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As Microsoft updates features of Word, sections of this book will be updated or new sections will be added to match the updates to the software. See inside for details. A trademark step-by-step, screen-by-screen approach encourages readers to expand their understanding of Microsoft Word through experimentation, critical thought, and personalization.
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Move data within a workbook Open the MoveData workbook in Excel, and then perform the following tasks: 1. On the Count worksheet, copy the values in cells B2:D2. Display the Sales worksheet, preview what the data would look like if pasted as values only, and paste the contents you just copied into cells B2:D2.
On the Sales worksheet, cut column I and paste it into the space currently occupied by column E. Find and replace data Open the FindValues workbook in Excel, and then perform the following tasks: 1. On the Time Summary worksheet, find the cell that contains the value On the Time Summary worksheet, find the cell with contents formatted as italic type.
Click the Customer Summary sheet tab. Replace all instances of the value Contoso with the value Northwind Traders. Correct and expand upon data Open the ResearchItems workbook in Excel, and then perform the following tasks: 1.
Check spelling in the file and accept the suggested changes for shipped and within. Ignore the suggestion for TwoDay. Add the word ThreeDay to the main dictionary. Use the Thesaurus to find alternate words for the word Overnight in cell B6, then translate the same word to French. Click cell B2 and use Smart Lookup to find more information about the word level. Create an Excel table from the list of data on the Sort Times worksheet.
Add a Total row to the Excel table, and then change the summary function to Average. Rename the Excel table to SortTimes. Perform calculations on data. In this chapter Name groups of data Create formulas to calculate values Summarize data that meets specific conditions Set iterative calculation options and enable or disable automatic calculation Use array formulas Find and correct errors in calculations.
Excel workbooks give you a handy place to store and organize your data, but you can also do a lot more with your data in Excel.
One important task you can perform is to calculate totals for the values in a series of related cells. You can also use Excel to discover other information about the data you select, such as the maximum or minimum value in a group of cells.
Regardless of your needs, Excel gives you the ability to find the information you want. And if you make an error, you can find the cause and correct it quickly. Excel makes it easy to reference several cells at the same time, so that you can define your calculations quickly. For example, you can create a worksheet in which columns of cells contain data summarizing the number of packages handled during a specific time period and each row represents a region.
Worksheets often contain logical groups of data Instead of specifying the cells individually every time you want to use the data they contain, you can define those cells as a range also called a named range. For example, you can group the hourly packages handled in the Northeast region into a group called NortheastVolume.
For example, if your data appears in worksheet cells B4:I12 and the values in column B are the row labels, you can make each row its own named range. Manage named ranges in the Name Manager dialog box. Tip If your workbook contains a lot of named ranges, you can click the Filter button in the Name Manager dialog box and select a criterion to limit the names displayed in the dialog box. To create a named range 1. Select the cells you want to include in the named range.
In the Name box, which is next to the formula bar, enter the name for your named range. In the New Name dialog box, enter a name for the named range. Verify that the named range includes the cells you want. To create a series of named ranges from worksheet data with headings 1.
Select the cells that contain the headings and data cells you want to include in the named ranges. In the Defined Names group, click Create from Selection. In the Create Names from Selection dialog box, select the check box next to the location of the heading text from which you want to create the range names. To edit a named range 1.
In the Defined Names group, click Name Manager. Click the named range you want to edit. In the Refers to box, change the cells that the named range refers to. To delete a named range 1. Click Name Manager. Click the named range you want to delete. Click Delete. Create formulas to calculate values After you add your data to a worksheet and define ranges to simplify data references, you can create a formula, which is an expression that performs calculations on your data.
After the equal sign, you enter the formula. After you have entered a formula into a cell, you can revise it by clicking the cell and then editing the formula in the formula bar. Remember, the equal sign must be the first character! Entering the cell references for 15 or 20 cells in a calculation would be tedious, but in Excel you can easily enter complex calculations by using the Insert Function dialog box.
The Insert Function dialog box includes a list of functions, or predefined formulas, from which you can choose.
Create formulas with help in the Insert Function dialog box The following table describes some of the most useful functions in the list. You could, for example, use the NOW function to calculate the elapsed time from when you started a process to the present time. The PMT function is a bit more complex. It calculates payments due on a loan, assuming a constant interest rate and constant payments. To perform its calculations, the PMT function requires an interest rate, the number of payments, and the starting balance.
The elements to be entered into the function are called arguments and must be entered in a certain order. That order is written as PMT rate, nper, pv, fv, type. The following table summarizes the arguments in the PMT function. You can also use the names of any ranges you defined to supply values for a formula. With Excel, you can add functions, named ranges, and table references to your formulas more efficiently by using the Formula AutoComplete capability.
As an example, consider a worksheet that contains a two-column Excel table named Exceptions. The first column is labeled Route; the second is labeled Count. Excel tables track data in a structured format You refer to a table by typing the table name, followed by the column or row name in brackets.
For example, the table reference Exceptions[Count] would refer to the Count column in the Exceptions table. When you enter the letter S, Formula AutoComplete lists functions that begin with the letter S; when you enter the letter U, Excel narrows the list down to the functions that start with the letters SU.
To begin adding the table reference, enter the letter E. Excel displays a list of available functions, tables, and named ranges that start with the letter E. Click Exceptions, and press Tab to add the table reference to the formula. In both cases, when you release the mouse button, the references of the cells you selected appear in the formula.
A SUM formula that adds individual cells instead of a continuous range In addition to using the Ctrl key to add cells to a selection, you can expand a selection by using a wide range of keyboard shortcuts.
The following table summarizes many of those shortcuts. After you create a formula, you can copy it and paste it into another cell.
When you do, Excel tries to change the formula so that it works in the new cells. Excel has reinterpreted the formula so that it fits the surrounding cells! Excel knows it can reinterpret the cells used in the formula because the formula uses a relative reference, or a reference that can change if the formula is copied to another cell. Relative references are written with just the cell row and column for example, C Relative references are useful when you summarize rows of data and want to use the same formula for each row.
Use formulas to calculate values such as commissions Selecting cell C2 and dragging the fill handle until it covers cells C2:C7 copies the formula from cell C2 into each of the other cells.
Copying formulas to other cells summarizes additional data You can use a similar technique when you add a formula to an Excel table column. Adding a formula to an Excel table cell creates a calculated column If you want a cell reference to remain constant when you copy the formula that is using it to another cell, you can use an absolute reference. One quick way to change a cell reference from relative to absolute is to select the cell reference in the formula bar and then press F4.
Click the cell in which you want to create the formula. Enter the remainder of the formula, and then press Enter. To create a formula by using the Insert Function dialog box 1. Click the function you want to use in your formula. Or Search for the function you want, and then click it. To display the current date and time by using a formula 1.
Click the cell in which you want to display the current date and time. To update a NOW formula 1. Press F9. To calculate a payment by using a formula 1. To refer to a named range in a formula 1. Click the cell where you want to create the formula. Enter the name of the named range in the part of the formula where you want to use its values.
Complete the formula. To refer to an Excel table column in a formula 1. Or Use Formula AutoComplete to enter the table name. Enter an opening bracket [ followed by the column name. Or Enter [ and use Formula AutoComplete to enter the column name.
Enter ] to close the table reference. To copy a formula without changing its cell references 1. Click the cell that contains the formula you want to copy. Select the formula text in the formula bar. Click the cell where you want to paste the formula. Operators and precedence When you create an Excel formula, you use the built-in functions and arithmetic operators that define operations such as addition and multiplication.
In Excel, mathematical operators are evaluated in the order listed in the following table. Point to the edge of the cell you selected. Drag the outline to the cell where you want to move the formula. To copy a formula while changing its cell references 1. You can control the order in which Excel evaluates operations by using parentheses. Excel always evaluates operations in parentheses first. To create relative and absolute cell references 1.
Enter a cell reference into a formula. Click within the cell reference. Or Press F4 to advance through the four possible combinations of relative and absolute row and column references. Summarize data that meets specific conditions Another use for formulas is to display messages when certain conditions are met. This kind of formula is called a conditional formula; one way to create a conditional formula in Excel is to use the IF function.
