1. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 1 Skills for Success with Microsoft ® Office 2007 PowerPoint Lecture to Accompany Skills for Success with Microsoft ® Office 2007 Excel, Chapter 4 Using Excel Functions and Tables

2. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 2 Skills for Success with Microsoft ® Office 2007 Introduction In Skills 1–10, you will: –Use functions including SUM, AVERAGE, MEDIAN, MIN, and MAX –Move data, add borders, and rotate text –Apply conditional formatting and freeze and unfreeze panes –Create and sort an Excel table

3. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 3 Skills for Success with Microsoft ® Office 2007 Introduction Header row Column conditionally formatted using data bars Table created Conditional formatting based on colors

4. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 4 Skills for Success with Microsoft ® Office 2007 Skill 1: Using the SUM and AVERAGE Functions Function A prebuilt formula that performs calculations by using specific values in a particular order or structure. Title and subtitle entered and formatted

5. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 5 Skills for Success with Microsoft ® Office 2007 Skill 1: Using the SUM and AVERAGE Functions The SUM function may also be entered from the Math & Trig button in the Function Library. Click the AutoSum button to insert the SUM function. The SUM function displays in the cell and in the Formula Bar. Drag down to insert the desired range of cells in the SUM function. SUM function Adds all numbers in a selected range of cells.

6. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 6 Skills for Success with Microsoft ® Office 2007 Skill 1: Using the SUM and AVERAGE Functions Arguments The values an Excel function uses to perform calculations or operations. Results display in the cell and underlying formula displays in Formula Bar. Values in parentheses are arguments for the function. Statistical functions Predefined formulas that analyze a group of measurements.

7. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 7 Skills for Success with Microsoft ® Office 2007 Skill 1: Using the SUM and AVERAGE Functions AVERAGE function Adds a group of values and then divides the result by the number of values in the group. Result of function Click the More Functions button, point to Statistical, and then click Average to display Function Arguments dialog box. Description of function Range of cells included in calculation Function displays in cell as it is being typed.

8. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 8 Skills for Success with Microsoft ® Office 2007 Skill 2: Use the MEDIAN, MIN, and MAX Functions Using the MEDIAN function MEDIAN Function Finds the middle value that has as many values above it as below it. To collapse the Function Arguments box, click the Collapse Dialog button. Select the range to include in the arguments or type it in Function Arguments box.

9. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 9 Skills for Success with Microsoft ® Office 2007 Skill 2: Use the MEDIAN, MIN, and MAX Functions Styles group used to apply Comma Style and Currency Style Currency cell style AVERAGE and MEDIAN return different results Comma [0] cell style

10. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 10 Skills for Success with Microsoft ® Office 2007 Skill 2: Use the MEDIAN, MIN, and MAX Functions Click the More Functions button, display Statistical functions, and then click MAX. Description of MAX function and solution MAX function displays in cell and Formula Bar. MAX function Determines the largest value in a selected range.

11. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 11 Skills for Success with Microsoft ® Office 2007 Skill 2: Use the MEDIAN, MIN, and MAX Functions MIN function works like MAX function. Result of the MIN function applied to the range MIN function Determines the smallest value in a selected range of cells.

12. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 12 Skills for Success with Microsoft ® Office 2007 Skill 3: Move Data, Add Borders, and Rotate Text Deleting the contents of a cell does not clear the formatting from the cell. Outline of cells being moved and new location as shown in ScreenTip Use ScreenTip to place cells accurately.

13. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 13 Skills for Success with Microsoft ® Office 2007 Skill 3: Move Data, Add Borders, and Rotate Text Click a preset to specify border On Mini toolbar, click the Border button arrow, and then click More Borders to display Format Cells dialog box. Click to change border color Preview area Click to change line style

14. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 14 Skills for Success with Microsoft ® Office 2007 Skill 3: Move Data, Add Borders, and Rotate Text Click Merge & Center button to merge and center text. Angled text with bold applied Click Middle Align button to align text in middle of cell. Click Orientation button and then click Angle Counterclockwise.

15. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 15 Skills for Success with Microsoft ® Office 2007 Skill 3: Move Data, Add Borders, and Rotate Text Fill Color button arrow Fill color applied to range Press Ctrl + Home to make A1 the active cell.

16. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 16 Skills for Success with Microsoft ® Office 2007 Skill 4: Use the COUNTIF and IF Functions Three new rows entered (10-12) With three new rows, underlying formula in cells change to reflect the new rows. When you insert rows, Excel adjusts row references in formulas.

17. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 17 Skills for Success with Microsoft ® Office 2007 Skill 4: Use the COUNTIF and IF Functions COUNTIF function has two required arguments. Description of function Click the More Functions button, display Statistical functions, and then click COUNTIF to insert function. Range is D14:D67 Criteria indicated Logical functions Test for specific conditions and use conditional tests to determine whether specified conditions, called criteria, are true or false. COUNTIF function Counts the number of cells within a given range that meet specified criteria.

18. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 18 Skills for Success with Microsoft ® Office 2007 Skill 4: Use the COUNTIF and IF Functions IF Function Uses a logical test to determine if a condition is met, and returns one value if true and a different value if false. Logical test Any value or expression that can be evaluated as being true or false. Comparison operators compare values

19. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 19 Skills for Success with Microsoft ® Office 2007 Skill 4: Use the COUNTIF and IF Functions Function Arguments dialog box Description of function Notice the way IF Function displays in Formula Bar. Function name displays in Name Box. Arguments

20. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 20 Skills for Success with Microsoft ® Office 2007 Skill 5: Apply Conditional Formatting Using Custom Formats and Data Bars Use the Text That Contains dialog box to enter criteria. Conditional format Changes the appearance of a cell based on a condition (criteria). Click Conditional Formatting button.

21. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 21 Skills for Success with Microsoft ® Office 2007 Skill 5: Apply Conditional Formatting Using Custom Formats and Data Bars Click to select Custom Format Custom format applied to cells that contain “Order”

22. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 22 Skills for Success with Microsoft ® Office 2007 Skill 5: Apply Conditional Formatting Using Custom Formats and Data Bars Click the Conditional Formatting button, and then point to Data Bars to display gallery. Click Orange Data Bars. Data Bars Provide a visual cue to the reader about the value of a cell relative to other cells. The length of the bar represents the value in the cell. Data bars applied

23. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 23 Skills for Success with Microsoft ® Office 2007 Skill 5: Apply Conditional Formatting Using Custom Formats and Data Bars Conditional formatting applied using data bars Conditional formatting makes it easier to analyze data by emphasizing cells with interesting and colorful formats. Conditional formatting applied

24. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 24 Skills for Success with Microsoft ® Office 2007 Skill 6: Use Find and Replace and Insert the DATE Function Find and Replace Searches the cells in a worksheet for matches and then replaces them with the specified value. Click to display Find and Replace dialog box. Find charger. Replace with underplate. You may replace all of the instances of a word at one time or replace them one at a time.

25. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 25 Skills for Success with Microsoft ® Office 2007 Skill 6: Use Find and Replace and Insert the DATE Function The message box indicates the number of replacements that were made. Click OK, and then click Close to close Find and Replace dialog box.

26. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 26 Skills for Success with Microsoft ® Office 2007 Skill 6: Use Find and Replace and Insert the DATE Function NOW function requires no arguments. Description of NOW function = NOW() Underlying function in cell will display the value when cell is no longer active. NOW Function Retrieves the date and time from your computer’s calendar and clock and inserts the values in the cell.

27. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 27 Skills for Success with Microsoft ® Office 2007 Skill 6: Use Find and Replace and Insert the DATE Function Cell displays current date and time and will be different each time workbook is opened. Result of NOW function is formatted as date and time.

28. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 28 Skills for Success with Microsoft ® Office 2007 Skill 7: Freeze and Unfreeze Panes Pane A portion of a worksheet window bounded by and separated from other portions by vertical or horizontal bars. Scroll so that Row 40 is first row displayed and identifying information in column titles is out of view.

29. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 29 Skills for Success with Microsoft ® Office 2007 Skill 7: Freeze and Unfreeze Panes Row 14 is first visible row. Click Freeze Panes to freeze the rows above row 14. Click the View tab, and then click Freeze Panes to display gallery.

30. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 30 Skills for Success with Microsoft ® Office 2007 Skill 7: Freeze and Unfreeze Panes When row 14 was selected, the rows above were locked into place or frozen. These rows do not move as you scroll the worksheet. After clicking Freeze Panes, a line displays above row 14.

31. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 31 Skills for Success with Microsoft ® Office 2007 Skill 7: Freeze and Unfreeze Panes Row 40 is now the top row, and rows 1-13 remain fixed as you scroll. To unfreeze panes, click the Freeze Panes button, and then click Unfreeze Panes. You may use the same techniques to freeze columns, or you may freeze both columns and rows on the same sheet.

32. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 32 Skills for Success with Microsoft ® Office 2007 Skill 8: Create and Sort an Excel Table Click the Insert tab, and then in the Tables groupclick Table to display Create Table dialog box. Range selected An Excel table is a series of rows and columns that contain related data and is managed separately from the other data in the worksheet. Range is inserted. Because table has headers across the top from row 13, My table has headers box is checked. Click OK to create table.

33. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 33 Skills for Success with Microsoft ® Office 2007 Skill 8: Create and Sort an Excel Table In theTable Styles group, click the More button to display gallery. Click Table Style Light 18 to apply style to table. Sorting and filtering arrows display in a table’s header row. Sort table in ascending or descending order or by color.

34. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 34 Skills for Success with Microsoft ® Office 2007 Skill 8: Create and Sort an Excel Table Sorting one column sorts the whole table, not just that column. Click arrow to sort column. Up arrow indicates Smallest to Largest. Column is sorted with smallest values at top.

35. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 35 Skills for Success with Microsoft ® Office 2007 Skill 8: Create and Sort an Excel Table Sort by Font Color is selected with the blue font color chosen. Click arrow to display shortcut menu. Clicking Sort by Font Color sorts the list based on color of font in the cells.

36. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 36 Skills for Success with Microsoft ® Office 2007 Skill 9: Filter an Excel Table To filter, click the Type arrow, clear the Select All check box, and check only the boxes of categories you wish to display. Funnel indicates that the data is filtered. Blue row numbers indicate that some rows are hidden. You can filter data to show only the rows that meet your specified criteria. Only type Stemmed Glass is displayed.

37. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 37 Skills for Success with Microsoft ® Office 2007 Skill 9: Filter an Excel Table Total Quantity in Stock automatically calculated Selecting Total Row check box adds a row at bottom of table that automatically includes the total and counts number of rows displayed. Number of rows displayed. This indicates six types of items in stock. Excel only sums and counts visible rows.

38. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 38 Skills for Success with Microsoft ® Office 2007 Skill 9: Filter an Excel Table Linen filter applied Category is only column with funnel displayed, indicating it is the only filtered column. Multiple types display in table.

39. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 39 Skills for Success with Microsoft ® Office 2007 Skill 9: Filter an Excel Table Compare to previous sheet; now only one type and one category display. To filter on two or more columns, repeat process used to filter on a single column. Data is filtered by two columns as indicated by the two funnels.

40. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 40 Skills for Success with Microsoft ® Office 2007 Skill 10: Convert a Table to a Range of Data and Format a Large Worksheet Activate table tools by clicking anywhere in table. On the Table Tools Design tab, click the Convert to Range button. Color, shading, and conditional formatting remain List arrows removed from column titles

41. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 41 Skills for Success with Microsoft ® Office 2007 Skill 10: Convert a Table to a Range of Data and Format a Large Worksheet In the Navigation group, click Go to Footer to display footer. To insert header or footer, click the Header & Footer button. In the Header & Footer Elements group,click File Name to display file name in footer of each printed page.

42. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 42 Skills for Success with Microsoft ® Office 2007 Skill 10: Convert a Table to a Range of Data and Format a Large Worksheet On the Page Layout tab, in the Page Setup group,click Print Titles. Select row containing titles Row 13 selected

43. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 43 Skills for Success with Microsoft ® Office 2007 Skill 10: Convert a Table to a Range of Data and Format a Large Worksheet Print Preview Click to close Print Preview. Text from row 13 repeats across top of each page. Click Next Page button to move to next page.

44. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 44 Skills for Success with Microsoft ® Office 2007 Skills for Success In Chapter 4, you practiced the following skills: –Use functions including SUM, AVERAGE, MEDIAN, MIN, and MAX –Move data, add borders, and rotate text –Apply conditional formatting and freeze and unfreeze panes –Create and sort an Excel table

45. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 45 Skills for Success with Microsoft ® Office 2007 More Skills for Success You will now practice the following additional skills: –Apply conditional formats –Hide or unhide rows and columns –Create PivotTable reports –Use Auto Fill to fill data automatically in worksheet cells

46. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 46 Skills for Success with Microsoft ® Office 2007 More Skills 11: Apply Conditional Formats by Using Color Scales, Icon Sets, and Top/Bottom Rules Color Scales Visual guides that help you understand data distribution and variation. Color scales applied based on values Click the Conditional Formatting button to use color scales. You can change order and meaning of colors used in a color scale.

47. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 47 Skills for Success with Microsoft ® Office 2007 More Skills 11: Apply Conditional Formats by Using Color Scales, Icon Sets, and Top/Bottom Rules Sorted by quantity smallest to largest Two different types of products with different color scales applies Sorted by quantity largest to smallest Data on the screen is in two separate tables.

48. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 48 Skills for Success with Microsoft ® Office 2007 More Skills 11: Apply Conditional Formats by Using Color Scales, Icon Sets, and Top/Bottom Rules Icon sets applied as a conditional formatting tool Top/Bottom rules applied to this column

49. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 49 Skills for Success with Microsoft ® Office 2007 More Skills 12: Hide or Unhide Rows and Columns Only columns A, B, and D display. Click Format to display Visibility option, point to Hide & Unhide, then click desired option. You can hide and unhide rows and columns to change look of worksheet.

50. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 50 Skills for Success with Microsoft ® Office 2007 More Skills 12: Hide or Unhide Rows and Columns Click Sort & Filter to display the Sort dialog box. Sort dialog box Click to select column to sort by.

51. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 51 Skills for Success with Microsoft ® Office 2007 More Skills 12: Hide or Unhide Rows and Columns After sorting, some rows are hidden.

52. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 52 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create PivotTable Reports Location for PivotTable Select a data range. PivotTable report An interactive, cross- tablulated Excel report that summarizes and analyzes data. Source data is the list or table used to create the PivotTable. Click PivotTable to display the Create PivotTable dialog box.

53. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 53 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create PivotTable Reports Field list Summed data displays in layout area. Select desired fields. Data will be summed; you may select other options.

54. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 54 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create PivotTable Reports Totals displayed for each type of gemstone The totals are the number sold.

55. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 55 Skills for Success with Microsoft ® Office 2007 More Skills 13: Create PivotTable Reports When you collapse categories, you can focus on a specific area. Collapsed categories indicated by + sign Row labels identified

56. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 56 Skills for Success with Microsoft ® Office 2007 More Skills 14: Use Auto Fill to Fill Data Automatically in Worksheet Cells ScreenTip displays value Drag using fill handle. Use Auto Fill to insert items that come one after the other in succession, like months, days of the week, or numbers.

57. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 57 Skills for Success with Microsoft ® Office 2007 Congratulations You have now completed all Skills for Excel, Chapter 4

58. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 58 Skills for Success with Microsoft ® Office 2007 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2009 Pearson Education, Inc. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall