Last week of Excel Hope you have time for me.

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havdhrylzr

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Good morning Jessica,

You have been so much help to me and are much appreciated. This is the last week of the semester and who knows what the summer classes will bring. Hopefully in the lines of your expertise :) 


                                     Instructional Objectives for this activity.docx     

  CGS 2753 - Applied Spreadsheets Chapter 2.pdf       

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                                   chapter5.pdf

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Instructional Objectives for this activity: • Extract data from worksheets. • Validate input data. • Verify data results. This week's lab work is to construct a final project. The final is broken up into two parts. You have the entire week to complete it. You can submit each portion individually in your Lab Work Dropbox throughout the week. After reviewing the textbook chapters and links from previous weeks in eCollege, complete the final project as instructed. You will create two workbooks: • • A budget using: o Cases and Places 3: Analyzing Profit Potential, EX 135. An Excel spreadsheet that uses functions and problem solving skills: o Cases and Places 1: Inventory Level Priority, EX 359. Save your Excel workbook with a file name that includes your name course code-section number title. • For example: JaneSmith CGS2573C-12 LabWork #12.xlsx Your Excel workbooks should be saved with .xlsx extension. To submit your Individual Work, go to the Dropbox and click "Submit Assignment." Submit this document to the Week 12: Lab Work basket in the Dropbox. Microsoft Excel 2010 2 Formulas, Functions, and Formatting Objectives You will have mastered the material in this chapter when you can: • Enter formulas using the keyboard • Add conditional formatting to cells • Enter formulas using Point mode • Change column width and row height • Apply the AVERAGE, MAX, and MIN functions • Check the spelling in a worksheet • Verify a formula using Range Finder • Apply a theme to a workbook • Apply a date format to a cell or range • Set margins, headers, and footers in Page Layout view • Preview and print versions of a worksheet Microsoft Excel 2010 2 Formulas, Functions, and Formatting Introduction In Chapter 1, you learned how to enter data, sum values, format a worksheet to make it easier to read, and draw a chart. This chapter continues to highlight these topics and presents some new ones. The new topics covered in this chapter include using formulas and functions to create a worksheet. A function is a prewritten formula that is built into Excel. Other new topics include option buttons, verifying formulas, applying a theme to a worksheet, adding borders, formatting numbers and text, using conditional formatting, changing the widths of columns and heights of rows, spell checking, using alternative types of worksheet displays and printouts, and adding page headers and footers to a worksheet. One alternative worksheet display and printout shows the formulas in the worksheet instead of the values. When you display the formulas in the worksheet, you see exactly what text, data, formulas, and functions you have entered into it. Project — Worksheet with Formulas and Functions The project in this chapter follows proper design guidelines and uses Excel to create the worksheet shown in Figure 2 – 1. The Mobile Masses Store opened its doors when consumer demand for mobile devices, such as mobile phones and PDAs, had just begun. The store’s owners pay each employee on a biweekly basis. Before the owners pay the employees, they summarize the hours worked, pay rate, and tax information for each employee to ensure that the business properly compensates its employees. This summary includes information such as the employee names, hire dates, number of dependents, hours worked, hourly pay rate, net pay, and tax information. As the complexity of the task of creating the summary increases, the owners want to use Excel to create a biweekly payroll report. EX 66 Microsoft Excel 2010 worksheet with formulas and functions Figure 2 –1 Recall that the first step in creating an effective worksheet is to make sure you understand what is required. The people who will use the worksheet usually provide the requirements. The requirements document for The Mobile Masses Store Biweekly Payroll Report worksheet includes the following needs: source of data, summary of calculations, and other facts about its development (Figure 2 – 2 on the following page). EX 67 EX 68 Excel Chapter 2 Formulas, Functions, and Formatting REQUEST FOR NEW WORKSHEET Date Submied: April 16, 2012 Submied By: Samuel Snyder Worksheet Title: The Mobile Masses Store Biweekly Payroll Report Needs: An easy-to-read worksheet that summarizes the company’s biweekly payroll (Figure 2-3). For each employee, the worksheet is to include the employee’s name, hire date, dependents, hours worked, hourly pay rate, gross pay, federal tax, state tax, net pay, and total tax percent. The worksheet also should include totals and the average, highest value, and lowest value for column of numbers specified below. The data supplied by Samuel includes the employee names, hire dates, hours worked, and hourly pay rates. This data is shown in Table 2-1 on page EX 72. The following calculaons must be made for each of the employees: 1. Gross Pay = Hours Worked × Hourly Pay Rate 2. Federal Tax = 0.22 × (Gross Pay – Dependents * 24.32) 3. State Tax = 0.04 × Gross Pay 4. Net Pay = Gross Pay – (Federal Tax + State Tax) 5. Tax % = (Federal Tax + State Tax) / Gross Pay 6. Compute the totals for hours worked, gross pay, federal tax, state tax, and net pay. 7. Compute the total tax percent. 8. Use the AVERAGE funcon to determine the average for dependents, hours worked, hourly pay rate, gross pay, federal tax, state tax, and net pay. 9. Use the MAX and MIN funcons to determine the highest and lowest values for dependents, hours worked, hourly pay rate, gross pay, federal tax, state tax, net pay, and total tax percent. Source of Data: Calculaons: Approvals Approval Status: X Approved By: Approved Rejected Julie Adams Date: April 23, 2012 Assigned To: J. Quasney, Spreadsheet Specialist Figure 2–2 Overview As you read this chapter, you will learn how to create the worksheet shown in Figure 2 – 1 by performing these general tasks: • Enter formulas and apply functions in the worksheet • Add conditional formatting to the worksheet • Apply a theme to the worksheet • Set margins, and add headers and footers to a worksheet • Work with the worksheet in Page Layout view • Change margins on the worksheet • Print a section of the worksheet Plan Ahead General Project Decisions While creating an Excel worksheet, you need to make several decisions that will determine the appearance and characteristics of the finished worksheet. As you create the worksheet necessary to meet the requirements shown in Figure 2–2, you should follow these general guidelines: 1. Plan the layout of the worksheet. Rows typically contain items analogous to items in a list. A name could serve as an item in a list, and, therefore, each name could be placed in a row. As a list grows, such as a list of employees, the number of rows in the worksheet will increase. Information about each item in the list and associated calculations should appear in columns. 2. Determine the necessary formulas and functions needed. Calculations result from known values. Formulas for such calculations should be known in advance of creating a worksheet. Values such as the average, highest, and lowest values can be calculated using Excel functions as opposed to relying on complex formulas. 3. Identify how to format various elements of the worksheet. The appearance of the worksheet affects its ability to express information clearly. Numeric data should be formatted in generally accepted formats, such as using commas as thousands separators and parentheses for negative values. 4. Establish rules for conditional formatting. Conditional formatting allows you to format a cell based on the contents of the cell. Decide under which circumstances you would like a cell to stand out from related cells and determine in what way the cell will stand out. 5. Specify how the hard copy of a worksheet should appear. When it is possible that a person will want to create a hard copy of a worksheet, care should be taken in the development of the worksheet to ensure that the contents can be presented in a readable manner. Excel prints worksheets in landscape or portrait orientation, and margins can be adjusted to fit more or less data on each page. Headers and footers add an additional level of customization to the printed page. In addition, using a sketch of the worksheet can help you visualize its design. The sketch for The Mobile Masses Store Biweekly Payroll Report worksheet includes a title, a subtitle, column and row headings, and the location of data values (Figure 2 – 3 on the following page). It also uses specific characters to define the desired formatting for the worksheet, as follows: 1. The row of Xs below the leftmost column defines the cell entries as text, such as employee names. 2. The rows of Zs and 9s with slashes, dollar signs, decimal points, commas, and percent signs in the remaining columns define the cell entries as numbers. The Zs indicate that the selected format should instruct Excel to suppress leading 0s. The 9s indicate that the selected format should instruct Excel to display any digits, including 0s. 3. The decimal point means that a decimal point should appear in the cell entry and indicates the number of decimal places to use. 4. The slashes in the second column identify the cell entry as a date. 5. The dollar signs that are not adjacent to the Zs in the first row below the column headings and in the total row signify a fixed dollar sign. The dollar signs that are adjacent to the Zs below the total row signify a floating dollar sign, or one that appears next to the first significant digit. BTW When necessary, more specific details concerning the above guidelines are presented at appropriate points in the chapter. The chapter also will identify the actions performed and decisions made regarding these guidelines during the creation of the worksheet shown in Figure 2–1 on page EX 67. Aesthetics versus Function The function, or purpose, of a worksheet is to provide a user with direct ways to accomplish tasks. In designing a worksheet, functional considerations should come before visual aesthetics. Avoid the temptation to use flashy or confusing visual elements within the worksheet. One exception to this guideline occurs when you may need to draw the user’s attention to an area of a worksheet that will help the user more easily complete a task. Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 69 EX 70 Excel Chapter 2 Formulas, Functions, and Formatting The Mobile Masses Store Biweekly Payroll Report Hire Employee Date Dependents xxxxxxxxx 99/99/99 99 Hours Hourly Worked Pay Rate 99.99 $ ZZ9.99 Totals 999.99 Average Highest Lowest 99 99 99 Xs indicate text data Gross Pay $ ZZ,ZZ9.99 Federal Tax $ ZZ9.99 State Tax $ ZZ,ZZ9.99 Net Pay $ ZZ,ZZ9.99 Tax % Z9.99% $ ZZZ,ZZ9.99 $ ZZZ,ZZ9.99 $ ZZZ,ZZ9.99 $ ZZZ,ZZ9.99 Z9.99% 99.99 $ ZZ9.99 $ ZZZ,ZZ9.99 $ ZZZ,ZZ9.99 $ ZZZ,ZZ9.99 $ ZZZ,ZZ9.99 9s indicate numeric data Zs indicate numeric data with 0s suppressed $ adjacent to Z indicates floating dollar sign Z9.99% $ not adjacent to Z indicates a fixed dollar sign Figure 2–3 6. The commas indicate that the selected format should instruct Excel to display a comma separator only if the number has enough digits to the left of the decimal point. 