Excel 2003 in Pictures

Excel 2003 In Pictures

by Chris Charuhas

www.inpics.net

Excel 2003 In Pictures

Copyright

This book is provided under a Creative Commons license at: creativecommons.org/licenses/by-nc-nd/2.5/ You are free to download, copy, and share this electronic book with others. However, it is illegal to sell this book, or change it in any way. If you’d like to sell or change it, just contact us at [email protected].

Trademarks and Disclaimer

Visibooks™ is a trademark of Visibooks, LLC. All brand and product names in this book are trademarks or registered trademarks of their respective companies. Visibooks™ makes every effort to ensure that the information in this book is accurate. However, Visibooks™ makes no warranty, expressed or implied, with respect to the accuracy, quality, reliability, or freedom from error of this document or the products described in it. Visibooks™ makes no representation or warranty with respect to this book’s contents, and specifically disclaims any implied warranties or fitness for any particular purpose. Visibooks™ disclaims all liability for any direct, indirect, consequential, incidental, exemplary, or special damages resulting from the use of the information in this document or from the use of any products described in it. Mention of any product does not constitute an endorsement of that product by Visibooks™. Data used in examples are intended to be fictional. Any resemblance to real companies, people, or organizations is entirely coincidental. ISBN 1597061034

TABLE OF CONTENTS i

Table of Contents Performing Basic Calculations ....................... 1

Add ........................................................................................................16

Subtract.................................................................................................24

Multiply..................................................................................................27

Divide ....................................................................................................31

Calculate averages...............................................................................35

Find the maximum value .....................................................................39

Formatting Worksheets ................................ 41

Format text............................................................................................42

Format cells ..........................................................................................53

Adjust columns and rows....................................................................62

Print worksheets ..................................................................................69

TABLE OF CONTENTS ii

Manipulating Data .........................................77

Move, copy, and paste......................................................................... 78

Add/delete columns............................................................................. 84

Add/delete rows ................................................................................... 90

Employ multiple worksheets .............................................................. 95

Employ AutoFill ................................................................................... 97

Insert/delete worksheets ................................................................... 103

Advanced Calculations ...............................107

Create formulas across worksheets ................................................ 108

Employ absolute references ............................................................. 114

Employ the function wizard .............................................................. 123

Making Data Visible ....................................129

Add comments................................................................................... 130

Freeze panes ...................................................................................... 133

Create charts...................................................................................... 137

PERFORMING BASIC CALCULATIONS 1

Performing Basic Calculations

In this section, you’ll learn how to:

• Add

• Subtract

• Multiply

• Divide

• Calculate averages

• Find the maximum value


1. Click the button. When the menu appears, click All Programs, Microsoft Office, then Microsoft Office Excel 2003.


Excel should open and look like this:


2. Close the Getting Started pane.


3. Click in cell A1 to place the cursor there.

4. Type: Frog Farm


5. Click in cell A3. Cell A3 should now be highlighted:

6. Type: Per-Frog Costs


7. Press the ENTER key on your keyboard. Cell A4 should now be highlighted.

8. Type: Tadpole

9. Press the ENTER key on your keyboard.


10. In cell A5, type: Food

11. Press the ENTER key. In cell A6, type: Tank


12. Press the ENTER key. In cell A7, type: Total

13. Click in cell B4 to highlight the cell. Type: .39


14. Press ENTER to move to cell B5. Type: 1.21

15. Press ENTER to move to cell B6. Type: .72

16. Press ENTER to move to cell B7.


17. On the Toolbar, click the icon.

18. When the Save As window appears, make sure the My Documents folder appears in the Save in box.


19. Click the icon.

20. When the New Folder window appears, type: Practice Excel Files in the Name box.


21. Click the button. The Practice Excel Files folder should now appear in the Save in box:


22. In the File name box, type: Frog Farm

23. Click the button.


Tip: So far, only Sheet 1 has been used. That’s an individual worksheet.

All the worksheets—Sheet 1, Sheet 2, Sheet 3, etc. (you’ll work with them later) make up a workbook.


Add

1. Click in cell B7.

2. Type: =



4. Type: +


6. Type: +



8. Press the ENTER key. The total in cell B7 should be 2.32.



Look in the Formula Bar. It should read: =B4+B5+B6

Tip: You just created a formula that adds up the per-frog costs for the tadpole, food, and tank. Formulas always begin with an =.


