INTERMEDIATE LEVEL

Microsoft
Excel 2002
Training Courseware
Intermediate Level

The College of Continuing Education, May 2002 Developed by Mato Puljic

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MICROSOFT EXCEL 2002

CONTENTS
Working with simple Functions ..................................................................................... 3
Count, Counta, Countif, Sumif ................................................................................................... 3 Sum, Product, Average, Min, Max & If Functions..................................................................... 4 Formula bar, In Cell editing, Format Painter & Error Checking.............................................. 4

Erasing Data .................................................................................................................... 6

Undo & Redo ............................................................................................................................. 6

Fill Handle & Autofill Options ...................................................................................... 6 Hlookup Function ........................................................................................................... 8

Calculating Discount Price ......................................................................................................... 8

Vlookup Function ........................................................................................................... 9

Calculating Commission ............................................................................................................ 9

Simple Conditional Formulae ...................................................................................... 10 Sheets: Rename, Insert, Copy, Delete, Move, Select & Group .................................. 11 Windows, Zoom, Split & Freeze, Shortcut Menus ..................................................... 11
Arranging Windows .............................................................................................................. 11 Using Zoom Facility ............................................................................................................. 12 Splitting Windows (Panes) ................................................................................................... 12 Freezing Panes ..................................................................................................................... 12 Shortcut Menus .................................................................................................................... 12

Usage of Names in Worksheets .................................................................................... 13

Defining a name ....................................................................................................................... 13 Creating many Names at once .................................................................................................. 13 Working with Names in Formulas ............................................................................................ 14 Using Go To ............................................................................................................................. 14

Standard and Conditional Formatting ....................................................................... 15

Removing Conditional Formatting ........................................................................................... 15

Protecting Cells & Documents ..................................................................................... 16

Whole Worksheet Protection .................................................................................................... 16 Partial Worksheet Protection .................................................................................................... 16 Protection Through Hiding Data .............................................................................................. 17 Password Protection ................................................................................................................. 17

Printing a Worksheet .................................................................................................... 18

Print Preview ............................................................................................................................ 18 Page Break Preview .................................................................................................................. 19 Setting Print Areas .................................................................................................................... 19 Temporary Print Area........................................................................................................... 19 Permanent Print Area .......................................................................................................... 19

Creating a new chart..................................................................................................... 20

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INTERMEDIATE LEVEL

WORKING WITH SIMPLE FUNCTIONS

Count, Counta, Countif, Sumif
1. Open the common funcs worksheet click on the first sheet tab if not active click on D18. 2. Click on the down arrow next to Sigma symbol and select Count. 3. Select the range D2:D16 and click OK. The result will be 14. 4. Click on the cell D19, follow the procedure above and select More Functions... option. 5. Make selections as shown on the right and click OK. 3. In the Function Arguments dialog box click on the first red arrow to colapse the box. 2. Left-drag to select the range D2:D16 and click OK. This time the result is 15. 6. Click on D20 and for the Countif function follow the initial procedure as above. For the range select B2:B16 and for criterion select a cell with Beverages, e.g. B15 OK. The result will be 7. 7. Click on D21 follow the procedure above to find Sumif function. 8. Under Range select B2:B16. 9. Under Criteria select a cell with Beverages, e.g. B16. 10. Finally, the range to sum-up is D2:D16. 11. Click OK. The result is 44,929. 12. Print two copies: one with values, the other showing formulae used.

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MICROSOFT EXCEL 2002

Sum, Product, Average, Min, Max & If Functions

1. Click on the Basic funcs sheet tab in the common funcs worksheet. 2. In the Sales Figures table calculate sum-total, avarage, maximum & minimum sale figures for January, then replicate formulas for February and March. 3. Calculate Totals for Briggs and replicate the formula for others 4. Use the Totals column to work out the Amount column. 5. Click on H4 (Comment column) and write a conditional statement that will display either message: "Well done! Bonus payment!" (if Amount is equal or greater than 5,000) and "No bonus this time!" (if Amount is less than 5,000). 6. In the Profit & Loss Account table calculate figures in Retail Price (Margin 25%), Gross Sales and Net Profit columns. Also calculate totals for Gross Sales and Net Profit columns. 7. Enter your personal details and date into the spreadsheet footer. Save the file. 8. Print 2 copies of your spreadsheet in the landscape format, one showing figures and the other formulae. Make sure that printouts fit on a single page. 9. Close the spreadsheet. Yous should look like the image below.

Formula bar, In Cell editing, Format Painter & Error Checking

1. To edit in the Formula bar, move to the cell to be edited and then click in the formular bar. Use the formular bar as the simplest wordprocessing tool to edit your formulae. a) b) c) Open Edit workbook and select A1 (its contents are displayed in the formular bar). Click in the formular bar and change Medal to Medals, then press Enter. Click on A7, type Totals, press Enter, then sum up all medals.

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INTERMEDIATE LEVEL d) e) Right-click on the row 3 header to select entire row and from the shortcut menu select Insert to place an empty row above it. As the row is selected, selection movement is temporarily set to right after pressing the Enter key. Do not click anywhere, but type as follows: Germany Enter, 10 Enter, 6 Enter, 11 Enter. Select B4 and click the Format Painter D3 and release mouse button. This way you have applied the formatting from the cell B4 to the selected range. The Format Painter should be used extensively throughout the Office applications. The top left corners of cells in the Totals row have been marked by a green triangle, warning you of some errors in the table. By clicking on one of these cells you will see a warning symbol displayed to the left of it. Click on the symbol and you will see the Formula Omits Adjacent Cells dialog box. g) h) i) To update the formulas in the range B8:D8 to include Germany, click Update Formula to Include Cells. Replicate corrected formula to other cells. Another way to check on errors is to click on Tools Error Checking a dialog box will appear, as below, stating possible errors and giving you options to correct them all or some, ignore or skip them. Close the worksheet, but do not save it. . Move to B3, then press and drag to

f)

j)

2. To edit cell contents directly in cell, double-click in the cell to be edited or click in the cell and press F2 to enter the Edit mode. A cursor will flash in a cell and left to the the Formula bar four buttons will be visible (from left to right: Name Box arrow, Cancel, Enter and Insert Function).

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MICROSOFT EXCEL 2002

ERASING DATA
Deleting data in Excel is done in various ways. They are not all same and must be distinguished. 1. Open Erase workbook, click on B6 and press Delete key on the keyboard or right-click the cell and select Clear Contents (contents of the cell deleted, but the cell formatting remains unchanged!). Click the Undo icon . 2. Right-click on A3, select Delete from the shortcut menu or choose Edit Delete (Delete dialog box appears offering you four options, each of which may be dangerous!), click Shift cells left OK (notice what happened to the table - a dangerous move!). Click the Undo icon . 3. Select the entire row 4 by clicking its header right-click on the selection and choose Delete (notice the row is deleted without first the Delete dialog box being displayed). You will notice that all cells with formulas that depended on the deleted row are now all tagged with #REF! warning. 4. Close the worksheet without saving.

Undo & Redo

Excel will allow up to 16 actions to be undone or redone by using Edit Undo/Redo or by clicking the Undo/Redo buttons , as long as there were no savings of data in the meantime. 1. Open Undo workbook. Click on "Type for me!". 2. Now delete all cells one by one, then use Undo and Redo buttons 3. Try out the actions list boxes to the right of each of these buttons. 4. Close the workbook without saving. .

FILL HANDLE & AUTOFILL OPTIONS

Fill handle is a very useful feature used to quickly fill selected ranges with data or to copy formulas, cell formats, contents of cells and utilise custom lists. 1. Open a blank workbook. Click on A2 and type your first name, hover the pointer over the fill handle (bottom right coner of the active cell!), then press and drag to the right accross few cells (cells are filled with your name). 2. Click on A3, type one item from the list in brackets (Jan, January, Mon, Monday), then press on the fill handle of the cell and drag to the right. By going to Tools Options Custom
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INTERMEDIATE LEVEL lists, you can add or delete items from the list. 3. Click on A4 and type 1, press Ctrl while dragging the cell's fill handle down the column until you reach number 10. 4. Next drag the fill handle of the whole range accross the page to G13. 5. Right-click on the column A header, select Insert from the list. In A14 type Totals. 6. Click on B14 and sum up the data above. Use the fill handle from this cell to copy formula for other columns. a) b) c) Make B14 bold and apply font colour as red, apply the background as pale blue. Click on B14 and drag its fill handle to H14. Click on the Auto Fill Options box to display further three options available to you.

d)

Try all options in any order, as many times as you wish. After selecting an option, make sure you click again anywhere in the sheet to view results.

7. Click on C4 and type 3, press Enter. 8. In C5, type 7, then select C4:C5. 9. Drag the fill handle of this range down to C13 (notice the trend plus automatic update!). If you click on Auto Fill Options box, you will notice this time that the Fill Series item has been added to the list. 10. Select new range B4:C13 and drag the fill handle to H13. Initialised fill series trend in each row has been performed en groupe. 11. Right-click on the column A and select Insert from the shortcut menu. 12. Click on A4 and type Item 1. 13. Use the fill handle to increment the trend to A13. 14. In the worksheet footer add your personal detail and today's date. 15. Print the worksheet before closing it. Do not save it.

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MICROSOFT EXCEL 2002

HLOOKUP FUNCTION
Calculating Discount Price
1. Open H&Vlookups workbook or create a worksheet as shown below. 2. Click on D7 and calculate the Total Price (=D5*D6).

3. Click on D9 call-up Lookup function select D6 as the lookup value, C17:I18 as table array and row index number is 2. Click OK. Make sure you understand every step.

4. Work out the Discount and Discount Price. 5. Add your personal details to the spreadsheet and print it.
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May 2002

VLOOKUP FUNCTION
Calculating Commission

INTERMEDIATE LEVEL

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MICROSOFT EXCEL 2002

SIMPLE CONDITIONAL FORMULAE

1. Open the Invoice.xls spreadsheet or try to create one similar to the one below. 2. Click on H14 and create an automatic data by insertin the function Today(). 3. In H17 write a formula to calculate Amount. 4. Replicate the formula down the column to the cell H41. 5. Calculate the Subtotal, VAT and Balance Due. 6. Enter the values for the columns A and G, as per sample below. 7. Write a conditional formula that will display nothing in the column H, if no values are entered in the column G. 8. Write a smimilar conditional formula for Subtotal, VAT and Balance Due cells.

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INTERMEDIATE LEVEL

SHEETS: R ENAME, INSERT, COPY , DELETE, MOVE, SELECT & GROUP

1. Create a new workbook and save it as Sport. 2. Right-click on the Sheet1 tab select Rename type Sales then click anywhere. 3. Click a new document icon Centre. , save it as

4. From the Window menu select Sport workbook. 5. Right-clik on the Sales sheet select Move or Copy... 6. From To book select Centre OK. You will notice that the sheet Sales has been moved to the Centre worksheet. 7. Simultaneous work on multiple sheets: Right-click on any of the sheet tabs choose Select All Sheets. 8. Making entries in one sheet will be reflected in all others. Non-adjacent sheets you can select by holding the Ctrl key down and clicking on them. 9. The selected sheets staygrouped until youungroup them either: a) from the sheet menu (if you right-click now on any of the grouped sheets the menu will contain an extra item as shown on the right) or by clicking on any of the sheets tabs.

b)

This way changes to the related sheets are very convenient and fast, e.g. in all of them you can delete items like boarders, particular rows and columns, change labels, add new frames or boardes, change fonts etc.

WINDOWS, ZOOM, SPLIT & FREEZE, SHORTCUT MENUS

Arranging Windows Excel will allow you to open multiple documents and they all can be displayed in their own windows on the screen. Windows can be arranged in four different ways. To arrange windows, choose Window Arrange. Make selection as you wish form the displayed dialog box. Note that it would be impractical to work on more than two windows at a time on a normal sized screen.
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MICROSOFT EXCEL 2002 Using Zoom Facility The worksheet view can be increased or decreased in size, as a percentage of the original size, by selecting View Zoom. Splitting Windows (Panes) Point to the top of the vertical scroll bar or to the right end of the horizontal scroll bar, when the pointer changes to a split double-headed arrow, press-drag down or left to the position of your choice. The worksheet can be split so that different parts of the sheet can be viewed simultaneously on the screen. To split windows, select Window Split. By selecting Window Remove Split, you will restore your sheet to normal. Alternatively, double-click the split lines to achieve the same result. Freezing Panes By freezing panes you enable selected data to remain visible when scrolling in a worksheet, e.g. having row and column labels visible at all times, as you scroll. To freeze a top horizontal pane, select the row below where you want the split to appear, click Window Freeze Panes. To freeze a vertical pane, select the column to the right of which you want the split to appear, click Window Freeze Panes. To freeze both the upper and left panes, click the cell below and to the right of which you want the split to appear, click Window Freeze Panes. To remove the condition, click Window Unfreeze Panes. Shortcut Menus Short-cut menus are common to any good Windows application these days. Just right-click anywhere within the Excel and a context sensitive menu will appear containing the most commonly used commands for that particular place or selection. Practice the above items on the open workbooks, then close them all without saving.
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INTERMEDIATE LEVEL

