SPREADSHEETS Objective 6.02 Explain advanced spreadsheet concepts and functions Replication Features

Replication Features: Copy and Paste  Copy and Paste copies selected text from its original position and adds it to the document in a new location.  After selecting the data and clicking copy, the data is placed on the clipboard.  After clicking paste, the data exists in the original location and in another location in the document.

Copy and Paste Procedures  Using the Edit Menu:  Select the first item you want to copy...  Select Edit  Select Copy  Click where you want the items to be pasted…  Select Edit  Select Paste  Using the Standard Toolbar:  Select the first item you want to copy...  Click the Copy icon  Click where you want the items to be pasted…  Click the Paste icon  Using the Mouse:  Select the first item you want to copy...  Right click, select Copy  Click where you want the items to be pasted…  Right click, select Paste

Values have been copied and/or cut and pasted into other locations from the clipboard.

Using Cut and Paste Cut and Paste removes selected text from its original position and moves it to a new location in the document.

Cut and Paste Procedures  Using the Edit Menu:  Select the first item you want to copy...  Select Edit  Select Cut  Click where you want the items to be pasted…  Select Edit  Select Paste  Using the Standard Toolbar:  Select the first item you want to copy...  Click the Cut icon  Click where you want the items to be pasted…  Click the Paste icon  Using the Mouse:  Select the first item you want to copy...  Right click, select Cut  Click where you want the items to be pasted…  Right click, select Paste

Relative References  Relative References: Cell references that change relative to their new location when a formula is copied. The formula in cell B4 is relative, it adjusts to calculate the average for the student in Row 3 when copied into Cell C4.

Absolute References  Absolute reference: a reference to a particular cell or group of cells that does not change even if you copy the contents or formula to another cell.  An absolute cell reference is identified by placing a $ in front of the row or column location.

Absolute Cell Reference: Cell B13, the total goals scored, remains unchanged as the formula calculates the goal percentage for each player.

Mixed Cell References  Mixed references: cell references that contain relative and absolute values  Example: =A2+$B$10

Editing/Filling Series (Filling in data based on information in adjacent cells)  You can quickly fill in several different data series by selecting two or more cells in the series and dragging the fill handle or by using the Series command (point to Fill on the Edit menu, and then click Series).  Examples of series data:  Months  Days of the week  Check numbers Click and drag on fill handle to complete the series

Fill in a Series of Numbers, Dates, or Other Items  Spreadsheets can automatically continue a series of numbers, number/text combinations, dates, or time periods based on an established pattern.  For example, the initial selections in the following table are extended as shown. Items separated by commas are in adjacent cells.

Initial selectionExtended series 1, 2, 34, 5, 6 9:0010:00, 11:00, 12:00 MonTue, Wed, Thu MondayTuesday, Wednesday, Thursday JanFeb, Mar, Apr Jan, AprJul, Oct, Jan Jan-99, Apr-99Jul-99, Oct-99, Jan Jan, 15-Apr15-Jul, 15-Oct 1999, , 2002, Jan, 1-Mar1-May, 1-Jul, 1-Sep,... Qtr3 (or Q3 or Quarter3)Qtr4, Qtr1, Qtr2,... text1, textAtext2, textA, text3, textA,... 1st Period2nd Period, 3rd Period,... Product 1Product 2, Product 3,... If the selection contains numbers, you can control whether to create a linear series or a growth series.

Date Series Fill Example

Replace a Formula with Its Result  You can "freeze" a formula so that it no longer recalculates by replacing it with its calculated value.  If you want to freeze only part of a formula, you can replace only the part you don't want to recalculate.

Caution  When you replace a formula with its actual value, the spreadsheet permanently removes the formula.  If you accidentally replace a formula with a value and want to restore the formula, click Undo immediately after you enter or paste the value.

Change Recalculation  On the Tools menu, click Options, and then click the Calculation tab.  Under Calculation, select an option. Changing this option affects all open workbooks.  If you select an option other than Automatic, press F9 to calculate all worksheets in all open workbooks. To calculate only the active worksheet, press SHIFT+F9. By default, most spreadsheets automatically recalculate formulas when the cells that the formula depends on change.

Copy and Paste Special  The Paste Special feature gives you control over how data is inserted into a file from the clipboard.  The paste special dialog box contains the options pictured in the graphic and described on the next slide.

Copy and Paste Special (Continued)  All: pastes the contents and retains the format of the copied cells  Formulas: pastes only the formulas as shown in the Formula bar  Values: pastes only the values as shown in the cells  Formats: pastes only the formats of the copied cells  Comments: pastes only the comments attached to the copied cells  Validations: pastes data validation rules for the copied cells  All except borders: pastes the contents and formats of the copied cells, except for borders  Column widths: pastes the column widths of the selected cells  Formulas and number formats: pastes formulas (not results) and the number formats, but no additional formatting, such as color fills  Values and number formats: pastes the results of formulas (and not the formulas themselves), along with number formats. Additional formatting, such as text colors, is not copied. Operation Options specifies the mathematical operation to use when data from the copy area is combined with data in the paste area.