Functions and Data Organization
Chapter 6
Modifying and Creating Cell Styles If a cell style will be used over and
over again it can be modified in the cell styles gallery Home ⇒ Cell Styles ⇒ right-click a style
and select modify Home ⇒ Cell Styles ⇒ New Cell Style
Inserting and Deleting Rows and Columns To add a row/column
Select row/column where new column should appear
Home ⇒ Insert ⇒ Insert Sheet Rows/Columns▪ New inserted rows are inserted above the selected row▪ New inserted columns are inserted to the left of the
selected column
To delete a row/column Select a cell Home ⇒ Delete ⇒ Delete Sheet Rows/Columns
Practice: Planets
Complete part 1 of 2
Using Functions to Perform Calculations Function:
Performs a calculation that results in a single value Requires data, called arguments, to perform its calculations
Arguments Enclosed cell references in parenthesis
=SUM(G1:G3)
Most commonly used functions are: SUM AVERAGE MIN MAX
Function
Argument
Using Absolute Cell References in Formulas Absolute Cell Reference
A cell that does not change when copied Contains a dollar sign ($) in front of both the
column letter and row number ($A$1) To create▪ Press F4 key after entering cell reference
Mixed Cell Reference Combination of a relative and absolute cell
reference▪ $A1▪ Column is absolute▪ Row is relative
Practice: Employee Commission Complete Employee Commission
Inserting a Function into a Formula Instead of typing a function
Formulas ⇒ Insert Function Can also be inserted by clicking a button
in the Function Library group on the Formulas tab
Common Error Values A cell with an invalid formula displays an error
value and a green triangle in the upper-left corner of the cell. #DIV/0 the formula is trying to divide by zero #REF the formula contains a reference that is not valid #NUM a numeric value is invalid, such as a value is
too large or too small #VALUE the formula is using the wrong type of
argument, such as a label instead of a value #### the result of the formula is too wide to fit in the
column or the result is a negative time or data value
Common Error Values Some formulas may produce a result, but also
display a green triangle in the cell, which indicates a possible formula error
To correct a formula Select the cell Click Error Checking to display the error and a list of
options Common Formula Errors
Formula Omits Adjacent Cells▪ The formula includes a range of values and the range does not
include a value in an adjacent cell Inconsistent Formula in Region▪ The formula does not match the pattern of formulas near it
Common Error Values
To check the entire worksheet for errors: Formulas → Error Checking A dialog box will be displayed with options for
correcting common errors that are found
Practice: Commission Summary Complete Commission Summary
The ROUND Function
The ROUND Function Changes a value by rounding it to a
specific number of decimal places Different than formatting to a certain
number of decimal places▪ Changes the actual number value while
formatting just changes the way the number looks
Sorting Data Sorting
Arranging data in a specified order▪ Select a range ▪ Data ⇒ Sort A to Z or Sort Z to A
Ascending▪ Low to high (A to Z)▪ Alphabetical order
Descending▪ High to low (Z to A)
Chronological Order▪ When data is times or dates▪ Ascending order
Practice: Planets
Complete Planets part 2 of 2
The IF Function The IF Function
Used to make a decision based on a comparison Has 3 arguments▪ =IF(<comparison>, <value if true>, <value if false>)▪ =IF(C4<E7, 10, 20)▪ Can contain▪ Values▪ Text ▪ Cell references▪ calculations
Comparison argument must contain one of the following relational operators▪ = equal to<= less than or equal to▪ < less than >= greater than or equal to▪ > greater than <> not equal to
Printing a Large Worksheet Orientation
Portrait▪ Allows more rows to be printed on a sheet
Landscape▪ Allows more columns to be printed on a sheet
Change margins Insert Page Breaks Set Print Area
Practice: Payroll
Complete Payroll part 1 of 3
Amortization Tables and the PMT Function Amortization
Method for computing equal periodic payments for an installment loan▪ Car loans▪ Mortgages▪ Each portion consists of two parts▪ A portion to pay interest▪ A portion to pay on the principal
Amortization Table Displays the interest and principal amounts for each payment
of an installment loan PMT Function
Used to calculate the equal periodic payment for an installment loan▪ =PMT(<rate>,<term>,<principal>)
Practice: LOAN
Complete Loan
Using Multiple Sheets
Multiple sheets Can be used to organize, store, and link
related information To insert a new sheet▪ Home ⇒ Insert ⇒ Insert Sheet
To print entire workbook▪ File ⇒ Print ⇒ click Print Active Sheets ⇒
select Print Entire Workbook
Copying and Moving Data Between Sheets Copying and Moving
Cut, Copy and Paste buttons on Home tab▪ Select the Source▪ Home ⇒ Cut/Copy▪ Click sheet tab of the worksheet that is to
receive the copied data▪ Select destination where data to be pasted▪ Home ⇒ Paste
Practice: CAR SALES
Complete Car Sales
Asking “What If?”
What If question Asks how a value or set of values impacts
results Spreadsheet model
A worksheet that includes related data and formulas for analyzing the data
What If analysis Used to make predictions Data ⇒ What-if Analysis ⇒ Scenario Manager
Create possible scenarios Select Show to display a scenario in the active worksheet Select Summary to create a scenario report on a separate sheet
Practice: FUNDRAISER
Complete Fundraiser
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