m
em
ing with
ulas and
rmatting
Exercise 8
Exercise 12
Select Ranges
Insert, Delete, Copy, Move, and Rename
Range Entry Using Collapse Button
Worksheets
Change the Color of a Worksheet Tab
Exercise 9
Hide Sheets
Group Sheets
Choose a Theme
l Apply Cell Styles (Quick Styles)
Apply Font Formats
-
Apply Number Formats
END OF LESSON
PROJECTS
Exercise 13
Exercise 1O
Critical Thinking
Copy and Paste Data
Copy Formats
Relative Reference
Absolute Reference
tercise 14
Curriculum Integration
Preview and Print a Worksheet
Exercise 11
Insert and Delete Columns and Rows
i Move Data (Cut/Paste)
Drag-and-Drop Editing
*
w
229
Skills Covered
Range Entry Using Collapse Button
Select Ranges
Software Skills
Select a group of cells (a range) to copy, move, or erase
them in one step, or to quickly apply the same formatting throughout the range. You
can also perform calculations on cell ranges—creating sums and averages, for exam
ple.
Application Skills
You're the Inventory Manager of the Voyager Travel
Adventures retail store, and it's time to organize the monthly inventory. To help you
and your crew take inventory, you've created a new inventory workbook. You have
some adjustments to make before inventory day tomorrow, but they are only minor
ones so you should have the workbook ready to go by the end of the day.
Range A block of cells in an Excel worksheet.
Noncontiguous range Cells in a worksheet that
act as a block, but are not necessarily adjacent to
Contiguous range A block of adjacent cells in a
t
each other.
worksheet.
■
When a range is selected, the active cell is dis
Select Ranges
played normally, but the rest o( the cells appear
A range is an area made up of two or more cells.
highlighted, as shown.
When you select cells A1, A2, and A3, for example,
i
Selected range of contiguous cells
the range is indicated as A1:A3.
The range A1 :C5 is defined as a block of cells that
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Stawn
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IL
61701
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Dave
714 S Chesum
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IL
62959
rows one through five.
Loving
Greg
80? Vale Drive
Bkjomngjon
61701
An
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6'echen.-idae
IL
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Zip
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includes all the cells in columns A through C in
790J3
A range of cells can be contiguous (all cells are
adjacent to each other) or noncontiguous (not all
^
Selected range of noncontiguous cells
cells are adjacent to each other).
~
1
LMlNime
FlrilN«n»
Addresi
City
i
Sechrest
Shawn
1901 ClOiidSt
BiooimnglQn
IL
714 S CheslnU
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IL
6
Loving
Greg
BOrValeDnve
9ES Aspen Way
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Breckenndge
CO
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Dave
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61701
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23O
Learning Microsoft Office 2OO7
Range Entry Using Collapse Button
Excel
Exercise O
When you need to enter cell addresses or ranges
in a dialog box, you can click the Collapse Dialog
You will most likely set options in Excel using the
Box button [§i| on the right side of the text box to
buttons on the Ribbon, however, occasionally, you
shrink the dialog box so you can see the worksheet
may use a dialog box.
and select the range, rather than type it.
Dialog boxes appear when you click the Dialog Box
After selecting the range, click the Expand Dialog
Launcher [H] within a particular group on the
Ribbon.
Box button [^] to restore the dialog box to its nor
mal size, and then finalize your selections.
Shrink a dialog box to select a
range rather than typing it
Dialog Box
Launcher
.Parents lor Saler Schools Membership Lisl
intjjm.
f mi Hint
AJdnn
&*>
507 vanti
c«(
lubt
7HS C T
Use Keyboard to Select
To select worksheet from top-left
Range of Cells
cell to bottom-right cell of data:
To select range of adjacent cells:
1. Press arrow key{s) to move to
first cell of range
Jj/JJ/'B/d
-shift) + 2KS/Q/Q
To select entire column containing
active cell:
Press Ctrl -h
Press Shift +
2. Press and hold down Ctrl,
Shift, then press and
release End ciri) + *Shltt| + End)
3. Release Ctrl and Shift keys.
to select.
To select noncontiguous cells and
2. Press and hold down Shift then
press Spacebar to select first
umn headings.
