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Session Objectives
Bytheendofthissessionyouwillbeableto: Entertextandnumbersintoaworksheet Createanewworkbookandviewtwoworkbooksatthesametime UseAutoSumtoquicklycalculatetotals SelectarangeofcellsandunderstandSmartTags Enterdataintoarangeandcopydataacrossarange Selectadjacentandnonadjacentrowsandcolumns Selectnoncontiguouscellrangesandviewsummaryinformation Resizerowsandcolumns UseAutoSumtosumanoncontiguousrange UseAutoSumtoquicklycalculateaverages Createyourownformulas ResizeacolumnandcreatefunctionsusingFormulaAutoComplete UseAutoFillfortextandnumericseries UseAutoFilltoadjustformulas UseAutoFillOptions SpeedupyourAutoFillsandcreateacustomfillseries Usethezoomcontrol Printoutaworksheet
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tip
Entering numbers as text
SometimesyouneedExcelto recognizeanumberastext. Ifyoutypeanapostrophe() first,Excelwontdisplaythe apostrophebutwillformatthe cellastext.Youllnoticethat thenumberisthenleftjustified toreflectthis. Whenanumberisformattedas textyoucannotperformany mathematicalcalculationwithit.
note
VeryfewExceluserswillmake useoftheCancel andEnter
buttonsontheformula bar. TheEnterbuttonistheonly methodthatwillsaveavalue intoacellwithoutmovingthe cursorawayfromthecell. Thisisveryusefulduringmacro recordinganexpertskillthatis outsidethescopeofthisbook butiscoveredintheExcelExpert Skillsbookinthisseries.
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First Quarter Sales and Profit
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important
The many ways of entering numbers Negative numbers
123.56 (123.56)
1. 2. 3.
Currency prefixes
Excelisquitehappyforyouto prefixanumberwithacurrency symbol.Thecurrencysymbolit willacceptdependsuponhow youdefinedtheregionaloptions inyouroperatingsystem. $123.56(worksinUSA) 123.56(worksinUK) SeeLesson43:Formatnumbers usingbuiltinnumberformatsfor aneasymethodofsetting$, andcurrencyprefixes whateveryourlocale.
Commas
12,234,567.78
Fractions
Youmustleaveaspacebetween anumberandafractionforthis towork. 61/4 (six,space,one,/,four) Theabovewillappearonthe worksheetas6.25afteryou enteritinthisway. 01/4 (zero,space,one,/,four) Theabovewillappearonthe worksheetas0.25.Theleading zeroisneededtopreventExcel fromthinkingthatyouare enteringadate.
2. 3. TypeuaryonthekeyboardtochangeJantoJanuary. Pressthe<Enter>key.
Change the text in cell B3 back to Jan using the formula bar.
ClickonceincellB3andthenchangethetextintheformulabar (seesidebar).
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Lesson 2-2: Create a new workbook and view two workbooks at the same time
1
Create a new workbook by opening Excel
TheeasiestwaytocreateanewworkbookistosimplyopenExcel. Excelhelpfullycreatesaworkbook,unimaginativelynamed Book1.IfyoualreadyhaveaworkbookopencalledBook1,thenew workbookwillbecalledBook2...andsoon. OpenExcelnowandseethisinaction.NoticethatBook1Microsoft ExcelisdisplayedontheTitleBar.
tip
Other way of creating a new workbook
Usethekeyboardshortcut <Ctrl>+<N>. AddabuttontotheQuick AccessToolbar.
note
What are templates?
Thevastmajorityofusers knownothingabouttemplates andsimplybaseevery worksheetupontheBlank Workbookdefaulttemplate suppliedbyMicrosoft. TheBlankWorkbooktemplate hasnoinformationinthe worksheetitself,butcontains alloftheExcelOptionsettings suchasthedefaultfontsize andtype. Templatescanalsocontain anythingthataworksheetcan containandareusedtostore worksheetframeworkstogive youaflyingstartwhenyou findthatyouoftencreatevery similarworksheetlayouts. IfyouexploretheNew Workbookdialogalittlemore youllseethatthereare hundredsofprebuilttemplates providedbyMicrosoft. Laterinthisbook,in Lesson312:Createatemplate youlllearnhowtocreateyour owntemplatelibraryto personalizetheappearanceof yourworkbooks.
