Chapter 14 1

Worksheet Basics 2

3 Worksheets Excels main screen is called aworksheet. Each worksheet is comprised of many boxes, calledcells.

4 Organize Information You can organize information by typing a single piece of data into each cell. (see next slides)

5 How to Enter Information

6 Selecting a Cell Select a cell by clicking on it once (dont double click). You can move from cell to cell with the arrow keys or by pressing theEnter key.

7 Entering Information / The Formula Bar To enter information in a cell, just start typing. When you are done either –Press the Enter Key –Press an arrow key –Click on the check button (only visible when entering data into a cell) The information in the selected cell is also displayed in theformula bar above the worksheet.

8 Double Click to Modify a Cell To modify the contents of a cell double click on the cell. Then use the right, left arrow keys and the Insert and Delete keys to modify the data. When you are done: –Press the Enter key or –Click on the check box. Double click to change hi there to hello there

9 Names of Rows, Columns and Cells

10 Column Names (letters) & Row Names (numbers) The columns of the worksheet are named with letters The rows are named with numbers Selected Cell

11 Cell Names (ex. B4) The name of a cell is a combination of the Letter Of The Column that the cell is in followed by the Number Of The Row that the cell is in. Example: the selected cell in the picture is named B4 (NOT 4B) Excel automatically shows the the name of the currently selected cell in the name box (located above the worksheet). The letter must come first (i.e. B4, NOT 4B) and there may NOT be any spaces between the letter and the number. We will learn later why it is important to understand how to name cells. Name Box Selected Cell

12 Longggggggg Data

13 Information that is too wide for a cell The word Name is in cell A5 The words Hours Worked are in cell B5 (NOT in cell C5). However, since the information is too wide for cell B5, it looks like it extends into cell C5. You can determine that the information is really only IN cell B5 by selecting cell B5 and looking at the formula bar and then selecting cell C5 and looking at the formula bar. Hours Worked is in cell B5 (look at formula bar) Hours Worked is NOT in cell C5 (formula bar is empty)

14 Information that is Chopped Off If there is information in the cell to the right, then the original cell still contains all of the data, but the data appears to be chopped off. You can see the complete data by selecting the cell and looking in the formula bar.

15 Change the Width of a Column or the Height of a Row

16 Make a column wider To make Column B wider, point the cursor to the column separator between columns B and column C. The cursor changes to a Double headed arrow. Now, click the left mouse button and without letting go of the button, drag the separator to the right to make the column wider (or to the left to make the column narrower). Column is now wider Drag column separator to the right

17 Getting the Exact Width To get the exact width, double click on the separator instead of dragging it. Column is now EXACTLY the correct width Double click here

18 Resizing a Row Make a row taller or shorter by dragging the separator between the rows. Click and drag here to resize row 5. Row is now taller

19 Putting an Enter inside a cell To add a new line inside a cell –Double click inside the cell where you want the new line. –Press Ctrl-Enter (i.e. hold down the Ctrl key and press Enter while still holding down Ctrl). –When you are done editing, press Enter (without holding down Ctrl) to accept the changes. Step 1: Originally Hours Worked is on one line. Step 2: Double click to edit cell and then press Ctrl-Enter Step 3: Press Enter (without Ctrl) to accept the changes.

20 Basic Formatting (e.g. bold, colors, fonts, etc)

21 Formatting Cells Select one or more cells and then click on any of the formatting buttons (see below) to change the formatting of the selected cells. Formatting buttons: font name font size bold italics underline center & merge cells (will explain later) center right justify left justify These change the way numbers are displayed in cells. (these don t affect words). show as currency (ex becomes $ ) show with commas (e.g becomes 12,345) show as percent (ex. 0.5 becomes 50%) remove indent show fewer decimal points (ex is displayed as 10.51) show more decimal points (ex is displayed as ) indent within cell put border around cell(s) color of cell color of text in cell click on downward pointing arrows for other colors and border styles click on downward pointing arrows for other font names and sizes

22 Example – unformatted worksheet Unformatted worksheet – see next slide for formatting.

23 Example –making cells bold Click on cell A1 and drag to cell A3. Then press the Bold button to make cells A1,A2,A3 bold. You could also press the font or background color buttons to change the color or apply any other formatting you like (this is not shown below).