7. The percent sign (%) in the far-right column indicates a percent sign should appear after the number. With a good comprehension of the requirements document, an understanding of the necessary decisions, and a sketch of the worksheet, the next step is to use Excel to create the worksheet. For an introduction to Windows 7 and instruction about how to perform basic Windows 7 tasks, read the Office 2010 and Windows 7 chapter at the beginning of this book, where you can learn how to resize windows, change screen resolution, create folders, move and rename files, use Windows Help, and much more. To Start Excel If you are using a computer to step through the project in this chapter and you want your screens to match the figures in this book, you should change your screen’s resolution to 1024 × 768. For information about how to change a computer’s resolution, refer to the Office 2010 and Windows 7 chapter at the beginning of this book. The following steps, which assume Windows 7 is running, start Excel based on a typical installation. You may need to ask your instructor how to start Excel for your computer. For a detailed example of the procedure summarized below, refer to the Office 2010 and Windows 7 chapter. 1 Click the Start button on the Windows 7 taskbar to display the Start menu. 2 Type Microsoft Excel as the search text in the ‘Search programs and files’ text box, and watch the search results appear on the Start menu. 3 Click Microsoft Excel 2010 in the search results on the Start menu to start Excel and display a new blank workbook in the Excel window. 4 If the Excel window is not maximized, click the Maximize button next to the Close button on its title bar to maximize the window. Entering the Titles and Numbers into the Worksheet For an introduction to Office 2010 and instruction about how to perform basic tasks in Office 2010 programs, read the Office 2010 and Windows 7 chapter at the beginning of this book, where you can learn how to start a program, use the Ribbon, save a file, open a file, quit a program, use Help, and much more. The first step in creating the worksheet is to enter the titles and numbers into the worksheet. The following sets of steps enter the worksheet title and subtitle and then the biweekly payroll report data shown in Table 2 – 1. To Enter the Worksheet Title and Subtitle The following steps enter the worksheet title and subtitle into cells A1 and A2. 1 If necessary, select cell A1. Type The Mobile Masses Store in the selected cell and then press the DOWN ARROW key to enter the worksheet title. 2 Type Biweekly Payroll Report in cell A2 and then press the DOWN ARROW key to enter the worksheet subtitle (Figure 2 – 4 on page 73). BTW To Enter the Column Titles The Ribbon and Screen Resolution Excel may change how the groups and buttons within the groups appear on the Ribbon, depending on the computer’s screen resolution. Thus, your Ribbon may look different from the ones in this book if you are using a screen resolution other than 1024 × 768. BTW The employee names and the row titles Totals, Average, Highest, and Lowest in the leftmost column begin in cell A4 and continue down to cell A16. The employee data is entered into rows 4 through 12 of the worksheet. The remainder of this section explains the steps required to enter the column titles, payroll data, and row titles, as shown in Figure 2–4, and then save the workbook. BTWs For a complete list of the BTWs found in the margins of this book, visit the Excel 2010 BTW Web page (scsite.com/ex2010/btw). The column titles in row 3 begin in cell A3 and extend through cell J3. Some of the column titles in Figure 2–3 include multiple lines of text, such as Hours Worked in cell D3. To start a new line in a cell, press alt+enter after each line, except for the last line, which is completed by clicking the Enter box, pressing the enter key, or pressing one of the arrow keys. When you see alt+enter in a step, press the enter key while holding down the alt key and then release both keys. The following steps enter the column titles. 1 With cell A3 selected, type Employee and then press the RIGHT ARROW key to enter the column heading. 2 Type Hire Date in cell B3 and then press the RIGHT ARROW key to enter the column heading. 3 Type Dependents and then press the RIGHT ARROW key to enter the column heading. 4 In cell D3, type Hours and then press ALT+ENTER to enter the first line of the column heading. Type Worked and then press the RIGHT ARROW key to enter the column heading. 5 Type Hourly and then press ALT+ENTER to begin a new line in the cell. Type Pay Rate and then press the RIGHT ARROW key to enter the column heading. 6 Type Gross Pay in cell F3 and then press the RIGHT ARROW key to enter the column heading. 7 Type Federal Tax in cell G3 and then press the RIGHT ARROW key to enter the column heading. 8 Type State Tax in cell H3 and then press the RIGHT ARROW key to enter the column heading. 9 Type Net Pay in cell I3 and then press the RIGHT ARROW key to enter the column heading. 10 Type Tax % in cell J3 to enter the column heading. Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 71 EX 72 Excel Chapter 2 Formulas, Functions, and Formatting To Enter the Biweekly Payroll Data Q&As For a complete list of the Q&As found in many of the step-by-step sequences in this book, visit the Excel 2010 Q&A Web page (scsite.com/ex2010/qa). Two-Digit Years When you enter a twodigit year value (xx) that is less than 30, Excel changes that value to 20xx; when you enter a value that is 30 or greater (zz), Excel changes the value to 19zz. Use four-digit years, if necessary, to ensure that Excel interprets year values the way you intend. 1 Select cell A4, type Charvat, Emily , and then press the RIGHT ARROW key to enter the employee name. 2 Type 3/3/09 in cell B4 and then press the RIGHT ARROW key to enter a date in the selected cell. 3 Type 1 in cell C4 and then press the RIGHT ARROW key to enter a number in the selected cell. 4 Type 65.25 in cell D4 and then press the RIGHT ARROW key to enter a number in the selected cell. 5 Type 20.50 in cell E4 and then click cell A5 to enter a number in the selected cell. 6 Enter the payroll data in Table 2–1 for the eight remaining employees in rows 5 through 12 (Figure 2–4). Q&A BTW BTW The biweekly payroll data in Table 2 – 1 includes a hire date for each employee. Excel considers a date to be a number and, therefore, it displays the date right-aligned in the cell. The following steps enter the data for each employee: name, hire date, dependents, hours worked, and hourly pay rate. In step 2, why did the date that was entered change from 3/3/09 to 3/3/2009? When Excel recognizes that you entered a date in mm/dd/yy format, it automatically formats the date as mm/dd/yyyy for you. Most professionals prefer to view dates in mm/ dd/yyyy format as opposed to mm/dd/yy format because the latter can cause confusion regarding the intended year. For example, a date displayed as 3/3/50 could imply a date of 3/3/1950 or 3/3/2050. The use of a four-digit year eliminates this confusion. Table 2 – 1 The Mobile Masses Store Biweekly Payroll Report Data Employee Charvat, Emily Chen, Bin Felski, Noah BTW Kersey, Jane Wrapping Text If you have a long text entry, such as a paragraph, you can instruct Excel to wrap the text in a cell. This method is easier than your pressing ALT+ENTER to end each line of text within the paragraph. To wrap text, right-click in the cell, click Format Cells on a shortcut menu, click the Alignment tab, and then click Wrap text. Excel will increase the height of the cell automatically so that the additional lines will fit. If you want to control where each line ends in the cell, rather than letting Excel wrap the text based on the cell width, you must end each line with ALT+ENTER. Merna, Thomas Pollitt, Sherry Prasad, Rao Hire Date Dependents Hours Worked Hourly Pay Rate 3/3/09 1 65.25 20.50 6/14/10 2 80.00 25.85 10/11/08 0 64.50 12.60 3/4/11 1 68.50 21.45 1/15/10 3 78.25 22.60 11/15/08 2 49.25 18.25 2/15/08 0 33.50 9.35 Washington, Yolanda 5/11/06 2 79.25 23.75 Zica, James 4/14/11 1 80.00 19.65 To Enter the Row Titles The following steps add row titles for the rows that will contain the totals, average, highest, and lowest amounts. 1 Select cell A13. Type Totals and then press the DOWN ARROW key to enter a row header. 2 Type Average in cell A14 and then press the DOWN ARROW key to enter a row header. 3 Type Highest in cell A15 and then press the DOWN ARROW key to enter a row header. 4 Type Lowest in cell A16 and then press the ENTER key to enter a row header. Select cell F4 to prepare to enter a formula in the cell (Figure 2–4). worksheet title and subtitle height of row 3 automatically increased to fit multiple lines of text BTW column titles on multiple lines within cell dates entered with a two-digit year are displayed with a four-digit year automatically numbers Figure 2– 4 To Change Document Properties As discussed in Chapter 1, the first time you save a workbook, you should change the document properties. The following steps change the document properties. 1 Click File on the Ribbon to open the Backstage view. If necessary, click the Info tab in the Backstage view to display the Info gallery. 2 Click the Properties button in the right pane of the Info gallery to display the Properties menu. 3 Click Show Document Panel on the Properties menu to close the Backstage view and display the Document Information Panel in the Excel workbook window. 4 Click the Author text box, if necessary, and then type your name as the Author property. If a name already is displayed in the Author text box, delete it before typing your name. 5 Click the Subject text box, if necessary delete any existing text, and then type your course and section as the Subject property. 6 If an AutoComplete dialog box appears, click its Yes button. 7 Click the Keywords text box, if necessary delete any existing text, and then type Biweekly Payroll Report as the Keywords property. 8 If an AutoComplete dialog box appears, click its Yes button. 9 Click the Close the Document Information Panel button so that the Document Information Panel no longer is displayed. Formatting Worksheets With early worksheet programs, users often skipped rows to improve the appearance of the worksheet. With Excel it is not necessary to skip rows because you can increase row heights to add white space between information. Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 73 EX 74 Excel Chapter 2 Formulas, Functions, and Formatting To Change the Sheet Name and Save the Workbook BTW The following steps change the sheet name to Biweekly Payroll Report, change the sheet tab color, and save the workbook on a USB flash drive in the Excel folder (for your assignments) using the file name, The Mobile Masses Biweekly Payroll Report. Entering Numbers in a Range An efficient way to enter data into a range of cells is to select a range and then enter the first number in the upper-left cell of the range. Excel responds by accepting the value and moving the active cell selection down one cell. When you enter the last value in the first column, Excel moves the active cell selection to the top of the next column. Plan Ahead 1 Double-click the Sheet1 tab and then enter Biweekly Payroll Report as the sheet name and then press the ENTER key. 2 Right-click the tab to display the shortcut menu and then click Tab Color on the shortcut menu to display the Color gallery. Click Blue, Accent 1, Darker 25% (column 5, row 5) in the Theme Colors area to apply a new color to the sheet tab. 3 With a USB flash drive connected to one of the computer’s USB ports, click the Save button on the Quick Access Toolbar to display the Save As dialog box. 4 Type The Mobile Masses Biweekly Payroll Report in the File name text box to change the file name. Do not press the ENTER key after typing the file name because you do not want to close the dialog box at this time. 5 Navigate to the desired save location (in this case, the Excel folder in the CIS 101 folder [or your class folder] on the USB flash drive). 