2. TheNewWorkbookdialogisdisplayed:
3. DoubleClicktheBlankWorkbooktemplate.Anewblank workbookcalledBook2isdisplayedintheworkbookwindow.
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note
Finding a workbook when many are open
Analternativewaytoquickly findaworkbookwhenmany areopenistoclick ViewWindowSwitch Windows. Thispresentsyouwithalistof allopenworkbooks.
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Youcanalsousethe <Ctrl>+<Tab>keyboard shortcuttocyclethroughall openworkbooks.
Show both Book1 and Book2 in the worksheet window at the same time.
Thisskilloftendrawsagaspofamazementfrommystudents. Believeitornot,mostExcelusersdontknowhowtodothis. 1. 2. ClickViewWindowArrangeAll.TheArrangeWindows dialogisdisplayed. ChoosetheHorizontalarrangementandclicktheOKbutton.
Bothworkbooksarenowshownwithintheworkbookwindow:
Close Book2 and Maximize Book1 to restore the display to a single workbook.
Ifyouveforgottenhowtodothis,referbackto:Lesson13: UnderstandtheApplicationandWorkbookwindows.
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ExcelsAutoSumfeatureisareallyusefulandfastwaytoaddthevalues inarangeofcellstogether.
1 2
Open First Quarter Sales and Profit-2 from your sample files folder (if it isnt already open). In cell A9 Type the word Total followed by the <Tab> key.
ThecursormovestotherightandisnowincellB9:
Click HomeEditing
Somethinginterestinghashappenedtotheworksheet:
Excelhasplacedamarqueearoundthenumberrangethat AutoSumhasguessedwewanttoworkwith.Thepatternofdots thatmarkstheboundaryofthemarqueeiscalledthemarchingants (thatreallyisthetechnicaltermforthem)! Themarchingantssurroundallofthenumbersinthecolumn above,uptothefirstblankcellortextcell(inthiscase,uptothe wordJan). =Sum(B4:B8)isyourfirstglimpseofanExcelFormula.Formulas alwaysbeginwithanequalssign.ThisformulaisusingtheSUM functiontocomputetheSum(ortotal)ofthevaluesincellsB4to B8.
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tip
Entering an AutoSum using only the keyboard
Youcanalsoexecutean AutoSumusingthekeyboard shortcut: <Alt>+<=>.
Press the <Enter> key or click the AutoSum button more to display the total January sales:
once
Type the word Total in cell E3 and press the <Enter> key once.
ThecursormovesdownonerowandisnowincellE4.
ThistimeAutoSumcorrectlyguessesthatyouwanttosumthe valuestotheleftofcellE4:
2. Pressthe<Enter>key,orclicktheAutoSumbuttononcemore.
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1 2
Open First Quarter Sales and Profit-3 from your sample files folder (if it isnt already open). Observe the formula behind the value in cell B9.
ClickoncellB9ormovetoitwiththearrowkeysonyour keyboard. Lookattheformulabaratthetopofthescreen.Noticethatthecell displaysthevalueofacalculationandtheformulabarshowsthe formulausedtocalculatethevalue:
Change the word Total in cell A9 to USA Sales and press the <Tab> key once.
YoudonthavetodeletethewordTotalbeforetypingUSASales. Whenyouclickinacellandimmediatelybegintotype,the existingcellcontentsarereplaced. ThecursormovestocellB9.
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note
Selecting cells with the keyboard
Toselectcellswiththekeyboard holddownthe<Shift>keyand thenusethe<Arrow>keysto selecttherangeneeded.
Cursor
note
Selecting a large range of cells with the <Shift>-click technique
Ifyouneedtoselectaverylarge rangeofcellsitissometimes usefultousethistechnique: 1. Clickthecellinthetopleft corneroftherequired range. Usethescrollbarstomove tothebottomrightcorner oftherequiredrange. Holddownthe<Shift>key. Clickinthebottomright corneroftherequired range.