24 Other Ways of Selecting More Than One Cell To select a large range of cells, click on the upper left cell in the range. Then hold the shift key and click on the lower right cell in the range. You can select different non-contiguous areas of cells by holding down the Ctrl key while clicking and dragging.

25 Selecting Non-Contiguous Ranges Click and drag to select the first range. Ctrl-click and drag to select additional ranges (This cell is also selected even though it appears white).

26 Selecting entire Rows, entire Columns or all cells on the worksheet. To select an entire column, click on the letter for the column header. To select several columns, click on the header for the first column and drag to the right. To select an entire row, click on the number for the row header. To select several rows, click on the header for the first row and drag down. To select all of the cells on the spreadsheet, click on the upper left hand corner of the spreadsheet (where the column headers meet the row headers)

27 Select Entire Columns/Rows/Worksheet To select ENTIRE COLUMN B click on B column header To select COLUMNS B,C,D click on B column header and drag to right To select COLUMNS B,C and F,G,H –click on B column header, drag to right, –then Ctrl-Click on F column header and drag right To select ENTIRE ROW 2 click on 2 row header To select ROWS 2,3 and 5,6,7 –click on 2 row header, drag down, –then Ctrl-Click on 5 row header and drag down To select ENTIRE WORKSHEET click on select worksheet button (in corner between 1 and A buttons) Click drag Click drag Click and drag down then Ctrl-Click and drag down Click drag Ctrl- Click Click

28 Example - continued Step 1: Click on row header for row 5 Step 2: Ctrl-click on row-header for row 11 Step 3: Press Bold button or type ctrl-b Note: After being bolded, the word Employee is now too wide for the column, so make the column wider if necessary (this step is not shown).

29 More Advanced Formatting

30 Format Cells Using the formatting buttons only give you a limited amount of formatting ability. For more formatting ability, select one or more cells and right click on the selection. Then choose format cells from the popup menu. Choose options from the Number, Alignment, Font, Border and Patterns tabs and press OK to change the way your information looks on the screen. The Protection tab is used to lock cells so that their contents cant be modified. We will not go into the details of using the format cells dialog box at this time but you should be able to figure out most of it by yourself.

31 Formatting changes how things LOOK, not how they WORK. NOTE: you will probably not understand this slide until after you learn about Excel Formulas. Formulas are covered later in this presentation. When you change the format of a cell, Excel still remembers the original value. Excel will use the un-formatted value when calculating formula values. Example: if you change numbers to appear with fewer decimal points the original number with all of its decimal points are used in calculations.

Formulas The bread and butter of Excel 32

33 Excel Formulas You must have an equals sign ( = ) as the first character in a cell that contains a formula. The = sign tells excel that the contents of the cell is a formula Without the = sign, the formula will not calculate anything. It will simply display the text of the formula.

34 Formulas - correct formula with = signAfter pressing ENTER

35 Missing = sign Missing = sign! Before pressing enter After pressing ENTER (no change - not a function)

36 Types of operations You can use any of the following operations in a formula: operationsymbolexample addition:+=a1+3 subtraction:-=100-b3 multiplication:*=a1*b1 division:/=d1/100 exponentiation^=a2^2 negation-=-a2+3 (same symbol as subraction)

37 Explicit (literal) values and cell references You can use both explicit values and cell references in a formula An explicit value is also called a literal value –Formula with only cell references:=a1*b1 –Formula with only literal values:=100/27 –Formula with both cell references and literal values: =a1/100

38 Errors in Formulas

39 Common Errors The following are some errors that may appear in a spreadsheet (there are others too). –####### Cell is too narrow to display the results of the formula. To fix this simply make the column wider and the real value will be displayed instead of the ###### signs. Note that even when the ###### signs are being displayed, Excel still uses the real value to calculate formulas that reference this cell. –#NAME? You used a cell reference in the formula that is not formed correctly (e.g. =BB+10 instead of =B3+10) –#VALUE! Usually the result of trying to do math with a textual value. Example: =A1*3 where A1 contains the word hello –#DIV/0! Trying to divide by zero. Example: =3/A1 where A1 contains 0 (zero) –Circular Reference Using a formula that contains a reference to the cell that the formula lives in. Example: putting the formula =A1+1 in cell A1 or putting the formula =SUM(A1:B2) in any of the cells A1, B1, A2, B2

40 Order of Operations

41 Complex formulas You can use several operations in one function You can group those operations with parentheses Examples =3*2+1 =c1*(a1+b1) =(100*a2-10)+(200*b3-20)+30 =(3+2*(50/b3+3)/7)*(3+b7)

42 Order of operations When using several operations in one formula, Excel follows the order of operations for math. –first:all parentheses - innermost first –second:exponents (^) –third:all multiplication (*) and division (/). Do these starting with the leftmost * or / and work to the right. –fourth:all addition (+) and subtraction (-). Do these starting with the leftmost + or - and work to the right.

