2. 1 CA202 Spreadsheet Application Performing Calculation on Data Lecture # 3 By Dammam Community college

3. 2 Objectives Naming group of data Creating formulas to create values Finding and correcting errors in calculation

4. 3 Naming Group of Data Select the range including top heading, then –Insert  Name  Create Top row is selected as name You can use this name in formula e.g. =SUM(Price)

5. 4 Naming Group of Data Another way to name the range is: –Insert  Name  Define Top row will be used as range name You can use this name in formula e.g. =CountA(Product_Name)

6. 5 Naming Group of Data Final way to name the range is: –Select the range –Click in the Name box next to formula bar, then type the name of range –You can use this name in formula e.g. =SUM(Price)

7. 6 Jumping to a Defined Name Press F5 to bring GOTO dialog box Type the cell or the range name Click OK

8. 7 Naming Conventions Maximum range name can be up to 255 characters Name must not be identical to cell address First character must be letter or underscore It’s not case sensitive Try to use Initial Cap e.g. AcctPayable

9. 8 Labels as Range Name You can set labels as range name Choose Accept labels in formulas Select

10. 9 Referring to Cell in your formula =A1 into cell B2, B2 will show the value of A1, whenever Excel re-calculate the value Referring to range of cells e.g. B4:U8 OperatorType of cell Reference Example :RangeA3:C19,Comma, for unionA3:C19, D34:D39 A single spaceIntersectionX10:X20 W5:X11 Space

11. 10 Using Range Operators with Named Ranges (Contd.) Suppose I want to know how many days in May I was in London Using the Intersection operator you can easily find =London May DatesAprilMayJune New York324 London262 Riyadh345 Space

12. 11 Using Range Operators with named Ranges The union operator is probably less often useful Suppose if I need to know total number of days I was out in May and the days I had in London during the entire 2 nd Quarter The formula will look like as follow: =SUM (London, May) – London May 16 will be displayed

13. 12 Automatic and Manual Calculation (Contd.) Any time you change or edit your spreadsheet Excel recalculate your formulas to keep them updated Tools  Options  Calculation tab set the calculation automatic or manual With manual calculation on, Press F9 to calculate all open worksheets or Shift + F9 to calculate the active worksheet only

14. 13 Recalculate before Save By setting manual calculation, you can move around complex worksheet quickly Check the box labeled “Recalculate before save” guarantee, your data will be updated when you save All open workbooks use the same calculation mode Calculation mode is not saved with workbook or template

15. 14 How does Excel calculate formulas? Excel normally uses the underlying stored value for calculation, No matter how many decimal places are shown or hidden To force Excel to calculate using the value displayed in your worksheet rather than underlying stored value You can set Tools → Options → Calculation Tab → precision as Displayed You can set this option for each workbook differently

16. 15 View Formula instead of results To see contents of all the formulas, press Toggle Ctrl + ` (back quote), every column in your worksheet get widens and display formulas Or Tools → Options → View tab and turning on the formulas Select

17. 16 Creating Formula Must begin with an equal ( = ) sign

18. 17 Using the formula palette Palette does not appear when you press = sign to start a formula or F2 to edit one Type the valid function name, and before typing brackets, press Ctrl + A

19. 18 Using the formula palette After typing the valid function name, press Ctrl + Shift + A to insert the argument list and parenthesis but does not display the formula palette

20. 19 Using the formula palette Choose Insert → Function

21. 20 Operators for your formula Formula consist of at least 2 numbers or cell reference Formula is nothing more than equal sign followed by a value % (percent) 10% results in 0.1 ^ (exponent) 4^3 (64) & concatenates two value “Foot” & “ball” (Football) into a single string

22. 21 Relative versus Absolute reference By default cell values are relative e.g. C5, B2 etc Relative cell formula changes, when copies on other location of Excel To create an absolute cell reference add a $ character before row and column e.g. $A$1 You can add the dollar sign to only one coordinate e.g. $A1 or A$1