6 Click the Save button (Save As dialog box) to save the document in the selected folder on the selected drive with the entered file name. Entering Formulas One of the reasons Excel is such a valuable tool is that you can assign a formula to a cell, and Excel will calculate the result. Consider, for example, what would happen if you had to multiply 65.25 by 20.5 and then manually enter the product for Gross Pay, 1,337.625, in cell F4. Every time the values in cells D4 or E4 changed, you would have to recalculate the product and enter the new value in cell F4. By contrast, if you enter a formula in cell F4 to multiply the values in cells D4 and E4, Excel recalculates the product whenever new values are entered into those cells and displays the result in cell F4. Determine the formulas and functions needed. As you have learned, formulas and functions simplify the creation and maintenance of worksheets because Excel performs calculations for you. When formulas and functions are used together properly, the amount of data that a user manually must enter in a worksheet greatly can be diminished: • Utilize proper algebraic notation. Most Excel formulas are the result of algebraic calculations. A solid understanding of algebraic operators and the order of operations is important to writing sound formulas. • Utilize the fill handle and copy and paste operations to copy formulas. The fill handle and the Excel copy and paste functionality help to minimize errors caused by retyping formulas. When possible, if a similar formula will be used repeatedly in a worksheet, avoid retyping the formula and instead use the fill handle. • Be careful about using invalid and circular cell references. An invalid reference occurs when Excel does not understand a cell reference used in a formula, resulting in Excel displaying a #REF! error message in the cell. (Continued) A formula in a cell that contains a reference back to itself is called a circular reference. Excel often warns you when you create a circular reference. In almost all cases, circular references are the result of an incorrect formula. A circular reference can be direct or indirect. For example, placing the formula =A1 in cell A1 results in a direct circular reference. An indirect circular reference occurs when a formula in a cell refers to another cell or cells that include a formula that refers back to the original cell. • Employ the Excel built-in functions whenever possible. Excel includes prewritten formulas called functions to help you compute a range of values and statistics. A function takes a value or values, performs an operation, and returns a result to the cell. The values that you use with a function are called arguments. All functions begin with an equal sign and include the arguments in parentheses after the function name. For example, in the function =AVERAGE(C4:C12), the function name is AVERAGE, and the argument is the range C4:C12. Become familiar with the extensive number of built-in functions. When you have the choice, always use built-in functions instead of writing and typing a formula version of your mathematical expression. Such a practice reduces the possibility of errors and simplifies the formula used in a cell, resulting in improved readability. Plan Ahead BTW (Continued) Automatic Recalculation Every time you enter a value into a cell in the worksheet, Excel automatically recalculates all formulas. You can change to manual recalculation by clicking the Calculation Options button (Formulas tab | Calculation group) and then clicking Manual. In manual calculation mode, pressing the F9 key instructs Excel to recalculate all formulas. To Enter a Formula Using the Keyboard The formulas needed in the worksheet are noted in the requirements document as follows: 1. Gross Pay (column F) = Hours Worked × Hourly Pay Rate 2. Federal Tax (column G) = 0.22 × (Gross Pay – Dependents × 24.32) 3. State Tax (column H) = 0.04 × Gross Pay 4. Net Pay (column I) = Gross Pay – (Federal Tax + State Tax) 5. Tax% (column J) = (Federal Tax + State Tax) / Gross Pay The gross pay for each employee, which appears in column F, is equal to hours worked in column D times hourly pay rate in column E. Thus, the gross pay for Emily Charvat in cell F4 is obtained by multiplying 65.25 (cell D4) by 20.50 (cell E4) or =D4*E4. The following steps enter the initial gross pay formula in cell F4 using the keyboard. 1 • With cell F4 selected, type =d4*e4 Q&A in the cell to display the formula in the formula bar and in the current cell and to display colored borders around the cells referenced in the formula (Figure 2 – 5). formula begins with equal sign What occurs on the worksheet as I enter the formula? The equal sign (=) preceding d4*e4 alerts Excel that you are entering a formula or function and not text. Because the most common error when entering a formula is colored cell borders to reference the wrong cell in a indicate cells included in formula in active cell formula mistakenly, Excel colors the borders of the cells referenced in the formula. The coloring helps in the reviewing process to ensure the cell references are correct. Figure 2–5 The asterisk (*) following d4 is the arithmetic operator that directs Excel to perform the multiplication operation. as formula is typed, it appears in formula bar and in active cell F4 Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 75 EX 76 Excel Chapter 2 Formulas, Functions, and Formatting 2 • Press the RIGHT ARROW key to complete the arithmetic operation indicated by the formula, to display the result in the worksheet, and to select the cell to the right (Figure 2– 6). The number of decimal places shown in cell F4 may be different, but these values will be adjusted later in this chapter. active cell is G4 after pressing RIGHT ARROW key value of formula (65.25 × 20.5) Figure 2–6 Arithmetic Operations Table 2 – 2 describes multiplication and other valid Excel arithmetic operators. Table 2 – 2 Summary of Arithmetic Operators Arithmetic Operator Meaning Example of Usage Meaning Negation – 78 Negative 78 Percentage =23% Multiplies 23 by 0.01 ^ Exponentiation =3 ^ 4 Raises 3 to the fourth power * Multiplication =61.5 * C5 Multiplies the contents of cell C5 by 61.5 – % / Division =H3 / H11 Divides the contents of cell H3 by the contents of cell H11 + Addition =11 + 9 Adds 11 and 9 – Subtraction =22 – F15 Subtracts the contents of cell F15 from 22 When more than one arithmetic operator is involved in a formula, Excel follows the same basic order of operations that you use in algebra. Moving from left to right in a formula, the order of operations is as follows: first negation (– ), then all percentages (%), then all exponentiations (^), then all multiplications (*) and divisions (/), and finally, all additions (+) and subtractions (– ). As in algebra, you can use parentheses to override the order of operations. For example, if Excel follows the order of operations, 8 * 3 + 2 equals 26. If you use parentheses, however, to change the formula to 8 * (3 + 2), the result is 40, because the parentheses instruct Excel to add 3 and 2 before multiplying by 8. Table 2 – 3 illustrates several examples of valid Excel formulas and explains the order of operations. Troubling Formulas If Excel does not accept a formula, remove the equal sign from the left side and complete the entry as text. Later, after you have entered additional data in the cells reliant on the formula or determined the error, reinsert the equal sign to change the text back to a formula and edit the formula as needed. Table 2 – 3 Examples of Excel Formulas Formula Meaning =G15 Assigns the value in cell G15 to the active cell. =2^4 + 7 Assigns the sum of 16 + 7 (or 23) to the active cell. =100 + D2 or =D2 +100 or =(100 + D2) Assigns 100 plus the contents of cell D2 to the active cell. =25% * 40 Assigns the product of 0.25 times 40 (or 10) to the active cell. – (K15 * X45) Assigns the negative value of the product of the values contained in cells K15 and X45 to the active cell. You do not need to type an equal sign before an expression that begins with minus signs, which indicates a negation. =(U8 – B8) * 6 Assigns the product of the difference between the values contained in cells U8 and B8 times 6 to the active cell. =J7 / A5 + G9 * M6 – Z2 ^ L7 Completes the following operations, from left to right: exponentiation (Z2 ^ L7), then division (J7 / A5), then multiplication (G9 * M6), then addition (J7 / A5) + (G9 * M6), and finally subtraction (J7 / A5 + G9 * M6) – (Z2 ^ L7). If cells A5 = 6, G9 = 2, J7 = 6, L7 = 4, M6 = 5, and Z2 = 2, then Excel assigns the active cell the value – 5; that is, 6 / 6 + 2 * 5 – 2 ^ 4 = – 5. To Enter Formulas Using Point Mode The sketch of the worksheet in Figure 2 – 3 on page EX 70 calls for the federal tax, state tax, net pay, and tax % for each employee to appear in columns G, H, I, and J, respectively. All four of these values are calculated using formulas in row 4: Federal Tax (cell G4) = 0.22 × (Gross Pay – Dependents × 24.32) or =0.22*(F4– C4*24.32) State Tax (cell H4) = 0.04 × Gross Pay or = 0.04* F4 Net Pay (cell I4) = Gross Pay – (Federal Tax + State Tax) or =F4-(G4+H4) Tax % (cell J4) = (Federal Tax + State Tax) / Gross Pay or =(G4+H4)/F4 An alternative to entering the formulas in cells G4, H4, I4, and J4 using the keyboard is to enter the formulas using the mouse and Point mode. Point mode allows you to select cells for use in a formula by using the mouse. The steps on the following pages enter formulas using Point mode. Excel Chapter 2 Order of Operations BTW Formulas, Functions, and Formatting Excel Chapter 2 EX 77 EX 78 Excel Chapter 2 Formulas, Functions, and Formatting 1 • With cell G4 selected type =0.22*( to begin the formula and then click cell F4 to add a cell reference in the formula (Figure 2 – 7). Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements. cell reference F4 appended to formula marquee surrounds selected cell F4 Figure 2–7 2 • Type – (minus sign) and then click cell C4 to add a subtraction operator and a reference to another cell to the formula. formula appears in formula bar • Type *24.32) to complete the formula (Figure 2– 8). cell reference C4 added to formula border of cell and its cell reference in formulas are colored green Figure 2–8 3 • Click the Enter box in the formula bar and then select cell H4 to prepare to enter the next formula. formula appears in formula bar • Type =0.04* and then click cell F4 to add a cell reference to the formula (Figure 2 – 9). value of formula .22 × (1337.625 – 1 * 24.32) Enter box marquee surrounds selected cell F4 cell reference F4 appended to formula Q&A Figure 2–9 Why should I use Point mode to enter formulas? Using Point mode to enter formulas often is faster and more accurate than using the keyboard to type the entire formula when the cell you want to select does not require you to scroll. In many instances, as in these steps, you may want to use both the keyboard and mouse when entering a formula in a cell. You can use the keyboard to begin the formula, for example, and then use the mouse to select a range of cells. 4 • Click the Enter box in the formula bar and then select cell I4 to prepare to enter the next formula. formula assigned to cell I4 • Type = (equal sign) and then click cell F4 to begin the formula and add a cell reference to the formula. value of formula (.04 * 1337.625) • Type –( (minus sign followed by an open parenthesis) and then click cell G4 to add a subtraction operator, open parenthesis, and cell reference to the formula. Net Pay formula appears in cell I4 Figure 2–10 • Type + (plus sign) and then click cell H4 to add an addition operator and cell reference to the formula. • Type ) (close parenthesis) to complete the formula (Figure 2–10). Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 79 EX 80 Excel Chapter 2 Formulas, Functions, and Formatting 5 • Click the Enter box in the formula bar to enter the formula in cell I4. formula assigned to cell J4 • Select cell J4. Type =( (equal sign followed by an open parenthesis) and then click cell G4 to add a reference to the formula. • Type + (plus sign) and then click cell H4 to add a cell reference to the formula. value of formula (288.9271 + 53.505 ) / 1337.625 • Type )/ (close parenthesis followed by a forward slash), and then click cell F4 to add a cell reference to the formula. • Click the Enter box Q&A in the formula bar to enter the formula in cell J4 (Figure 2– 11). Figure 2–11 Why do three decimal places show in cell J4? The actual value assigned by Excel to cell J4 from the division operation in step 5 is 0.256000075. While not all the decimal places appear in Figure 2 –11, Excel maintains all of them for computational purposes. Thus, if referencing cell J4 in a formula, the value used for computational purposes is 0.256000075, not 0.256. The cell formatting is set to display six digits after the decimal point, but the formatting also suppresses trailing zeroes. If the cell formatting were set to display six digits and show trailing zeroes, then Excel would display 0.256000 in cell J4. If you change the cell formatting of column J to display nine digits after the decimal point, then Excel displays the true value 0.256000075. To Copy Formulas Using the Fill Handle The five formulas for Emily Charvat in cells F4, G4, H4, I4, and J4 now are complete. You could enter the same five formulas one at a time for the eight remaining employees. A much easier method of entering the formulas, however, is to select the formulas in row 4 and then use the fill handle to copy them through row 12. When performing copying operations in Excel, the source area is the cell, or range, from which data or formulas are being copied. When a range is used as a source, sometimes it is called the source range. The destination area is the cell, or range, to which data or formulas are being copied. When a range is used as a destination, sometimes it is called the destination range. Recall from Chapter 1 that the fill handle is a small rectangle in the lower-right corner of the active cell or active range. The following steps copy the formulas using the fill handle. 1 • Select the source range, F4:J4 in this case, and then point to the fill handle. • Drag the fill handle down through cell J12 and continue to hold the mouse button to select the destination range (Figure 2– 12). initial location of fill handle range F4:J4 selected as source area fill handle dragged through cell J12 Figure 2–12 2 • Release the mouse Q&A button to copy the formulas to the destination range (Figure 2 – 13). How does Excel adjust the cell references in the formulas in the destination area? gross pay, federal tax, state tax, net pay, and tax % formulas in range F4:J4 copied to range F5:J12 Recall that when you copy a formula, Excel adjusts the cell references so that Figure 2–13 the new formulas contain references corresponding to the new location and perform calculations using the appropriate values. Thus, if you copy downward, Excel adjusts the row portion of cell references. If you copy across, then Excel adjusts the column portion of cell references. These cell references are called relative cell references. Auto Fill Options button appears after copying the range F4:J4 to range F5:J12 Other Ways 1. Select source area, click Copy button (Home tab | Clipboard group), select destination area, click Paste button (Home tab | Clipboard group) 2. Right-click source area, click Copy on shortcut menu, right-click destination area, click Paste icon on shortcut menu 3. Select source area and then point to border of range; while holding down CTRL, drag source area to destination area Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 81 EX 82 Excel Chapter 2 Formulas, Functions, and Formatting Option Buttons BTW BTW Excel displays Option buttons in a workbook while you are working on it to indicate that you can complete an operation using automatic features such as AutoCorrect, Auto Fill, error checking, and others. For example, the Auto Fill Options button shown in Figure 2 – 13 appears after a fill operation, such as dragging the fill handle. When an error occurs in a formula in a cell, Excel displays the Trace Error button next to the cell and identifies the cell with the error by placing a green triangle in the upper left of the cell. Table 2 – 4 summarizes the Option buttons available in Excel. When one of these buttons appears on your worksheet, click the button arrow to produce the list of options for modifying the operation or to obtain additional information. The Paste Options Button The Paste Options button provides powerful functionality. When performing copy and paste operations, the button allows you great freedom in specifying what it is you want to paste. For example, you could choose to paste an exact copy of what you copied, including the cell contents and formatting. You also could copy just formulas, just formatting, just the cell values, a combination of these options, or a picture of what you copied. Selecting a Range You can select a range using the keyboard. Press the F8 key and then use the arrow keys to select the desired range. After you are finished, make sure to press the F8 key to turn off the selection process or you will continue to select ranges. Table 2 – 4 Options Buttons in Excel Button Name Menu Function Auto Fill Options Gives options for how to fill cells following a fill operation, such as dragging the fill handle. AutoCorrect Options Undoes an automatic correction, stops future automatic corrections of this type, or causes Excel to display the AutoCorrect Options dialog box. Insert Options Lists formatting options following an insertion of cells, rows, or columns. Paste Options Specifies how moved or pasted items should appear (for example, with original formatting, without formatting, or with different formatting). Trace Error Lists error-checking options following the assignment of an invalid formula to a cell. To Determine Totals Using the Sum Button The next step is to determine the totals in row 13 for the hours worked in column D, gross pay in column F, federal tax in column G, state tax in column H, and net pay in column I. To determine the total hours worked in column D, the values in the range D4 through D12 must be summed. To do so, enter the function =sum(d4:d12) in cell D13 or select cell D13, click the Sum button (Home tab | Editing group), and then press the enter key. Recall that a function is a prewritten formula that is built into Excel. Similar SUM functions can be used in cells F13, G13, H13, and I13 to total gross pay, federal tax, state tax, and net pay, respectively. The following steps determine totals in cell D13 and the range F13:I13. 1 Select cell to contain the sum, cell D13 in this case. Click the Sum button (Home tab | Editing group) to sum the contents of the range D4:D12 in cell D13 and then click the Enter box to display a total in the selected cell. 2 Select the range to contain the sums, range F13:I13 in this case. Click the Sum button (Home tab | Editing group) to display totals in the selected range (Figure 2–14). Sum button Editing group total gross pay total state tax total federal tax total net pay Figure 2 – 14 To Determine the Total Tax % 1 Select the cell to be copied, J12 in this case, and then point to the fill handle. 2 Drag the fill handle down through cell J13 to copy the formula (Figure 2–15). Q&A With the totals in row 13 determined, the next step is to copy the tax % formula in cell J12 to cell J13 as performed in the following steps. Why was the formula I13/F13 not copied to cell J13 earlier? The formula, I13/F13, was not copied to cell J13 when cell J4 was copied to the range J5:J12 because both cells involved in the computation (I13 and F13) were blank, or zero, at the time. A blank cell in Excel has a numerical value of zero, which would have resulted in an error message in cell J13. Once the totals were determined, both cells I13 and F13 (especially F13, because it is the divisor) had nonzero numerical values. formula is =(G12+H12)/ F12 formula is =(G13+H13)/ F13 Figure 2–15 Auto Fill Options button appears after copying cell J12 to cell J13 Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 83 EX 84 Excel Chapter 2 Formulas, Functions, and Formatting Using the AVERAGE, MAX, and MIN Functions BTW Statistical Functions Excel usually considers a blank cell to be equal to 0. The statistical functions, however, ignore blank cells. Excel thus calculates the average of three cells with values of 10, blank, and 8 to be 9 [(10 + 8) / 2] and not 6 [(10 + 0 + 8) / 3]. The next step in creating The Mobile Masses Biweekly Payroll Report worksheet is to compute the average, highest value, and lowest value for the number of dependents listed in the range C4:C12 using the AVERAGE, MAX, and MIN functions in the range C14:C16. Once the values are determined for column C, the entries can be copied across to the other columns. With Excel, you can enter functions using one of five methods: (1) the keyboard or mouse, (2) the Insert Function box in the formula bar, (3) the Sum menu, (4) the Sum command (Formulas tab | Function Library group), and (5) the Name box area in the formula bar (Figure 2–16). The method you choose will depend on your typing skills and whether you can recall the function name and required arguments. In the following pages, each of the first three methods will be used. The keyboard and mouse method will be used to determine the average number of dependents (cell C14). The Insert Function button in the formula bar method will be used to determine the highest number of dependents (cell C15). The Sum menu method will be used to determine the lowest number of dependents (cell C16). To Determine the Average of a Range of Numbers Using the Keyboard and Mouse The AVERAGE function sums the numbers in the specified range and then divides the sum by the number of cells with numeric values in the range. The following steps use the AVERAGE function to determine the average of the numbers in the range C4:C12. 1 • Select the cell to contain the average, cell C14 in this case. • Type =av in the cell Q&A to display the Formula AutoComplete list. Press the DOWN ARROW key to highlight the required formula (Figure 2– 16). Name box changes to Function box as soon as = (equal sign) is entered to start function What is happening as I type? As you type the equal sign followed by the characters in the name of a function, Excel displays the Formula AutoComplete list. This list contains those functions that alphabetically match the letters you have typed. Because you typed =av, Excel displays all the functions that begin with the letters av. =av typed in cell C14 AVERAGE function name ScreenTip includes description of currently selected function in Formula AutoComplete list Formula AutoComplete list Figure 2 – 16 2 • Double-click AVERAGE in the Formula AutoComplete list to select the function. Enter box • Select the range to be averaged, Q&A C4:C12 in this case, to insert the range as the argument to the function (Figure 2 – 17). As I drag, why does the function in cell C14 change? When you click cell C4, Excel appends cell C4 to the left parenthesis in the formula bar and surrounds cell C4 with a marquee. When you begin dragging, Excel appends to the argument a colon (:) and the cell reference of the cell where the mouse pointer is located. AVERAGE function with range to average shows in active cell and formula bar marquee surrounds selected range C4:C12 ScreenTip indicates arguments for AVERAGE function Figure 2 – 17 3 • Click the Enter box to compute Q&A the average of the numbers in the selected range and display the result in the selected cell (Figure 2 – 18). Function box changes back to Name box Can I use the arrow keys to complete the entry instead? right parenthesis automatically appended when Enter box is clicked or ENTER key is pressed No. When you use Point mode you cannot use the arrow keys to complete the entry. While in Point mode, the arrow keys change the selected cell reference in the range you are selecting. Q&A when cell C14 is active cell, formula bar displays AVERAGE function Insert Function box What is the purpose of the parentheses in the function? The AVERAGE function requires that the argument (in this case, the range C4:C12) be included within parentheses following the function name. Excel automatically appends the right parenthesis to complete the AVERAGE function when you click the Enter box or press the ENTER key. average number of dependents Figure 2 – 18 Other Ways 1. Click Insert Function box in the formula bar, click AVERAGE 2. Click Sum button arrow (Home tab | Editing group), click Average 3. Click Sum button arrow (Formulas tab | Function Library group), click Average Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 85 EX 86 Excel Chapter 2 Formulas, Functions, and Formatting To Determine the Highest Number in a Range of Numbers Using the Insert Function Box The next step is to select cell C15 and determine the highest (maximum) number in the range C4:C12. Excel includes a function called the MAX function that displays the highest value in a range. Although you could enter the MAX function using the keyboard and Point mode as described in the previous steps, an alternative method to entering the function is to use the Insert Function box in the formula bar. The following steps use the Insert Function box in the formula bar to enter the MAX function. 