2.
3. 4.
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2008 The Smart Method Ltd
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Lesson 2-5: Enter data into a range and copy data across a range
Nowthatyouhavemasteredthetechniqueofselectingcells,youcanuse ittospeedupdataentry. Whenyouselectarangeofcellspriortoenteringdata,Excelknowsthat alldataenteredbelongsinthatrange.Severalkeycombinationsarethen availabletogreatlyspeedupdataentry.
1 2
Open a new workbook and save it as Data Range Test. Select cells B2:D4.
3 4 5 6
Type London.
ThetextappearsinCellB2,thetopleftcellintherangeselected.
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Press <Shift>+<Enter> twice to change your mind about leaving Paris blank.
1. 2. Press<Shift>+<Enter>tomovebackwardstoNewYorksales. Press<Shift>+<Enter>asecondtimeandyouarebacktothe Pariscell.
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Select cells D2:D4. Type 50% but dont press the <Enter> or <Tab> keys.
ThechallengethistimeistoplacethesamevalueintocellsD3and D4withouthavingtotypethevaluetwomoretimes.
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Press <Ctrl>+<Enter>.
Thevalueisreplicatedintoalloftheothercellsintherange.
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Clicktoselecttheentirecolumn.Thecolumnbecomesslightly shadedandablacklinesurroundsallofthecells.
4 5
Click HomeFontBold once more to change the type back to normal. Select all of row 4.
Toselectarow,hoveroverthenumberonthelefthandsideofthe row.Thebuttonlightsupandthemousecursorchangestoablack arrowpointingacrosstherow:
Clicktoselecttherow.
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ColumnsAtoEareselected.
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Lesson 2-7: Select noncontiguous cell ranges and view summary information
Contiguousisaveryimpressiveword!Itsimplymeansarangeofcells thatissplitacrosstwoblocksofcellsindifferentpartsoftheworksheet. Noncontiguousrangescanbeselectedusingboththemouseand keyboard.Thekeyboardmethodmayseemalittleinvolvedatfirstbut youllfinditmuchfasteronceyouhavethehangofit.
1 2
Open First Quarter Sales and Profit-4 from your sample files folder (if it isnt already open). Select the contiguous range B4:D8 with the keyboard.
Whenyouneedtoselectacontiguousrangewiththekeyboard hereshowitsdone: 1. 2. 3. UsethearrowkeysonthekeyboardtonavigatetocellB4 Holddownthe<Shift>keyonthekeyboard Stillholdingthe<Shift>keydown,usethearrowkeysonthe keyboardtonavigatetocellD8
ThecontiguousrangeB4:D8isselected.
ThenoncontiguousrangeB4:B8,D4:D8isselected:
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ThenoncontiguousrangeB4:B8,D4:D8isselected:
Obtain a total sale figures for January and March using the status bar.
Thestatusbarcontainssummaryinformationforthecurrently selectedrange. Lookatthebottomrightofyourscreen.Youcanseetheaverage salesandtotalsales(sumofsales)forJanuaryandMarch:
View the Maximum and Minimum sales for January and March using the status bar.
RightclickthestatusbarandclickMaximumandMinimumonthe popupmenu(seesidebar). ThestatusbarnowalsodisplaysMaximumandMinimumvalues.
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Select all cells within the range to the right of cell A7.
1. 2. ClickincellA7tomakeittheactivecell. HoverovertherighthandborderofcellA7untilyouseethe fourheadedarrowcursorshape.
3. Whenyouseethiscursorshapeholddownthe<Shift>key anddoubleclick.
AllcellstotherightofA7,butwithintherange,areselected.
Sales Report
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Select all cells within the range except the header row.
1. 2. ClickincellA4tomakeittheactivecell. HoverovertherighthandborderofcellA4untilyouseethe fourheadedarrowcursorshape.
note
Other ways to use AutoSelect Using the keyboard.