USAGE OF NAMES IN WORKSHEETS

You can use a name to refer to a cell, a range, a value or a formula. Using names has many advantages. They are easy to remember and you can paste name into formulas. Excel can automatically create names for cells based on row or column titles on your worksheet or you can create them manualy

Defining a name
1. Load the Vat workbook and select cell C5. 2. Type a formula for calculating VAT (=C4*$B$11). Note how the cell containing VAT value is a mixed reference containing both relative and absolute address. 3. Use the fill handle to copy the formula for the remainder of the row and calculate totals. 4. Click on B11 (VAT), choose Insert Name Define Add OK. (The Cell Reference area now shows VAT name. Now this name we can use in our vat formulas). 5. Select C5 Insert Name Apply OK. The formula has changed to C4*VAT and the other copies of this formular are updated automatically. 6. Save the workbook as vat2.

Creating many Names at once

1. Open the workbook budget and save it as budget2. 2. Select the range A1:M15 choose Insert Name Create. In the Create Names dialog box make sure only the Top Row and Left Column are selected and click OK. 3. With the table still selected choose Insert Name Apply OK.

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MICROSOFT EXCEL 2002 4. Now examine cells in rows 5, 8, 11, 12, 14 & 15. Worksheets with names are much easier to read and understand. 5. Save the worksheet.

Working with Names in Formulas

1. On the budget2 workbook still open with formulas containing defined names, click B17 and type the fomular =turnover may-turnover apr and press Enter. Excel does not distinguish between lower or upper cases, even if you mistype a name it might suggest a correct spelling! 2. Instead of typing names you can select them by mouse from Insert Name Paste procedure (but make sure that the syntax is kept correct as you build the formula). 3. Click on the Name box arrow and select Materials. Excel selects the row 15. Try selecting some other names within the spreadsheet.

Using Go To

1. Make sure that the budget2 is open and active. 2. Press F5 and type as on the dialog box shown on the right. Try other examples. 3. Similarly, you can find cells of a specified type by pressing F5 and selecting Special. 4. Test the Go To Special feature on the budget2 worksheet.

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INTERMEDIATE LEVEL

STANDARD AND CONDITIONAL F ORMATTING

Number formats, text alignment, fonts, borders, colours, patterns and cells protection can be performed from the Format Cells dialog box. The Format Cells dialog box contains six tabs each with set of easy to follow options. You may want to highlight formula results or other cell values that meet certain conditions by applyingconditional formats. If the value of the cell changes and no longer meets the specified condition, Microsoft Excel temporarily suppresses the formats highlighting that condition. 1. In the budget2 workbook select the range B5:M5. 2. Choose Format Conditional Formatting. 3. In Condition 1 type as sampled below.

4. Click on its Format button. 5. Select Font colour of your choice. 6. Click OK. You can set up to three conditions by clicking the Add button and choosing other options.

Removing Conditional Formatting

1. To delete the Conditional Formatting, select cells/range with conditional formatting. 2. Click Format Conditional Formatting Delete. 3. Select conditions to delete. 4. ClickOK.
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MICROSOFT EXCEL 2002

PROTECTING CELLS & DOCUMENTS

Whole Worksheet Protection
To secure sensitivity and privacy, that data can be locked, hidden, password protected and made read only. 1. Open Peripex and select Tools Protection Protect Sheet OK. 2. You can password-protect the protection itself and impose limitations on the use of the spreadsheet. Try to delete some data from the spreadsheet or alter them in any way. 3. To remove protection, chooseTools Protection Unprotect Sheet.

Partial Worksheet Protection

All cells within an Excel spreadsheet are locked. Applying protection to those cells, locks them from any alteration. Select and unlock cells that you wish to leave unprotected before applying protection to the rest of the worksheet. 1. In the Peripexworksheet selectB3:B9. 2. Select Format Cells Protection. 3. Click Locked to clear the box OK. 4. Continue with the second stage of protection: chooseTools Protection Protect Sheet. 5. In the Protect Sheet dialog box selectOK. 6. To protect your protection, you may type a password of your choice at this stage. Test your protection 1. Click on C4 and press Delete. 2. Click on B4 and try to delete it. Only the range previously unlocked can be edited and all other cells on the worksheet are protected. 3. To remove worksheet protection, choose Tools Protection Unprotect Sheet.
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INTERMEDIATE LEVEL

Protection Through Hiding Data

The hidden option in the cell protection prevents the cells contents, values or formulae, from being visible in the formula bar. To hide the cell contents also we need to apply worksheet protection. 1. Using the same workbook -Peripex, select the columnE by clicking its header. 2. Select Format Cells Protection. 3. Click onHidden to select it and select OK. 4. Apply the worksheet protection: chooseTools Protection Protect Sheet OK. Click on any cells in the column E. None of cell contents are not visible in the formula bar. 5. To unprotect the worksheet, choose Tools Protection Unprotect Sheet. 6. To hide both cells as well as their contents, click on the columnE Format Column Hide. 7. Make the column visible again by selecting the columns rangeD:F, then select Format Column Unhide or right-click on the selection above and chooseUnhide from the shortcut menu. You can hide columns or rows by dragging their header borders to the left (columns) or up (rows). To unhide them use the method described above.