1 • Select the cell to contain the maximum number, cell C15 in this case. Insert Function dialog box Insert Function box • Click the Insert Function box in the formula bar to display the Insert Function equal sign automatically dialog box. • Click MAX in the inserted in active cell and formula bar Search for a function box Or select a category box ‘Select a function’ list (Insert Function dialog box) to select it (Figure 2– 19). If the MAX function is not displayed in the ‘Select a function’ list, scroll the list until the function is displayed. MAX selected in Select a function list Help on this function link OK button Figure 2 – 19 2 • Click the OK button (Insert Function dialog box) to display the Function Arguments dialog box. • Type c4:c12 in Q&A the Number1 box (Function Arguments dialog box) to enter the first argument of the function (Figure 2 – 20). function appears in formula bar Function Arguments dialog box range typed in Number 1 box Collapse Dialog button first few numbers in selected range Why did numbers appear in the Function Arguments dialog box? As shown in Figure 2 –20, Excel displays the value Help on this last part of function function link appears in active cell the MAX function will return to cell C15 in the Function Figure 2 – 20 Arguments dialog box. It also lists the first few numbers in the selected range, next to the Number1 box. result of function OK button 3 • Click the OK button MAX function determines highest value in range C4:C12 Q&A (Function Arguments dialog box) to display the highest value in the chosen range in the selected cell (Figure 2 – 21). Why should I not just enter the highest value that I see in the range C4:C12 in cell C15? In this example, rather highest value in than entering the range C4:C12 MAX function, you visually could scan Figure 2 – 21 the range C4:C12, determine that the highest number of dependents is 3, and manually enter the number 3 as a constant in cell C15. Excel would display the number the same as in Figure 2–21. Because it contains a constant, however, Excel will continue to display 3 in cell C15, even if the values in the range C4:C12 change. If you use the MAX function, Excel will recalculate the highest value in the range C4:C12 each time a new value is entered into the worksheet. Other Ways 1. Click Sum button arrow (Home tab | Editing group), click Max 2. Click Sum button arrow (Formulas tab | Function Library group), click Max 3. Type =MAX in cell To Determine the Lowest Number in a Range of Numbers Using the Sum Menu The next step is to enter the MIN function in cell C16 to determine the lowest (minimum) number in the range C4:C12. Although you can enter the MIN function using either of the methods used to enter the AVERAGE and MAX functions, the following steps perform an alternative using the Sum button (Home tab | Editing group). 1 • Select cell C16 to Sum button arrow prepare to enter the next function. Editing group • Click the Sum button Q&A arrow (Home tab | Editing group) to display the Sum button menu (Figure 2–22). Sum button menu Min function Why should I use the Sum button menu? Using the Sum button menu allows you to enter one of five often-used functions easily into a cell, without having to memorize its name or the required arguments. C16 is active cell Figure 2 – 22 Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 87 EX 88 Excel Chapter 2 Formulas, Functions, and Formatting 2 • Click Min to display Q&A the MIN function in the formula bar and in the active cell (Figure 2 – 23). Why does Excel select the range C14:C15? MIN function appears in formula bar The range C14:C15 automatically selected by Excel is not correct. Excel attempts to guess which cells you want to include in the function by looking for ranges that are adjacent to the selected cell and that contain numeric data. Excel selects range C14:C15 because it includes numbers and is adjacent to cell C16 MIN function appears in active cell C16 Figure 2 – 23 3 • Click cell C4 and then drag through cell C12 to display the function with the new range in the formula bar and in the selected cell (Figure 2 – 24). range C4:C12 selected using Point mode Enter box selected range appears in formula bar and in active cell Figure 2 – 24 4 • Click the Enter box Q&A to determine the lowest value in the range C4:C12 and display the result in the formula bar and in the selected cell (Figure 2 – 25). MIN function determines lowest value in range C4:C12 How can I learn about other functions? Excel has more than 400 additional functions that perform just about every type of calculation you can imagine. These functions result of MIN function are categorized in appears in cell the Insert Function dialog box shown in Figure 2 –19 on page Figure 2 – 25 EX 86. To view the categories, click the ‘Or select a category’ box arrow. To obtain a description of a selected function, select its name in the Insert Function dialog box. Excel displays the description of the function below the Select a function list in the dialog box. Other Ways 1. Click Insert Function box in the formula bar (if necessary, select Statistical category), click MIN 2. Click Sum button arrow (Formulas tab | Function Library group), click Min 3. Type =MIN in cell To Copy a Range of Cells Across Columns to an Adjacent Range Using the Fill Handle The next step is to copy the AVERAGE, MAX, and MIN functions in the range C14:C16 to the adjacent range D14:J16. The following steps use the fill handle to copy the functions. 1 • Select the source range from which to copy the functions, in this case C14:C16. copy range C14:C16 selected • Drag the fill handle in the lower-right corner of the selected range through cell J16 and continue to hold down the mouse button to begin a fill operation (Figure 2 – 26). fill handle dragged to select destination area, range D14:J16 Figure 2 – 26 mouse pointer Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 89 EX 90 Excel Chapter 2 Formulas, Functions, and Formatting 2 • Release the mouse AVERAGE, MAX, and MIN functions in range C14:C16 copied to range D14:J16 button to copy the three functions to the selected range (Figure 2 – 27). Auto Fill Options button Q&A Figure 2 – 27 How can I be sure that the function arguments are proper for the cells in range D14:J16? Remember that Excel adjusts the cell references in the copied functions so that each function refers to the range of numbers above it in the same column. Review the numbers in rows 14 through 16 in Figure 2 – 27. You should see that the functions in each column return the appropriate values, based on the numbers in rows 4 through 12 of that column. Save button 3 • Select cell J14 and Q&A then press the DELETE key to delete the average of the tax % (Figure 2– 28). Why is the formula in cell J14 deleted? The average of the tax % in cell J14 is deleted because an average of percentages of this type is mathematically invalid. average of percents in range J4:J12 mathematically invalid Figure 2 – 28 Other Ways 1. Select source area, click Copy button (Home tab | Clipboard group), select destination area, click Paste button (Home tab | Clipboard group) 2. Right-click source area, click Copy on shortcut menu, right-click destination area, click Paste icon on shortcut menu 3. Select source area and then point to border of range; while holding down CTRL, drag source area to destination area 4. Select source area, press CTRL+C, select destination area, press CTRL+V To Save a Workbook Using the Same File Name Earlier in this project, an intermediate version of the workbook was saved using the file name, The Mobile Masses Biweekly Payroll Report. The following step saves the workbook a second time, using the same file name. 1 Click the Save button on the Quick Access Toolbar to overwrite the previously saved file. Break Point: If you wish to take a break, this is a good place to do so. You can quit Excel now. To resume at a later time, start Excel, open the file called Mobile Masses Biweekly Payroll Report, and continue following the steps from this location forward. BTW Verifying Formulas Using Range Finder One of the more common mistakes made with Excel is to include a wrong cell reference in a formula. An easy way to verify that a formula references the cells you want it to reference is to use the Excel Range Finder. Use Range Finder to check which cells are referenced in the formula assigned to the active cell. Range Finder allows you to make immediate changes to the cells referenced in a formula. To use Range Finder to verify that a formula contains the intended cell references, double-click the cell with the formula you want to check. Excel responds by highlighting the cells referenced in the formula so that you can check that the cell references are correct. To Verify a Formula Using Range Finder The following steps use Range Finder to check the formula in cell J4. 1 • Double-click cell J4 to activate Range Finder (Figure 2 – 29). 2 • Press the ESC key to quit Range Finder and then click anywhere in the worksheet, such as cell A18, to deselect the current cell. cells referenced in formula in active cell are highlighted with corresponding colors colors of cell references correspond to colors of highlighted cells Figure 2 – 29 Entering Functions You can drag the Function Arguments dialog box (Figure 2 – 20 on page EX 86) out of the way in order to select a range. You also can click the Collapse Dialog button to the right of the Number 1 box to hide the Function Arguments dialog box. The dialog box then collapses and the Collapse Dialog button becomes an Expand Dialog box button. After selecting the range, click the Expand Dialog to expand the dialog box. Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 91 EX 92 Excel Chapter 2 Formulas, Functions, and Formatting Formatting the Worksheet Although the worksheet contains the appropriate data, formulas, and functions, the text and numbers need to be formatted to improve their appearance and readability. In Chapter 1, cell styles were used to format much of the worksheet. This section describes how to change the unformatted worksheet in Figure 2 – 30a to the formatted worksheet in Figure 2 – 30b using a theme and other commands on the Ribbon. The colors and fonts that are used in the worksheet shown in Figure 2 –30b are those that are associated with the Trek theme. (a) Unformatted Worksheet orange background column titles centered Title cell style applied to title and subtitle thick box border surrounds worksheet title and subtitle row height increased Heading 3 cell style applied to row 3 numbers over 70 displayed with orange background and white font color Comma style format Total cell style applied to row 13 row height increased dates formatted to mm/dd/yy style data centered in cells Currency style format (b) Formatted Worksheet column width changed Figure 2 – 30 Percent style format Identify how to format various elements of the worksheet. As you have learned, applying proper formatting to a worksheet improves its appeal and readability. The following list includes additional worksheet formatting considerations. • Consider using cell borders and fill colors for various portions of the worksheet. Cell borders, or box borders, draw a border around a cell or range of cells to set the cell or range off from other portions of the worksheet. For example, worksheet titles often include cell borders. Similarly, the use of a fill color in a cell or range of cells sets off the cell or range from other portions of the worksheet and provides visual impact to draw the user’s eye toward the cell or range. • Use good judgment when centering values in columns. If a cell entry is short, such as the dependents in column C, centering the entries within their respective columns improves the appearance of the worksheet. • Consider the use of a different theme. A theme is a predefined set of colors, fonts, chart styles, cell styles, and fill effects that can be applied to an entire workbook. Every new workbook that you create is assigned a default theme named Office. Excel, however, includes a variety of other themes that provide a range of visual effects for your workbooks. • Apply proper formatting for cells that include dates. Excel provides a number of date formats so that date values can be formatted to meet your needs. How you decide to format a date depends on a number of factors. For example, dates that include years both before and after the year 2000 should be formatted with a four-digit year. Your organization or department may insist on the use of certain standard date formats. Industry standards also may indicate how you should format date values. The following outlines the formatting suggested in the sketch of the worksheet in Figure 2–3 on page EX 70. 