McGraw-Hill/Irwin The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Excel 2002 Lab 4 Using Solver, Linking Workbooks, Using Scenarios and Creating Templates

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Objectives 1.Use Solver. 2.Create and use workbook templates. 3.Protect a worksheet. 4.Open and use multiple workbooks. 5.Link workbooks. 6.Create and use Scenarios. 7.Create a Scenario Summary. 8.Create and modify 3-D shapes. 9.Display the current date and time.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Concepts Overview 1.Solver Solver - Solver is a tool used to perform what-if analyses to determine the effect of changing values in two or more cells on another cell. 2.Workbook Template - A workbook template is a workbook file that contains predesigned worksheets that can be used as a pattern for creating similar worksheets in new workbooks. 3.Worksheet Protection - Worksheet protection prevents users from changing a worksheet’s contents by protecting the entire worksheet or specified areas of it.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Concepts Overview 4.Arrange Windows - The Arrange Windows feature displays all open workbook files in separate windows on the screen, in a tiled, horizontal, vertical, or cascade arrangement. 5.Link Workbooks - A link creates a connection between files that automatically updates the data in one file whenever the data in the other file changes. 6.Scenario - A scenario is a named set of input values that you can substitute in a worksheet to see the effects of a possible alternative course of action. Scenarios are designed to help forecast the outcome of various possible actions.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Outline Analyzing the Worksheet –Using Solver –Creating an Answer Report Creating a Custom Template –Designing the Template

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Outline Protecting the Worksheet –Saving the Template –Using the Template –Working with Multiple Workbooks –Opening a Second Workbook File Arranging Windows Linking Windows –Updating Linked Data

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Outline Evaluating Scenarios –Adding Scenarios –Using Scenarios –Creating a Scenario Report Enhancing the Report –Creating a 3-D Effect –Enhancing a 3-D Object

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin Outline Displaying the Current Date and Time –Using the Now Function Lab Review

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin Analyzing the Worksheet Watch Window –Lets you see what is happening to a particular cell at any time Tools/Formula/ Auditing/Show Watch Watch Window

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin Part of a suite of commands called What-if Analysis Tools Determines the effect of changing values in two or more cells called adjustable cells on target cells Calculates a a formula to achieve a given value Concept 1: SOLVER

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin Solver Example

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin Solver Solution Reports 1.Answer 2.Sensitivity 3.Limits

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Workbook file that contains pre-designed worksheets Used as a pattern for creating similar worksheets in new workbooks Templates contain… –Text –Graphics –Functions, formulas, and macros Concept 2: WORKBOOK TEMPLATE

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin Template file extension is.xlt Stored in a special Template folder Excel automatically displays the SAVE AS dialog box when you save a template –Can specify a new name –Changes file type to.xls Excel Templates

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin Design a Template –Use an existing template for your design Existing formulas and formats are not affected Replace existing values with 0 Protect the Worksheet Designing the Template

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin Worksheet level protection Workbook-level protection –Worksheet protection Prevents users from changing a worksheet's content Protects the entire worksheet or specified areas All cells and graphics are locked Can leave some cells unlocked for editing Concept 3: PROTECTION

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin Workbook-level protection –Prevents changes to an entire workbook Protects so that sheets cannot be moved or deleted or new sheets inserted Protects a workbook's windows –Prevents changes to the size and positions of windows –Window appearance is consistent –Passwords allowed One to open and view the file One to edit and save the file Protection

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin Saving the Template Default location to save templates Saves workbook as a template file type

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin Using the Template

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin More on Workbooks Can open multiple workbook files at the same time Each workbook is opened in its own window Newly opened file is the active workbook file Can see all workbooks simultaneously

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin Arranging Windows

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin Multiple opened windows can be arranged to make them easier to view Appear in the same size Appear on top of any other open windows Concept 4: WINDOW ARRANGEMENTS

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin Tiled Windows are displayed one after the other in succession, across and down the screen

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin Vertical The windows are displayed side- by-side.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin Horizontal The windows are displayed one above the other.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin Cascade The windows are displayed one on top of the other, cascading down from the top of the screen.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 27 McGraw-Hill/Irwin Link –Creates a connection between files –Automatically updates the linked data in file when data in the other file changes External reference –Formula in one workbook that refers to a cell in another workbook How does linking in Excel work? Concept 5: LINKING WORKBOOKS

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 28 McGraw-Hill/Irwin More on Linking Dependent workbook – receives the data Source workbook – supplies the data Dependent cell – contains the external reference cell Source cell – contains the data to be copied

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 29 McGraw-Hill/Irwin Linking Workbooks Source Workbook Source Cell D8 Dependent Workbook Dependent Cell B8 External Reference Formula in Cell B8 =[workbook file reference]sheet refererence!cell reference =[2002 Forecast.xls]Fourth Quarter!D$ Forecast.xls2003 Forecast.xls

