Excel Guide Handbook127

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Basic Excel Handbook Page 38

Part IV:Saving Money andWorking Smart


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Cumulative Fall and Spring Grade Point

Averages Using the Average Function

A formula is a worksheet instruction that performs a calculation. The Average Function is used to findthe Fall and Spring grade point averages. The Average Function adds the grades in the Fall or Springgrading period and divides by the number of grading periods.

Follow the steps below to find the Cumulat ive Fal l and Spr ing Gra de Point Avera ges.

Complete Steps AI. Steps AD are shown below. Steps EJ are shown on the following pages.

Click in the cell where theAverage formula will display. In

this example Cell G1.A

Click the Function (fx) button.

B

D

C Select the Average functionfrom the Insert Function dialogbox.

Click OK.


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Click on the blueFunction Argumentstitle bar and drag theFunction Argumentsdialog box down so thatyou can access the datathat needs to beaveraged.

EClick and drag tohighlight the cells thatneed to be averaged. Inthis example click onCells D1 F1.

F

Note the Average formula displays inboth Cell G1and the FunctionsArguments Average Number1.

Click OK or press Enter.G

The colon (:)represents through.For example D1:F1 means Cells D1through F1 are highlighted.


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Important:It is important that the formula is always placed in theFIRST ROWin order to copy theformula to all the cells in the desired column. Do not be alarmed that Cell G1 appears to have an errormessage, #DIV/0!, displayed. This message occurs because the Header Rows that contain both alphaand numeric information have been averaged.

Highlight Column Gbyclicking on G.

H

Click EDIT > FILL > DOWNtocopy the Average formula toall the cells in Column G.

I

Do not be alarmed that Cell G1appears to have an error message(#DIV/0!) displayed. This messageoccurs because the Header Rows thatcontain both alpha and numericinformation have been averaged.


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Note that all of the formulas havebeen successfully copied to all of thecells in Column G.

Delete the #DIV/0! message in Cell G1and type in the appropriate Header Rowtitle. For example Fall CumulativeGPAs.

J


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Sort Alpha Data

Rows can be sorted according to the data in any column. For example, in a table of names andaddresses, rows can be sorted alphabetically by name or by city. Excel rearranges the rows in thetable but does not rearrange the columns. You can sort text in Ascending order (A-Z) or Descendingorder (Z-A).

Follow the steps below to Sort Alpha Dat a.

Complete Steps AD. AC are shown below. Step D is shown on the following page.

AFrom the Data menu,

choose Sort.

BClickContinue withthe current

selection.

Click Sort.C


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DClick OK.

The column will sort according tothe first name that appears in the

cell.

Column Ais the column you wish

to sort by.


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Sort Numeric Data

You can sort numeric data in Ascending order (1-100) or Descending order (100-1).

Follow the steps below to Sort Numeric Dat a.

Complete Steps A-D. Steps AC are shown below. Step D is shown on the following page.

AFrom the Data menu

item, choose Sort.

BClickContinue with the

current selection.

Click Sort.C


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DClickOK.

The Numeric Sort iscompleted, and Column C

displays the numeric data inAscending order.

Column C,the column you wish to

sort by, is displayed here.


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Insert Date at the Top of Worksheet

When you want to repeat the same information at the top of each page, create a header. You canselect a pre-designed header from those listed, or create customized ones. A customized header isseparated into three sections: Left (text is left aligned), Center (text is center aligned), and Right(text is right aligned).

Flip open a novel and look at the facing pages. Most likely, at the top of one page you'll see theauthor's name and at the top of the other page you'll see the book title. At the bottom will beconsecutive page numbers. These details are in the document's headers and footers.

Headers and footers in Excel have many benefits, one of the major ones being automaticrenumbering of pages if you add or delete content in your document.

Follow the steps below to create a Header.

Complete Steps AF. Step A is shown below. Steps BF are shown on the following pages.

AFrom the File menu, choose

Page Setup.


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BFrom the Page Setup dialogbox, click the Header/Footer

tab.

In the Header/Footertab, click

Custom Header.

C


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In the Custom Header dialogbox, choose the Left section

and click theDatebutton.D

You also have the option toposition the date at the Center

section or Right section.

In the Header/Footertab, the

Header displays the date.

Click Print Preview.