To select noncontiguous rows:
2. Press and hold down Ctrl
key and click additional row
cmj
To select noncontiguous columns:
1. Click column heading.
2. Press and hold Ctrl as you click
additional cells, and/or drag
over additional ranges
Click and drag across col
headings
selection of cells.
2X9/9/3
headings.
1. Click row heading.
To select range of adjacent cells:
1. Click and drag across first
move to cell in first row
Click and drag across row
To select adjacent columns:
ranges:
1. Press arrow keys to
Click column heading.
To select adjacent rows:
Click and drag across cells.
* Shift) + Spacebar]
To select adjacent rows:
row
B/fB/Q/Q
Use Mouse to Select Range
of Cells
To select entire row containing
active ceil:
Spatebar
To select entire column:
to upper-left cell in
then press and hold down
2. Press Shift + arrow
key
Click row heading.
1. Press arrow key to move
selection
To select entire row:
cirj)
2. Press and hoid down Ctil key
and click additional column
headings
cjrij
*Sliift) + .Spacebar |
3. While still pressing Shift,
press up or down arrow key to
select additional
adjacent rows.
(tj/lj)
231
Range Entry Using Collapse
Button
1. Click Collapse Dialog Box
button [H] at right of text box.
2. Select desired cell(s) by fol
lowing either the keyboard or
mouse method described
here.
3. Press Enter
""Enter
The dialog box collapses to pro
OR
Click Expand Dialog Box
button [S3].
/ The dialog box returns to normal
size and the text box displays the
cell reference(s). Continue making
vide n better vievt o! the work
selections within the dialog box as
sheet.
needed.
EXERCISE DIRECTIONS
1. Start Excel, if necessary.
2. Open »&08lnventory.
7. Click the Center button to center the column
labels.
3. Save the file as OSInventoryxx.
8. Select the contiguous range E8:G8.
4. On the Snowboarding and Heliskiing worksheet,
9. Click the Merge and Center button to center the
select columns C-l.
5. Adjust the column width of the selected columns
to 8.71 characters.
«/ The solution file may show a different column width
depending on your screen resolution.
label over the three columns.
10. Spell check the workbook.
/ Change Snowski to Snow ski, and change sandwhkb to
sandwich. Leave freeride and lite as spelled.
11. Close the workbook, saving all changes.
b. Select the noncontiguous range that includes the
cells C8, D8, H8, and 18.
Curriculum Connection: Mathematics
Fractions
Conversion
The word fraction comes from the Lolin fraclb which meons "Id break." Y/e
use ihem to depict numbers that are not whole numbers, such ns 11% or
Creole a worksheet with □ formula thai converts fractions to dedmols.
1/B. We also use decimals to depict number thai are nol whole numbers. In
fad, uccimai'- ore just one way of depicting fraclions ihat have a denomi
nator of 10.
-
232
Learning Microsoft Office 2OO7
Excel
Exercise 8
ON YOUR OWN
1. Open the file ^O8Candy.
2. Save the file as OXL08_xx.
3. Select the range of cells containing the column
labels (Member Name, etc.), and change the cell
alignment to center.
5. Select the columns that contain the Prite, Number
Sold, and Totals Sales labels, and set the column
widths to exactly 10.5.
6. Spell check the workbook.
7. Close the workbook, saving all changes.
4. Select the range of cells containing the member
names and candy names, and change the cell
alignment to right.
■
.
233
Skills Covered
Choose a Theme
Apply Font Formats
Apply Cell Styles (Quick Styles)
Apply Number Formats
-
Software Skills
When you change the appearance of worksheet data by
applying various formats, you also make that data more attractive and readable.
4
Application Skills
_
The inventory worksheet is almost completed, but as
the Inventory Manager of the Voyager Travel Adventures retail store, you expect more
from yourself. Since you have the time before inventory day tomorrow, you want to
spruce up the worksheet prior to printing by adding some formatting.
•
TERMS
~
Format To apply attributes to cell data to change the
appearance of the worksheet.