Hereshowyouwouldselect theentirerangeintheWeekly SalesReport(includingthe headerrow)usingthekeyboard method. MakecellA3theactivecellby navigatingtoitwiththe <Arrow>keys. 1. Press: <Ctrl>+<Shift>+ <DownArrow> CellsA3:A19areselected. 2. Releaseallkeysandpress: <Ctrl>+<Shift>+ <RightArrow> Theentirerange(including theheaderrow)isselected.
5. Whenyouseethiscursorshapeholddownthe<Shift>key anddoubleclick.
Theentirerange(excepttheheaderrow)isselected.
Youcanalsousethistechniquetoselectcellstotheleftofthe activecellorabovetheactivecell.
Theentirerange(includingthe headerrow)isselected.
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Re-size column B so that it is just wide enough to contain the January sales figures.
HoveroverthelineseparatingthelettersAandBuntilyouseethe resizecursorshape: Whenyouseethisshape,keepthemousestillandclickanddrag totheleft.ColumnBwillresizeasyoudrag.Makeitnarrowerso thatthevaluesjustfitinthecolumn.Noticethatthecolumnwidth inpointsandpixelsaredisplayedasyoudrag(onepoint=1/72 inch).
note
Why are you calling the pound sign a hash?
YoulikepotatoandIlikepotahto, YouliketomatoandIliketomahto; Potato,potahto,tomato,tomahto! Letscallthewholethingoff! SonglyricbyGeorgeGershwin, AmericanComposer(18981937) IntheUSAandCanadathe hashsymboliscalledthe poundsignorthenumber sign. IndifferentUSA/Canada regionsthesinglesymbolhas differentnamesbecauseitcan beusedtodenoteanumber(as incontestant#5)orasaweight (asin3#ofbutter). ThroughoutthisbookIwill refertothe#asahashbecause thatisthetermusedinmost otherEnglishspeaking countries.
Re-size column B so that it is too narrow to contain the January sales figures.
Noticethatwhenthecolumnisntwideenoughtocontainthe contents,hashsignsareshowninsteadofvalues(ifyoureusedto hashesbeingcalledpoundsignsornumbersignsseethesidebar).
Automatically re-size column B so that it is a perfect fit for the widest cell in the column.
HoveroverthelineseparatingthelettersAandBuntilyouseethe resizecursorshape:
Whenyouseethisshape,doubleclicktoautomaticallyresize columnB.
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note
Other ways to re-size rows and columns
Youcanalsoresizerowsand columnsusingtheRibbon. ClickHomeCellsFormat. Adropdownmenuappears.
YoucanusetheRowHeightand ColumnWidthsettingstosetthe roworcolumntoaspecific numberofpoints(apointis 1/72ofaninch). YoucanalsousetheAutoFit RowHeightandAutoFitColumn Widthoptionstoautomatically sizetheroworcolumn(you achievedthismoreefficiently withadoubleclickinthe lesson). DefaultWidth...oftenconfuses asitdoesntappeartowork. Thisisbecauseitresetsall columnstodefaultwidthexcept thosethathavealreadybeenre sized.
Automatically re-size column A so that it is only wide enough to contain the longest city name (Los Angeles).
1. 2. SelectcellsA4:A9. ClickHomeCellsFormatAutoFitColumnWidth.
note
Making several columns or rows the same size.
Sometimesyouwillwantto makeseveralcolumnsexactly thesamewidth. Todothis,selectthemultiple columnsandthenclickand dragtheintersectionofanyof theselectedcolumns.Thiswill makeeachofthecolumns exactlythesamewidth.
Manually size row 3 so that it is about twice as tall as the other rows.
Dothisinexactlythesamewayyouresizedthecolumnbut,this time,hoverbetweentheintersectionofrows3and4untilyousee theresizecursorshape,andthendragdownwards.
Auto-resize row 3 so that it is the same size as the other rows again.
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1 2
Open First Quarter Sales and Profit-4 from your sample files folder (if it isnt already open). Enter the text Jan/Mar Sales in cell A10 and press the <Tab> key.
TheactivecellmovestocellB10.
Click HomeEditing
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Hold down the <Ctrl> key and select the range D4:D8 with the mouse.
NoticethatthenoncontiguousrangeB4:B8,D4:D8isshowninthe AutoSumsformula:
Press the <Enter> key or click the AutoSum button again to view the sales for January and March in cell B10.