1. Workbook theme — Trek 2. Worksheet title and subtitle a. Alignment — center across columns A through J b. Cell style — Title c. Font size — title 18; subtitle 16 d. Background color (range A1:J2) — Orange Accent 1, Lighter 60% e. Border — thick box border around range A1:J2 3. Column titles a. Cell style — Heading 3 b. Alignment — center 4. Data a. Dates in column B — mm/dd/yy format b. Alignment — center data in range C4:C12 c. Numbers in column D — Comma style and two decimal places; if a cell in range D4:D12 is greater than 70, then cell appears with background color of orange and a font color of white d. Numbers in top row (range E4:I4) — Accounting number format e. Numbers below top row (range E5:I12) — Comma style and decimal places 5. Total line a. Cell style — Total b. Numbers — Accounting number format Plan Ahead Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 93 EX 94 Excel Chapter 2 Formulas, Functions, and Formatting 6. Average, highest, and lowest rows a. Font style of row titles in range A14:A16 — bold b. Numbers — Currency style with floating dollar sign in the range E14:I16 7. Percentages in column J a. Numbers — Percentage style with two decimal places 8. Column widths a. Columns A, B, and C — best fit b. Column H — 10.22 characters c. Column D, E, and J — 7.56 characters 9. Row heights a. Row 3 — 48.00 points b. Row 14 — 27.00 points c. Remaining rows — default To Change the Workbook Theme The Trek theme includes fonts and colors that provide the worksheet a professional and subtly colored appearance. The following steps change the workbook theme to the Trek theme. 1 • Display the Page Themes button Page Layout tab Layout tab. • Click the Themes button (Page Layout tab | Themes group) to display the Themes gallery. Themes gallery • Scroll to the bottom of the gallery (Figure 2 – 31). I Experiment • Point to several Trek Q&A theme themes in the Themes gallery to see a live preview of the themes. Why should I change the theme of a workbook? A company or department may standardize on a Figure 2 – 31 specific theme so that all of their documents have a similar appearance. Similarly, an individual may want to have a theme that sets his or her work apart from the work of others. Other Office programs, such as Word and PowerPoint, include the same themes included with Excel, meaning that all of your Microsoft Office documents can share a common theme. 2 • Click Trek in the Home tab Themes gallery to change the workbook theme (Figure 2– 32). font of worksheet cells reflects theme’s default font Q&A Figure 2 – 32 Why did the cells in the worksheet change? The cells in the worksheet originally were formatted with the default font for the default Office theme. The default font for the Trek theme is different from that of the default font for the Office theme and, therefore, changed on the worksheet when you changed the theme. If you had modified the font for any of the cells, those cells would not receive the default font for the Trek theme. To Format the Worksheet Titles The following steps merge and center the worksheet titles, apply the Title cells style to the worksheet titles, and decrease the font of the worksheet subtitle. 1 Display the Home tab. 2 Select the range to be merged, A1:J1 in this case, and then click the Merge & Center button (Home tab | Alignment group) to merge and center the text in the selected range. 3 Select the range A2:J2 and then click the Merge & Center button (Home tab | Alignment group) to merge and center the text in the selected range. 4 Select the range to contain the Title cell style, in this case A1:A2, click the Cell Styles button (Home tab | Styles group) to display the cell styles gallery, and then click the Title cell style in the Cell Styles gallery to apply the Title cell style to the selected range. 5 Select cell A2 and then click the Decrease Font Size button (Home tab | Font group) to decrease the font size of the selected cell to the next lowest font size (Figure 2–33 on the following page). Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 95 BTW Q&A EX 96 Excel Chapter 2 Formulas, Functions, and Formatting What is the effect of clicking the Decrease Font Size button? When you click the Decrease Font Size button, Excel assigns the next lowest font size in the Font Size gallery to the selected range. The Increase Font Size button works in a similar manner but causes Excel to assign the next highest font size in the Font Size gallery to the selected range. Color Selection Knowing how people perceive colors helps you emphasize parts of your worksheet. Warmer colors (red and orange) tend to reach toward the reader. Cooler colors (blue, green, and violet) tend to pull away from the reader. Bright colors jump out of a dark background and are easiest to see. White or yellow text on a dark blue, green, purple, or black background is ideal. Increase Font Size button Decrease Font Size button Cell Styles button Merge and Center button font size of worksheet subtitle decreased Figure 2 – 33 To Change the Background Color and Apply a Box Border to the Worksheet Title and Subtitle The final formats assigned to the worksheet title and subtitle are the orange background color and thick box border (Figure 2 – 30b on page EX 92). The following steps complete the formatting of the worksheet titles. 1 • Select the range A1:A2 and then click the Fill Color button arrow (Home tab | Font group) to display the Fill Color gallery (Figure 2 – 34). Home tab Fill Color button arrow desired background color Font group I Experiment • Point to a number of colors in the Fill Color gallery to display a live preview of the color in the range A1:A2. Fill Color gallery range A1:A2 is active range Figure 2 – 34 2 • Click Orange, Accent 1, Lighter 60% (column 5, row 3) in the Fill Color gallery to change the background color of the range of cells (Figure 2 – 35). background of range A1:A2 is orange Figure 2 – 35 3 • Click the Borders Home tab Borders button arrow button arrow (Home tab | Font group) to display the Borders list (Figure 2 – 36). Font group desired border Borders gallery Figure 2 – 36 4 • Click Thick Box Border in the Borders list to display a thick box border around the selected range. • Click anywhere in the worksheet, such as cell A18, to deselect the current range (Figure 2 – 37). thick box border surrounds worksheet title and subtitle in cells A1:A2 Figure 2 – 37 Other Ways 1. Click Format Cells Dialog Box Launcher (Home tab | Font group), click appropriate tab (Format Cells dialog box), click desired format, click OK button 2. Right-click range, click Format Cells on shortcut menu, click appropriate tab (Format Cells dialog box), click desired format, click OK button 3. Press CTRL+1, click appropriate tab (Format Cells dialog box), click desired format, click OK button Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 97 BTW EX 98 Excel Chapter 2 Formulas, Functions, and Formatting Background Colors The most popular background color is blue. Research shows that the color blue is used most often because this color connotes serenity, reflection, and proficiency. To Apply a Cell Style to the Column Headings and Format the Total Rows As shown in Figure 2 – 30b on page EX 92, the column titles (row 3) should have the Heading 3 cell style and the totals row (row 13) should have the Total cell style. The summary information headings in the range A14:A16 should be bold. The following steps assign these styles and formats to row 3 and row 13 and the range A14:A16. 1 Select the range to be formatted, cells A3:J3 in this case. 2 Apply the Heading 3 cell style to the range A3:J3. 3 Click the Center button (Home tab | Alignment group) to center the column headings. 4 Apply the Total cell style to the range A13:J13. 5 Bold the range A14:A16 (Figure 2–38). Home tab Bold button Format Cells:Number Dialog Box Launcher button Center button Alignment group column headings formatted with Heading 3 cell style total row formatted with Total cell style range A14:A16 formatted bold Figure 2 – 38 To Format Dates and Center Data in Cells With the column titles and total rows formatted, the next step is to format the dates in column B and center the dependents in column C. The following steps format the dates in the range B4:B12 and center the data in the range C4:C12. 1 • Select the range to Home tab Format Cells dialog box contain the new date format, cells B4:B12 in this case. • Click the Format Cells: Number Dialog Box Launcher (Home tab | Number group) to display the Format Cells dialog box. Number tab Date selected in Category list 03/14/01 style selected in Type list • If necessary, click the Number tab (Format Cells dialog box), click Date in the Category list, and then click 3/14/01 in the Type list to choose the format for the selected range (Figure 2 – 39). dates in range B4:B12 selected OK button Figure 2 – 39 2 • Click the OK button (Format Cells dialog box) to format the dates in the current column using the selected date format style. cell E4 selected 3 • Select the range C4:C12 and then click the Center button (Home tab | Alignment group) to center the data in the selected range. • Select cell E4 to Q&A deselect the selected range (Figure 2– 40). Excel displays dates in range B4:B12 using date style format, mm/dd/yy data centered in range C4:C12 Figure 2 – 40 Can I format an entire column at once? Yes. Rather than selecting the range B4:B12 in Step 1, you could have clicked the column B heading immediately above cell B1, and then clicked the Center button (Home tab | Alignment group). In this case, all cells in column B down to the last cell in the worksheet would have been formatted to use center alignment. This same procedure could have been used to format the dates in column C. Other Ways 1. Right-click range, click Format Cells on shortcut menu, click appropriate tab (Format Cells dialog box), click desired format, click OK button 2. Press CTRL+1, click appropriate tab (Format Cells dialog box), click desired format, click OK button Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 99 EX 100 Excel Chapter 2 Formulas, Functions, and Formatting Formatting Numbers Using the Ribbon As shown in Figure 2 – 30b on page EX 92, the worksheet is formatted to resemble an accounting report. For example, in columns E through I, the numbers in the first row (row 4), the totals row (row 13), and the rows below the totals (rows 14 through 16) have dollar signs, while the remaining numbers (rows 5 through 12) in column E through column I do not. Plan Ahead Determine proper formatting for cells that include currency and other numeric amounts. • To append a dollar sign to a number, you should use the Accounting number format. Excel displays numbers using the Accounting number format with a dollar sign to the left of the number, inserts a comma every three positions to the left of the decimal point, and displays numbers to the nearest cent (hundredths place). Clicking the Accounting Number Format button (Home tab | Number group) assigns the desired Accounting number format. • When you use the Accounting Number Format button to assign the Accounting number format, Excel displays a fixed dollar sign to the far left in the cell, often with spaces between it and the first digit. To assign a floating dollar sign that appears immediately to the left of the first digit with no spaces, use the Currency style (Format Cells dialog box). Whether you use the Accounting number format or the Currency style format depends on a number of factors, including the preference of your organization, industry standards, and the aesthetics of the worksheet. • The Comma style format is used to instruct Excel to display numbers with commas and no dollar signs. The Comma style format, which can be assigned to a range of cells by clicking the Comma Style button (Home tab | Number group), inserts a comma every three positions to the left of the decimal point and causes numbers to be displayed to the nearest hundredths. To Apply an Accounting Number Format and Comma Style Format Using the Ribbon The following steps assign formats using the Accounting Number Format button and the Comma Style button (Home tab | Number group). The Accounting Number format is applied to the currency amounts in rows 4 and 13. The Comma style is applied to the range E4:I12 and to column D (Hours Worked). 