23. 22 Cell reference outside the worksheet To refer a cell or range in another worksheet of workbook –Precede the cell address with the sheet name followed by an ! Exclamation marks –e.g. =SUM (‘Spring Sales’!C2:C5) To refer a cell or range of another workbook List the workbook in square brackets, followed by the sheet name, the exclamation point, and the cell reference –e.g. =SUM (‘[Toy Sale] Spring Sales’!C2:C5)

24. 23 Finding formula precedent with the Range finder When you edit formula on worksheet, Excel gives you visual cues to formulas and their precedents This is the job of range finder Each formula reference in the formula is highlighted with different color, Ranges matches the similar color too To change cell or range use drag handle Either Drag the border itself or select a new range

25. 24 Information Function FunctionExplanation COUNTBLANKThe number of blank cell in a range ISBLANKTrue if specified cell is blank ISEVENTrue if specified cell contain even number ISTEXTTrue if specified cell contain text TYPEReturn number representing type of data cell contain, 1 for number, 2 for text

26. 25 Logical Function FunctionExplanation ANDTRUE if all the arguments are true, otherwise FALSE IFIf true, 1 st value otherwise 2 nd value NOTTRUE if the input argument is FALSE ORTRUE if any of the argument are TRUE, FLASE if both are not TRUE

27. 26 Date and Time Function FunctionExplanation DATEThe Date, Year, month and Day DAYThe Integer corresponding to the Day of month NOWCurrent Date and Time according to your PC WEEKDAYThe day of Week for a specified date value WORKDAYThe date value for the next workday after a specified start day

28. 27 Lookup Reference Function FunctionExplanation COLUMNThe number of Columns in a range ROWSThe number of Rows in a range MATCHThe relative position of an item you are searching for in a range (not the value)

29. 28 Math and Trigonometry Function FunctionExplanation ABSThe absolute value of the input ROUNDThe input number rounded off to a specified number of digits SIGN1 if the input number is positive, 0 if the number is zero, -1 if the number is negative SQRTThe square root of the input value TRUNCThe integer portion of the input value, truncating any decimal position

30. 29 Text Function FunctionExplanation CLEANThe input text without non printing characters DOLLARConvert numeric value into currency format LEFTA specified number of characters starting at the LEFT side of the input string MIDA specified number of characters starting at the MID side of the input string RIGHTA specified number of characters starting at the RIGHT side of the input string

31. 30 Text Function FunctionExplanation LENThe number of Characters in the input text string LOWERThe text converted to LOWER case UPPERThe text converted to UPPER case TEXTConvert a number into corresponding text formatted according to specified pattern TRIMThe text with all extra spaces removed

32. 31 Statistical Function FunctionExplanation AVERAGEThe arithmetic mean of the arguments COUNTThe number of cells containing numeric values within the input range MAXThe largest value in a series MINThe lowest value in a series

33. 32 Database and List Management Function FunctionExplanation DCOUNTThe number of records matching your criteria DMAXThe maximum value of those records matching your criteria DSUMThe sum of the values in a field for all records matching your criteria

34. 33 DSUM example

35. 34 Using IF function IF (logical test, true_value, false_value) IF (TodaySales>1000,”Celebrate”,”Ordinary Day”) IF (JackPot>3000000,IF(Weekday(Today())=7,”Wed Special”,”Big JackPot”),”Meager Winning)

36. 35 Finding and Correcting Errors in Calculations Error Code Description ##### The column isn’t wide enough to display the value. #VALUE! The formula has the wrong type of argument (such as text where a TRUE or FALSE value is required). #NAME? The formula contains text that Excel doesn’t recognize (such as an unknown named range). #REF! The formula refers to a cell that doesn’t exist (which can happen whenever cells are deleted). #DIV/0! The formula attempts to divide by zero.