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 30 McGraw-Hill/Irwin Updating Linked Data If both files are opened and data changes, updates are automatic If dependent file is not opened, Excel displays an alert message and prompt Yes – update references to unopened documents No – references not updated

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 31 McGraw-Hill/Irwin Evaluating Scenarios Scenario –Named set of input values –Can substitute values in a worksheet –Evaluate affects of a possible alternative course of action Benefits of scenarios –Forecast –Can create various scenario groups

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 32 McGraw-Hill/Irwin Adding Scenarios

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 33 McGraw-Hill/Irwin Using Scenarios –Choose Tools/Scenarios –Select Scenario name from Scenario Manager box –Click Show Creating a Scenario Report –Use Summary on Scenario Manager box –Report displayed in a separate window

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 34 McGraw-Hill/Irwin Enhance the Report Create a 3-D effect Enhance a 3-D object

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 35 McGraw-Hill/Irwin Use the Now function –Returns the current date and time –Formatted as a date and time Syntax =NOW() Displaying the Current Date and Time

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 36 McGraw-Hill/Irwin Key Terms 3-D Shape - A 3-D shape is a line, AutoShape, or free-form drawing object that has a three- dimensional effect applied to it. Active workbook - The workbook that contains the cell selector and that will be affected by the next action. Adjustable cell - In Solver, the cell or cells whose values will be changed in order to attain the value set in the target cell.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 37 McGraw-Hill/Irwin Key Terms Arrange windows - The arrangement of multiple open workbook windows on the screen: tiled, cascade, horizontally or vertically. Cascade - The window arrangement that displays one workbook window on top of the other, cascading down from the top of the screen. Dependent cell - The cell that receives the linked data. Dependent workbook - The workbook file that receives the linked data. External reference formula - A formula that creates a link between workbooks.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 38 McGraw-Hill/Irwin Key Terms Horizontal - The window arrangement that displays one open workbook window above the other. Link - A relationship created between files that allows data. Password - A secret code that prevents unauthorized users from turning off protection. Protection - A worksheet feature that prevents users from making changes to data and formats.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 39 McGraw-Hill/Irwin Key Terms Scenario - A named set of input values that you can substitute in a worksheet to see the effects of a possible alternative course of action. Solver - A tool that is used to perform what-if analyses to determine the effect of changing values in two more cells, called the adjustable cells, on another cell, called the target cell. Source cell The cell or range of cells containing the data you want to copy. Source Workbook -The workbook file that supplies linked data.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 40 McGraw-Hill/Irwin Key Terms Target Cell - In Solver, the cell you set to the value that you want to be attained. Template - A workbook file that contains predesigned worksheets that can be used as a pattern for creating other similar sheets in new workbooks. It has an.xlt file extension. Tiled - A window arrangement in which open workbook windows are displayed one after the other in succession, across and down the screen. Vertical - The window arrangement in which open workbook windows are displayed side-by- side.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 41 McGraw-Hill/Irwin Discussion Questions 1.Discuss how templates can be used to make workbook creation easier. What types of templates do you think would be most helpful, and what should these templates contain? 2.Discuss what happens to formulas that are linked to another workbook when the original workbook is updated. When would it be appropriate to link data between workbooks? 3.Discuss how Solver and scenarios are used in a worksheet. How can they help with the analysis of data?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 42 McGraw-Hill/Irwin Frequently Asked Questions When would use the Watch Window in Excel? I need to determine the effects of changing values in two or more cells. What can Excel's Solver feature do for me? How does a workbook template work? I am using sensitive information. What type of data protection does Excel offer?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 43 McGraw-Hill/Irwin Frequently Asked Questions Help I need to use multiple workbooks and I can't see them all on my screen. How can I arrange these windows? Explain how I can link two workbooks. Can data be updated if values changed in one of the workbooks? I want to create a budget forecast based on various revenue values. How can the Excel Scenario Manager help me?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 44 McGraw-Hill/Irwin Frequently Asked Questions What is the function I use to display the current date and time in a worksheet? What can I do to make my worksheet look more attractive? How can I lock cells? Unlock cells?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 45 McGraw-Hill/Irwin Web Links Excel Tutorial – Technology SOS – University of Arizona: A Spreadsheet Tutorial – eet.htmhttp://timon.sir.arizona.edu/sm97/506/spreadsh eet.htm

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 46 McGraw-Hill/Irwin Web Links John F. Lacher On-Line Consulting Service – (neat samples of applications) Alan's Excel Goodies – Analyze-it –

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 47 McGraw-Hill/Irwin Web Links Generator and Excel – orithms/generator.htmhttp://myweb.iea.com/~nli/products/genetic_alg orithms/generator.htm Inside Microsoft Excel –