11. Click in cell D3.


12. Type: Price

13. In the cells below, type:

A B C D E 1 Frog Farm 2 3 Per-Frog Costs Price 4 Tadpole .39 Frog 2.50 5 Food 1.21 Packaging .50 6 Tank .72 Total 7 Total 2.32 8


14. Click in cell E6.


The worksheet should look like this:


16. Press the ENTER key. The total in E6 should be 3.

17. Click in cell E6.


The Formula Bar should show: =SUM(E4:E5)

Tip: This is just a different way of adding numbers. By clicking

the icon, you told Excel to SUM, or add, the numbers from E4 through E5.


Subtract

1. Click in cell G3. Type: Profit Per Frog

2. Click in cell G4. Type: =


3. Click in cell E6. Type: –

4. Click in cell B7. The worksheet should look like this:


5. Press the ENTER key. The Profit Per Frog should be 0.68:

6. Click in cell G4. The Formula Bar should look like this:


Multiply

1. Click in cell A9 and type: Sales

2. Press the TAB key on your keyboard. It should move the cursor to cell B9.


3. In cell B9, type: 2250

4. In cell A11, type: Profits


5. In cell B11, type : =

6. Click cell B9, then type: *

Tip: This is the multiplication symbol. To type it, hold down the SHIFT key, then press the number 8 key.


7. Click cell G4, then press the ENTER key. The Profits should read 1530:

8. Click cell B11. The Formula Bar should read: =B9*G4


Divide

1. Click cell I3, then type: Profit Margin

2. Click cell I4, then type: =


3. Click cell G4, then type: /

4. Click cell E6, then press the ENTER key. The Profit Margin should be 0.226667:


5. Click cell I4. The Formula Bar should read: =G4/E6

6. Change the price of the frog to 3.00, then press the ENTER key.


See how the profit margin changes along with the price (cell E4) used in the formula:

7. Change the price of the frog back to 2.50.



Calculate averages

1. Click in cell A13, then type: Subsidies

2. In cells A14 through C14, type :

2000 2001 2002


3. In cells A15 through C15, type:

2000 2001 200210000 8000 12000

4. In cell E14, type: Average


5. In cell F14, type: =average(

Tip: Don’t forget to type the ( opening parenthesis. It tells Excel to begin averaging a series of cells.

6. Highlight cells A15 through C15. The worksheet should look like this:


7. Press the ENTER key. The average subsidy should be 10000:

8. Click cell F14. The Formula bar should show: =AVERAGE(A15:C15)


Find the maximum value

1. Click in cell E15, then type : Maximum

2. Click in cell F15, then type: =MAX(A15:C15)


3. Press ENTER. The worksheet should look like this:

4. Click the icon.

5. Click the button to close the Frog Farm spreadsheet.

FORMATTING WORKSHEETS 41

Formatting Worksheets


• Format text

• Format cells

• Adjust columns and rows

• Print worksheets


Format text

Modify fonts

1. Open the Frog Farm workbook from the Practice Excel Files folder.

2. Click cell A1.



4. Click the drop-down arrow beside the Font Size box.

5. When the menu appears, click 18.


6. In the Font list, click Arial Black.

The text should look like this:


7. Double-click on cell A3.

8. Highlight the text Per-Frog Costs.


9. Click the icon, then the icon. The text should look like this:

10. Make this text bold and italic: Price Profit Per Frog Profit Margin Sales Profits Subsidies


The worksheet should look like this:


Format numbers

1. Highlight cells B4 through B7.



Tip: If the icon isn’t present on the Toolbar, click the arrow at the end of the Toolbar, then Show Buttons on Two Rows.

3. Click the worksheet. The numbers should look like this:


4. In the same way, format all the numbers in the worksheet (except the Subsidies years and Profit Margin) as currency. The worksheet should look like this :

5. Click cell I4.



7. Click the icon twice more. There should be three decimal places remaining:



The number should change to percent:


Format cells

Change cell color

1. Drag from cell E14 to E15 to highlight both cells.

2. On the Menu Bar, click Format, then Cells.


3. When the Format Cells window appears, click the Patterns tab.


4. In the Color grid, click the light gray square.



6. Click the worksheet. The cells should look like this:


Add borders

1. Click and drag from cell E14 to cell F15 to highlight the four cells.

2. On the Menu Bar, click Format, then Cells.


3. When the Format Cells window appears, click the Border tab.




6. Click the worksheet. The cells should be outlined:


Shift alignment

1. Highlight cells A4 through A7.



3. Click the worksheet. The text in the cells should be right-aligned:

4. Highlight the same cells again.

5. Click the icon.

The text should be centered in the cells:


Adjust columns and rows

Adjust column width

1. Place the cursor on the divider between the A and B column headers.

It should turn into a double-arrow:

2. Drag the divider to the left to make column A narrower.


Some of the cells should display ##### signs:

Tip: This means the column is too narrow to display the cells’ contents.


Drag the divider back to the right until you can see the contents of the cells in column A:


3. Double-click on the divider between the G and H column headers.

It will make column G as wide as it needs to be to display all the contents of cells in that row:


Adjust row height

1. Click the box in the corner at the intersection of the column and row headings:

This will select the entire worksheet:


2. Place the cursor on the divider between rows 4 and 5. It should become a double-arrow.

3. Drag the divider down. This will make all rows taller:



The worksheet should return to normal row height.

5. Click the worksheet to de-select it.


Print worksheets

Print preview


This will show how the worksheet will look when printed:



3. When the Page Setup window appears, click each tab.

This shows what print options can be changed.



Adjust page breaks


If an alert window appears, click its button.

2. Drag the blue dotted line to the right until it merges with the blue solid line.


3. Drag the bottom blue solid line down until it shows all the page’s content.

4. On the Menu Bar, click View, then Normal.


The worksheet should return to normal view.


Print a region

1. Select cells A3 through J7.


2. On the Menu Bar, click File, then Print.


3. When the Print window appears, click the Selection radio button.

To print the selection, click the button.

4. Save and close the Frog Farm workbook.

MANIPULATING DATA 77

Manipulating Data


• Move, copy, and paste

• Add/delete columns

• Add/delete rows

• Employ multiple worksheets

• Employ AutoFill

• Insert/delete worksheets


Move, copy, and paste

Move cell contents

1. Open the Frog Farm workbook from the Practice Excel Files folder.

2. Highlight cells G3 and G4.

3. Place the cursor on the left edge of the border.


It should turn into a four-way arrow:

4. Click and drag the border one cell to the left.

5. Click on the worksheet. It should look like this:


6. Move the contents of cell I4 to cell G4 in the same way. When you’re done, it should look like this:


Copy and paste

1. Highlight cells I3 through J3.

2. On the Menu Bar, click Edit, then Copy.


3. Click cell G3.

4. On the Menu Bar, click Edit, then Paste.

It should look like this:


5. Press the ESC key on the keyboard. This should get rid of the “marching ants” around cells I3—J3.

6. Highlight cells I3—J3, then press the DELETE key on the keyboard. The worksheet should look like this:


Add/delete columns

Add a column

1. Click the D column heading.

2. On the Menu Bar, click Insert, then Columns.


A new column should appear:


Add multiple columns

1. Click and drag across column headings D, E, and F.

2. On the Menu Bar, click Insert, then Columns.


Three new columns should appear:


Delete columns

1. Click the D column heading to select it.

2. Right-click the D column heading. When the menu appears, click Delete.


The column should disappear:

3. Right-click the D column heading, then Delete it three more times. The worksheet should look like this:


Add/delete rows

Add row

1. Click on the row heading for row 12.

2. On the Menu Bar, click Insert, then Rows.


A new row should appear:


Delete row

1. Right-click the row heading for row 13.

2. When the menu appears, click Delete.


The row should disappear:

3. Click and drag down the row headings for rows 9 through 15. Right-click the highlighted rows and delete them.

4. Insert a new column in front of column F.

5. Insert a new column in front of column H.

6. Insert two new rows above row 3.

7. In the new row 3, type: Numbers Per-Frog


8. Make this text Arial, 12 point, and bold. The worksheet should now look like this:


Employ multiple worksheets

1. Double-click the Sheet 1 tab.

The words Sheet 1 should be highlighted.