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1 2
Open First Quarter Sales and Profit 5 from your sample files folder (If it isnt already open). Delete cells E3:E4.
SelectcellsE3andE4andpressthe<Delete>keyonyour keyboard.
Type the word Average in cell E3 and press the <Enter> key.
ThecursormovestocellE4:
Use AutoSum to create a formula that will show the Average New York sales.
1. ClickHomeEditingAutoSumDropdownarrow(see sidebar). Adropdownmenuisdisplayedshowingallofthedifferent waysinwhichAutoSumcanoperateuponarangeofcells: 2. 3. ClickAverage. ExcelgeneratesanAveragefunctionandinsertsthecellrange B4:D4.Thisisexactlywhatwewant:
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First Quarter Sales and Profit-5
Type the word Maximum in Cell F3 and then press the <Enter> key. Use AutoSum to create a formula in cell F4 that will show the Maximum New York Sales for this period.
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1.
Change the words USA Sales in cell A9 back to Sales and press the <Tab> key. Press the <F2> key on the keyboard (or double-click cell B9) to bring back the marquee (shown as a blue box). Adjust the marquee using click and drag so that all offices are included in the Sales total.
Noticethatthereisasmallbluespotoneachcorneroftherange. Thesearecalledsizinghandles. 1. Hoverthemousecursoroverthebottomright(orbottomleft) sizinghandleuntilthecursorshapechangestoadouble headedarrow.Itisreallyimportantthatyouseethedouble headedarrowandnotthefourheadedarroworwhitecross.
tip
Anotherwaytobringbackthe blueboxshowingarangeisto clicktherangeintheFormula bar.
8 9
10
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1 2 3 4
Open First Quarter Sales and Profit-6 from your sample files folder (if it isnt already open). Select cells A10:B10 and press the <Delete> key once.
ThepreviouscontentsofcellsA10:B10areremoved.
Type the word Costs into cell A11 and Profit into cell A12. Type the value 83,000 into cell B11 and press the <Enter> key to move down to cell B12.
Enter a formula into cell B12 to compute the profit made in January.
1. 2. Type:=B9B11intocellB12 Pressthe<Enter>key.
TheprofitforJanuaryisdisplayed:
important
Formulasautomatically recalculatewheneveranyofthe cellsintheformulachange. Forexample:Ifyouwereto changetheParissalesto45,000 thiswouldcausecellB9tore calculateto139,000.BecauseB9 haschangedthiswould,in turn,causetheprofittore calculateto56,000.
3.
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4. 5. 6.
important
The Excel Operators
+ * / % ^ Name Addition Subtraction Multiplication Division Percent Exponentiation Example 1+2 75 6*3 15/5 25% 4^2
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trivia
ThefeaturethatExcelusesto helpyououtwithfunctioncalls firstmadeanappearancein VisualBasic5backin1996and hadthewonderfulname: IntelliSense.TheExcel implementationiscalled FormulaAutoComplete. In1996Iwasworkingin Switzerlanddevelopingaski schoolmanagement application.Iwasextremely impressedbyhoweasy IntelliSensemademyjob.I didnthavetoremember hundredsoffunctionnames anymore. Iwasevenslightlyworriedthat justaboutanybodycouldnow program(but,ofcourse,Iwas wrong). RecentlyIwasinLondonbeing drivenbyaHackneycabdriver (Hackneycabdriversknow everyshortcutandbackstreet inLondon).Hewasworried thatSatelliteNavigationwould nowmeanthatanybodycould becomeaLondoncabbie. Ofcourse,hereallyhad nothingtoworryabouteither!
Re-size column A so that it is wide enough for the words European Sales to fit within the column.
Youlearnedhowtodothisin:Lesson29:Resizerowsandcolumns.