Password Protection
1. Choose Files Save As Tools General Options. 2. In theSave Optionsbox type your password(s) for opening only or both opening and modifying your documentOK. 3. You will be asked to confirm your password by re-entering it (for your own safety!) OK. You will find two other interesting options in this dialog box, Read-only recommended and Always create backup. 4. The other way to choose the same protection is via the Tools pull-down menu:Tools Options Security a box similar to the one above appears with similar options. 5. To remove protection, select again File Save As Options delete the password(s) OK, then save the file unde the same name. A workbook protected only with a Password to modify can be opend by anyone, but only those knowing the password can modify it. It is read only and this protects only the original document. It can be, however, saved under different name with all its contents that will be, then, editable.
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MICROSOFT EXCEL 2002

PRINTING A WORKSHEET
Large worksheet need to be prepared and formatted for printing. It is always wise to preview the worksheet before printing to avoid any disappointments and waste.

Print Preview
1. Make sure the worksheet Peripex is open. Click the print preview icon File Print Preview. From here you can make all necessary changes. or Select

2. Left-click on the Preview page to zoom in and out. By pressing PgUp or PgDn buttons on the keyboard or clicking on the Next and Previous buttons in the Preview menu, you will be able to see if worksheet occupies more than one page. Bottom of the page will also denote number of pages available for viewing. 3. Click on Setup and view the available options. 4. As only a small part of the worksheet is outside printing boundaries, you may want to click Fit to 1 page wide by 1 page tall option and click OK. You will notice now that Next and Previous buttons are not available any more (no more pages!). 5. Click the Setup tab again and select the Margins tab click on horizontal option click the Header/Footer tab. 6. Click Custom Footer click the left section and click a single page icon spacebar and type of press spacebar again, then click on pages icon . 7. Click in the middle section, then click the date icon 8. In the right section type your name click OK. 9. Click on the Sheet tab click on Gridlines to deselect OK. 10. Click the Print tab OK.
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INTERMEDIATE LEVEL

Page Break Preview

Excel will show you where page brakes are located. You can change breaks simply by dragging the them to a new position. A worksheet will be automatically resized (the font size of the spreadsheet will be reduced!) to fit the newly defined page. 1. Click Print Preview icon again Setup Page click on Adjust to: and type or select 100% of normal size OK. 2. Select View Page Break Preview adjust the page break(s) by dragging the page brake line to a new position. 3. Click on the Print Preview icon to check that the page is displayed as intended. 2. To exit the Preview click View Normal or click Normal View.

Setting Print Areas

Temporary Print Area Select a part of a worksheet you want to print. Click File Print Selection OK. Permanent Print Area Select an area to print select File Print Area Set Print Area. This selection prints every time you go to print. To remove setting or set a new one, you will have to remove the existing one: File Print Area Clear Print Area. Implement both features by practising on an open worksheet, then close all without saving anything.

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MICROSOFT EXCEL 2002

CREATING A NEW CHART

1. Load the workbook Performance Sales. 2. Select cells B2:F5. 3. Click the Chart Wizard icon 4. Depress the Press and hold to view sample button to view your new chart with standard defaults selected for you by the Wizard. 5. Click Next accept the default option click Next again. 6. Type Sales Chart as the chart title type. You may want to have a look at other options selected for you by the Chart Wizard under the Axes, Gridlines, Legend, Data labels and Data Labels. Normaly, the standard setting should be right for most of occasions. As you write the chart title in the Chart title box, in a few seconds the title itself will appear in the preview sample on the dialog box. 7. Click Next click on As new sheet and type Sales Chart Finish. 8. Add Sales D (your own figures!) to both the table and the chart. 9. Right-click the chart or plot area select Source Data 10. Your spreadsheet with the existing chart source data is displayed reselect the source data by including Sales D. 11. Click OK on the preview chart dialog box. The type of the chart can be changed at any time to give a more pleasing or more functional graphical display of data. .

TTT
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