1 • Select the range to contain the Accounting Number button Accounting Number Format, cells E4:I4 in this case. • While holding down the CTRL key, select the range F13:I13 to select the nonadjacent range. Number group • Click the Accounting Number Q&A Format button (Home tab | Number group) to apply the Accounting number format with fixed dollar signs to the selected nonadjacent ranges (Figure 2– 41). What is the effect of applying the Accounting number format? Excel displays nonadjacent range E4:I4 and F13:I13 using the Accounting number format with fixed dollar signs The Accounting Number Format button assigns a fixed dollar sign to the numbers in the ranges E4:I4 and F13:I13. In each cell in these ranges, Excel displays the dollar sign to the far left with spaces between it and the first digit in the cell. Figure 2 – 41 2 • Select the range to Comma Style button contain the Comma style format, cells E5:I12 in this case. width of columns automatically increased due to formatting • Click the Comma Style button (Home tab | Number group) to assign the Comma style format to the selected range (Figure 2 – 42). Number group Excel displays range E5:I12 using Comma style format range E5:I12 selected Figure 2 – 42 3 • Select the range to Comma Style button Home tab contain the Comma style format, cells D4:D16 in this case. • Click the Comma Style button (Home tab | Number group) to assign the Comma style format to the selected range (Figure 2 – 43). Excel displays numbers to two decimal places Number group Excel displays range D4:D16 using Comma Style format Figure 2 – 43 Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 101 EX 102 Excel Chapter 2 Formulas, Functions, and Formatting To Apply a Currency Style Format with a Floating Dollar Sign Using the Format Cells Dialog Box The following steps use the Format Cells dialog box to apply the Currency style format with a floating dollar sign to the numbers in the range E14:I16. 1 • Select the range E14:I16 and then click the Format Cells: Number Dialog Box Launcher (Home tab | Number group) to display the Format Cells dialog box. Home tab Format Cells dialog box Number tab • If necessary, click the Number tab (Format Cells dialog box) to display the Number tab (Format Cells dialog box) (Figure 2 – 44). Range E14:I16 selected Figure 2 – 44 2 • Click Currency in the Q&A Category list to select the necessary number format category, and then click the third style ($1,234.10) in the Negative numbers list (Format Cells dialog box) to select the desired currency format for negative numbers (Figure 2–45). sample of how number in upper-left cell of selected range will appear Currency style selected number of decimal places $ symbol selected Negative numbers list How do I select the proper format? You can choose from OK button 12 categories of formats. Once you select a category, you can select the number of decimal places, whether or not a dollar sign should be Figure 2 – 45 displayed, and how negative numbers should appear. Selecting the appropriate negative numbers format is important, because doing so adds a space to the right of the number in order to align the numbers in the worksheet on the decimal points. Some of the available negative number formats do not align the numbers in the worksheet on the decimal points. 3 • Click the OK button (Format Cells Q&A dialog box) to assign the Currency style format with a floating dollar sign to the selected range (Figure 2 – 46). Excel displays range E14:I16 using Currency style format with floating dollar signs What is the difference between using the Accounting Number style and Currency style? Figure 2 – 46 When using the Accounting Number Style button, recall that a floating dollar sign always appears immediately to the left of the first digit, and the fixed dollar sign always appears on the left side of the cell. Cell E4, for example, has a fixed dollar sign, while cell E14 has a floating dollar sign. The Currency style was assigned to cell E14 using the Format Cells dialog box and the result is a floating dollar sign. Other Ways 1. Press CTRL+1, click Number tab (Format Cells dialog box), click Currency in Category list, select format, click OK button 2. Press CTRL+SHIFT+DOLLAR SIGN ($) To Apply a Percent Style Format and Use the Increase Decimal Button The next step is to format the tax % in column J. Currently, Excel displays the numbers in column J as a decimal fraction (for example, 0.256 in cell J4). The following steps format the range J4:J16 to the Percent style format with two decimal places. Percent Style button 1 • Select the range to format, cell Increase Decimal button J4:J16 in this case. Decrease Decimal button • Click the Percent Style button (Home Q&A tab | Number group) to display the numbers in the selected range as a rounded whole percent. Number group What is the result of clicking the Percent Style button? The Percent Style button instructs Excel to display a value as a percentage, determined by multiplying the cell entry by 100, rounding the result to the nearest percent, and adding a percent sign. For example, when cell J4 is formatted using the Percent Style buttons, Excel displays the actual value 0.256 as 26%. Excel displays range J4:J16 using Percent style format with two decimal places 2 • Click the Increase Decimal button (Home tab | Number group) two times to display the numbers in the selected range with two decimal places (Figure 2– 47). Figure 2 – 47 Other Ways 1. Right-click range, click Format Cells on shortcut menu, click Number tab (Format Cells dialog box), click Percentage in Category list, select format, click OK button in Category list, select format, click OK button 2. Press CTRL+1, click Number tab (Format Cells dialog box), click Percentage 3. Press CTRL+SHIFT+ percent sign (%) Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 103 EX 104 Excel Chapter 2 Formulas, Functions, and Formatting Conditional Formatting The next step is to emphasize the values greater than 70 in column D by formatting them to appear with an orange background and white font color (Figure 2 –48). BTW Plan Ahead Conditional Formatting You can assign any format to a cell, a range of cells, a worksheet, or an entire workbook conditionally. If the value of the cell changes and no longer meets the specified condition, Excel suppresses the conditional formatting. Establish rules for conditional formatting. • Excel lets you apply formatting that appears only when the value in a cell meets conditions that you specify. This type of formatting is called conditional formatting. You can apply conditional formatting to a cell, a range of cells, the entire worksheet, or the entire workbook. Usually, you apply conditional formatting to a range of cells that contains values you want to highlight, if conditions warrant. • A condition, which is made up of two values and a relational operator, is true or false for each cell in the range. If the condition is true, then Excel applies the formatting. If the condition is false, then Excel suppresses the formatting. What makes conditional formatting so powerful is that the cell’s appearance can change as you enter new values in the worksheet. • As with worksheet formatting, follow the less-is-more rule when considering conditional formatting. Use conditional formatting to make cells and ranges stand out and raise attention. Too much conditional formatting can result in confusion for the reader of the worksheet. To Apply Conditional Formatting The following steps assign conditional formatting to the range D4:D12, so that any cell value greater than 70 will cause Excel to display the number in the cell with an orange background and a white font color. 1 • Select the range Conditional Formatting button D4:D12. • Click the Conditional Styles group Formatting button (Home tab | Styles group) to display the Conditional Formatting list (Figure 2 – 48). Conditional Formatting list New Rule command range D4:D12 selected Figure 2 – 48 2 • Click New Rule in the Conditional Formatting list to display the New Formatting Rule dialog box. • Click ‘Format only cells that contain’ in the Select a Rule Type area (New Formatting Rule dialog box) to change the ‘Edit the Rule Description’ area. New Formatting Rule dialog box Select a Rule Type list ‘Format only cells that contain’ rule type selected Edit the Rule Description area value 2 relational operator value 1 Format button • In the ‘Edit the Rule Description’ area, click the box arrow in the relational operator box (second text box) to display a list of relational operators, and then select greater than to select the desired operator. Figure 2 – 49 • Select the rightmost box, and then type 70 in the box in the ‘Edit the Rule Description’ Q&A area to enter the second value of the rule description (Figure 2–49). What do the changes in the ‘Edit the Rule Description’ indicate? The ‘Edit the Rule Description’ area allows you to view and edit the rules for the conditional format. In this case, reading the area indicates that Excel should conditionally format only cells with cell values greater than 70. 3 • Click the Format Format Cells dialog box Fill tab button (New Formatting Rule dialog box) to display the Format Cells dialog box. • If necessary, click the Font tab. Click the Color box arrow (Format Cells dialog box) to display the Color gallery and then click White, Background 1 (column 1, row 1) in the Color gallery to select the font color. • Click the Fill tab (Format Cells dialog box) to display the Fill sheet and then click the orange color in column 5, row 5 to select the background color (Figure 2–50). desired font color Sample area displays font color OK button Figure 2 – 50 Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 105 EX 106 Excel Chapter 2 Formulas, Functions, and Formatting 4 • Click the OK button New Formatting Rule dialog box (Format Cells dialog box) to close the Format Cells dialog box and display the New Formatting Rule dialog box with the desired font and background colors displayed in the Preview box (Figure 2 – 51). Preview box displays format assigned to cell in selected range if value in cell is greater than 70 OK button Figure 2 – 51 5 • Click the OK button to assign the conditional format to the selected range. • Click anywhere in the worksheet, such as cell A18, to deselect the current range (Figure 2 – 52). Excel displays numbers greater than 70 in range D4:D12 with an orange background and white font color Figure 2 – 52 Conditional Formatting Operators As shown in Figure 2–49 on page EX 105, the second text box in the New Formatting Rule dialog box allows you to select a relational operator, such as less than, to use in the condition. The eight different relational operators from which you can choose for conditional formatting in the New Formatting Rule dialog box are summarized in Table 2–5. Relational Operator Description between Cell value is between two numbers. not between Cell value is not between two numbers. equal to Cell value is equal to a number. not equal to Cell value is not equal to a number. greater than Cell value is greater than a number. less than Cell value is less than a number. greater than or equal to Cell value is greater than or equal to a number. less