1. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-1 Office Excel 2003 Lab 3 Managing and Analyzing a Workbook

2. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-2 Objectives Correct worksheet errors. Use absolute references. Copy, move, name, and delete sheets. Use AutoFill. Reference multiple sheets. Use Find and Replace.

3. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-3 Objectives cont. Zoom the worksheet. Split windows and freeze panes. Use What-If analysis and Goal Seek. Control page breaks. Change page orientation. Add custom headers and footers. Print selected sheets and areas.

4. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-4 Concept Preview Absolute Reference Sheet Name AutoFill Sheet and 3-D References Find and Replace Split Windows Freeze Panes What-If Analysis Goal Seek

5. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-5 Outline Correcting Worksheet Errors –Using the Formula Error Checker –Calculating an Average –Correcting Formula Errors Individually –Using Absolute References

6. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-6 Outline cont. Working with Sheets –Copying Between Sheets –Renaming Sheets and Coloring Sheet Tabs –Filling a Series –Referencing Multiple Sheets –Deleting and Moving Sheets

7. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-7 Outline cont. Finding and Replacing Information –Finding Information –Replacing Information Saving to a New Folder

8. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-8 Outline cont. Managing Large Worksheets –Zooming the Worksheet –Going to a Specific Cell –Splitting Windows –Freezing Panes –Watching Cells

9. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-9 Outline cont. Forecasting Values –Performing What-If Analysis Manually –Using Goal Seek –Changing Values Using a Chart Customizing Print Settings –Controlling Page Breaks –Changing Page Orientation –Displaying Gridlines and Centering on a Page

10. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-10 Outline cont. Customizing Print Settings cont. –Adding Custom Headers and Footers –Printing Selected Sheets –Printing Selected Areas Key Terms FAQs Discussion Questions

11. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-11 Correcting Worksheet Errors Formula errors identified

12. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-12 Excel Error Values Error ValueCause #####Column not wide enough to display result #VALUE!Wrong type of argument or operand is used #DIV/0!Number is divided by zero #NAME?Text in formula not recognized #N/AValue not available #REF!Cell reference is not valid #NUM!Invalid number values #NULLIntersection operator is not valid

13. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-13 Correcting Errors Can correct errors individually Can use Excel's formula error checker tool –Checks all errors one at a time –Identifies the problem –Suggests corrections

14. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-14 Error Checking Tool Location and cause of error Asterisks will change entry type to text

15. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-15 Calculating an Average Identified range Total value is included in range and needs to be removed

16. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-16 Correcting Formula Errors Individually Errors Options button

17. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-17 Using Absolute References Formula references a blank cell Formula was copied and the relative reference was adjusted resulting in an error

18. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-18 Concept 1 An absolute reference is a cell or a range in a formula whose location does not change when the formula is copied To avoid relative adjustment of cell references, enter a $ (dollar sign) before the column letter and row number –Changes cell reference to absolute –Cell reference does not change when copied Absolute Reference

19. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-19 Absolute Reference Cells Absolute reference stopped adjustment of the cell reference when the formula was copied

20. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-20 Working with Sheets

21. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-21 Copying Between Sheets Select the source to copy Switch to the new sheet to specify the destination All worksheet data and formatting are copied –Column width settings are not copied

22. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-22 How to Copy Between Sheets Select range A1 through G23 Click on Edit/Copy Click on the Sheet 2 tab Click Edit/Paste Sheet 2 active

23. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-23 Concept 2 Can be up to 31 characters Can be entered in uppercase, lowercase, or a combination Can contain any combination of letters, numbers, and spaces Cannot contain the characters : ? * / \ Cannot be enclosed in square brackets Sheet Name

24. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-24 Changing Tab Colors

25. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-25 Concept 3 Helps easily enter a series of headings Recognizes trends Automatically extends data and alphanumeric headings as far as you specify Dragging the fill handle activates the AutoFill feature AutoFill Fill handle

26. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-26 Dragging the Fill Handle Month headings extended by dragging fill handle

27. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-27 Referencing Multiple Sheets With Excel, you can create a formula that references cells in other worksheets +

28. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-28 Concept 4 Formulas can reference cells in other sheets of a workbook Formula contains a sheet reference –Name of the sheet followed by an exclamation point and the cell or range (=Sheet2!B17) 3-D reference is used for the same cell or range of cells on multiple sheets Sheet and 3-D References

29. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-29 3-D References ReferenceDescription =Sheet2!B17Displays the entry in cell B17 of Sheet2 =Sheet1!A1+Sheet2!B2Sums the values in cell A1 of Sheet1 and B2 of Sheet2 =SUM(Sheet1:Sheet4!H6:K6)Sums the values in cells H6 through K6 in Sheets 1,2,3,& 4 =SUM(Sheet1!H6:K6)Sums the values in cells H6 through K6 in Sheet1 =SUM(Sheet1:Sheet4!H6)Sums the values in cell H6 of Sheets 1,2,3, and 4

30. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-30 3-D Example 3-D reference includes sheet names and cell references Calculated income for first half Text entry right-aligned

31. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-31 Deleting and Moving Sheets Choose Edit/Delete to delete a worksheet Move a sheet to rearrange the worksheet position Move a sheet by clicking on the sheet tab and dragging it

32. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-32 Concept 5 Helps you quickly find specific information Automatically replaces with new information The Find command locates all occurrences of the text or numbers you specify The Replace command works with the Find command Find and Replace

33. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-33 Find and Replace Options OptionEffect WithinSearches the active worksheet or workbooks SearchSpecifies the direction to search Look inLooks for a match in formulas, values, comments Match caseMakes the search case sensitive Match entire cell contentsLooks for an exact and complete match of characters in the Find what text box FormatUsed to specify a cell format to locate and replace

34. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-34 Finding & Replacing

35. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-35 Saving to a New Folder

36. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-36 Managing Large Worksheets Zoom to change how much information is displayed Locate a specific cell by entering the cell reference in the Name box Split windows to view different areas of the same sheet at the same time

37. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-37 Split Window Makes comparing distant areas of a large worksheet easier

38. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-38 Concept 6 Split Windows Allows you to divide a worksheet window into sections Sections of window are called panes The worksheet can be divided into … –Two panes (horizontally or vertically) –Four panes Each pane can be scrolled independently

39. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-39 Concept 7 Prevent the data in the pane from scrolling as you move to different areas in a worksheet Can freeze information in the top and left panes only Useful when your worksheet has row and column headings Freeze Panes

40. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-40 Freeze Panes Frozen panes

41. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-41 Watching Cells Specify cells to watch Moving border shows selected cells Watch window toolbar

42. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-42 Concept 8 A technique used to evaluate the effects of changing selected factors You can substitute different values in cells and quickly see the effects of the changes What-If Analysis

43. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-43 Performing What-If Analysis Manually Enter different values Usually takes several tries to find the appropriate value Chart shows change in profit margin

44. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-44 Concept 9 Used to find the value needed in one cell to attain the desired result in another cell Varies the value in a cell you specify until a formula returns the desired result The value of only one cell can be changed Goal Seek

45. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-45 Goal Seek Location of cell containing formula to be solved Specify cell that can be adjusted Enter desired result

46. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-46 Changing Values Using a Chart

47. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-47 Customized Print Settings Control page breaks Change the page orientation –Portrait –Landscape Center the worksheet on a page

48. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-48 Customized Print Settings Hide gridlines Add custom header and footer Print Selected Areas

49. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-49 Control Page Breaks

50. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-50 Page Orientation

51. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-51 Display Gridlines

52. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-52 Add Custom Header and Footer

53. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-53 Printing Selected Areas Select the cell range you want to print Choose File/Print Area/Set Print Area

54. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-54 Key Terms cont. 3-D reference absolute reference AutoFill Find and Replace freeze panes Goal Seek landscape mixed reference page break pane portrait print area sheet name sheet reference split window what-if analysis

55. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-55 FAQs 1.How do I change the name of a worksheet? 2.Is there an easy way to enter a series of headings in Excel? 3.I need to reorder my worksheets. How can I do this?

56. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-56 FAQs 4.How can I split my Excel window to view more information? 5.Help! I can't see the column and row heading when I scroll through my worksheet. What can I do? 6.How does the Watch Window function work? 7.Is there a way to do forecasting in Excel?

57. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-57 FAQs 8.How can I change the color on the worksheet tabs? 9.How can I display gridlines when printing? 10.What is goal seek? 11.I need to print only a range of cells from my worksheet. How can I do this? 12.How do I use headers and footers in Excel?

58. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-58 FAQs 13.What is a Print Area? 14.Help!. I'm getting a #VALUE! error. What does this mean? 15.I'm not sure I understand how to use absolute references. Please explain.

59. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-59 Discussion Questions 1.Your project involves working with multiple Excel worksheets for sales for the different quarters. Explain how the 3-D function can assist you in calculating totals for the year. How does this work? 2.Explain how AutoSum works. Why is a moving border displayed?

60. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-60 Discussion Questions 3.Discuss the various options available in Excel to work with a large worksheet. 4.You need a way to forecast future sales for your company. How can Excel help you? 5.It is time to print your worksheet. What print options in Excel can assist you in making your sheet more professional?