Theme A collection of coordinated fonts, colors, and
effects for graphic elements such as charts and
images that can be quickly applied to all sheets in a
Number format A format that controls how numeri
cal data is displayed, including the use of commas,
dollar signs (or other symbols), and the number of
decimal places.
Accounting format A style that vertically aligns
with dollar signs ($), thousands separators (,), and
workbook.
Font The typeface or design of the text.
fill A color that fills a cell, appearing behind the data.
Cell Styles A combination of a font, text color, cell
color, and other font attributes applied to a single
cell. Cell Styles are called Quick Styles in other
Office programs.
Font size The measurement of the typeface in
points (one point equals 1/72 of an inch}.
decimal points.
Percent format A style that displays decimal num
bers as a percentage.
Comma format A style that displays numbers with
a thousands separator (,).
Currency format A style that displays dollar signs
($) immediately preceding the number and includes
a thousands separator (,}.
Unless you make careful selections, manual for
Choose a Theme
mats can seem disjointed and chaotic because
To make your worksheet readable and interesting,
they may not go together.
you can manually apply a set of formats.
To make your worksheet more professional look
You manually format data by selecting cells and
ing, use a theme to apply a coordinated set of
then clicking buttons on the Home tab, such as
formats.
the Font |cailbri
buttons.
234
_
~^| and Font Color |A'|
w
I
-
Learning Microsoft Office 2OO7
All workbooks start out using the Office theme; if
Excel
Exercise 9
Apply Cell Styles (Quick Styles)
you select a different theme, the fonts and colors
Themes contain a coordinated set of colors, fonts,
in your workbook will automatically change.
If you don't want to change the fonts in your
and other elements, such as cell styles.
worksheet, you can apply just the color set from
Cell styles in a theme include column heading,
a theme.
totals, and worksheet title styles.
Likewise, you can select a font set without affect
If you apply any ot the title, headings, or themed
ing the colors already in your worksheet.
cell styles, that style will be changed if you
You can also apply a graphics effects set to your
change themes.
graphics without affecting the colors or fonts
You can also apply cell styles that aren't
you've already applied.
changed if you change themes, such as formats
you might use to highlight good or bad values, a
You select a theme from the Theme gallery on the
warning, or a note.
Page Layout tab.
There are also some number format cell styles
As you move the mouse over the themes shown
available that won't change if you change
in the gallery, the formats in your worksheet
themes.
automatically change.
When you type data in a cell, it's automatically
Various cell styles
formatted using the font in the current theme.
Preview how a theme affects a
worksheet before you select it
A' »"
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Ai
Apply Font Formats
t*
m-
«<-
The Font formats are grouped together on the
Home tab of the Ribbon.
You can apply fonts that override the one auto
If you manually apply a cell color (called a fill) or a
text color, you'll be presented with a set of colors
from the theme you've chosen.
If you manually apply a theme color to text or to
a cell, and later switch themes, the color you
matically applied by the current theme.
You can also apply a different font size, font
color, cell color, and text effects—such as bold,
italics, or underline.
originally chose will be changed.
If you apply a theme font, font color, or cell color to
a cell, then it will be changed when you change
You can choose colors that won't change from
themes.
theme to theme if you (ike.
If you apply a non-theme font, font color, or cell
color, then it will not be changed even if you
change themes.
Theme fonts, font colors, and cell colors appear
at the top of the selection list when you click the
appropriate button. For example, if you click the
Font button, the theme fonts appear at the top of
the font listing.
235
Text effects you may apply, such as bold or
Changing the format of a cell does not affect the
underline, are not affected when you change
actual value stored there or used in calculations—it
themes.
affects only the way in which that value is dis
Also, if you choose one of the Standard colors,
played.
those colors will not be changed if you change to
There are buttons for quickly applying the three
a different theme.
most popular number formats:
Accounting format $21,008.00, which includes
Font formats are grouped together on the Home tab
Hame j
a
fmf rt
Pagp Layout
FiinUin Gothic Mr -' IS
-
Formulas
A'
two decimal places, commas, and a dollar sign
aligned to the far left of the cell.
Re
Percent format 32%, which includes a percent
a'
sign and no decimal point.
