Excel XP-2003 Advanced

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

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

Category:	Uncategorized.
Rating:	(2 Ratings)
Upload Date:	02/16/2009
Copyright:	Attribution Non-commercial
Tags:	This document has no tags.

Documents

People