2. Type: Numbers Per-Frog The tab should look like this:

3. Double-click the Sheet 2 tab.

4. Type: Sales

5. Click the Numbers Per-Frog tab again. The tabs should now look like this:


Employ AutoFill

1. Click the Sales tab.

2. In cell A1, type: Frog Sales Make this text Arial, 12 point, bold:


3. In cell A3, type: January

4. In cell B3, type: February

5. In cell C3, type: March

6. Highlight cells A3 through C3.


7. Place the cursor on the Fill Handle.

It should turn into a black cross:

8. Drag the cursor to cell L3.


9. Release the mouse button. The months should fill in consecutively:

10. In cell A4, type: 10

11. In cell B4, type: 20

12. Highlight cells A4 and B4, then place the cursor on the Fill Handle.


13. Drag it to cell L4. The numbers should fill in, in increments of 10:

14. In cell N3, type: Total

15. Click cell N4, then click the icon.


16. Drag over all the cells with numbers in them. They should be surrounded by “marching ants”:

17. Press ENTER. The yearly total of 780 frogs sold should appear:

18. Save the workbook.


Insert/delete worksheets

Insert worksheets

1. Click the Sheet 3 tab.

2. On the Menu Bar, click Insert, then Worksheet.

A new tab should appear in front of it:


Delete worksheets

1. Right-click the new tab, then click Delete.

It should disappear:


2. Double-click the Sheet 3 tab, then type: Revenue The tabs should now look like this:


ADVANCED CALCULATIONS 107

Advanced Calculations


• Create formulas across worksheets

• Employ absolute references

• Employ the function wizard


Create formulas across worksheets

1. Open the Frog Farm workbook.

2. Click the Revenue tab.

3. In cell A1, type: Revenue Make this text Arial, 12 point, bold:


4. In cell B3, type: January

5. Fill in the cells from C3 to M3 with the months of the year.

6. In cell A4, type: Gross Sales

Tip: Adjust the width of column A so all the text shows.

7. In cell B4, type: =


8. Click the Numbers Per-Frog tab.

9. In the Numbers Per-Frog sheet, click cell E8.

10. Type: *



12. In the Sales sheet, click cell A4.


13. Press ENTER. On the Revenue sheet, January’s gross sales should be $30.00: The price of a frog times The number of frogs sold in January.

14. Click cell B4. In the Formula Bar is the formula that expresses this: ='Numbers Per-Frog'!E8*Sales!A4

Note the sheets are listed before the cell coordinates.


15. On the Revenue sheet, type: Net Revenue in cell A5.

16. In cell B5, create a formula that multiplies the profit-per-frog by the number of frogs sold in January. When you’re done, the Net Revenue in January should be $6.80:


Employ absolute references

1. On the Revenue sheet, click cell B4.

Notice the formula in the Formula Bar: ='Numbers Per-Frog'!E8*Sales!A4


2. Place the cursor on the Fill Handle, then drag it to cell C4.

Cell C4 should contain only a -.

3. Click cell C4. Note the formula in the Formula Bar: ='Numbers Per-Frog'!F8*Sales!B4


This means Excel is multiplying cell F8 in the Numbers Per-Frog sheet with January’s frog sales. When the formula in B4 was moved over to cell C4, Excel moved over the cells used in the formula, too: From E8 to F8 in the Numbers Per-Frog sheet:

From A4 to B4 in the Sales sheet:


4. Click the Numbers Per-Frog sheet, then look at cell F8—a blank cell.

The formula in cell C4 on the Revenue sheet is multiplying January’s frog sales by nothing—a blank cell. To fix this, an absolute reference is employed.

5. On the Revenue sheet, click cell C4.

6. Press DELETE.


7. Click cell B4.

8. Click in the Formula Bar, before the E in E8, to place the cursor there.

9. Type: $


10. Click before the 8 in E8 to place the cursor there.

11. Type: $

12. Press the ENTER key.


13. Click cell B4. Notice the formula in the Formula Bar: ='Numbers Per-Frog'!$E$8*Sales!A4

14. Place the cursor on the Fill Handle and drag it to cell C4. February’s Gross Sales should be $60.00: The price of a frog ($3.00) times The number of frogs sold in February (20).


15. Click cell B4, then cell C4. Notice the formulas in the Formula Bar. Both formulas use cell E8 in the Numbers Per-Frog sheet.