/ 32% is entered as -32 into the cell. If you type 32 and
~<J
A2
Theme Colors ■
nnelli's Gourmet
I Sunshine Pkwy 12Tft Floor
■
apply the Percent format, you'll see 3200%.
■■■■■■■
Jllitsine
■/ If you can't figure the decimal equivalent to a percentage,
you can enter a value as a percent and Excel will calculate
it for you. For example, type 32% into a cell, and Excel
converts the value to .32 while continuing to display 32%.
.-.!■■■■! Caicn
Comma format 178,495.00, which includes two
decimal places and commas.
Using the Number Format list, you can also apply a
The way in which your data appears after making
font and font size changes is dependent on your
variety of other number formats such as Currency,
Long Date, and Fraction.
/ The Currency format is similar to Accounting format,
monitor and printer.
except that the dollar sign is placed just to the left of the
If your monitor cannot display a particular font, it
data, rather than left-aligned in the cell.
will choose a similar font to replace it with.
However, when you print the data out, the actual
If you don't see a number format you like, you
font you picked may be used.
can create your own by applying a format that's
To avoid this discrepancy between what you see
close (such as Accounting format) and then
on-screen and what is printed, use Windows
changing the number of decimal places using
TrueType fonts whenever possible.
the Increase Decimal [^S] or Decrease Decimal
/ TrueType fonts are identified with a small TT in front of
buttons |J3].
their name in the Font drop-down list on the Home tab on
You can also make selections in the Format Cells
ttie Ribbon,
dialog box to design a custom number format.
When you change font size, Excel automatically
adjusts the row height but does not adjust ihe col
umn width.
Apply Number Formats
Number tab of Format Cells dialog box
Foiin.il Calls
Number
'
Number
Currency
When formatting numerical data, you may want to
trr*
may want to also apply a number format.
Fratbcn
tab.
The number format determines the number of
' Border
F*
Piotection
2e-May-34
I AH
change more than just the font and font size—you
Number formats are grouped together on the Home
Font
Percentage
S«r</>t
Text
Special
' Custom
3/14(01
03/l*(01
1 I-M ir
M :■
01
Mv-01
MatchOI
-
Locals (button);
En-:hiUS)
decimal places and the position of zeros (if any)
before/after the decimal point.
Number formats also include various symbols
such as dollar signs, percentage signs, or minus
signs.
236
Date format! diplay date and line seriaf rubbers as date valuer &St fonuti that
beQtn w*h an filteri'.k (*) respond to channel n i&pvui date and lime Mlbnjs that *t
specfcd for ths op*rating syrtem. Foimat* vrthout an asterisk «e not affected by
Learning Microsoft Office 2OO7
Choose a Theme
Apply Just a Theme's
2. Click Page Layout tab
@JD, £)
to increase font size
. $£), IP)
Themes Group
3. Click Themes button^
B/0/QJ/ED,
u. ej
Click Decrease Font Size button 0
set
fj. EJ
/ You can click these buttons as
many times as needed to adjust
4. Select a theme effects
/ ,4s you move the mouse pointer
1), g)
OR
to decrease font size
3. Click Effects button Q
4. Select a
theme
Click Increase Font Size button \K\
1. Select cell(s) to format.
1. Click Page Layout tab
Themes Group
Exercise 9
OR
Grciphic Effects Set
1. Select cell(s) to format.
Excel
the font size.
3/Q/5MD, •'Enter!
over a theme, theme formatted
cells are changed to match that
theme set.
Apply a Cell Style
Apply Bold, Italics, or
Underline
1. Select cell(s) to format.
/ You can download more themes
from Microsoft's Web site to add to
your collection. Just click the More
Themes on Microsoft Office Online
link, located at the bottom of the
Themes gallery.