AlistdropsdownshowingeveryfunctionintheExcelfunction librarybeginningwithS.ThisisagreatnewfeatureforExcel2007 thatMicrosoftcallFormulaAutoComplete(ifAutoCompletedidnt displayasexpectedseethesidebar). YouvealreadyencounteredtheSum(),Average()andMax() functionscourtesyofAutoSum. Youmaybepleased(ordismayed)toknowthatthereareover300 functionsintheExcelfunctionlibrary.Thegoodnewsisthatmost untrainedExcelusersonlyevergettounderstandSum()and Average()! Whenyoutyped=SExcellistedallfunctionsbeginningwithS.
note
Enabling and disabling AutoComplete.
Aswithsomanyotherfeatures, Microsoftallowsyoutoturn thisveryusefulfeatureoff. Youdneverwanttodothisbut youmayworkonamachine thathashadFormula AutoCompleteswitchedoff andyouneedtoturniton again. ClickOfficeExcel OptionsFormulasandmake surethattheFormula AutoCompleteboxischecked.
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First Quarter Sales and Profit-7
Press the <Down Arrow> key twice to move the cursor over the SUM function.
TheSumfunctionnowhasatiptellingyouwhatthefunctiondoes:
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note
The syntax box
TheSyntaxboxtellsyouwhat arguments(sometimescalled parameters)thefunctionneeds. Thefirstargumenthasno squarebracketsmeaningthat youcantleaveitout.The argumentinsquarebracketsis optional. Forsuchasimplefunctionas SUM()thesyntaxboxishardly neededbutlaterwelldiscover functionsthatrequireseveral argumentsandthenthesyntax boxwillbeinvaluable.
Noticethatalittleboxhasappearedbeneaththefunctioncall.This istheSyntax(seesidebarformoreinformation).
Select the cells that you need to sum (cells B4:B5) with the mouse or keyboard.
Ifyouwanttobearealproyoushouldselectthemwiththe keyboard.Todothis: 1. 2. Pressthe<UpArrow>keyrepeatedlyuntilyoureachcellB4. Holddownthe<Shift>keyandpressthe<DownArrow>key oncetoselectcellsB4:B5.
Type a closing bracket to complete the formula and then press the <Enter> key.
ThetotalUSAsalesaredisplayedincellB15.
10
Use the same technique to create a SUM() function in cell B16 to show the total European sales (cells B6:B8).
1. 2. 3. 4. 5. 6. ClickincellB16. Type=SU. Pressthe<DownArrow>keytwicetomovethecursorover theSUMfunction. Pressthe<Tab>keytoautomaticallyentertheSUMfunction intocellB16. SelecttherangeB6:B8. Typetheclosingbracketfollowedbythe<Enter>key.The formulashouldnowbe:=SUM(B6:B8).
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note
If you dont see the AutoFill handle somebody has switched it off
ItsalmostcertainthatAutoFill willbeenabledonany computerthatyouworkon.It issuchausefulfeaturethatyou wouldntwanttodisableit. IfyoudontseetheAutoFill handle(theblackspotonthe bottomrighthandcornerofthe activecell)itsbecause somebodyhasswitched AutoFilloff. Bringitbacklikethis: ClickOfficeExcel OptionsAdvanced Inthefirstsection(Editing Options)checktheboxnextto Enablefillhandleandcelldrag anddrop.
Hover over the AutoFill handle with your mouse until the cursor shape changes to a black cross.
Manyofmystudentshavegreatdifficultywiththiswhentheytry itforthefirsttime. Youdontwantthefourheadedarrow: thecell. Youdontwantthewhitecross: cell. Youwanttheblackcross: thatwouldmove
thatwouldselectthe
theAutoFillcursor.
When the black cross cursor is visible hold down the mouse button and drag your mouse to the right to AutoFill the other months: Feb and Mar.
Noticethetipthatappearsasyoudrag,previewingthemonththat willappearineachcell.
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In cell A18 type Monday and AutoFill down to cell A24 to show the days of the week. In cell B18 type the number 1 and in cell B19 type the number 2. Select cells B18 and B19.
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tip
Youdonthavetoentertwo numbersifyouwanttocreatea numericrange. Ifyousimplytypeanumber intoacellandthenAutoFill whileholdingdownthe<Ctrl> keyyouwillautomatically generatesequentialnumbers.
