge—them to create a single, large cell.

Figure 6-11: Cells B2 through E5 before being merged.

Figure 6-12: Cells B2 through E5 after being merged.

How to Merge CellsProcedure Reference: Merge Cells

To merge cells:

1. Select the range of contiguous cells you want to merge.

2. If you know you want to merge and center the contents of the selected cells, clickthe Merge And Center button. Otherwise, select Format→Cells to open the For-mat Cells dialog box.

3. On the Alignment tab, check the Merge Cells check box.

4. Click OK to merge the cells.

LESSON 6


ACTIVITY 6-3Merging Cells

ObjectiveTo merge cells.


Scenario:You are still formatting the sales data worksheet. You’ve noticed that the Books and Beyondheading spans across five separate cells—A1 through E1. To make the heading easier to man-age, you’ve decided to merge the cells that it covers so the heading is in a single wide cell.Additionally, you want the Totals Summary heading to be in a single cell, centered, that spansacross the months and totals columns it appears above.


1. Merge the cells of the Books andBeyond heading into a single cell.

a. Select the A1:E1 cell range to selectthese cells.

b. Choose Format→Cells to open the FormatCells dialog box.

c. Select the Alignment tab to view thealignment options.

d. In the Text Control region, check theMerge Cells check box.

e. Click OK to apply the merge.

LESSON 6


f. Click in any other cell to deselect theBooks and Beyond heading.

2. Merge the cells of the Totals Sum-mary heading into a single cell,align the heading to the center, andthen save your work.

a. Select the B19:C19 cell range.

b. On the Formatting toolbar, click theMerge And Center button to mergeand center the cells.

c. Click in any other cell to deselect theTotals Summary heading.

d. Save the file.

TOPIC DFormat Numeric DataYou have learned basic formatting of data in a worksheet. You have additional options whenformatting numeric data. In this topic, you will apply number formats.

Which worksheet, the one shown in Figure 6-13 or the one shown in Figure 6-14, makes iteasier to interpret the values as currency?

Figure 6-13: A worksheet with no number formats.

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Figure 6-14: A worksheet with number formats applied.

Applying number formats provides context to numeric data, making it easier to identify thetype of data within cells.

Number FormatsDefinition:

A number format is a format that forces the numerical data in a cell to display in aparticular layout. You can apply a number format to a cell or a range of cells before orafter you type in the numerical data. Excel’s pre-installed number formats come in avariety of styles, including:

• Currency

• Accounting

• Date

• Time

• Percentage

• Fraction

• Scientific

Example: Number Formats

LESSON 6


How to Format Numeric DataProcedure Reference: Apply Number Formats

To apply a number format:

1. Select the cell(s) to which you want to apply the number format.

2. Choose Format→Cells to open the Format Cells dialog box.

3. Click the Number tab.

4. From the Category list, select the type of number format you want to apply.

5. Under Sample, make selections to specify the format layout.

6. Click OK to apply the format.

ACTIVITY 6-4Formatting Numeric Data


Scenario:Your manager has looked at your progress on the sales data worksheet and is very pleased.However, you want to make some additional changes to it. You want every monetary value tohave no more than two decimal places and to appear with a dollar sign in U.S. dollars (USD).Any negative number should appear in parentheses and be red in color. She also wants thedate to appear like this: “15-May-02.” You also want the monthly totals and averages to haveonly one decimal value; the YTD Totals should have commas that separate the thousands digit.This will help make the data easier to grasp for anyone else who might have to study theworksheet’s data.


1. Change the format of the numericalvalues for the months, monthlytotals and averages, and highestsales and lowest sales regions, sothey appear in USD.

a. Select the C7:F16 cell range.

b. Choose Format→Cells to open the FormatCells dialog box.

c. Select the Number tab to view the num-ber format options.

d. From the Category list, select Currency.

LESSON 6


e. From the Negative Numbers list, selectthe red ($1,234.10) to force negativenumbers to appear in red and be bound byparentheses.

f. Click OK to apply the formatting.

g. Click and drag the boundary betweenthe Column E and Column F headings tothe right until the values in the Marchcolumn fit within their cells.

h. Point the mouse pointer at the boundarybetween the Column F and Column Gheadings, and then drag to the rightuntil the April values fit within theircells.

2. Change the format of the numericalvalues for the Totals Summaryregion so they appear in USD.

a. Select the C21:C26 range of cells.

b. Right-click and choose Format Cells toopen the Format Cells dialog box.

c. From the Category list, select Currency.

d. From the Negative Numbers list, selectthe red ($1,234.10) to force negativenumbers to appear bound by parentheses.

e. Click OK to apply the formatting.

LESSON 6


3. Change the format of the numericalvalues for the YTD region so theyappear in USD.

a. Select the H7:J10 cell range.

b. Right-click and choose Format Cells toopen the Format Cells dialog box.

c. From the Category list, select Currency.

d. From the Negative Numbers list, selectthe red ($1234.10).


4. Change the format of the date sothat it appears in the Day-Month-Year format, and then save yourwork.

a. Right-click cell A2, and then choose For-mat Cells to open the Format Cells dialogbox.

b. From the Type list, select 14-Mar-01.

c. Click OK to apply the formatting.

5. Change the format of the MonthlyTotals and Monthly Average so thatthey display only one decimalvalue.

a. Select the C12:F13 cell range.

b. Display the Format Cells dialog box.

c. From the Category list, select Number.

LESSON 6


d. In the Decimal Places spin box , clickthe down arrow to select 1.


f. Save the file.

TOPIC EAlign Cell ContentsOne of the ways you have formatted cell contents is by changing font size and type. Anotherformatting decision you might have to make is where the contents of a cell appear within thecell. In this topic, you will align cell contents.

Figure 6-15 shows a heading for a column of data that doesn’t line up with the dataunderneath. Aligning cell contents gives your worksheets a neat and professional look thatmakes the data easier to read, as shown in Figure 6-16.

Figure 6-15: Cell contents that are not aligned.

Figure 6-16: Cell contents that are aligned.

LESSON 6


Alignment OptionsYou can align cell contents horizontally or vertically in a variety of ways. Figure 6-17 showsthe Alignment tab of the Format Cells dialog box.

Figure 6-17: The Alignment tab of the Format Cells dialog box.

OrientationOrientation is a feature that allows you to rotate the content in a cell to any angle. In the For-mat Cells dialog box, select the Alignment tab. In the Orientation box, you can specify theangle by which the content has to be rotated either by selecting the degree or by dragging theindicator. After specifying the angle, click OK to apply the changes. The orientation optionwill be disabled if any other alignment option is selected.

How to Align Cell ContentsProcedure Reference: Align Cell Contents

To align cell contents:

1. Select the cell(s) whose contents you want to align.

2. Either click one of the Align buttons on the Formatting toolbar, or chooseFormat→Cells to open the Format Cells dialog box.

3. Select the Alignment tab.

4. Under Text Alignment, select your desired alignment.

5. Click OK to apply the alignment.

Procedure Reference: Change Cell Orientation

To change cell orientation:




LESSON 6


4. In the Orientation section, type the degrees or drag the indicator to select thedegree to which you want the text to be orientated to the cell.


Procedure Reference: Wrap the Content

To wrap the content:




4. Check the Wrap Text check box to wrap the content in the cell.


ACTIVITY 6-5Aligning Cell Contents


Scenario:You would like to apply another format to some of the heading cells. You decide that youwant to have the headings align with the numbers that appear below them. The “CommissionRate” text is displayed across a couple of columns, so you would like all of the text to appearin one column, without having to greatly increase the column’s width. You also want tochange the orientation of the date.


1. Right-align the Employee ID,Months, and YTD headings.

a. Select row 5.

b. On the Formatting toolbar, click the AlignRight button to right-align the contents ofthe row.

2. Center-align the Monthly Totals,Monthly Average, Highest Sales, andLowest Sales headings.

a. Select the B12:B16 cell range.


c. Select the Alignment tab to view the cellalignment options.

d. In the Text Alignment section, from theHorizontal drop-down list, select Center.

LESSON 6


e. From the Vertical drop-down list, selectTop.

f. Click OK to apply the alignment.

g. Click in any cell to deselect the selectedcells.

LESSON 6


3. Change the orientation of the date45 degrees to the right.

a. Select cell A2.

b. Choose Format→Cells.

c. In the Orientation text box, double-click0 and type 45 to rotate the text.

d. Click OK to apply the formatting.

LESSON 6


4. Wrap the text in cell F3. a. Select cell F3.


c. In the Text Control section, check theWrap Text check box.

d. Click OK to apply the formatting.

e. Point the mouse pointer at the boundarybetween the Column F and Column Gheadings, and then click and drag thehandle to the right until the “Commis-sion” text fits on a single line.

f. Save and close the file.

LESSON 6


Lesson 6 Follow-upIn this lesson, you formatted worksheets. Formatting worksheets can visually differentiate oneset of data from other sets, making it easier to quickly locate information.

1. Consider the following worksheet, shown in Figure 6-A. What type of formatting wouldyou apply to this worksheet to make the content easier to read?

Figure 6-1: An unformatted worksheet.

Answers will vary.

2. Consider the following worksheet, shown in Figure 6-B. It has too much formatting andmuch of the formatting is inconsistent. How would you edit this worksheet to tonedown the formatting?

Figure 6-2: An overly formatted worksheet.

Answers will vary.

LESSON 6


Creating and ModifyingCharts

In this lesson, you will create and modify charts.

You will:

• Create bar, line, column, and pie charts.

• Modify chart items such as title, label, background color, and type.

• Change the chart type.

• Move or copy charts both within a workbook and across workbooks.


LESSON 7

Lesson 7: Creating and Modifying Charts 145

IntroductionYou’ve added numerical data to a worksheet and now you want to analyze that data by dis-playing it in a more visually effective manner. In this lesson, you will create and modify chartsto graphically display data.

Sometimes, when you look at a large amount of data, row after row of numbers can seemendless. Even worse, it is nearly impossible to draw any meaningful conclusions from the vastamount of data. When you use a chart, however, you can consolidate data into a visual formatthat is easily understandable. By looking at the information this way, you can quickly comparethe data and possibly find information you would not have noticed otherwise.

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TOPIC ACreate a ChartYou have entered quite a bit of data in your workbook and it may be difficult to read throughall the data and draw any meaningful conclusions. You would like to see the data in a compactformat and you can do this when you create a chart.

When you create a chart from your workbook data, you are able to look at the data in a visualmanner rather than just reading through rows and columns of flat data. Since you are lookingat a visual representation of the same data, you can quickly analyze the data and draw mean-ingful conclusions.

ChartsDefinition:

A chart is a visual representation of information based on data in the worksheet. Achart contains:

• Data Range—The range of cells that contains the actual data being charted.

• Data Point—One item of data (one cell) in a data range.

• Data Row—A row of cells where each cell contains a unique piece of informationsuch as item, cost, and quantity. A data row contains several different data points.

• Data Series—One column containing the same data point (piece of information)from each data row.

• Data Markers—The graphic representation of a data point in a chart such as onebar in a bar chart or one slice in a pie chart.

There are a variety of chart types. The chart type you choose depends on how youwant to analyze the data. Charts may contain additional items such as a title and a leg-end for more clarification.

Example: A Chart

Chart TypesThere are a variety of chart types. The data analysis you want to perform determines the charttype you will use. Table 7-1 shows the different chart types.

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Table 7-1: Chart Types

Chart Type Description ExampleColumn Compares values across

categories.

Bar Compares values acrosscategories.

Line Displays trends over timeor categories.

Pie Displays the contribution ofeach value to a total.

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Chart Type Description ExampleXY (Scatter) Compares values of pairs.

Area Displays the trend of thecontribution of each valueover time or categories.

Doughnut Displays the contribution ofeach value to a total butcan contain multiple series.

Radar Displays changes in valuesrelative to a center point.

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Chart Type Description ExampleSurface Shows trends in values

across two dimensions in acontinuous curve.

Bubble Compares sets of threevalues.

Stock Displays several series ofdata in a specific order,which includes open, high,low, close, and volume.

Cylinder A column or bar chart witha cylindrical shape.

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Chart Type Description ExampleCone A column or bar chart with

a conical shape.

Pyramid A column or bar chart witha pyramid shape.

ResizeCharts can be created in a new sheet or in an existing worksheet. Charts contain many itemssuch as data labels, legends, and titles. You can resize the entire chart or the chart items. Ifyou resize the entire chart, then the chart items are resized automatically. Hence, while resizingthe entire chart it is always recommended to increase or decrease the size proportionately.Charts can be resized proportionately by holding the Shift key and then dragging the sizinghandler. You need to be careful when resizing a chart because it may distort the chart and thechart items.

How to Create a ChartProcedure Reference: Create a Column, Bar, or Line Chart

To create a column, bar, or line chart:

1. Choose Insert→Chart. This begins the Chart Wizard.

2. On the Standard Types page, select Column, Bar, or Line chart.

3. If necessary, select the appropriate Chart sub-type.

4. Click Next.

5. On the Data Range page:

• Select the range of cells containing the data you want to chart.

• Select whether the series is in rows or columns.

6. On the Series page:

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• Enter a name for each data series by typing text or selecting a cell.

• If necessary, select the range of cells represented by each data series.

• Enter a label for the category (X) axis by typing text or selecting a range ofcells.

If no data series are shown, you can select a series by clicking Add.

You can remove a data series by clicking Remove.

7. Click Next.

8. On the Titles page:

• Enter a Chart title.

• Enter a category (X) axis title.

• Enter a value (Y) axis title.

9. If necessary, on the Axes page, select Automatic, Category, or Time-scale for thecategory (X) axis.

10. If necessary, on the Gridlines page, select major and minor gridlines for both thecategory (X) axis and value (Y) axis.

11. If necessary, on the Legend page, change the placement of the legend.

You can choose to eliminate the legend completely by unchecking the Show Legend check box.

12. If necessary, on the Data Labels page, choose data labels containing the seriesname, the category name, the value, or any combination of these. If you choosemultiple data labels, you can indicate a separator such as a space, comma, semi-colon, or separate line.

13. If necessary, on the Data Table page, check the Show Data Table check box.

14. Click Next.

15. In the Place Chart area, select a location for the chart from either:

• As A New Sheet and name the new sheet.

• As A New Object and select any of the worksheets in the workbook.

16. Click Finish.

Procedure Reference: Resize a Chart

To resize a chart:

1. Select the sheet that contains the chart.

2. Select the chart to view the sizing handles.

3. Click and drag a sizing handle to change the size of the chart:

• To increase the chart size, drag a sizing handle away from the chart.

• To decrease the chart size, drag a sizing handle towards the chart. .

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ACTIVITY 7-1Creating a Chart

Data Files:

• Charts


Scenario:You have created a worksheet that contains the sales made by each employee for the quarter.You have to present the data to your manager in a visual format. You have been asked to cre-ate four charts.

• The first chart will show sales representatives’ sales by quarter compared to oneanother. Create the chart in a new sheet named Sales by Quarter.

• The second chart will show the total sales made by the representatives for eachquarter.

• The third chart will show sales made by all of the employees for the first quarter.

• The fourth chart will show the performance of employee 146575768 for all fourquarters.


1. In the Charts workbook, on the ChartData worksheet, insert a clusteredcolumn chart.

a. In the Charts workbook, choose Insert→Chart to begin the Chart Wizard.

b. On the Chart Type page of the Chart Wiz-ard, click Next to accept the defaultchart type, Clustered Column.

c. On the Data Range tab of the Chart SourceData page, click the Collapse Dialog but-ton to the right of the Data Range textbox to minimize the Chart Wizard.

d. Select the B6:E13 cell range.

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e. Click the Expand Dialog button to theright of the Data Range text box to maxi-mize the Chart Wizard.

f. Verify the Columns option is selected.

g. Select the Series tab.

h. In the Name text box, type B5 to create aname for Series1.

i. From the Series list, select Series2 andpress Tab.

j. Type C5

k. From the Series list, select Series3 andpress Tab.

l. Type D5

m. From the Series list, select Series4 andpress Tab.

n. Type E5

o. If necessary, in the Series box, selectSeries5 and click Remove to deleteSeries5.

p. In the Category (X) Axis Labels text box,click the Collapse button.

q. Select the A6:A13 cell range.

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r. Click the Expand button to maximize thedialog box.

s. Click Next.

t. On the Chart Options page of the ChartWizard, click in the Chart Title text boxand type Sales by Quarter

u. Click Next.

v. On the Chart Location page of the ChartWizard, in the Place Chart section, selectAs New Sheet.

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w. Type Sales by Quarter

x. Click Finish.

y. Save the file as My Charts

2. On the Chart Data worksheet, inserta 3-D pie chart.

a. Choose Insert→Chart.

b. From the Chart Type list box, select Pie.

c. On the Chart Type page, in the Chart Sub-type section, select the Exploded PieWith A 3-D Visual Effect option.

d. Click Next.

e. Minimize the Chart Wizard.

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f. Select the cell ranges A5:E5 andA14:E14.

g. Maximize the Chart Wizard.

h. In the Series In section, select Rows andclick Next.

i. Select Rows and click Next.

j. On the Chart Options page, select theData Labels tab.

k. In the Label Contains section, check thePercentage check box.

l. Click Next.

m. In the Place Chart area, select As NewSheet.

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n. Type Quarter Total

o. Click Finish.

p. On the Chart toolbar, from the ChartObjects drop-down list, select Plot Areato select the chart.

q. Move the mouse pointer to the bottom-right sizing-handler until the pointerchanges to a double-headed arrow andthen click and drag the handledownwards.

r. The size of the chart is not even. To undothe changes, choose Edit→Undo Size.

s. Save the file.

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3. Create a bar chart that shows thesales made by all the employees forthe first quarter.

a. Select the Chart Data worksheet.

b. Select the A5:B14 cell range.

c. Display the Chart Wizard.

d. From the Chart Type list box, select Barand click Next.

e. Verify the Columns option is selected,and then click Next.

f. On the Titles tab, in the Chart Title textbox, double-click 1Q and press Delete.

g. Select the Data Labels tab.

h. In the Label Contains section, check theSeries Name check box.

i. Click Next.

j. Select As New Sheet and type FirstQuarter

k. Click Finish.

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4. Create a chart for employee146575768 for all quarters.

a. Select the Chart Data worksheet.

b. Select the B5:F6 cell range.

c. Display the Chart Wizard.

d. From the Chart Type list box, select Lineand click Next.

e. With the Rows option selected, clickNext.

f. Select the Titles tab.

g. In the Chart Title text box, type146575768

h. Click Next.

i. Select As New Sheet and type EmployeePerformance

j. Click Finish.

k. Save the file.

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TOPIC BFormat Chart ItemsYou have added chart items to a chart, but they don’t appear exactly as you pictured. In orderto change the appearance of these items, you can format chart items.

The default format of a chart item may or may not convey the correct meaning the data inyour chart represents. Your chart won’t be very useful if the chart items that explain the dataare misleading or difficult to understand. Instead, you can format each chart item to appearexactly as you need to meet your business requirements.

Chart ItemsThere are a variety of chart items. The chart items you add to a chart depend on the areas ofthe chart that might need more explanation or clarification. Table 7-2 shows the chart itemsavailable to use.

Table 7-2: Chart Items

Chart Item PurposeChart Title Describes what the overall chart represents.

Category (X) Axis Title Describes what the X axis represents.

Value (Y) Axis Title Describes what the Y axis represents.

Axes In charts displaying multiple data series, the X axis shows the dataseries in each category, and the Y axis shows how the data is mea-sured (dollar amounts, time, and others).

Gridline Each of the X and Y axes can display both major and minorgridlines.

Legend Indicates what color represents which particular data series.

Data Labels Indicates the numeric value, the percentage, or the name of a singledata point.

Data Table Displays the worksheet data the chart is based on in a table belowthe chart.

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Figure 7-1: Chart items.

How to Format Chart ItemsProcedure Reference: Modify Chart Items

To modify chart items:

1. Right-click in any blank area of the chart and choose Chart Options.

2. Select the appropriate page for the item you want to modify.

3. Make the change.

4. Click OK.

Procedure Reference: Change Chart Background Color

To change the chart background color:

1. Navigate to the sheet that contains the chart.

2. In the Chart toolbar, from the Chart Objects drop-down list, select Chart Area toselect the entire chart sheet.

3. Click the Format Chart Area button.

4. Select the Patterns tab.

5. In the Area section, select the color box.

6. Click OK.

Procedure Reference: Change the Chart Color

To change the chart color:

1. Navigate to the sheet that contains the chart to be modified.

2. Select the entire chart.

3. If necessary, select an individual component of a chart. For example, in a piechart, select a slice.

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4. Right-click and choose Format option.

5. In the Area section, select a color box.

6. Click OK.

ACTIVITY 7-2Formatting Chart Items

Setup:My Charts is open.

Scenario:You created charts based on various sets of information. Your manager has reviewed the work-book and he wants you to change the legend to appear at the top of the page of the QuarterTotal chart. The data labels should display a dollar symbol instead of a percent sign. Afterlooking at the edits done to the chart, he wants you to change the appearance of the data label,change the background of the chart to be light green, and change the color of the 3Q pie sliceto a different color. He also wants you to add a chart title, remove the labels, and change theTotal bar to light green for the First Quarter chart. You also want to remove the chart titlefrom the Sales by Quarter chart. For the Employee Performance chart, you decide to modifythe line color and the data label display.


1. Modify the legend location so itappears at the top of the page.

a. Select the Quarter Total worksheet.

b. In the Quarter Total chart, right-click thewhite area and choose Chart Options.

c. In the Chart Options dialog box, selectthe Legend tab.

d. In the Placement section, select the Topoption.

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2. Modify the data labels to show dol-lar values instead of percentages.

a. Select the Data Labels tab.

b. In the Label Contains section, uncheckthe Percentage check box.

c. Check the Value check box.

d. Click OK.

3. Format the chart title as 28 ptVerdana.

a. On the Chart toolbar, from the ChartObjects drop-down list, select Chart Titleto select the title of the chart.

b. Right-click the title and choose FormatChart Title to open the Format Chart Titledialog box.

c. Select the Font tab.

d. From the Font list, select Verdana.

e. From the Size list box, select 28.

f. Click OK.

4. Format the data labels so they arein a 14 pt font.

a. From the Chart Objects drop-down list,select ″Quarter Total″ Data Labels toselect the data labels.

b. Right-click one of the labels and chooseFormat Data Labels to open the FormatData Labels dialog box.

c. From the Size list box, select 14.

d. Click OK.

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5. Change the color of the 3Q pie sliceto brown.

a. From the Chart Objects drop-down list,select Series ″Quarter Total″ to selectthe slices.

b. Click the yellow colored slice to selectit.

c. Right-click the yellow colored slice andchoose Format Data Point to open theFormat Data Point dialog box.

d. In the Area section, select the Brownbox.

e. Click OK.

6. Format the chart area so it has alight green background.

a. On the Chart toolbar, from the ChartObjects drop-down list, select Chart Areato select the entire chart sheet.

b. On the Chart toolbar, click the FormatChart Area button .

c. On the Patterns tab, in the Area section,select the lightest green box.

d. Click OK.

7. Remove the title from the Sales byQuarter chart.

a. Select the Sales by Quarter worksheet.

b. On the Chart toolbar, from the ChartObjects drop-down list, select Chart Titleto select the title of the chart.

c. Press Delete.

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8. Add the title “1st Quarter” andremove the labels in the First Quar-ter chart, and then change thecolor of the Total bar to light green.

a. Select the First Quarter worksheet.

b. Right-click the white area and chooseChart Options.

c. On the Titles tab, type 1st Quarter asthe chart title.

d. On the Data Labels tab, in the Label Con-tains section, uncheck the Series Namecheck box.

e. Click OK to apply the changes.

f. From the Chart Objects drop-down list,select Series “1Q”.

g. Click the longest bar in the chart.

h. Click the Format Data Point button.

i. In the Area section, select the light greenbox.

j. Click OK to apply the changes.

9. Add labels to the Employee Perfor-mance chart and change the colorof the line chart to red.

a. In the Sheets tab, click the third tabscrolling button to view the sheettabs.

b. Select the Employee Performanceworksheet.

c. Right-click the white area and chooseChart Options.

d. On the Data Labels tab, check the Valuecheck box.

e. Click OK to apply the changes.

f. From the Chart Objects drop-down list,select Series 1 to select the line chart.

g. Click the Format Data Series button.

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h. From the Color drop-down list, select thered box.

i. From the Weight drop-down list, selectthe thickest line.

j. Click OK.

k. Save the changes.

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TOPIC CChange the Chart TypeYou have presented your data in a chart and now you would like to show the data in a differ-ent chart format for a comparison. In order to do this, you can change the chart type.

When you create your chart, you may just go with the first chart type offered. As you begin towork with the chart, however, you may find that the chart type is not representing your data asclearly as possible. Fortunately, you are not locked in to the original chart type you chose. Youcan change the chart type so your worksheet data is clear and understandable.

How to Change the Chart TypeProcedure Reference: Change the Chart Type

To change the chart type:

1. Select the chart.

2. On the Chart toolbar, from the Chart Options drop-down list, select Chart Area.

3. Select the appropriate chart type.

4. If necessary, you can modify or format some chart items to appear correctly in thenew chart type.

ACTIVITY 7-3Changing the Chart Type


Scenario:You have formatted all the charts. During training you converted a 2-D chart to a 3-D chart.You want to try various 3-D charts. While you were trying the 3-D chart types, your colleaguesuggested that you retain the 3-D Column chart type, which would look good for apresentation.


1. Change the chart type of Sales byQuarter to various 3-D charts.

a. Select the Sales by Quarter worksheet.

b. On the Chart toolbar, from the ChartOptions drop-down list, select ChartArea.

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c. Click the drop-down arrow next to theChart Type button and select the3-D Surface Chart option.

d. Click the drop-down arrow next to theChart Type button and select the 3-DColumn Chart option.

e. Click the drop-down arrow next to theChart Type button and select the 3-DArea Chart option.

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f. Click the drop-down arrow next to theChart Type button and select the 3-DBar Chart option.

2. Change the chart type of Sales byQuarter to 3-D Column Chart.

a. Choose Edit→Undo Chart Type to changethe chart type to 3-D Area Chart.

b. Choose Edit→Undo Chart Type to changethe chart type to 3-D Column Chart.

c. Choose Edit→Undo Chart Type to changethe chart type to 3-D Surface Chart.

d. Choose Edit→Redo Chart Type to changethe chart type to 3-D Column Chart.

e. The 2-D chart is converted to a 3-D chart.Save the file.

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TOPIC DCopy and Move ChartsYou already know how to create and edit data in charts. In this topic, you will copy, move,and delete charts.

While working with your spreadsheet, you want to relocate charts and delete charts. In Excel,you can move charts both within and across spreadsheets.

How to Copy and Move ChartsProcedure Reference: Move a Chart Within a Workbook

To move a chart within a workbook:

1. Open the workbook.

2. Select the worksheet that contains the chart.

3. Select the chart.

4. Right-click the chart and choose Location.

5. In the Chart Location dialog box, select a location.

• Select the As New Sheet option to place the chart in a new worksheet.

• Select the As Object In option to place the chart in an existing worksheet.

6. Click OK.

Procedure Reference: Move a Chart Across Workbooks

To move a chart across workbooks:

1. Open both the source and destination workbooks.



4. From the To Book drop-down list, select the workbook to which you want tomove the chart.

5. If necessary, from the Before The Sheet drop-down list, select the worksheetbefore which you want to place the chart.

6. Click OK.

Procedure Reference: Copy a Chart Across Workbooks

To copy a chart across workbooks:

1. Open both the source and destination workbooks.



4. From the To Book drop-down list, select the workbook to which you want tocopy the chart.

5. If necessary, from the Before The Sheet drop-down list, select the worksheetbefore which you want to place the chart.

6. Check the Create A Copy check box to create a copy of the chart.

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7. Click OK.

Procedure Reference: Delete a Chart

To delete a chart:


2. Choose Edit→Delete Sheet.

3. In the message box, click Delete to delete the chart permanently.

ACTIVITY 7-4Copying and Moving Charts

Data Files:

• Distributors_Details

• Employee_Details2


Scenario:After creating all the charts, you notice that a new worksheet is created for each chart. Youhave sent the file to your colleague for review. Your colleague has to view the charts in aworkbook and has to navigate to other workbooks that contain appropriate data for the charts.It is tedious for him to match the information with the charts. He wants you to place the chartswith the corresponding workbooks and delete the unnecessary charts in the My Chartsworkbook.


1. Move the chart underneath the dataon the Chart Data worksheet, andthen save the workbook.

a. In the Sheets tab, click the first tabscrolling button to view the firstsheet tab.

b. Select the Quarter Total worksheet.

c. Right-click the light green background ofthe chart and choose Location.

d. In the Chart Location dialog box, selectthe As Object In option.

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e. From the As Object In drop-down list,select Chart Data.

f. Click OK.

g. In the Chart Data worksheet, click anddrag the chart to cell A16.

h. View the data labels and verify they arenot hidden.

i. If necessary, move the mouse pointer tothe bottom-center sizing handle andthen click and drag the handle downuntil the data labels are seen.

j. Save the file.

2. Move the Employee Performancechart to the Employee_Details2workbook.

a. Select the Employee Performanceworksheet.

b. Open the Employee_Details2 file.

c. Choose Window→My Charts to switch tothe My Charts workbook.

d. Choose Edit→Move Or Copy Sheet tomove the chart.

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e. From the To Book drop-down list, selectEmployee_Details2.

f. Click OK.

g. Save the file as My Employee_Details2

h. Close the My Employee_Details2 file.

3. Make a copy of the Sales by Quarterchart and paste it in theDistributors_Details workbook.

a. Select the Sales by Quarter sheet.

b. Open the Distributors_Details file.

c. Choose Window→My Charts.

d. Choose Edit→Move Or Copy Sheet.

e. From the To Book drop-down list, selectDistributors_Details.

f. From the Before The Sheet list, selectSheet2.