43 Please Excuse My Dear Aunt Sally The sentence "Please excuse my dear aunt Sally" is a popular mneumonic to remember the order of operations: MenumonicMeaning –Pleaseparentheses –Excuseexponents –My Dearmulitplication and division (going left to right) –Aunt Sallyaddition and subtraction (going left to right)

44 Order of operations The value of * 5 is 13 NOT 25!

45 Order of operations 3 + ( ) / * 2 / / * 2 / * 2 / / answer:17

46 Cntrl-` To see the formulas in the worksheet –Press the Cntrl key at the same time as you press the ` key (i.e. Cntrl-`) –Press Cntrl-` again to see the values

47 Functions

48 What is a function? A function is a "named operation" Functions have –a name –parentheses –parameters/arguments inside the parentheses The words parameter and argument mean the same thing you can have many parameters for one function separated with commas (,) The number of parameters is one more than the number of commas.

49 The SUM function Examples FunctionResult =SUM(1,2,3,4,5)15 =SUM(a1,b1,c1)a1+b1+c1 =SUM(9,a1,b2,5,c1)9+a1+b2+5+c1

50 Terminology SUM(1,2,3,4,5) –The name of the function is "SUM" –The parameters or arguments to this function are 1,2,3,4 and 5 –The entire thing, i.e. SUM(1,2,3,4,5), is a function call –The value of this function call is 15. Another way to say this is that this function call returns 15.

Ranges (e.g. a1:c3) 51

Ranges A rectangular box of cells is called a range. The name of a range is –the name of the upper left cell of the range –Followed by a colon : –Followed by the lower right cell of the range Example: A1:B2 is shorthand for A1,A2,B1,B2 –See next slide for more examples 52 A1:B2

Examples of Range Names Examples C3:E10 B2:B5 B3:E3 53

54 Using a range as a parameter Ranges can be specified as a parameters to a function call. Both of the following function calls produce the same result as =a1+b1+c1+a2+b2+c2+a3+b3+c3+a4+b4+c4 however the 2 nd version uses a range and is much shorter. without a range =SUM(a1,b1,c1,a2,b2,c2,a3,b3,c3,a4,b4,c4) with a range =SUM(a1:c4)

55 Function calls with multiple parameters You can include multiple ranges and cells as parameters Example: the following function call has 3 parameters. There are two ranges (a1:b2 and c4:c7), one number (100) and one cell reference (d3) =SUM(a1:b2,100,c4:c7,d3) Is the same as: =SUM(a1,a2,b1,b2,100,c4,c5,c6,c7,d3)

Other Functions 56

57 Other functions Click the function button to see the available functions: Function buton brings up the function dialog box (see next slide)

58 Function dialog box categories (i.e. groups of functions) Functions for the selected category Description of currently selected function Warning: this slide was created using Excel The dialog box in later versions of Excel looks a little different, but it has the same functionality.

59 Function Editor Double click on the function name to get a dialog box that helps you enter values for the parameters of the function. (see next slide)

60 Function Editor When you press OK, this will create the function call: AVERAGE(2,a1:c2,f13) Put values for the parameters in the edit boxes.

61 Example AVERAGE formula that contains a functionvalue =AVERAGE(2,4,10,4)5 =AVERAGE(a1,f32)(a1+f32) / 2 =AVERAGE(a1:c1)(a1+b1+c1) / 3 =AVERAGE(a1:c1,10)(a1+b1+c1+10) / 4

62 Combining Functions and other values in a single formula

63 Functions and other values You can combine functions, cell references and literal values to make a complex Excel formula Examples =3 + b23 * SUM(d20:g20) =SUM(a1,100) * AVERAGE(d10:j10) =100 / ( AVERAGE(b2,c2,d30) + AVERAGE(f1:f20) )

64 Other Types of Cell References References to entire ROWs References to entire COLUMNs References to cells or ranges on other worksheets (i.e. tabs)