10 11
12
13
14
15
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1 2
Open First Quarter Sales and Profit 9 from your sample files folder (If it isnt already open). Consider the formula in cell B9.
ClickontocellB9andviewtheformuladisplayedintheformula bar(theformulabarisatthetoprightofthescreengrabbelow).
Theformulais=SUM(B4:B8).AutoSumcreateditforusin: Lesson23:UseAutoSumtoquicklycalculatetotals.Theformulauses theSUM()functiontoaddtogetherthevaluesintherangeB4:B8. ThinkabouttheformulathatwouldworkincellC9(thetotalsales forFebruary).Itwouldbe:=SUM(C4:C8).Similarlytheformula thatwouldworkincellD9(thetotalsalesforMarch)wouldbe =SUM(D4:D8). Aswemovetotherightallthatisneededistoincrementtheletter foreachcellreferenceintheformulaandwellgettherightanswer everytime. NowAutoFillisverycleverandrealizesthis.WhenweAutoFilla cellcontainingaformulatotheright,AutoFillincrementsthe lettersineachcellreference. Mostofthetimethatisexactlywhatwewant.
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5 6 7
AutoFill cell E4 down to E8 to see the Average sales for each branch. AutoFill cell F4 down to F8 to view the maximum sales for each branch. Save your work as First Quarter Sales and Profit-10.
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1 2 3
Open First Quarter Sales and Profit-10 from your sample files folder (If it isnt already open). In cell F18 type the date 1-Jan-2009. AutoFill down as far as cell F24.
Thecellsarepopulatedwithsequentialdates:
4 5
In cell G18 type the date 31-Mar-2009. AutoFill down as far as cell G24.
Atsometimeyoullneedtoaddtransactiondatestoaworksheet andwillhavefourorfiveentrieswiththesamedate. AutoFillisperfectforeliminatingtheneedtoretypethedatefor eachtransaction,butitsinsistenceuponincrementingthedate everytimecouldbeveryfrustrating. Fortunatelywecanchangethedefaultbehavior.
Click the Auto Fill Options Smart Tag corner of the filled cells.
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CopyCells
Thisiswhat wejustdid.
FillSeries
FillDays
Thedate increments byoneday atatime.
FillWeekdays
Because3rdApril 2009isaFriday theweekend daysareomitted andtheseries jumpsfrom3rd Aprilto6thApril.
FillMonths
Normallythiswould showthesameday numberforeach month.Inthis example,thereare only30daysintwoof themonthsso30this showninsteadof31st.
FillYears
Thesame calendarday isshownfor each subsequent year.
Thedefault fordatesthat includethe Thefirstcellis day. copiedtothe othercells. Thedate increments byonedayat atime.
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Lesson 2-17: Speed up your AutoFills and create a custom fill series
InthislessonweregoingtolearnsomeAutoFilltechniquesthatwill massivelyspeedupyourefficientuseoftheAutoFillfeature.
1 2 3
Open First Quarter Sales and Profit-11 (if it isnt already open). Delete the contents of cells G18:G24. Type 31-Mar-09 into cell G18.
5 6
Delete all of the dates from cells G19:G24 leaving only the date 31-Mar-09 in cell G18. Hold down the <Ctrl> key and AutoFill down as far as G24 by dragging the AutoFill handle down with the mouse.
Becauseyouheldthe<Ctrl>keydownAutoFillsimplycopiesthe cellinsteadofcreatingaseriesofvalues.
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Thisisevenfasterthanusingtherightclickmethodwhenyou wanttopreventthedateincrementing.
7 8
Click OfficeExcel OptionsPopular. In the Popular category under Top options for working with Excel click the gray Edit Custom Lists... button.
TheCustomListsdialogappears.
Click in the List entries window and add four custom list entries: North, South, East and West.
10 11 12 13
Click the OK button. Type North in any cell and AutoFill down.
AsyouAutoFillthecustomlistentriesappearintheworksheet.
Delete the North, South, East, West cells from the worksheet. Save your work as First Quarter Sales and Profit-12.
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1 2
Open First Quarter Sales and Profit-12 from your sample files folder (if it isnt already open). Zoom in and out of a worksheet using the mouse wheel.
