EXCEL SESSION 3

7/30/2019 EXCEL SESSION 3

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Swift Foundation - Excel

In this session, you will learn to:

Create Basic Formulas

Calculate with Functions

Copy Formulas and Functions

Convert Text to ColumnsAdd Borders and Color to Cells

Change Column Width and Row Height

Objectives


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Create Basic Formulas

Is an easier and quicker way of calculating values in Excel.

Helps you reduce the amount of time it takes to cull valuable

information from the data youve entered into a worksheet.

Excel Formulas:

Are a set of mathematical instructions that can be used toperform calculations in Excel worksheets.

Begins with an equal sign (=).

=A1+A2

Equal Sign

References


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Create Basic Formulas (Contd.)

The Formula Bar:

Contains the Name Box, Formula Box, and the Insert Function

button and is located below the Ribbon.

Provides space to accommodate formulas.

Formula Bar


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There are four different types of mathematical operators:

Arithmetic

Comparison

Reference Operators

Concatenation


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Following is the order of operators in which Excel executes

formulas:

Computations enclosed in parentheses, wherever they appear

in the formula.

Computations involving exponents.

Computations involving multiplication and division.

Computations involving addition and subtraction.

(72+3/1*20)-10Highest Precedent

Second highestprecedence

Third highestprecedence

Last Precedence


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Calculate with Functions

Function:

Is a built-in formula in Excel.

Speeds up the process of performing calculations.

Contains a function name followed by arguments within

parentheses.

SUM (A1 :A10)

Arguments

Function Name


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Calculate with Functions (Contd.)

Excel provides the following built-in functions:

Sum

Average

Min

MaxCount

CountA




Problem Statement:

You would like to calculate the year-to-date sales totals and

sales average values for a group of employees. Additionally,

you would like the sales data worksheet to reflect the highest

and lowest sales totals for each month. You want to calculate

these numbers as quickly and efficiently as possible.

Demo: Calculating with Functions




Solution:

To solve the preceding problem, you need to perform the

following task:

Calculate the YTD total for the first employee.

Calculate the YTD total for the second employee.

Calculate the YTD totals for the remaining employees.

Calculate the YTD average for the first employee.

Calculate the YTD average for all employees.

Populate row 15 with the highest sales value for each month.

Populate row 16 with the lowest sales value for each month.

Demo: Calculating with Functions (Contd.)


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Copy Formulas and Functions

Relative References:

Is a cell reference in a formula that changes when a formula is

copied from one position to another, to reflect the new position.

Relative references usevalues that are not fixed


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Copy Formulas and Functions (Contd.)

The Past Special Feature:

Enables you to paste specific contents or attributes such as

formats, values, formulas or comments from the copied cells to

the destination cells.

Provides enhanced paste options and can be invoked using

the Paste button in the Clipboard group.


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Problem Statement:

Your manager has requested that you add a Totals Summary

section to a sales data worksheet you have created. You also

need to calculate the highest and lowest sales revenue

generated by each employee. You have already created

formulas and functions that complete these calculations, andyouve decided to reuse the needed formulas and functions to

complete your work quickly.

Demo: Copying Formulas and Functions


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Solution:


following task:

Copy the January and February monthly total formulas to the

Totals Summary section.

Copy the March and April monthly total formulas to the TotalsSummary section.

Calculate the YTD total in the Totals Summary region.

Populate the lowest YTD sales revenue figures.

Populate the highest YTD sales revenue figures.

Demo: Copying Formulas and Functions (Contd.)


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Convert Text to Columns

The Convert Text To Columns Wizard:

Allows you to split data in selected cells in a single column to

multiple columns.

Is displayed by the Text To Columns button in the Data Tools

group of the Data tab.

The Convert Text To Columns Options:

Allows you to specify the split position for the cell contents that

need to be split into different columns.


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Problem Statement:

You have decided to format the employee details worksheet of

your company. The worksheet details include the employees

full name, ID, department, office location, and extension

details. The employee name column has the first and last

names of the employees separated by a comma. The officelocation and extension details also appear in the same column.

You feel that the Employee Name, Office Location, and

Extension columns are cluttered with too much data.

Demo: Converting Text to Columns


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Solution:


following task:

Split the Employee Name column heading.

Split the employees first and last names across the First Name

and Last Name columns.

Add the column headers for the columns to be split.

Split the office location and extension details across columns.

Demo: Converting Text to Columns (Contd.)


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Add Borders and Color to Cells

Border Options:

Allows you to apply a border to some or all the sides of a cell

or a range of cells.

Can be accessed from the Border drop-down list in the Font

group or from the Border tab in the Format Cells dialog box.


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Add Borders and Color to Cells (Contd.)

Sheet Background:

Allows you to apply a background to an entire worksheet.

Can be applied using the Background button, in the Page

Setup group, on the Ribbon.

Can also be filled with desired color or pattern as a

background by using the Fill Color gallery or the options in the

Fill tab of the Format dialog box.


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Problem Statement:

You are still in the process of formatting your sales report and

want to draw attention to specific regions of the worksheet.

You want a box around the Totals Summary and YTD regions

of the worksheet. You would also like these regions to be

highlighted with a bright color. Additionally, you would like totest your worksheet with a new background.

Demo: Adding Borders and Colors to Cells


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Solution:


following task:

Add a bright-colored background to the YTD region.

Add the same background to the Totals Summary region.

Add a border around the Totals Summary region of the worksheet.

Add a thick box border around the YTD region of the worksheet.

Add a background to the entire worksheet.

Remove the background.

Demo: Adding Borders and Colors to Cells (Contd.)


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Change Column Width and Row Height

The AutoFit Option:

Allows you to automatically adjust column width and row height

to fit in the cell contents in a worksheet.

The various column and row formatting options are:Set specific column width

Change column width to fit the contents

AutoFit all columns on the worksheet

Set a row to specific height

Change row height to fit the contents

AutoFit all rows in a worksheetChange column width and row height using the mouse


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Change Column Width and Row Height (Contd.)

Wrap Text:

Enables you to automatically wrap data within a cell.

Is available as the Wrap Text button in the Alignment group.

Also available as the Wrap Text check box on the Alignment

tab in the Format Cells dialog box.


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Change Column Width and Row Height (Contd.)

The Row and Column Hide Options:

Allows to hide any columns or rows in a worksheet.

The columns and rows still exist in the worksheet but are not

visible.

Can be accessed from the Format menu in the Cells group on

the Home tab.

The Hide Option allows you to hide any columns or rows in

a worksheet.

The Unhide Option is used to make any columns or rows

you have previously hidden visible.


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Problem Statement:

In the sales data worksheet, you noticed that some of the

column data extends beyond the right edge of the column.

Also, the main heading looks cramped in its cell. For now, you

do not want the highest, lowest, and total sales data in the

worksheet to be displayed in the worksheet. You also do notwant the monthly totals, monthly average, highest and lowest

values to be displayed, and you do not want to lose the data.

You are also afraid that deleting the data may affect the

existing calculations in the worksheet.

Demo: Changing Column Width and Row Height


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Solution:


following task:

Increase the column width for the Employee ID, January, and

February columns.

Adjust the width and height of the cell that contains the textCommission Rate.

Hide the YTD Lowest and YTD Highest columns.

In the YTD region, increase the width of the heading columns

equally.

Increase the height of the row with the main heading to 30 points.

Hide the Monthly Totals, Monthly Average, Highest, and Lowestrows.

Demo: Changing Column Width and Row Height (Contd.)


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Test Your Understanding

Which operator has the highest precedence while

performing calculations in Excel?

Which built-in function in Excel finds the number of cells that

contain numerical values within the specified range in the

argument?

Which wizard allows you to split data in selected cells in a

single column to multiple columns?

Which option allows you to automatically adjust column

width and row height to fit in the cell contents in a

worksheet?Which option allows you to move the content to the next line

within a cell if the content extends beyond the boundaries of

the cell?


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Summary

In this session, you leaned that:

An Excel formula is a set of mathematical instructions that can

be used to perform calculations in Excel worksheets.

The Formula Bar contains the Name Box, Formula Box, and

the Insert Function button and is located below the Ribbon.

A function is a built-in formula in Excel. Functions contain a

function name followed by arguments within parentheses.

A relative reference is a cell reference in a formula that

changes when a formula is copied from one position to

another, to reflect the new position.

The Paste Special feature in Excel enables you to pastespecific contents or attributes such as formats, values,

formulas or comments from the copied cells to the destination

cells.

The Convert Text To Columns Wizard allows you to split data

in selected cells in a single column to multiple columns.


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Summary (Contd.)

Excel provides you with options to apply a border to some or

all the sides of a cell or a range of cells.

The AutoFit option allows you to automatically adjust column

width and row height to fit in the cell contents in a worksheet.

Wrap Text option moves content to the next line within a cell if

the content extends beyond the boundaries of the cell.The Hide option allows you to hide any columns or rows in a

worksheet.

The Unhide option is used to make any columns or rows you

have previously hidden visible.

Documents

EXCEL SESSION 3