37. 36 Using the Auditing Toolbar Choose Tools  Formula Auditing Toolbar Cell precedent are the cell that provide data to the formula in the active cell Cell dependent are those that depends on the value in the active cell 5 + 4 = 9, Here 9 is dependent and 5 and 4 are the precedent

38. 37 Formula Auditing Toolbar On Auditing toolbars Click Trace precedents, a blue tracer arrows indicate cells that are precedents Cells from other worksheets are indicated by arrows with a small worksheet icon To find the cells in formula simply double click anywhere along the arrows

39. 38 Tracing Won’t Work on the Followings You can’t trace the following referenced items with the auditing tools –Text boxes –Embedded charts –Pivot Charts –Pictures –Pivot Table –Dependent cells residing in a closed workbook Tracers are graphical objects, you won’t see them if objects are hidden on the worksheet Tools  Options  View Tab  Show All

40. 39 Removing Tracer Arrows Select the formula cell and click the Remove Precedent Arrow button to remove arrow To remove all tracer arrows, click the Remove All Arrows button

41. 40 The double-click trick Tools  Options  Edit Tab  Edit Directly in cell Once you have turned off in cell editing, you can double click any formula to immediately select are precedent cells If you double click a formula with a remote reference (i.e. a reference to another workbook), the workbook opens and the precedent cell is selected

42. 41 For Keyboard Users Keyboard shortcuts Explanation Ctrl + [Select direct precedents of the current cell Ctrl + Shift + [Select direct/indirect precedents of the current cell Ctrl + ]Select direct dependents of the current cell Ctrl + Shift + ]Select direct/indirect dependents of the current cell

43. 42 Cell Error Messages ErrorMeanings #DIV/0!The formula is dividing by zero #N/AA value is not available to the function or formula #NAME?Text in the formula is not recognized #NULL!The formula refers to an intersection of two areas that do not intersect #NUM!A problem occurs with a number in the formula or function #REF!A cell reference is not valid #VALUE!A wrong type of argument or operand is used #####A formatted number is too wide to display in column

44. 43 Tracing Error Select the cell that has error Click the Trace Error button. Red arrow point the formula that cause error value Blue arrows point to cell containing values that create error Double-Click the arrow to select and display the cell at the other end of an arrow Excel stop tracing at the branch point when you use Trace Error To continue tracing, Click TRACE Error Again

45. 44 Parenthesis matching in formula Excel now display parenthesis in color as they are entered Outermost pain is black Inner as displayed in a series of up to 7 different colors When typing a closing parenthesis, the pair is momentarily highlighted IF the parenthesis are already entered, move the cursor across one to highlight the pair

46. 45 Common Error Message, #NAME? If you have a formula full of functions and defined Names to find which one is causing problem –Always enter formula in Lower Case –All defined name an Initial Cap When you enter formula, excel goes through an error checking routine, it does 2 things –Convert all recognized function name to upper case –It convert all recognized defined name to the case in which they were defined –If you‘ve defined name in Initial Cap, and entered in formula in Lower Case, #NAME? error will keep that function and defined name in lower case

47. 46 Using the formula bar as calculator Complex formula can pass Excels error checkpoint but still deliver wrong or suspect result To find the problem is to calculate one partition at a time In formula bar select one piece of the function –Press F9 –Only that portion is calculated, and the result appear in the formula bar –You can do this to other part of the formula –After calculating the desired portion, press Esc to restore the original formula

48. 47 Chapter 3 Key Points 1.Creating named ranges lets you refer to entire blocks of cells with a single name 1.Be sure you use absolute referencing ($A$1) if you want the formula to remain the same when it’s copied 2.You can use the Insert Function dialog box to help you on your way 3.You can monitor how the value in a cell changes by adding a watch to the watch window 4.To see which formulas refer to the values in the selected cell, use Trace Dependents; 5.if you want to see which cells provide values for the formula in the active cell, use Trace Precedents 6.You can step through the calculations of a formula in the Evaluate Formula dialog box