Paul Mundy Microsoft Excel Tips and tricks

Paul Mundy Microsoft Excel Equations and formulas Ranges Absolute and relative addresses Reorder information Format cells Repeat headings on printouts Transpose data Charts Paul Mundy,

Paul Mundy Calculate equations Equations begin with = =99/11 gives 9 =B2/C2 gives 9 =B2+C2 gives 110 =B2-C2 gives 88 =B2*C2 gives 1089

Paul Mundy Calculate sums and averages Enter equation here Cell B5: =sum(b2:b4) gives 8099 Useful functions:  =sum()  =average()  =count() Range of cells: B2 to B4 = B2:B4

Paul Mundy Named ranges To name a range, select the cell(s), then Insert > Name > Define Use range names in equations Example  C2 (=15) is named price  C3 (=200) is named quantity  Cell C4: =price*quantity gives 3000

Paul Mundy Use ranges in calculations Cells B2 to B4 are named production Cell B5: =sum(production) gives 8099

Paul Mundy Relative cell addresses Create a formula in cell B5: =sum(B2:B4) Copy the formula to cell C5. It changes automatically to =sum(C2:C4) The addresses C2 and C4 are relative cell addresses

Paul Mundy Relative cell addresses Cell C2: =B2/C7 gives $3.33 Copying the formula to cell C3 gives =B3/C8 But C8 = 0, so C3 gives an error This is because the formula uses relative addresses

Paul Mundy Absolute cell addresses Use an absolute address instead, like this: $C$7 Absolute addresses are fixed. They can be moved or copied, and will not change

Paul Mundy Absolute, relative and mixed addresses Relative address: C7 Absolute address: $C$7 Mixed addresses:  $C7 (column absolute, row relative)  C$7 (column relative, row absolute) To toggle through relative, absolute and mixed addresses, select the address and press F4

Paul Mundy Reorder data Select the data to sort Data > Sort > Select the field(s) to sort on Click OK

Paul Mundy Format cells Cells formatted as Date Format > Cells > Number > Date

Paul Mundy Format cells Cells formatted as Date Format > Cells > Number > Date Custom formatting Format > Cells > Number > Custom: d mmm yyyy = 1 Jan 2004 dd mmmm = 01 January

Paul Mundy Format cells =WEEKDAY() function, formatted as ddd

Paul Mundy Text alignment Text aligned right Aligned to top Wrapped within cell

Paul Mundy Repeat headings on printouts File > Page Setup > Sheet > Rows to repeat at top Select rows to repeat

Paul Mundy Transpose data To replace columns with rows Select the whole table Edit > Copy Click in an empty cell Edit > Paste Special > Transpose > OK

Paul Mundy Charts Select data Insert > Chart Select type of chart Format chart as needed