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g. Check the Create A Copy check box tomake a copy of the worksheet.

h. Click OK.

i. A copy of the Sales by Quarter chart isplaced before Sheet2 in Distributors_Details. Save the file as My Distributors_Details

j. Close the My Distributors_Details file.

4. Delete the First Quarter chart fromthe My Charts workbook.

a. Select the First Quarter worksheet.

b. Choose Edit→Delete Sheet.

c. In the message box, click Delete to per-manently delete the chart.

d. Save the file.

e. Close the My Charts file.

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Lesson 7 Follow-upIn this lesson, you learned to display data in a graphical manner through charts. These chartsallow you to observe a large amount of data and draw relevant conclusions quickly.

1. In what business or personal situation would a chart work for you?

Answers will vary.

2. What types of charts are you familiar with? Do you think one particular type of chart isbetter than the others? Why?

Answers will vary.

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Printing a Workbook

In this lesson, you will print workbooks.

You will:

• Preview a worksheet.

• Change the layout of a worksheet.

• Create and modify headers and footers.

• Set page margins.

• Set the page layout (page orientation, scaling, and paper size).

• Print a range of cells, an entire worksheet, a spreadsheet, and a selected chart.


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Lesson 8: Printing a Workbook 177

IntroductionYou have developed worksheets and workbooks. You would now like to share the informationstored in these files with other people. One way you can share the contents of your worksheetsand workbooks is by printing them.

Imagine that you are presenting the sales data in your Excel workbook at a group meeting.Printing allows you to distribute your workbooks when it’s not feasible to distribute themelectronically.

TOPIC APreview a WorksheetYou have developed worksheets and workbooks. You would now like to share the informationstored in these files with other people. One way you can share the contents of your worksheetsand workbooks is by printing them, and by previewing the worksheet before printing, you willbe able to see what it will look like on paper.

Imagine that you are presenting the sales data in your Excel workbook at a group meeting.Printing allows you to distribute your workbooks when it’s not feasible to distribute them elec-tronically, and previewing will ensure your printed workbook looks the way it should.

How to Preview a WorksheetProcedure Reference: Preview a Worksheet

To preview a worksheet:

1. Create a new workbook or open an existing workbook.

2. Open the Preview window.

• Choose File→Print Preview.

• Or, on the Standard toolbar, click the Print Preview button.

3. Click Zoom to zoom in or out on the display area.

4. If necessary, click Margins to view or hide the margin handles.

5. Click Close to close the preview and return to Normal view.

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ACTIVITY 8-1Previewing a Worksheet

Data Files:

• Distributors_Details

Setup:Excel is running and no data files are open.

Scenario:You are preparing an Excel file named Distributors_Details for hard-copy distribution at ameeting, but you are not sure about the layout and how the data will look on paper. You wantto see a preview of the Excel workbook before you print it.


1. Preview the worksheet. a. Open Distributors_Details.

b. Select cell A1.

c. To preview the workbook, choose File→Print Preview.

d. Click Zoom to zoom in on the displayarea.

e. To zoom out on the display area, clickZoom again.

2. View the margins and close thepreview.

a. Click Margins to view the margin handles.

b. To hide the margin handles, click Marginsagain.

c. To view the workbook in Normal view,click Close.

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TOPIC BChange Sheet LayoutYou already know how to preview a worksheet. In this topic, you will change a worksheet’slayout.

When printing, you might want a title at the top of each page, and display row and columnheadings. You can do this by setting a print title.

Print TitleDefinition:

A print title is a row or column selected to repeat on every printed copy of aworksheet. You can select more than one row or column to repeat, but the rows or col-umns must be contiguous. Print titles that are rows repeat at the top of the printedpage. Print titles that are columns repeat at the left of the printed page.

Example: A Print TitleFigure 8-1 shows a long worksheet printed without a print title.

Figure 8-1: A long worksheet printed without print titles.

Figure 8-2 shows a worksheet that is printed with a print title.

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Figure 8-2: A long worksheet with print titles that repeat on each page of theprinted document.

Change Sheet LayoutProcedure Reference: Set a Print Title

To set a print title:

1. Choose File→Page Setup to open the Page Setup dialog box.

2. Select the Sheet tab to view the available options.

3. In the Print Titles region of the Page Setup dialog box, click the selection buttonto the right of the Rows To Repeat At Top text box.

4. On the worksheet, either draw a selection marquee around the range of cells youwant as a print title or accept the default.

5. Press Enter to accept this range as your print title.

6. In the Page Setup dialog box, click OK to accept the changes.

Procedure Reference: Toggle Gridlines

To toggle gridlines:


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3. In the Print section, check the Gridlines check box to print or hide the gridlines.


Procedure Reference: Display or Hide the Column and Row Headings

To display or hide column and row headings:



3. Check or uncheck the Row And Column Headings check box to print or hide theheadings.


Spell CheckingSpell checking is a feature that helps you to correct the spelling and grammatical mis-takes in the worksheet. By default, Excel uses a built-in U.S. English dictionary tocheck for the mistakes. Choose Tools→Spelling to open the Spelling dialog box. Thespell checker will automatically advance to the first word it does not recognize. Whenthe correct version of the word appears in the Suggestions list, select the correct wordfrom the Suggestions list and then click Change. When the correct version of the worddoes not appear in the Suggestions list, type the correct version of the word in the NotIn Dictionary field, and then click Change. If the word is correctly spelled but is high-lighted by the spell checker, you can avoid such instances by clicking Ignore Once. Ifyou want to ignore the spell checking for all of the instances of a word, click IgnoreAll. After you have completed the spell check for the workbook, Excel will display amessage box indicating that the spell check is complete. Click OK.

ACTIVITY 8-2Changing the Sheet Layout

Setup:Distributors_Details is open.

Scenario:Your worksheet contains more rows and more columns than will fit on one printed page. Acolleague who looked at the worksheet noted that because column headings were displayedonly on the first page, on subsequent pages it was difficult to tell what the columnsrepresented. He suggested that you have column headings print on each page. You try that, butdecide that the worksheet now looks too cluttered. You also found that the gridlines are notprinted. Before you send the spreadsheet for printing, you want to spell check it to correctspelling mistakes.

LESSON 8



1. Set the print title. a. Choose File→Page Setup to open thePage Setup dialog box.

b. Select the Sheet tab to view the availableoptions.

c. In the Print Titles section, click the Col-lapse button to the right of the Rows ToRepeat At Top text box to minimize thePage Setup dialog box.

d. The entire Row 4 has been selected bydefault. Click the Expand button.

e. Click OK.

2. Spell check the Distributors_Detailsfile.

a. With cell A1 selected, choose Tools→Spelling to open the Spelling dialog boxand identify the first misspelled word.

b. The word is a correctly spelled name thatis not in the dictionary. Click Ignore Onceto ignore the instance.

c. Check spelling throughout the rest ofthe file.

d. In the message dialog box, click OK toconfirm the completion of the spell check-ing process.

LESSON 8


3. Preview the print version of theworksheet.

a. Choose File→Print Preview to open theDistributors_Details file in a previewwindow.

b. Notice that the row and column headingsmake the presentation cluttered. ClickSetup to open the Page Setup dialog box.

c. Check the Gridlines check box.

d. Uncheck the Row And Column Headingscheck box.

e. Click OK.

f. Notice that the row and column headingsare hidden. Scroll down to view the sec-ond page.

g. In the preview window, click Close.

TOPIC CCreate and Modify Headers andFootersWhen printing a worksheet, you might want page numbers or other information to appear atthe top or bottom of each page. In this topic, you will create a header and a footer.

Which printout, the one shown in Figure 8-3 or the one shown in Figure 8-4, makes it easy toidentify the data being presented?

LESSON 8


Figure 8-3: A printout with no header or footer.

LESSON 8


Figure 8-4: A printout with a header and footer.

Adding a header and footer to a worksheet helps identify worksheet data and keep the printedform of the worksheet organized.

HeadersDefinition:

A header is a text or graphic block that repeats at the top of each printed page of yourworkbook. Headers can contain three sections:

• The Left Section aligns its contents with the left edge of the page.

• The Center Section centers its contents on the page.

LESSON 8


• The Right Section aligns its contents with the right edge of the page.

Each section can contain text or graphics that remain the same from page to page ortext that changes based on criteria such as a page number or date.

Example:

FootersDefinition:

A footer is a text or graphic block that repeats at the bottom of each printed page ofyour workbook. Footers can contain three sections:

• The Left Section aligns its contents with the left edge of the page.

• The Center Section centers its contents on the page.

• The Right Section aligns its contents with the right edge of the page.

Each section can contain text or graphics that remain the same from page to page ortext that changes based on criteria such as a page number or date.

Example:

LESSON 8


How to Create and Modify Headers and FootersProcedure Reference: Create a Header

To create a header:

1. Choose View→Header And Footer to open the Page Setup dialog box.

2. Select a default header configuration or create a custom header.

To Use a Default Header Configuration

a. From the Header drop-down list, select a header style.

To Create a Custom Header

a. Click Custom Header to open the Header dialog box.

b. Enter the new header data and format it as needed.

c. Click OK to return to the Page Setup dialog box.

3. Click OK.

Procedure Reference: Create a Footer

To create a footer:


2. Select a footer style of your choice or create a custom footer.

To Use a Default Footer Configuration

a. From the Footer drop-down list, select a footer style.

To Create a Custom Footer

a. Click Custom Footer to open the Footer dialog box.

b. Enter the new footer data and format it as needed.

c. Click OK to return to the Page Setup dialog box.

3. Click OK.

Procedure Reference: Modify a Header

To modify a header:


2. Select a default header configuration or modify a custom header.

To Modify a Default Header Configuration

a. From the Header drop-down list, select a header style you want to change to.

To Modify a Custom Header

a. Click Custom Header to open the Header dialog box.

b. Select the text you want to remove and press Delete.

c. If necessary, you can enter the new header data.

d. Click OK to return to the Page Setup dialog box.

3. Click OK.

LESSON 8


Procedure Reference: Modify a Footer

To modify a footer:


2. Select a default footer configuration or modify a custom footer.

To Modify a Default Footer Configuration

a. From the Footer drop-down list, select a footer style you want to change to.

To Modify a Custom Footer

a. Click Custom Footer to open the Footer dialog box.

b. Select the text and press Delete to remove the footer text.

c. If necessary, you can enter the new footer data.

d. Click OK to return to the Page Setup dialog box.

3. Click OK.

ACTIVITY 8-3Creating and Modifying a Header and Footer


Scenario:You want to distribute the Distributors_Details worksheet during a meeting and you want tomake it easy for the meeting participants to keep the printout organized. You decide to providea header on each page that identifies the printout as “B of B U.S. Sales 2003” and display thedate and time. You also decide to add both “Page X of Y” and the file name in the footer foreach page. Later, you decide that the“B of B” text need not be displayed in the header, andthat displaying the file name in the footer does not make sense.


1. Create the header. a. Choose View→Header And Footer to addtext in the header and footer of theworksheet.

b. Click Custom Header to open the Headerdialog box.

c. In the Left Section text box, type B of BU.S. Sales 2003 and press Tab.

d. In the Center Section text box, click theDate button and press Tab.

LESSON 8


e. In the Right Section text box, click theTime button .

f. Click OK.

2. Create the footer. a. Click Custom Footer to open the Footerdialog box.

b. In the Left Section text box, click the FileName button and press Tab.

c. In the Center Section text box, type Pageand press Spacebar.

d. Click the Insert Page Number buttonto insert the page number.

e. Press Spacebar, type of and pressSpacebar.

f. Click the Insert Number Of Pages buttonto insert the total number of pages in

the worksheet.

g. Press Tab and click the Sheet Name but-ton .

h. Click OK two times.

LESSON 8


3. Modify the header and footer text. a. Choose View→Header And Footer to addthe header and footer to the worksheet.

b. Click Custom Header to open the Headerdialog box.

c. In the Left Section text box, click beforethe first B, hold down Shift, and thenclick before U.S.

d. Press Delete to delete the selected text.

e. Click OK.

f. Click Custom Footer. The text in the LeftSection is selected.

g. Press Delete to delete the text in the LeftSection text box, and then click OK.

h. Click OK to apply the changes.

LESSON 8


4. Preview the header and footer. a. Choose File→Print Preview.

b. Click Zoom to increase the magnificationand view the header.

c. Scroll down to view the footer.

d. The header and footer have been addedto the worksheet. Click Close.

TOPIC DSet Page MarginsWhen printing your worksheet, you want to ensure that the contents of each page do notextend beyond the page margins. In this topic, you will set page margins.

Which printed worksheet is complete, the one shown in Figure 8-5 or the one shown in Figure8-6?

Figure 8-5: A printed worksheet that is cut off at the right margin.

LESSON 8


Figure 8-6: A printed worksheet with useful margins.

Setting page margins ensures that all of your important data appears on printed copies of yourworksheets.

Margin OptionsA margin determines the amount of space between the worksheet data and the edge of thepaper. There are six adjustable margins. The right and left margins determine the amount ofspace at the right and left edges of the paper. The top and bottom margins determine theamount of space at the top and bottom of the page. The header and footer margins determinethe amount of space between the header or footer and the body of the worksheet printout.

How to Set Page MarginsProcedure Reference: Set Page Margins Using the Page Setup Dialog Box

To set page margins:


2. Click the Margins tab.

3. Adjust the margin values as needed.

4. Click OK to apply the margins.

LESSON 8


ACTIVITY 8-4Setting Page Margins


Scenario:You want to increase the amount of white space on the printed worksheet so that people haveroom to make notes right on the page. You decide to provide a larger margin at the top andbottom of the page for notes. You realize that increasing the bottom white space takes awayfrom the amount of space available for data to print on each individual page. You decide todecrease the right and left margins to make up for the increased margin at the bottom of thepage.


1. Set the top and bottom margins. a. Choose File→Page Setup.

b. Select the Margins tab to view the avail-able options.

c. In the Top text box, double-click 1 andtype 1.5 to set the top margin.

d. Press Tab and type 1.5 to set the bottommargin.

e. Click OK.

f. Choose File→Print Preview to previewthe new setting.

g. Click Zoom to view the top and bottommargins.

LESSON 8


2. Set the right and left margins. a. In the Print Preview window, click Mar-gins to display the margin guides.

b. Click Setup to open the Page Setup dialogbox.

c. In the Left spin box, double-click 0.75and type 0.25 to change the left margin.

d. Press Tab and type 0.25 to change theright margin.

e. Click OK to implement the settings.

f. The margins are set. Click Close.

LESSON 8


TOPIC ESet Page LayoutWhen printing your worksheet, you might want to change the orientation of the information onthe page. In this topic, you will change the page orientation.

Which printout do you prefer, the one shown in Figure 8-7 or the one shown in Figure 8-8?

Figure 8-7: A worksheet that appears on two printed pages.

LESSON 8


Figure 8-8: A worksheet that appears on one printed page.