E


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Note all the options in PrintPreview: Zoom, Print, Setup,Margins, Page Break Preview,Close and Hel .

Print Previewdisplays the

header on the worksheet.

FClick Print.


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Insert Page Number at the Bottom Page

When you want to repeat the same information at the bottom of each page, create a footer. Youcan select a pre-designed header from those listed or create customized ones. A customized headeris separated into three sections: Left (text is left aligned), Center (text is center aligned), and Right(text is right aligned).

Follow the steps below to create a Footer.

Complete Steps AH. Step A is shown below. Steps BH are shown on the following pages.

A From the Filemenu,choose PageSetup.


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In the Page Setup dialog box,click theHeader/Footer tab.

B

Click the Custom

Footerbutton.C

Click OK.D


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In theFooterdialog box,click in the Left sectionand choose the Page

button.

E

FClick OK.

Click Print Preview.G

In the Header/Footertab of the Page Setup

dialog box, the Footerdisplays the Footer pagenumber (1).

You can choose other buttons(date, time, file path, filename, ortab name), or to locate the data inthe Center section or Right

section.


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Print Previewdisplays the Footerpage

number at the bottom of this page.

Click Print.H

Note all the options in PrintPreview: Zoom, Print, Setup,Margins, Page Break Preview,

Close and Help.


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Print the Top Row on Each Page

It is important to have the labels for the worksheet to carry over to other worksheets so that thedata makes sense.

Follow the steps below to Pr int To t he Top Row on Each Page.

Complete Steps AF. Step A is shown below. Steps BF are shown on the following pages.

From theFilemenu,

choose Page Setup.A


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BIn the Page Setupdialog box,

click the Sheettab.

CIn Print titles,click Rows to

repeat at top.

Click the row you choose toprint on the top of each pageand press the Enterkey.

D

Note the Page Setup Rows to repeat at top toolbardisplays after clicking the row to appear at the top of

each page.


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Click OK.E

From theFilemenu, clickPrint Preview.

F


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Page 1

Page 2

The Print Preview displays the ColumnHeadings on allpages after completing StepsAF.

The Print Preview displays the ColumnHeadings on allpages after completing StepsAF.


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BFrom the PageSetup dialog

box,click Page tab.

In the Pagetab, clickthe

LandscapeOrientation.C

In the Pagetab, click Print

Preview.D


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In the Print Preview, you have the following options: see the next pageof the worksheet (Next),enlarge the view of the worksheet (Zoom),Print, access Page Setup (Setup), change margins (Margins), adjustwhere the page breaks are by clicking and dragging with your mouse

(Page Break Preview), Close, or Help.

PortraitOrientation

(vertical)printout.

LandscapeOrientation(horizontal)rintout.

Click Print.

E


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Print the Worksheet on One Page

Overview: To scale data, reduce or enlarge information, use the Adjust to % normal size option onthe Page Setup dialog box from thePage Setup or Print Preview commands on the Filemenu. Usethe Fit to pagesoption to compress worksheet data to fill a specific number of pages.

Follow the steps below to Reduce Dat a T o One Page.

Complete Steps AE. Step A is shown below. Steps BE are on the following pages.

AFrom the File menu, choosePage Setup.


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B In the Page Setup dialog box,click the Page tab.

In the Scalingoption, Adjust to50%, rather than thedefault100% normal size setting.

50

Click Print Preview.

C

D

You may also want to change the pageOrientation from Portrait (vertical) toLandsca e horizontal .


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Before scaling the data, only Columns A-G

would fit on a page.

Afterreducing the data, there are morecolumns included on the worksheet

printout (Columns A-N)

Click Print.E


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Basic Excel Page 65

Preview Worksheet Without Printing

Why use Print Previewbefore printing my worksheet? Print Preview permits you to view the outputbefore you print, and the use of this feature will save ink and paper.

Follow the step below to Previ ew You Wor ksheet(s).

Complete Step A as shown below.

AIn the Formattingtoolbar,click the Print Previewbutton.


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In the Print Preview, you have the following options: see the nextpage of the worksheet (Next),enlarge the view of the worksheet(Zoom), Print, access Page Setup (Setup), change margins (Margins),adjust where the page breaks are by clicking and dragging with your

mouse (Page Break Preview), Close, or Help.

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Excel Guide Handbook127