Thefastestwaytozoomaworksheetisbyusingthemouse. Mostmicethesedayshaveawheelinthemiddleofthebuttons.To zoomusingthiswheelholddownthe<Ctrl>keyonthekeyboard androllthewheeltozoominandout.
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Select the Fit Selection option button and click the OK button.
Theworksheetiszoomedsothattheselectedcellscompletelyfill thescreen.
Usethe100%buttontorestorethescreentonormal.
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Open First Quarter Sales and Profit-12 from your sample files folder (if it isnt already open).
2 3 4 5
Hover the mouse cursor over the Print button at the left of the dialog. Click Print Preview from the menu at the right hand side of the dialog. A preview of the printout is shown on screen:
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6 7
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Session 2: Exercise 1 2 3
Openanewworkbook. UseAutoFilltoputthethreemonthsJan,Feb,andMarintocellsA4:A6. Usingonlythekeyboardaddthefollowingdata:
4 5 6 7 8 9
10 11 12
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Q 10
Q 8
Q 4 and 5
1.ClickincellB7. 2.ClickHomeEditing Autosum(Q4).
Q2
1.TypeJan intocell A4andpressthe <Enter>key. 2.ClickcellA4once tomakeittheactive cell. 3.Hoverthemouse cursoroverthe bottomrightcorner ofthecelluntilyou seetheblackcross cursorshape.
1.Hoveroverthe 1.Clickonthecolumn centreofcellB4sothat Aheader. youseethewhite crosscursorshape. 2.Clickanddrag downtocellB6. 3.Holddownthe <Ctrl>key. 4.HoverovercellD4 untilyouseethewhite crosscursorshape. 5.Clickanddrag downtocellD6. Thiswascoveredin: Lesson27:Selectnon contiguouscellranges andviewsummary information. Thiswascoveredin: Lesson26:Select adjacentandnon adjacentrowsand columns. 2.Holddownthe <Ctrl>key. 3.Clickonthecolumn Eheader. 4.Click HomeFontBold.
OR ClickHomeEditing AutosumAverage(Q5).
Ifyouhavedifficultywiththeotherquestions,herearethelessonsthatcovertherelevantskills:
1 3 6 7 9 11 12
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ThankyouforcompletingmyFreeExcel2007course. Perhapsnowyouwillwishtoteachotherswhatyouhavelearnedyourself.AtTheSmartMethodweuse thiscoursetoteachourclassroomExcelcourses.Feelfreetoprintthiscourseoutanduseitinanywayyou wishtospreadagreaterunderstandingofExcel2007. IfthecoursehashelpedyouIdontwantyourmoneybutIDOwantyourfeedback. Theresafacilityatthewebsitewww.LearnMicrosoftExcel.comwhereyoucanpassonanycommentsyou mayhaveorjustEmailmeatfeedback@learnMicrosoftExcel.com. YoullreallybrightenupmydayifyoujustsayHi,thanksforthecourseorsomethinglikethat. Youllmakemyentireweekthough,ifyoutellmewhatwaswrongwiththecourse.Ireallywanttoknow abouttypos,inaccuraciesoranythingatallthatyoufoundconfusingordifficult.Allofyourfeedbackwillbe incorporatedintofuturerevisionsofthecourseso,withyourhelp,itwillgetbetterandbetter. Lookingforwardtohearingfromyou.
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IfyouwanttoimproveyourExcelskillsfurther(andtheresahugeamountmoretolearn)IhavetwoExcel booksinprint(orshortlytobeinprintifyouarereadingthispriortoOctober2008). Theyarebothavailablefromamazon.com,amazon.co.ukandanybookshopintheworld.Theresalinkto therightAmazonpageonthewebsiteandthecurrentstatusifeitherisnotyetpublished. Myfirstbookincludesthetwosessionsyouhavecompletedalongwithfivemore.ItiscalledLearnExcel 2007EssentialSkillswithTheSmartMethod.Thesecondbook:LearnExcel2007ExpertSkillswithTheSmart Methodcoversalloftheskillsyouneedtobeatrueexpert.
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