than or equal to Cell value is less than or equal to a number. Changing the Widths of Columns and Heights of Rows When Excel starts and displays a blank worksheet on the screen, all of the columns have a default width of 8.43 characters, or 64 pixels. These values may change depending on the theme applied to the workbook. For example, in this chapter, the Trek theme was applied to the workbook, resulting in columns having a default width of 8.11 characters. A character is defined as a letter, number, symbol, or punctuation mark in 11-point Calibri font, the default font used by Excel. An average of 8.43 characters in 11-point Calibri font will fit in a cell. Another measure of the height and width of cells is pixels, which is short for picture element. A pixel is a dot on the screen that contains a color. The size of the dot is based on your screen’s resolution. At the resolution of 1024 × 768 used in this book, 1024 pixels appear across the screen and 768 pixels appear down the screen for a total of 786,432 pixels. It is these 786,432 pixels that form the font and other items you see on the screen. The default row height in a blank worksheet is 15 points (or 20 pixels). Recall from Chapter 1 that a point is equal to 1/72 of an inch. Thus, 15 points is equal to about 1/5 of an inch. You can change the width of the columns or height of the rows at any time to make the worksheet easier to read or to ensure that Excel displays an entry properly in a cell. BTW Table 2 – 5 Summary of Conditional Formatting Relational Operators Hidden Rows and Columns For some people, trying to unhide a range of columns using the mouse can be frustrating. An alternative is to use the keyboard: select the columns to the right and left of the hidden columns and then press CTRL+SHIFT+) (RIGHT PARENTHESIS). To use the keyboard to hide a range of columns, press CTRL+0 (ZERO). You also can use the keyboard to unhide a range of rows by selecting the rows immediately above and below the hidden rows and then pressing CTRL+SHIFT+( (LEFT PARENTHESIS). To use the keyboard to hide a range of rows, press CTRL+9. To Change the Widths of Columns When changing the column width, you can set the width manually or you can instruct Excel to size the column to best fit. Best fit means that the width of the column will be increased or decreased so that the widest entry will fit in the column. Sometimes, you may prefer more or less white space in a column than best fit provides. To change the white space, Excel allows you to change column widths manually. When the format you assign to a cell causes the entry to exceed the width of a column, Excel automatically changes the column width to best fit. If you do not assign a format to a cell or cells in a column, the column width will remain 8.43 characters. To set a column width to best fit, double-click the right boundary of the column heading above row 1. The steps on the following pages change the column widths: column A, B, and C to best fit; column H to 10.22 characters; and columns D, E, and J to 7.56 characters. Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 107 EX 108 Excel Chapter 2 Formulas, Functions, and Formatting 1 • Drag through column headings A, B, and C above row 1 to select the columns. columns A, B, and C selected mouse pointer pointing to right boundary of column C • Point to the boundary Q&A on the right side of column heading C to cause the mouse pointer to become a split double arrow (Figure 2 – 53). What if I want to make a large change to the column width? If you want to increase or decrease column width significantly, you can right-click a column heading and Figure 2 – 53 then use the Column Width command on the shortcut menu to change the column’s width. To use this command, however, you must select one or more entire columns. 2 • Double-click the right boundary of column heading C to change the width of the selected columns to best fit. mouse pointer pointing to right boundary of column H • Point to the boundary on the right side of the column H heading above row 1. • When the mouse Q&A pointer changes to a split double arrow, drag until the ScreenTip indicates Width: 10.22 (99 pixels). Do not release the mouse button (Figure 2– 54). ScreenTip shows proposed column width column widths A, B, and C set to best fit dotted line shows proposed right border of column H What happens if I change the column width to zero (0)? If you decrease the Figure 2 – 54 column width to 0, the column is hidden. Hiding cells is a technique you can use to hide data that might not be relevant to a particular report or sensitive data that you do not want others to see. To instruct Excel to display a hidden column, position the mouse pointer to the right of the column heading boundary where the hidden column is located and then drag to the right. 3 • Release the mouse button to change the column width. columns D, E, and J selected • Click the column D heading above row 1 to select the column. • While holding down the CTRL key, click the column E heading and then the column J heading above row 1 so that nonadjacent columns are selected (Figure 2 – 55). new column H width Figure 2 – 55 4 • If necessary, scroll the worksheet to the right so that the right border of column J is visible. Point to the boundary on the right side of the column J heading above row 1. columns D, E, and J selected ScreenTip shows proposed column widths mouse pointer • Drag until the ScreenTip indicates Width: 7.56 (75 pixels). Do not release the mouse button (Figure 2 – 56). Figure 2 – 56 Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 109 EX 110 Excel Chapter 2 Formulas, Functions, and Formatting 5 • Release the mouse button to change the column widths. widths of columns D, E, and J set to 7.56 characters width of columns A, B, and C set to best fit • If necessary, scroll the worksheet to the left so that the left border of column A is visible. • Click anywhere in the worksheet, such as cell A18, to deselect the columns (Figure 2 – 57). Width of column H set to 10.22 Other Ways 1. Right-click column heading or drag through multiple column headings and right-click, click Column Width on shortcut menu, enter desired column width, click OK button Figure 2 – 57 To Change the Heights of Rows When you increase the font size of a cell entry, such as the title in cell A1, Excel automatically increases the row height to best fit so that it can display the characters properly. Recall that Excel did this earlier when multiple lines were entered in a cell in row 3, and when the cell style of the worksheet title and subtitle was changed. You also can increase or decrease the height of a row manually to improve the appearance of the worksheet. The following steps improve the appearance of the worksheet by increasing the height of row 3 to 48.00 points and increasing the height of row 14 to 27.00 points. 1 • Point to the boundary below row heading 3. • Drag down until the ScreenTip indicates Height: 48.00 (64 pixels). Do not release the mouse button (Figure 2– 58). ScreenTip shows proposed height of row 3 current bottom border of row 3 mouse pointer dotted line shows proposed bottom border of row 3 Figure 2 – 58 2 • Release the mouse button to change the row height. row 3 height is 48.00 points • Point to the boundary below row heading 14. • Drag down until the ScreenTip indicates Height: 27.00 (36 pixels). Do not release the mouse button (Figure 2– 59). current bottom border of row 14 ScreenTip shows proposed height of row 14 dotted line shows proposed bottom border of row 14 mouse pointer Figure 2 – 59 3 • Release the mouse button to change the row height. formatting of worksheet complete • Click anywhere in the Q&A worksheet, such as cell A18, to deselect the current cell (Figure 2 – 60). Can I hide a row? Yes. As with column widths, when you decrease the row height to 0, the row is hidden. To instruct Excel to display a hidden row, position the mouse pointer just below the row heading boundary where the row is hidden and then drag down. To set a row height to best fit, double-click the bottom boundary of the row heading. row 14 height is 27.00 points added white space in row 14 improves appearance of worksheet Figure 2 – 60 Other Ways 1. Right-click row heading or drag through multiple row headings and rightclick, click Row Height on shortcut menu, enter desired row height, click OK button Excel Chapter 2 Formulas, Functions, and Formatting Excel Chapter 2 EX 111 EX 112 Excel Chapter 2 Formulas, Functions, and Formatting Break Point: If you wish to take a break, this is a good place to do so. Be sure to save the The Mobile Masses Biweekly Payroll Report file again and then you can quit Excel. To resume at a later time, start Excel, open the file called The Mobile Masses Biweekly Payroll Report and continue following the steps from this location forward. BTW Spell Checking While Excel’s spell checker is a valuable tool, it is not infallible. You should proofread your workbook carefully by pointing to each word and saying it aloud as you point to it. Be mindful of misused words such as its and it’s, through and though, and to and too. Nothing undermines a good impression more than a professional looking report with misspelled words. Checking Spelling Excel includes a spell checker you can use to check a worksheet for spelling errors. The spell checker looks for spelling errors by comparing words on the worksheet against words contained in its standard dictionary. If you often use specialized terms that are not in the standard dictionary, you may want to add them to a custom dictionary using the Spelling dialog box. When the spell checker finds a word that is not in either dictionary, it displays the word in the Spelling dialog box. You then can correct it if it is misspelled. To Check Spelling on the Worksheet To illustrate how Excel responds to a misspelled word, the following steps misspell purposely the word, Employee, in cell A3 as the word, Empolyee, as shown in Figure 2 – 61. 1 • Click cell A3 and then Spelling button Review tab Spelling dialog box type Empolyee to misspell the word Employee. Ignore Once button • Select cell A1 so that the spell checker begins checking at the selected cell. Proofing group Ignore All and Change All buttons impact words throughout document Add to Dictionary button desired word in Suggestions list Change button • Click Review on the Ribbon to display the Review tab. • Click the Spelling AutoCorrect button misspelled word indicates language to spell check against button (Review tab | Proofing group) to run the spell checker and display the misspelled word in the Spelling dialog box (Figure 2 – 61). Q&A Figure 2 – 61 What happens when the spell checker finds a misspelled word? When the spell checker identifies that a cell contains a word not in its standard or custom dictionary, it selects that cell as the active cell and displays the Spelling dialog box. The Spelling dialog box lists the word not found in the dictionary and a list of suggested corrections (Figure 2 – 61). Save button 2 • Click the Change button (Spelling dialog box) to change the misspelled word to the correct word (Figure 2– 62). • Click the Close button (Spelling dialog box) to close the Spelling dialog box. • If the Microsoft Excel dialog box Empolyee changed to Employee Microsoft Excel dialog box is displayed, click the OK button. 3 • Click anywhere in the worksheet, such as cell A18, to deselect the current cell. • Display the Home tab. OK button • Click the Save button on the Quick Q&A Access Toolbar to save the workbook. Figure 2 – 62 What other actions can I take in the Spelling dialog box? If one of the words in the Suggestions list is correct, click it and then click the Change button. If none of the suggestions is correct, type the correct word in the Not in Dictionary text box and then click the Change button. To change the word throughout the worksheet, click the Change All button instead of the Change button. To skip correcting the word, click the Ignore Once button. To have Excel ignore the word for the remainder of the worksheet, click the Ignore All button. Other Ways 1. Press F7 Consider these additional guidelines ...
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