EXCEL Study Guide #2

Spreadsheet Terms Input Collection of information – the data to be typed into the spreadsheet. Output Worksheet results.

Three types of information that can be typed in a cell Labels (Text) Values (Numbers) Formulas (Calculations) =B5+B6+B7 Include Functions

LABELS Labels are text entries – Labels identify the data in rows and columns. Left Aligned in cell. Excel recognizes a # as a label if an apostrophe precedes the number. Ex: ‘546-0986 The status of a cell is determined by the first character entered. When an alphabetical character or a symbol (’~!#%^&*(([]{};;”<>,?) is entered as the first character in the cell, the cell contains a label. By default, each cell is approximately nine (9) characters wide; however, it is possible to view an entered label that is longer than the cell width if the cell to the right is blank. The contents in a label will automatically align to the left of the cell, making it a left-justified entry. Making corrections: Backspace to correct before pressing enter or confirming the cell contents. Press the Escape key Click the Cancel box on the formula bar. After text is entered, you can typeover or select and delete the text.

Values Values are the numbers that are used in calculations. A value is an entry that begins with a number or certain symbols. For example a + - . = $ sign If the value is toooo large for the cell, the number disappears and the #### symbol or scientific notation appears in the cell. Values are right Aligned in the Cell When a number or a symbol (+_.=$) is entered as the first character in a cell, the cell contains a value. If the value is longer than the cell, Excel displays the number in scientific notation or number signs (#####) appear in the cell. In this case the column width must be reset. A numeric label is a number that will not be used in calculation. Examples of numeric labels are social security numbers or identification numbers. To indicate that such numbers are to be treated as labels and not values, it is necessary to begin the entry with a label prefix, an apostrophe (‘). The label prefix is not displayed on the worksheet but is shown on the formula bar. A value automatically aligns to the right of the cell making it a right-justified entry.

Formulas Formulas — Perform calculations Adding, multiplying averaging, etc. Formula prefix (=). Ex: =f4+g4+h4+i4 A formula is an instruction to calculate a number. A formula is entered in the cell where the answer should appear. As you type the formula, it appears in the cell and in the formula bar. After a formula is entered, the answer is displayed in the cell, and the formula is displayed in the formula bar. Cell References and mathematical operators are used to develop formulas. The cell reference can be typed or inserted into a formula. An equal sign (=) must precede a formula. for example, the formula =C3+C5+C7 results in the addition of the values in these cell locations. Therefore, any change to a value made in these cell locations causes the answer to change automatically.

Operators Arithmetic operators Must be used in formulas The following operators are used in Excel formulas: + for addition) - for subtraction * for multiplication / for division Multiplication and division formulas may result in answers with multiple decimal places. These numbers can be rounded off using a formatting feature. Percentages in a formula can be entered with a decimal or with the % percent symbol.

Order of Preference Order operations are performed in formula Operations in parentheses Jump to front of line — calculated 1st If NO parenthesis then the order is as follows: Calculated 1st — Exponents 2nd — Multiplication & division, left to right 3rd — Addition & subtraction, left to right All operations are executed from left to right in order of appearance. Operations enclosed in parentheses are executed first. For example, in the formula = A1*(B1+C1) B1 +C1 will be calculated before the multiplication is performed. If the parentheses were omitted, A1*B1 would be calculated first and C1 would be added to that answer. This would result in a different outcome.

FUNCTIONS which is the fx tool on the toolbar A function is a predefined or built-in worksheet formula Functions & formulas begin with = sign Type in functions manually OR Use the Paste Function feature which is the fx tool on the toolbar The following is an example of a function =AVERAGE(B13:C26) A function is a built-in formula that performs a special calculation automatically. Functions appear in formulas in the following order: first the function name; followed by an open parenthesis; then the number cell, or range of cells to be affected; followed by a closed parenthesis. A function may be used by itself, or it may be combined with other functions.

Common Functions SUM — Calculates the sum of the arguments AVERAGE — Calculates the average of the arguments MAX — Displays largest value MIN — Displays smallest value COUNT — Calculates number of values

Arguments Values (numbers used to calculate in the formula Excel has the capability to calculate Values, Text, a range of cells, or another function The data the functions require you to supply are called arguments (cell or range of cells) For example, in =MAX (A1:A5) the range of cells is the argument.

Autosum The Autosum Tool is a built-in SUM function The autosum button –  The Autosum button is on the toolbar for easy, quick access because summing is done so frequently.

Autosum Continued The autosum feature is programmed to add the values above the the cell pointer first. If Excel finds no values above the cell pointer, then it adds values in the cells to the left of the cell pointer.

Cell Reference Using cell addresses or range of cells in a formula is called cell referencing. Example: =B5+B6+B7+B8 instead of =100+24+35+28

Cell Reference It is usually more effective to use a cell reference than values in a formula or function. If the values are edited or changed, then the formula automatically recalculates.

Cell Range The definition of a Range is A group of cells (two or more) A range of cells can be named Range names can be used in formulas and to move around the workbook

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