65 Entire Rows (e.g. 2:2 or 2:4) A cell reference of the form : refers to the range of all the cells for those rows. Example: –The reference, 2:2, refers to all of the cells on the 2 nd row. –The following formula adds up all of the values on the 2 nd and 4 th rows of the spreadsheet: =sum(2:2,4:4) Another Example: –The reference, 2:4, refers to all of the cells on the 2 nd, 3 rd and 4 th rows,. –The following formula adds up all of the values on the 2 nd, 3 rd, 4 th, 10 th, 11 th, 12 th, 13 th, 14 th and 15 th rows of the spreadsheet: =sum(2:4,10:15)

66 Entire Columns (e.g. B:B or B:D) A cell reference of the form : refers to the range of all the cells for those columns. Example: –The reference, B:B, refers to all of the cells in the 2 nd column. –The following formula adds up all of the values in the 2 nd and 4 th columns of the spreadsheet: =sum(B:B,D:D) Another Example: –The reference, B:D, refers to all of the cells in the 2 nd, 3 rd and 4 th columns. –The following formula adds up all of the values in the 2 nd, 3 rd, 4 th, 6 th and 7 th columns of the spreadsheet: =sum(B:D,F:G)

67 References to cells on other worksheets Cell on another sheet:sheetName!cellReference Range on another sheet:sheetName!range Row on another sheet:sheetName!row:row Column on another sheet:sheetName!column:column If a sheet name has a space in it, you must surround the sheet name with apostrophes (i.e. single quotes) Examples sheet2!a1 sheet2!b4:c8 '2002 Forecasts'!f3:f10 =sum('2002 Forecasts'!f3:f10) =sum('2202 Forecasts'!f:f)

68 More examples Add up values from 2 different sheets =sum ( 'great stocks'!b2:c4, 'so so stocks'!b2:c4) This next one is a little confusing =sum (a1,a!a1,b1:b4,b1!b4,c!c:c) Explanation a1this is a cell reference on the current sheet a!a1"a" is the name of sheet. "a1" is a cell on the "a" sheet b1:b4this is a range on the current sheet b1!b4"b1" is the name of a sheet. "b4" is a cell on the "b1" sheet c!c:cc" is the name of a sheet. c:c" is all of the cells in the c column on the c sheet

69 Absolute and Relative Cell References

70 Absolute and Relative Cell References By default, when you copy a formula that contains a cell reference, excel will automatically adjust the cell reference. You can stop Excel from automatically adjusting the cell reference by using one or more dollar signs ($) in the cell reference. These are called absolute cell references. A cell reference without a dollar sign is a relative cell reference.

71 Examples The following all refer to the same cell d9 $d$9 $d9 d$9 The only difference between these cell references relates to what happens when you copy a formula that contains the cell reference.

72 Relative Cell Reference d9 This is a "relative cell reference". –Changing the column: If I copy this cell reference to another cell: the "d" will increment one letter for every cell that I move over to the right. The "d" will decrement one letter for every cell that I move over to the left –Changing the row: If I copy this cell reference to another cell: the "9" will increment by one for every cell that I move down. The "9" will decrement by one for every cell that I move up

73 Absolute cell reference $d$9This is an absolute cell reference. –If I copy a formula with this cell reference, the cell reference will NOT change AT ALL.

74 Mixed References $d9 and d$9 These are "Mixed" cell references: $d9 –The "d" will stay the same when you copy the cell, but the "9" will change. d$9 –The "d" will change when you copy the cell, but the "9" will stay the same.

75 Data Types

76 Data Types Numeric –values:any number –operators:+-*/^% –sample functions:sum( ), average( ), max( ), min( ) etc. Text (AKA Character or String) –values:Any group of letters or numbers or special characters. Prefix value in cell with an apostrophe ( ' ) to force a text value –operators:& (concatenation) –sample functions:right( ), left(), mid(), lower(), upper(), len(), etc Dates –values:dates and times operators:N/A –sample functions: now( ), today( ), hour(), minute(), etc. Logical (AKA boolean) –values:truefalse –Operators:<>=<> = –sample functions:if( ), and( ), or( ), not( ), isblank()

77 Data Types for Values in Cells By default: –a cell that contains a number is treated as numeric data –a cell that contains a date is treated as date data (we'll see more about this later) –a cell that contains data which is not numeric and not a date is treated as "text"

78 Text Data

79 Text / String / Character The following three terms all used to refer to "text" data. All three terms mean the same thing. –text data –string data –character data This presentation will generally use the term "text data" but you should be familiar with the terms "string data" and "character data"

80 Text data Text data is used to store general purpose text (e.g. names, places, descriptions, etc) You can't do "math" with text values (obviously)

81 Text isn't part of numerical calculations (obviously) Formula to add up all numbers in column C (Same Spreadsheet) Text data in C1 is not included in the Sum formula view (press Cntrl-`) values view (press Cntrl-`)

82 Text Functions

83 Text Functions Many functions are used to manipulate text values. The following are only some of them right( ) left( ) mid( ) concatenate( ) lower( ) upper( ) len( )

84 RIGHT, LEFT and MID functions

85 RIGHT function The RIGHT function is used to isolate a specific number of characters from the right hand side of a text value. (example on next slide)

86 RIGHT (, ) Formula View Values View

87 RIGHT – numCharacters is optional The parameter in the RIGHT function is optional. If you dont specify it the default is 1 (one). Formula View Values View These produce the same results.

88 LEFT The LEFT function is the same as the RIGHT function, but it returns characters from the LEFT side of the value.

89 MID (,, ) MID is used to get values from the middle of some text. MID takes 3 parameters: –The original text –The position to start taking the new value from –The number of characters to take for the new value Example on next slide

90 Example: MID (,, ) This example extracts the second through the fourth characters from the original text value: Formula View Values View

91 Concatenation ( & ) and CONCATENATE function

92 Concatenation (&) Use & to combine (or concatenate) two different text values Formula View Values View Notice that there is no space between the two values

93 Concatenate many values You may concatenate many values together Formula View Values View

94 Concatenation with "literal" values You can also concatenate "literal" values. You must include the literal values inside quotes For example to display spaces in the "full name" in the previous example you could use the following formula. Each space that you want to display must be included in quotes. =A2&" "&B2&" "&C2 (Don't forget any of the &'s ) See next slide...

95 Concatenating spaces - Example You can concatenate spaces into a formula Formula View Values View values contain spaces

96 LEFT( ) with & in same formula You can combine the results of different function calls with concatenation. Formula View Values View

97 Putting it all together In this example we concatenate periods into the initials. Formula View Values View The initials now contain periods

98 CONCATENATE Function You can use the CONCATENATE function instead of the ampersand (&). The following formulas are equivalent: =A1&B1&C1 =CONCATENATE(A1,B1,C1) The CONCATENATE function can take as many parameters as you like.

99 More Text Functions: LOWER UPPER LEN

100 LOWER ( ) UPPER ( ) LOWER converts text to lower case. UPPER converts text to upper case. Example: Formula View Values View

101 LEN ( ) LEN returns a numeric value equal to the number of character in a text value (i.e. the length of the text value). Spaces ARE included in the length. Example Formula View Values View

102 Dates and Times

103 How Excel Stores Dates Dates are stored in Excel as the number of days since Dec 31, 1899 for that date. (ex. Jan 1, 1900 is stored as the number 1). To see this, type a date in a cell and then press Ctrl-` to see the formulas view. Example –Values View –Formulas View Dates become numbers in formulas view

104 Times and Dates in the same Cell A cell can contain both a date and a time. The value of both the date and the time is stored internally as a single decimal number. The whole number portion represents the DATE and is the number of days since Dec. 31, 1899 The decimal part represents the TIME and is the fraction of the day that has elapsed. Examples: –Jan 1, 1900 at 12AM is 1.0 (i.e. 1 day since Dec 31, 1899 and 0 percent of the day elapsed so far) –Jan 1, 1900 at 12PM is 1.5 (i.e. 0.5 of the day elapsed) –Jan 2, 1900 at 12PM is 2.5 (i.e. 2 days since Dec. 31, 1899) –Feb 1, 1900 at 1:05 PM is (i.e. 32 days since Dec 31, 1899 and of the day elapsed by 1:05 PM. This makes sense as it is a little past noon so a little more than half of the day elapsed.

105 Times and Dates - Example Values View Formulas View

106 Date Arithmetic You can do arithmetic with dates. Add and subtract days by adding and subtracting whole numbers. Add and subtract times by adding and subtracting fractional values. Examples =A1+7(one week after the date in A1) =A1-5*7(5 weeks before the date in A1) =A1- (1/24)(one hour before the time specified in A1) =A1+ (3/24)(three hours after the time specified in A1) =A1+2.5(two and a half days after the time specified in A1) =A1-A2+1(the # of days between the date in A1 and the date in A2)

107 Formatting cells with Dates and Times Right click on the cell and choose Format Cells From the Category list in the Number tab either –Choose Date, Time or Custom and choose an appropriate looking format OR –If you choose General or Number, the internal number for the Date/Time will be displayed in the spreadsheet even in the values view.

108 Logical (AKA boolean) values

109 TRUE and FALSE A logical value can be one of only two values TRUE or FALSE

110 TRUE The following statements are TRUE: Fish live in water. Deer live on land. The following statements are also TRUE: 3 is greater than 2 2 is less than 3 2 is less than or equal to 3 2 is less than or equal to 2 3 is greater than or equal to 2 3 is greater than or equal to 3 2 is equal to 2 2 is not equal to 3

111 FALSE The following statements are FALSE: Fish live on land. Deer live in water. The following statements are also FALSE: 2 is greater than 3 3 is less than 2 3 is less than or equal to 2 2 is greater than or equal to 3 2 is equal to 3 2 is not equal to 2

112 Logical operators In Excel the following "operators" are used OperatorMeaning >greater than =greater than or equal to not equal to Examples 3 > 2true 3 < 2false

113 Logical Formulas Formula ViewValues View

114 Same formulas, different values Formula ViewValues View

115 IF Function

116 Parameters for IF function

117 IF function Formula ViewValues View

118 IF with a numeric result

119 IF with a numerical result Formula ViewValues View

120 AND OR NOT

121 AND The following is TRUE Fish live in water AND deer live on land. The following are all FALSE Fish live in water AND deer live in water. Fish live on land AND deer live on land. Fish live on land AND deer live in water.

122 AND function

123 AND Formula ViewValues View

124 IF with AND - nested function calls You can use an AND inside of an IF. This is called a NESTED FUNCTION CALL Example =IF( AND (A2>A3,B2<>B3), 500, 1000) AND is "nested" inside of the IF These parentheses "belong to" the if

125 IF with AND - parameters Parameters for IF function:

126 IF with AND - spreadsheet views Formula ViewValues View

127 AND function Takes any number of parameters Returns TRUE if ALL of the parameters evaluate to TRUE otherwise returns FALSE.

128 OR and NOT functions

129 OR Takes any number of parameters Returns TRUE if ANY of the parameters evaluate to TRUE otherwise returns FALSE

130 NOT Takes ONLY ONE parameter Returns the "opposite" of the value of the parameter –returns FALSE if the parameter value is TRUE –returns TRUE if the parameter value is FALSE

131 Examples of Complex Nested Function Calls =IF(AND(A2>A3, OR(B2=B3,C2<C3)), 500, 1000) =IF(NOT(AND(A2>A3, OR(B2=B3,C2<C3))), 500, 1000) =IF(AND(A2>A3, NOT(OR(B2=B3,C2<C3))), 500, 1000)

132 Other Logical Functions: ISBLANK

133 ISBLANK( ) ISBLANK returns TRUE if the value is blank and false otherwise. (see example below) Formula View Values View blank value Total will be wrong if quantity is blank (since a blank is normally treated as zero) Total will be correct even if quantity is blank (quantity is assumed to be 1 in that case)

134

135 Using the mouse to create formulas.

136 Click to choose cell references Once you type the equal sign (=) you can click with your mouse to enter cell references into a formula. Example on following slides Now you can click with your mouse to enter cell references.

137 Example: click to get cell reference Type a number in cell A1 type an equal sign (=) in B1 Click on cell A1. You will see a dashed line around cell A1 and the text A1 (without the quotes) will be entered into the formula in B1. The dashed line indicates that this is the cell reference being entered. Type a plus sign (+) sign and the dashed line around cell A1 disappears. You can continue to fill out the rest of the formula now: Press ENTER to get the result:

138 Example: changing the cell reference Type numbers in cells A1 and B1 Type an equal sign (=) in C1 Click on cell A1. You will see a dashed line around cell A1 and the text A1 (without the quotes) will be entered into the formula in C1. The dashed line indicates that this is the cell reference being entered. Click cell B1. The dashed line moves to cell B1 and the text in cell C1 changes to B1. You can keep clicking on different cells until you click on the right one. Type a plus sign (+) sign. The dashed line around cell B1 disappears. If you click on another cell now, a new cell reference will be entered. You can continue to fill out the rest of the formula now …

139 Use mouse to enter other types of cell references. Cell ranges: Click and drag on a cell to enter a cell range reference Cells on a different worksheet –Click on a cell on another worksheet to enter a reference from a different worksheet. –Be sure to type the next symbol in the formula (e.g. a plus sign (+), a comma (,), etc before you click on the original tab. If you dont then the formula will be incorrect (try it).

140 FORMATTING A CELL AS TEXT

141 Numbers with leading zeros Sometimes you desire to have to have zeroes displayed at the beginning of a number. For example, US social security numbers are made up of 9 digits. The first few digits may be zeroes. This causes in a problem in Excel. When you type in a number with leading zeroes into a cell, Excel removes the leading zeroes when you press Enter. EXAMPLE: If you type the following into a cell (before you press Enter) When you press Enter you get this: See next slides for how to fix this … Leading zeroes are missing

142 Formatting a cell to display as text To fix this problem you can format the cell to display as text instead of as a number. The value will still be able to be used in calculations but it will be displayed on the screen using the rules for text values instead of the rules to display numbers One of the rules Excel uses to displaying numbers is to remove leading zeroes. However, if a number displayed as "text" data then Excel WILL display leading zeros. See next slide for instructions on how to do this …

143 Opening the "Format cells" dialog box Select the cell or cells that you want to format as text. Right click on the selected cell(s) and choose the following from the popup menu format cells or click on a cell and choose the following menu choice format | cells Then you will see the "Format Cells" dialog box. (See the next slide...)

144 "Format Cells" dialog box Choose "Text" from the "Numbe r" tab and press the OK button.

145 Not a Perfect Solution … When you format the cell as text it will display the leading zeroes (you must type them in again). However, Excel will warn you that a number is formatted as text. (see next slide)

146 Result of Formatting a Number as Text Excel indicates this issue with a green triangle in the upper left hand corner of the cell: If you select the cell you can see the error message. You can have Excel to ignore this type of error by choosing the Tools | Options menu choice and unchecking the Number stored as text option from the Error Checking tab. (this solution is not shown on this slide)

147 Another Option – using an Apostrophe ()

148 Force a Cell to Display as Text by Using an Apostrophe (') Another way to display leading zeroes in a number is to type an apostrophe as the first character in the cell. When you press Enter, the apostrophe is NOT displayed in the cell (it is displayed in the formula bar). The apostrophe tells Excel that the contents of the cell should be treated as text. The apostrophe is similar to the = sign. –The = sign tells Excel that the cell contains a formula. –The apostrophe () tells Excel that the cell contains a text value.

149 Results of Using an Apostrophe Type an apostrophe followed by the SSN. Before pressing Enter you can see the apostrophe. After pressing Enter you cant see the apostrophe anymore and leading zeroes remain. However, Excel will warn you that a number is formatted as text via the green triangle. (see earlier slides)

150 Ignoring numbers in calculations

151 Ignoring numbers in calculations Typing an apostrophe () as the first character in a cell with a number has the additional effect of causing the number to be ignored in calculations. NOTE: This does not happen when you format the cell that contains a number to display as text.

152 Ignoring numbers in calculations. By default, all numbers are included in numeric calculations. However, you can force a cell that contains a number to be treated as text and not be included in calculations with numeric functions (ex. SUM, AVERAGE, etc.) by placing an apostrophe as the first character in the cell

153 Example Formula to add up all numbers in column D (Same Spreadsheet) The Year is incorrectly included in the sum. formula view (press Cntrl-`) values view (press Cntrl-`)

154 Example - continued To fix the problem you can add an apostrophe (') before the data for the year (no space necessary after the apostrophe). NOTE: When you stop editing the cell, the apostrophe will NOT be visible in the spreadsheet. However, it will be visible in the formula bar. This will force the number to be treated as text (see next slide).

155 Example - finished The apostrophe in not visible in the spreadsheet (unless you're editing the cell). The number for the year is now treated as text and is not included in the sum. The apostrophe IS visible in the formula bar.

Slides after this one are in progress – you can ignore them 156