Microsoft Excel

Lesson 3
Lexington Technology Center April 2007 Bob Herring

Excel Lesson 3
Review of Thursdays Lesson Opening a workbook Basic formulas using operators (+, -, *, /, ^) Using the Fill Handle Copy and Paste formulas Change Font sizes, weights, appearance Formatting Rows and Columns Inserting and Deleting Rows and Columns Renaming and Copying Worksheets Built-in Calculator Center across columns Using AutoFormat Using the Name Box Adding / Deleting Tools on the Toolbar
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Absolute and Relative Cell Addresses Relative Addressing Cell addresses in formulas refer to the address of the data that the formula acts upon When formulas are extended, Excel changes the addresses so that the formula refers to the correct address

Absolute Addressing In this case, new formulas continue to refer to the original data The dollar sign ( $ ) indicates an absolute address Example: = 20 * $A$1 locks the formula to cell A1
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Excel Lesson 3
Absolute and Relative Cell Addresses Absolute addressing can be used for sales tax tables Changing one cell changes the whole table To use relative addressing here would mean changing all cells

=A4*0.07

=A4*$C$3

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Help for Relative and Absolute References Select Help, then Contents and Index Click on the Find Tab and type difference in the entry box Select difference in the second box In the third box, scroll down to the topic

Excel Lesson 3
Help for Relative and Absolute References

Excels internal explanation of the difference

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Printing Worksheets

Select File, then Print Always a good idea to select Print Preview

Select Printer

Print Selection

Number of Copies

Print Preview
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Excel Lesson 3
Printing a Worksheet

Click the Print Tool to print the active sheet This sometimes leads to unexpected results; Print Preview can help!
Print Tool Print Preview Tool

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Page Setup, Page Size and Orientation

Select File, then Page Setup First Tab is for the page size and orientation Many spreadsheets are printed as landscape (page sideways) Use Fit to squeeze data onto the page the way you want

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Page Setup, Margins Use this Tab to set standard margins -- Or, Select Print Preview, then Margins to set them by eye

Text can also be centered

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Page Setup, Headers and Footers Use this Tab to format page headers and footers

Automatic date

Automatic page numbering

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Page Setup, Sheet Options Use this Tab to print row and column headings and gridlines

Gridlines Check box

Row and Column Headings

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General Options

Select Tools, then Options

Manage Recently used file list Set Standard Font

Set the number of blank worksheets to start with Set File Location Set User Name
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Excel Lesson 3
Calculation Options

Excel defaults to automatic recalculation every time a value is changed To recalculate all at once, select Manual and use the Calc buttons

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View Options

Customize the look of the Excel Window

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Edit Options

Choose an editing style that fits your habits

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List Options Lists can be used to fill in values (e.g., Days and Months) You can make your own lists to save time and typing Click Add to type in a list, or Import to get it from a worksheet

Add

Collapse Dialog Button

Import
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Excel Lesson 3
Adding a List Click Add or click in the List entries window Type each entry in the list. Press Enter after each entry Click Add to add the list to the Custom lists window

Type List Here

Add

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Excel Lesson 3
Importing a List Click Import, and either type the list of cells to be imported or click the collapse dialog button Highlighting cells will copy them into the collapsed dialog Click the expand dialog button to return to List Options

Highlight Cells
Collapsed Dialog Box Expand Dialog Button

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List Options Click Import to add the list to the Custom lists window

List Appears in Window Import

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Color Options

Use Excels built-in palette of colors ... Or choose your own

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Correcting Errors

Generally Speaking Beware of GIGO; or, a computer program is only as good as its inputs Be cautious of the results -- know what answer to expect
Errors in Data and Formulas To fix bad data, click on the cell and retype the number To fix bad formulas, click the cell containing the formula, then highlight the error in the formula bar and make corrections Excel Error Messages The program can help spot errors Excel error messages begin with #
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Recognizing Errors Common Error Messages ##### #VALUE! #DIV/0! #NAME? #REF! #NUM! #NULL! Cell isnt wide enough to show the data Wrong type of data for a function Tried to divide by zero Cell name not defined or (usually) misspelled Cell reference is not valid Function requires a number Called a non-intersecting range of cells

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Clearing an Entire Worksheet Select worksheet by clicking the row and column intersection Select Edit, then Clear Choose All, or Formats, or Contents, or Comments

Place Cursor at Row & Column Intersection

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Excel Lesson 3
Clearing Cell Contents Select cells to be cleared by clicking left mouse button and dragging Select Edit, then Clear Choose All, or Formats, or Contents, or Comments

Cells to be Cleared

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Excel Lesson 3
Review

Relative and Absolute Cell Addresses Printing Page Setup Excel Options Correcting Errors Clearing Cells or Worksheets

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