By altering the page orientation of a worksheet, you can keep related data together in a logicalformat.

Page OrientationExcel provides two types of page orientation. The first, Portrait, displays data with the paperpositioned vertically. The other is Landscape, in which the paper is positioned horizontally.You adjust page orientation in the Page Setup dialog box, which is shown in Figure 8-9.

Figure 8-9: Page orientation options.

ScalingScaling is a feature in Excel that helps you to enlarge or reduce the worksheet or selectionwhen printing, so that the content fits within the specified number of pages. By default, Excelprints the worksheet at 100% magnification. You can also override the default setting by usingthe Fit To option. In the Fit To option, specify the number of pages within which the contenthas to be printed. In the Tall spin box, specify the width of paper that can be used for printing.To fill the entire paper and use as many pages as necessary, select 1 in the Pages(s) Wide Byspin box and do not enter a value in the Tall spin box.

LESSON 8


Set Page LayoutProcedure Reference: Change Page Orientation

To change page orientation:


2. Select the Page tab.

3. Under Orientation, select either Portrait or Landscape.

4. Click OK to apply the change.

Procedure Reference: Change the Paper Size

To change the paper size:



3. From the Paper Size drop-down list, select the size of the paper you want to use.

4. Click OK.

Procedure Reference: Scale the Page

To scale the page:



3. By default, the Adjust To option is selected with 100% magnification. To fit thecontent within the page, select the Fit To option.

4. If necessary, set the Pages(s) Wide By value and the Tall value.

5. Click OK.

LESSON 8


ACTIVITY 8-5Setting Page Layout


Scenario:You are ready to print your worksheet, but when you preview it, you notice that the data is toowide to fit on the page. You want to change the orientation of your page from Portrait to Land-scape to solve this problem. The data spreads across two pages. You want to check whether theentire worksheet can be printed on one page.


1. Change the page orientation toLandscape and paper size to A3.

a. Choose File→Page Setup.

b. Select the Page tab to view the availableoptions.

c. In the Orientation section, selectLandscape.

d. From the Paper Size drop-down list,select A4.

e. Click Print Preview to preview theworksheet.

f. Click the Next button to view Page 2.

g. Notice that the worksheet needs twopages to print the data. Click Close toview the worksheet in Normal view.

2. Check whether the data can fitwithin one page.

a. Choose File→Page Setup.

LESSON 8


b. In the Scaling section, select the Fit Tooption.

c. Click Print Preview to preview theworksheet.

d. If desired, click Zoom to better view thedata.

e. The data looks cluttered. Click Setup.

f. In the Scaling section, select the AdjustTo option.

g. In the Adjust To option, type 160

h. Click OK.

i. Click Zoom to view the data.

j. Click Close to view the worksheet in Nor-mal view.

LESSON 8


TOPIC FPrint a WorkbookYou have developed worksheets and workbooks. You would now like to share the informationstored in these files with other people. One way you can share the contents of your worksheetsand workbooks is by printing them.

Imagine that you are presenting the sales data in your Excel workbook at a group meeting.Printing allows you to distribute your workbooks when it’s not feasible to distribute themelectronically.

Print a WorkbookProcedure Reference: Print a Workbook

To print a workbook:

1. Open an existing file.

2. If necessary, select a range of cells for printing.

3. Choose File→Print to open the Print dialog box.

4. In the Print What section, select an option.

5. If necessary, select the number of copies you want to print.

6. Click OK to print the contents.

Procedure Reference: Print a Worksheet

To print a worksheet:



3. In the Print What section, select Active Sheet(s).



Procedure Reference: Print a Range of Cells

To print a range of cells:


2. Select a range of cells for printing.


4. In the Print What section, select Selection.



Procedure Reference: Print a Selected Chart

To print a selected chart:


2. Select a chart.

LESSON 8



4. If necessary, in the Print What section, select the Select Chart option.


Print Range of DataIn an Excel workbook, a range of data can be printed based on a user’s choice. Youcan print an entire workbook, a specific worksheet in a workbook, selected cells in aworksheet, or a specific chart in a workbook. You need to select a section in the work-book you wish to print. Choose File→Print to open the Print dialog box. The PrintWhat section contains options that are used to print specific section of a workbook.Select an option and click Print to print the data.

ACTIVITY 8-6Printing a Workbook


Scenario:Now you are ready to print the worksheet. You need to print three reports. The first reportshould contain all the details in the Distributors_Details workbook. The second report shouldcontain the sales details of all the employees for the quarters. You also need to print the chartgenerated for the total sales. You will have to distribute the second report to all the managers,so you will make five copies of the second report. The third report should contain the salesmade by the representative for the first three quarters.

LESSON 8



1. Print the Distributors_Detailsworkbook.

a. Choose File→Print to open the Print dia-log box.

b. In the Print What section, select EntireWorkbook.

c. Click OK to print the workbook.

d. Save the file as My Distributors

e. Close the My Distributors file.

LESSON 8


2. Print five copies of the Chart Dataworksheet.

a. Open My Charts.

b. With the Chart Data worksheet selected,select cell A1.

c. Choose File→Print to open the Print dia-log box.

d. In the Number Of Copies text box of theCopies section, type 5

e. In the Print What section, the ActiveSheet(s) option is selected. Click OK toprint the worksheet.

LESSON 8


3. Print the sales made by all employ-ees for the first three quarters.

a. Select the cell range A5:E13.

b. Display the Print dialog box.

c. In the Print What section, select theSelection option.

d. Click OK to print the data.

e. Click the Quarter Total chart to select it.

f. Display the Print dialog box.

g. In the Print What section, the SelectedChart option is selected. Click OK to printthe chart.

h. Save My Charts.

i. Choose File→Exit to close the Excelapplication.

Lesson 8 Follow-upIn this lesson, you printed the contents of a workbook. Printing allows you to distribute yourworkbooks when it’s not feasible to distribute them electronically.

1. What are some of the various things you can do to prepare a workbook for printing?

Answers will vary, but might include: Creating a print title, increasing and decreasingmargins, forcing page breaks, and adding a header or footer.

2. Based on your knowledge of Excel, what are some reasons you might have to print aworkbook?

Answers will vary, but might include: A person who needs to view the worksheet cannotview it electronically or people in the meeting you are attending do not need to see everyaspect of the workbook, so you print a specific range.

LESSON 8


Follow-upIn this course, you used Excel to manage, edit, and print data. Storing data electronically ismore efficient than storing it in a paper-based system because it allows you to quickly updateexisting data, run reports on the data, calculate totals, and chart, sort, and filter your data.

1. What data are you currently working with that would be better stored in Excel? Howmight you begin the migration process from paper to electronic storage?

Answers will vary.

2. Consider your current work environment. What projects do you think would becomemore efficient if Excel was used either as an element of the project or if the entireproject was controlled and manipulated within Excel?

Answers will vary.

3. Consider your current work environment. What data are you working with now thatcould benefit from being sorted, charted, or filtered to help make business decisions?

Answers will vary.

What’s Next?If you wish to pursue ECDL/ICDL certification in other areas related to this one, New Hori-zons also offers the following courses: ECDL/ICDL – Using the Computer and Managing Filesand ECDL/ICDL– Information and Communication . In addition, there are ECDL/ICDL certifi-cations in areas related to several Microsoft Office software applications. New Horizons offerspreparatory courses for the following certifications: ECDL/ICDL – Presentation , ECDL/ICDL– Word Processing , and ECDL/ICDL – Database .