Clicking the Insert Function button next to the formula bar and then choosing the IF function displays the Function Arguments dialog box with the fields required to create an IF formula. Now you need to have Excel display messages that indicate whether the condition is met or not. Excel also includes several other conditional functions you can use to summarize your data, as shown in the following table.
To create a formula that uses the AVERAGEIF function, you define the range to be examined for the criterion, the criterion, and, if required, the range from which to draw the values. To summarize data by using the IF function 1.
Click the cell in which you want to enter the formula. To the left of the formula bar, click the Insert Function button. In the Insert Function dialog box, click the function you want to use in your formula. In the Function Arguments dialog box, define the arguments for the function you chose. To count cells that contain numbers in a range 1.
To count cells that are non-blank 1. To count cells that contain a blank value 1. To count cells that meet one condition 1. To count cells that meet multiple conditions 1. To find the sum of data that meets one condition 1. To find the sum of data that meets multiple conditions 1.
To find the average of data that meets one condition 1. To find the average of data that meets multiple conditions 1. To display a custom message if a cell contains an error 1.
Set iterative calculation options and enable or disable automatic calculation Excel formulas use values in other cells to calculate their results. If you create a formula that refers to the cell that contains the formula, you have created a circular reference. Under most circumstances, Excel treats circular references as a mistake for two reasons.
The second, more serious consideration is that a formula with a circular reference can slow down your workbook. Because Excel repeats, or iterates, the calculation, you need to set limits on how many times the app repeats the operation.
If you select the Enable Iterative Calculation check box, Excel repeats calculations for cells that contain formulas with circular references. The default Maximum Iterations value of and Maximum Change of 0. Tip You can also control when Excel recalculates its formulas by clicking the Formulas tab on the ribbon, clicking the Calculation Options button, and selecting the behavior you want.
To recalculate a workbook 1. Display the workbook you want to recalculate. To recalculate a worksheet 1. Display the worksheet you want to recalculate. In the Calculation group, click the Calculate Sheet button.
To set worksheet calculation options 1. Display the worksheet whose calculation options you want to set. In the Calculation group, click the Calculate Options button. Click the calculation option you want in the list.
To set iterative calculation options 1. In the Excel Options dialog box, click Formulas. In the Calculation options section, select or clear the Enable iterative calculation check box. In the Maximum Iterations box, enter the maximum iterations allowed for a calculation.
In the Maximum Change box, enter the maximum change allowed for each iteration. Use array formulas Most Excel formulas calculate values to be displayed in a single cell. A worksheet with data to be summarized by an array formula Rather than add the same formula to multiple cells one cell at a time, you can add a formula to every cell in the target range at the same time by creating an array formula.
In this case, the values are in a three-cell column, so you must select a range of the same shape, such as C4:C6.
Important If you enter the array formula into a range of the wrong shape, Excel displays duplicate results, incomplete results, or error messages, depending on how the target range differs from the value range. The formula appears within a pair of braces to indicate that it is an array formula. For example, a company might establish a goal to reduce sorting time in each of four distribution centers. A worksheet with data for an array formula that multiplies two arrays This worksheet stores the previous sorting times in minutes in cells B2:B5, and the percentage targets in cells C2:C5.
To create an array formula 1. Select the cells into which you want to enter the array formula. Enter your array formula.
To edit an array formula 1. Select the cells that contain the array formula. Edit your array formula. Find and correct errors in calculations Including calculations in a worksheet gives you valuable answers to questions about your data.
As is always true, however, it is possible for errors to creep into your formulas. With Excel, you can find the source of errors in your formulas by identifying the cells used in a specific calculation and describing any errors that have occurred.
The process of examining a worksheet for errors is referred to as auditing. Excel identifies errors in several ways. The first way is to display an error code in the cell holding the formula generating the error. A worksheet with an error code displayed When a cell with an erroneous formula is the active cell, an Error button is displayed next to it.
Clicking the arrow displays a menu with options that provide information about the error and offer to help you fix it. The following table lists the most common error codes and what they mean. Another technique you can use to find the source of formula errors is to ensure that the appropriate cells are providing values for the formula. You can also audit your worksheet by identifying cells with formulas that use a value from a particular cell.