16. Click cell C4, then place the cursor on the Fill Handle.

17. Drag it to cell M4. The worksheet should look like this:

By employing an absolute reference—using the $ symbol to make each formula use the same cell containing the frog price—the formula stays accurate for all months.

18. Edit the formula in cell B5 in the Revenue sheet to make cell G6 in the Numbers Per-Frog sheet an absolute reference.


19. Use the Fill Handle to copy the formula in cell B5 so the Revenue sheet shows each month’s net revenue. When you’re done, the Revenue sheet should look like this:


Employ the function wizard

1. In the Revenue sheet, click cell A7.

2. Type: In how many months were sales greater than $175?


3. Click cell F7.

4. Click the drop-down arrow beside the icon.

5. When the menu appears, click More Functions.


6. When the Insert Function window appears, click Statistical in the Category list:

7. Scroll down the Function list, then click COUNTIF.



9. When the Function Arguments window appears, pull it down so it doesn’t obscure any information.

10. Click in the Range box to place the cursor there.


11. Highlight cells B4 through M4.

12. Click in the Criteria box, then type: >175


13. Click the button. Cell F7 should show that sales were greater than $175 in 7 months.


MAKING DATA VISIBLE 129

Making Data Visible


• Add comments

• Freeze panes

• Create charts


Add comments

1. Open the Frog Farm workbook.

2. On the Numbers Per-Frog sheet, click cell I6.

3. On the Menu Bar, click Insert, then Comment.


4. Type: Pretty good profit margin, eh?

5. Click the sheet. The orange triangle in cell I6 indicates that it contains a comment.


6. Move the cursor onto cell I6. The comment should appear:


Freeze panes


2. In the Sales worksheet, click cell A4.

3. On the Menu Bar, click Window, then Freeze Panes.


4. Scroll vertically in the worksheet. The rows below the months should scroll.

5. On the Menu Bar, click Window, then Unfreeze Panes.

Freezing panes Freezing panes is a great help when working with large spreadsheets. As shown in the example above, freezing panes makes it easier to see what numbers in cells represent.


6. Scroll vertically in the worksheet. The view should have returned to normal.

7. Click the heading for column C.

8. On the Menu Bar, click Window, then Freeze Panes.


9. Scroll horizontally in the worksheet. The columns to the right of column B should scroll.

10. On the Menu Bar, click Window, then Unfreeze Panes.


Create charts

1. In the Sales worksheet, highlight cells A3 through L4.



3. When the Chart Wizard window appears, click Column in the Chart Type list.



5. In the next step, make sure the Rows radio button is clicked.

Then click the button.


6. In the next step, click the Titles tab, then type: Frog Sales in the Chart title box.


8. In the next step, click the As new sheet radio button.


9. In the box beside it, type: Frog Sales Chart

10. Click the button. The chart should appear:


11. Click the Frog Sales Chart tab and drag it to the end of the tabs.

12. Release the mouse button. It should be last in the list of tabs:

13. Click the legend.


14. Press DELETE. The chart should look like this:

GLOSSARY 145

Glossary Absolute Reference A cell reference that remains fixed even if the cell containing the formula is moved. AutoSum An icon used to automatically total a column or row. Cell The basic unit of Excel, formed by the intersection of a row and column. Chart A visual representation of data, such as a pie chart or bar graph. Column A vertical line of cells in a worksheet. Column Header The identifying label at the top of a column. Fill Handle A small solid box in the lower right corner of a selected cell. It is used to copy the contents of a cell or cells into adjacent cells. Formula An equation that tells Excel how to calculate values in a worksheet. Formula Bar A box located at the top of an Excel worksheet that displays the formula within the selected cell. Freeze Panes Selecting rows or columns so they remain stationary when scrolling in a worksheet.

GLOSSARY 146

Range An array of selected cells. A range is indicated with a colon between cell designations. Example: A1:A15 indicates the first 15 cells in column A. Row A horizontal line of cells labeled with a number on the left side of a worksheet. Row Header The identifying number for each row. Tab A stub the bottom of a worksheet (like on a file folder) that contains the name of the worksheet. Workbook An entire Excel file comprised of worksheets. Worksheet A single Excel sheet within a workbook.

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