FOLLOW-UP


absolute referenceA cell reference in a formula that does notchange when you copy the formula.

active cellThe cell that is selected when Excel creates anew worksheet.

application windowUsually fills the entire screen and provides aninterface for you to interact with Excel. Thisis Excel’s outer window.

area chartA chart that displays the trend of the contri-bution of each value over time or categories.

argumentData enclosed in parentheses (included infunctions).

ascending orderA sort order that displays data from lowest tohighest.

axesIn charts displaying multiple data series, theX axis shows the data series in each category,and the Y axis shows how the data is mea-sured (dollar amounts, time, and others).

bar chartA chart that compares values across catego-ries in a horizontal display.

bubble chartA chart that compares sets of three values.

category (X) axis titleA chart item that describes what the X axisrepresents.

cellThe intersection of a column and a row.

cell reference areaDisplays the name of the current or activecell.

chartA visual representation of information basedon data in the worksheet.

chart titleA chart item that describes what the overallchart represents.

columnA boundary within a worksheet that extendsvertically through all the rows and holds data.

column chartA chart that compares values across catego-ries in a vertical display.

cone chartA chart that converts column or bar chart datamarkers into a conical shape.

cylinder chartA chart that converts column or bar chart datamarkers into a cylindrical shape.

data labelsA chart item that indicates the numeric value,the percentage, or the name of a single datapoint.

data markerA chart item that graphically represents a datapoint in a chart.

data pointA chart item that represents one cell of datain a data range.

data rangeA chart item that represents the range of cellsin a worksheet that contain the data beingcharted.

data rowA chart item that represents a row of cellswhere each cell contains a unique piece ofinformation such as item, cost, and quantity.

GLOSSARY

GLOSSARY

Glossary 207

data seriesA chart item that represents one column ofcells containing the same data point fromeach data row.

Data TableA chart item that displays the worksheet datathe chart is based on in a table below thechart.

descending orderA sort order that displays data from highest tolowest.

doughnut chartA chart that displays the contribution of eachvalue to a total but can contain multipleseries.

fill handleThe box at the corner of a cell or range thatyou can use to activate the Excel AutoFillfeature. When a cell or range of cells containsdata that you can display in increments, dragthe fill handle to the left, right, up, or downto fill a range with data.

fontA set of characters that share several commonqualities.

footerText that prints at the bottom of each page.

formulaA set of instructions that you enter in a cell toperform calculations.

formula barDisplays the contents of the active cell in aworkbook.

functionA built-in formula.

gridlineA chart item that indicates increments of avalue.

headerText that prints at the top of each page.

legendA chart item that indicates what color or pat-tern used in the chart represents whichparticular data series.

line chartA chart that displays trends over time orcategories.

Logical functionA function that performs a calculation on dataonly if it meets a criterion.

mixed referenceA cell reference in a formula that has eitheran absolute column and a relative row or anabsolute row and a relative column.

order of operationsA sequence of computations that a formulafollows to arrive at a desired result.

pie chartA chart that displays the contribution of eachvalue to a total.

print titleA cell or range of cells selected to repeat atthe top edge or left edge of a printed copy ofa worksheet, respectively.

pyramid chartA chart that converts column or bar chart datamarkers into a pyramid shape.

radar chartA chart that displays changes in values rela-tive to a center point.

relative referenceA cell reference that is automatically updatedby Excel whenever a formula or function iscopied from an originating cell to a destina-tion cell.

rowA boundary within a worksheet that extendshorizontally through all of the columns andholds data.

sheet tabsUsed to navigate between worksheets in aworkbook.

sortA method of viewing data that arranges allthe data into a specific order.

status barDisplays information about a selected com-mand and Excel’s current state.

GLOSSARY


stock chartA chart that displays several series of data(minimum of three series) in a specific orderrelating to the stock market including open,high, low, close, and volume.

surface chartA chart that shows trends in values acrosstwo dimensions in a continuous curve.

tab scrolling buttonsUsed to scroll the display of worksheet tabsone at a time or display the first or lastgrouping of sheet tabs within a workbook.

title barLocated across the top of the application win-dow, the title bar displays the name of theapplication and the active workbook.

toolbarButtons that provide quick access to Excel’smost frequently used commands.

value (Y) axis titleA chart item that describes what the Y axisrepresents.

workbook windowAppears within the application window anddisplays a workbook in which to enter andstore data. This is Excel’s inner window.

XY (scatter) chartA chart that compares values between pairs ofdata.

GLOSSARY

Glossary 209

NOTES


Aabsolute references, 111

creating, 111

active cells, 4

alignment, 139

application window, 3

area chart, 147

arguments, 96

ascending order, 57

AutoFill, 48

axes, 161

Bbar chart, 147

basic formulas

creating, 90, 92

borders, 124, 125

adding, 125

applying, 124

bubble chart, 147

Ccategory (X) axis title, 161

cell data

finding and replacing, 52

go to, 52

cell reference area, 4

cell references

absolute, 111

creating, 107

mixed, 113

cells, 4

aligning contents, 138, 139

merging, 130, 131

working with, 64

chart items, 161

modifying, 162

chart title, 161

chart types, 147, 168

charts, 146, 147

copying and moving, 171

creating, 147

creating and modifying, 146

modifying, 147

colors

adding, 125

column chart, 147

column width

changing, 73

columns, 4

changing width, 72

columns and rows, 64

freezing and unfreezing, 69

inserting and deleting, 64

cone chart, 147

cylinder chart, 147

Ddata

calculating, 90

calculating with functions, 96

copying and moving, 38, 42, 44

editing, 35

inserting and deleting, 10

manipulating, 34

numeric, 133

selecting, 6

sorting, 57

data labels, 161

data lists

sorting, 57

data markers, 147

data point, 147

data range, 147

data row, 147

data series, 147

Data Table, 161

descending order, 57

doughnut chart, 147

Eerrors

checking, 97

Excel, 2

application window, 3

changing layout, 26

INDEX

INDEX

Index 211

changing settings, 30

getting started, 2

window, 2

Ffill color, 125

fill handles, 48

Find command, 52

fonts, 119

changing, 119

footers, 187

creating, 188

formula bar, 4

formulas, 91

copying, 107

freezing and unfreezing, 69, 70

functions, 96

calculating with, 105

copying, 107

Ggridline, 161

Hheaders, 186

creating, 188

headers and footers, 184

creating and modifying, 184

Help feature

using, 24

Llegend, 161

line chart, 147

Logical functions, 104

Mmargins, 192, 193

setting, 192, 193

merging, 130

Microsoft Office Excel 2003

See: Excel

mixed references, 113

creating, 113

Nnumber formats, 134

applying, 135

Oorder of operations, 91

orientation, 139

Ppage layout, 196

page orientation, 196, 197

Paste Special command, 126

pie chart, 147

print titles, 180

setting, 181

pyramid chart, 147

Rradar chart, 147

Redo feature, 35

relative references, 107

Replace command, 53

resizing, 151

rows, 4

changing height, 72

SSave As command, 14

Save command, 14

scaling, 197

series of data

filling cells, 48

shading

applying, 124

sheet tabs, 4

sort, 57

spreadsheets, 2

status bar, 4

stock chart, 147

surface chart, 147

Ttab scrolling buttons, 4

title bar, 4

toolbars, 4

UUndo feature, 35

Vvalue (Y) axis title, 161

Wworkbook window, 3

workbooks, 4

multiple, 21

printing, 178, 201

saving, 14

worksheets, 4

changing layout, 180

copying, 84

copying and moving, 81, 84

formatting, 118

inserting, 78

INDEX


deleting

managing, 78

manipulating, 78

pasting, 84

previewing, 178

XXY (scatter) chart, 147

INDEX

ECDL/ICDL – Spreadsheets 213

NOTES
