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# Excel XP-2003 Advanced

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Published by: Rejaur RAHMAN on Feb 16, 2009

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05/10/2014

Naming ranges
A rectangular group of cells on a worksheet is called a range. One way to make a reference to arange (such as in a function) is to show the first cell address, a colon, and the last cell address(A1:N80). Another way to reference a range is to define it with a name. The name (Expenses)may be used in the argument (number) portion of formulas (instead of cell addresses).There are two ways to name a range: byusing the
Name box
on the
Formula bar
or by using the menu
Insert, Name
.Select the cells to be named first; theneither click in the
Name box
or click
Insert, Name, Define
; type in the rangename and press
e
. The range namecan be as long as you want, but therecannot be any spaces, commas, orperiods. You should use names that areeasy to remember and type. The
Insert, Name, Create
command may be used if the selectedcells include the range name either above, below, or to the left or right of the cells.

The
Name box
has a drop down arrow that you can use toselect a range, the cursor will move to the range and therange will be highlighted. [You can use the
Name
box togo to a specific cell or range, just select the
Name
box,type the cell address or range name and press
e
.]The range can be used in a formula such as: = sum(march) = average(grades).To use a name in a formula, start the formula, when you need to put in an argument, either typethe name in place of the cell range or click the drop down list of names and select a name fromthe list. Finish the formula as you normally would and press
e
.

Sheet tabsSheet tab scrolling buttons
Working with sheets
Files in Excel are called workbooks because they maycontain multiple worksheets and/or chart sheets. Eachworksheet may contain 256 columns and 65,536 rows.Initially the workbooks have three worksheets; you may change that by clicking on
Tools,Options, General
and changing the number of
Sheets in New Workbook
. The sheet tabs aredisplayed in the lower left corner of the screen. The
Sheet tab scrolling buttons
are to the left of the sheet tabs; use the buttons to scroll the display of the sheet tabs, only a few are displayed atonce.To make a sheet active, click its tab at the bottom of the screen and the sheet will be displayed.You may select several sheets at once by either holding down the
s
key (if they are adjacentsheets – click on the first sheet tab and hold down the
s
key and click on the last sheet tab) orif they are not adjacent sheets hold the
c
key (
key on the Mac) as you click on the sheet
ITS - C Standfield Page 1 of 17 Excel XP/03 Advanced 7/01/04

tabs. If you have more than one sheet selected when you enter data, the data will appear on allselected sheets.To rename a sheet, double-click on its tab; the name is highlighted,type in the new name and either press
e
or click in a cell or on another sheet. To insert anew sheet, click
Insert, Worksheet
and a newworksheet is added. To delete a sheet, click its sheettab to select it, then click
Edit, Delete Sheet
respond
OK
to the question:
Selected sheets will be permanently deleted,continue?
”. Another way to rename, insert or delete a sheet is to select thesheet tab, press the right mouse button (or
c
+ click the mouse on theMac) while pointing to the selected sheet tab, and selecting the desiredcommand from the shortcut menu. You may also change the
Tab Color
,from the shortcut menu.To rearrange the worksheets drag the worksheet tab to a new location (in the listof sheets) a
appears above and to the left of the sheet tab, as you drag themouse the
displays where the tab will be moved, release the mouse button to drop the sheet tabin a new position.When creating formulas the cell addresses may be all on one sheet or they may be spread outover several sheets. A sample formula is:
Sheet1!
C10+
Sheet2!
C10+
Sheet3!
C10 if the sheetshad been renamed the formula might be: Western!C10+Central!C10+Eastern!C10. The formulamay be typed in, with the sheet name followed by an exclamation mark, or you may use themouse to select each address in the formula. When you save the workbook ALL the worksheetsare saved in the same file.You may also have a formula that includes cell addresses from more than one file; in the formulathe file name will be enclosed in brackets. An example of a formula using addresses frommultiple files: =D14+Eastern!D14+
[BUDGET04.XLS]
Central!\$D\$14. If you are working withmore than one file, you may want to save them as a workbook. Have open all the files that youare working with, click
File, Save Workspace
. When you open the workspace file it will openthe files that were being used when the workspace was saved. Workspace files are small andhave .XLW for the extension.
AutoCalculate

AutoCalculate
is on the status bar on the right hand side. If you select several numbers and look at the
AutoCalculate
area on the right side of the status bar, you will see a display like: SUM=113334. In otherthe SUM before you ask; the answer is only on the status bar though, notin a cell. It will continue to display the sum for selected numbers unlesyou change the function. To change the function, point to the
AutoCalculate
area and press the right mouse button (or
c

+ click themouse button on the Mac), the choices displayed are:
Average, Count,Count Nums, Max, Min,
and
Sum
. It will be set for the selected functionuntil you change it again.words it is giving yous
ITS - C Standfield Page 2 of 17 Excel XP/03 Advanced 7/01/04

Using the Insert Function Wizard
Excel has hundreds of worksheet formulas (functions) that help youcreate a special calculation. The
Insert

Function wizard
walks youthrough creating a formula using one or more of these special functions.Examples of formulas using a function are: = SUM(C23:C33)=AVERAGE(B20:H20) =ROUND(AVERAGE(F10:F55),0) You maytype in a formula or use
Insert

Function.
Click the
Insert Function
button (figure on the left) or click the drop-down arrow by the
AutoSum
button and select
MoreFunctions
from the drop-down menu (figure on the right).To use
Insert

Function
, click the cell where you want the answer displayed, click the
Insert Function
button. Select a category from
Or Select a Category
drop-down list. Select the desiredfunction from the
Select a Function
list, click
OK
. Most functions will require a number, so thenext dialog box will request information. Anumber may be either cell address or a range of cells, the number of decimal places, an interestrate, a logical test, etc. Fill in the information asrequested and click
OK
. The answer will bedisplayed in the cell; the formula will bedisplayed in the
Formula Bar
. There are at leasttwo parts to most functions: the function itself (i.e. SUM, AVERAGE, COUNT) and the numberor numbers AVERAGE(number1, number2,…).The function determines what the formula doesand the number (or argument) indicates whichcells will be used. Some functions require morethan one argument, which are separated bycommas; such as IF(logical_test, value_if_true, v

alue_if_false).
seful Functions
frequently are
Sum, Average, Round, Max, Min, If, Count, CountA, Now
d decimalthehe
If
function is used to test a condition, if the result is "true" it will respond with one value, if
U
Functions that are usedand
Today
. The
AutoSum
button is the easiest way to enter the
Sum
function,
Sum
will add up alist of numbers whether they are in a single column or row or in multiple columns and rows [ex:=Sum(B5:B22)]. All of the functions can be entered with
Insert

Function
. The
Average
function will add a list of values then divide by the total number of values [ex:=AVERAGE(B5:B22)].
Round
will round a number or an answer to the specifieplaces [ex: =ROUND(B23,2) or =ROUND(AVERAGE(B5:B22), 2)].
Max
will determinegreatest number in a range [ex: =MAX(B5:B22)];
Min
will determine the smallest number in arange [ex: =MIN(B5:B22)].Tthe result is "false" it will respond with a different value [ex: =IF(B5>100, B5*.025, B5*.03) inthis example if the value in B5 is greater than 100 it will multiply the value by .025 if the valuein B5 is not greater than 100 it will multiply by .03].
ITS - C Standfield Page 3 of 17 Excel XP/03 Advanced 7/01/04

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