If you prefer to have the elements of a formula error presented as text in a dialog box, you can use the Error Checking dialog box to move through the formula one step at a time, to choose to ignore the error, or to move to the next or the previous error.
Step through formulas by using the Evaluate Formula dialog box Finally, you can monitor the value in a cell regardless of where in your workbook you are by opening a Watch Window that displays the value in the cell.
For example, if one of your formulas uses values from cells in other worksheets or even other workbooks, you can set a watch on the cell that contains the formula and then change the values in the other cells.
As soon as you enter the new value, the Watch Window displays the new result of the formula. Follow cell values by using the Watch Window To display information about a formula error 1. Click the cell that contains the error.
Point to the error indicator next to the cell. Or Click the error indicator to display more information. To display arrows identifying formula precedents 1. To display arrows identifying cell dependents 1. In the Formula Auditing group, click the Trace Dependents button. To remove tracer arrows 1. To move through a calculation one step at a time 1. Click the cell that contains the formula you want to evaluate. In the Formula Auditing group, click the Evaluate Formula button.
In the Evaluate Formula dialog box, click Evaluate. Click Step In to move forward by one calculation. Or Click Step Out to move backward by one calculation. To change error display options 1. In the Error Checking section, select or clear the Enable background error checking check box.
Click the Indicate errors using this color button and select a color. Click Reset Ignored Errors to return Excel to its default error indicators. In the Error checking rules section, select or clear the check boxes next to errors you want to indicate or ignore, respectively. To watch the values in a cell range 1. Click the cell range you want to watch. In the Formula Auditing group, click the Watch Window button.
In the Watch Window dialog box, click Add Watch. To delete a watch 1. Click the Watch Window button. In the Watch Window dialog box, click the watch you want to delete.
Click Delete Watch. Name groups of data Open the CreateNames workbook in Excel, and then perform the following tasks: 1. Delete the Monday named range. Create formulas to calculate values Open the BuildFormulas workbook in Excel, and then perform the following tasks: 1. On the Summary worksheet, in cell F9, create a formula that displays the value from cell C4. In cell F10, create a formula that finds the total expenses for desktop software and server software. Edit the formula in F10 so the cell references are absolute references.
In cell G3, create an IF formula that tests whether the value in F3 is greater than or equal to 35, If it is, display Request discount; if not, display No discount available. Copy the formula from cell G3 to the range G4:G In cell I3, create a formula that finds the average cost of all expenses in cells F3:F14 where the Type column contains the value Box. In cell I6, create a formula that finds the sum of all expenses in cells F3:F14 where the Type column contains the value Envelope and the Destination column contains the value International.
Set iterative calculation options and enable or disable automatic calculation Open the SetIterativeOptions workbook in Excel, and then perform the following tasks: 1. On the Formulas tab, in the Calculation group, click the Calculation Options button, and then click Manual. Note that this result is incorrect because the Gross Savings minus the Savings Incentive should equal the Net Savings value, which it does not.
Press F9 to recalculate the workbook and read the message box indicating you have created a circular reference. Use options in the Excel Options dialog box to enable iterative calculation. Close the Excel Options dialog box and recalculate the worksheet. Use array formulas Open the CreateArrayFormulas workbook in Excel, and then perform the following tasks: 1. On the Fuel worksheet, select cells CF Display the Volume worksheet. Select cells D4:D7. Find and correct errors in calculations Open the AuditFormulas workbook in Excel, and then perform the following tasks: 1.
Create a watch that displays the value in cell D Remove the tracer arrows from the worksheet. Click cell A1, and then use the Error Checking dialog box to identify the error in cell D Show the tracer arrows for the error. Use the Evaluate Formula dialog box to evaluate the formula in cell D Delete the watch you created in step 1. Change workbook appearance. In this chapter Format cells Define styles Apply workbook themes and Excel table styles Make numbers easier to read Change the appearance of data based on its value Add images to worksheets.
Entering data into a workbook efficiently saves you time, but you must also ensure that your data is easy to read. Changing how data appears on a worksheet helps set the contents of a cell apart from the contents of surrounding cells.
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