2. Click Home tab
iAJD, (h)
2. Click Home tab
Styles Group
3. Click Cell Styles button [i]
j)
aHJ, hJ
Font Group
3. Select as many text effects as
4. Select a
style
1. Select cell(s) to format.
9/9A2WD. "Em^i
you like:
Click Bold button [5]
Apply Just a Theme's Color
Set
. Mi, &
Themes Group
3. Click Colors button ["JJ
OR
Click Italic button \T\
1. Select cell(s) to format.
1. Select cell(s) to format.
2. Click Page Layout tab
Change Font
TJ, c]
4. Select a theme color
Set
Apply Just a Theme's Font
Set
2. Click Home tab
(au)i ;B
2. Click Page layout tab
3. Click arrow on Font button
-I
£), fj
4. Select a font
11/Jj, -EnteFI
Change Font Size
2. Click Home tab
iahJ, if)
3. Click Fonts button [jv]
.iJ), !£)
4. Select a theme font
Set
akj, HJ
TJ/1), *Enier)
Double Underline
3. Apply color:
[Fj, is]
a. Click the arrow on the Fill
Color button |&-|
b. Select a font
J)/JJ, "Enter]
b. Select a
color
OR
a. Click in Font Size box |"
-\.
b. Type desired number.
c. Press Enter
AitJ, £J
Font Group
a. Click arrow on Font Size
Size
.. d)
1. Select cell(s) to format.
2. Click Home tab
-|
Uj
Font Color
Font Group
button |"
Underline
Apply Cell Color (Fill) or
3. Select font size:
Themes Group
a. Click arrow on Underline
b. Select underline format:
1. Select cell(s) to format.
1. Select cell(s) to format.
OR
button |l! -1
Font Group
M*'
U
^EnieTI
:*)/£)/5)/lD, ■•'Enter)
OR
a. Click the arrow on the Font
Color button |A-|
!£), c)
b. Select a
color
^)
237
Apply Accounting, Percent,
or Comma Format
3. Click arrow on Number Format
button
1. Select cell(s) to format.
2. Click Home tab
au), E
Number Group
3. Apply number format:
Apply Custom Number
Format
Number Group
!M)
Gtncul
4. Select a number
format
i)/U, "Enter)
1. Select cell(s) to format.
2. Click Home tab
Number Group
3. Click Format Cells dialog box
Increase or Decrease
launcher button [5]
Decimal Places
a. Click the arrow on
the Accounting
button | * -|
a), !Nj
b. Select money
symbol
U/JJ, •'"Enter)
OR
Click the Percent button [%]
ZJ
Click the Comma button \±\
Category list
2. Click Home tab
M)
MJ + cj,
5. Set options for the format such
as the number of decimal
Number Group
places, currency symbol, and
3. Change number of decimal
®
£j,
4. Select number format from
1. Select cell(s) to format.
OR
Mi. hJ
negative number format.
places:
6. Click OK
Click Increase Decimal
button dO
-Enter]
.3
OR
Apply Standard Number
Format
button g
9)
/ You can click these buttons as
1. Select cell(s) to format.
2. Click Home tab
Click Decrease Decimal
Mi, U)
many times as needed to select the
number of decimal places you
want.
EXERCISE DIRECTIONS
1. Start Excel, if necessary.
11. Apply the following manual formats:
2. Open t§<Q9lnventory.
a. Fill color Accent5, Darker 25% to range A1:15.
3. Save the file as 09lnventory_xx.
b. Text color Accent4, Lighter 60% to cell A1.
4. Select the range D9:H27.
/ You'll need to hover the mouse pointer over the Fill
Color palette to determine which square represents the
5. Click the Comma button to apply the Comma num
Accent5, Darker 25% color.
ber forma! to the selection.
6. Click the Decrease Decimal button twice to
remove the decimal places.
7. Select the ranges C9:C27 and 19:127.
8. Select the Currency format from the Number
Format list to apply Currency number format to the
selection.
9. Apply the Median theme to all sheets in the work
c. Italic to cell A1.
d. Font size 20 point to cell A1.
e. Font size 12 point to range A8:I8.
12. Change to the Module theme throughout the work
book.
/ Notice how the colors and fonts change, but certain font
effects, tike italic and font size, remain.
book.
10. Apply the following cell styles:
a. Title to cell A1.
b. Heading 1 to range A6:I6.
c. Accent2 to range A8:I8.
d. 40% Accent4 to range A9:I27.
238
w
13. Widen any columns, if necessary. See Illustration
A.
i
14. Spell check the workbook.
w
15. Close the workbook, saving all changes.
l
Learning Microsoft Office 2OO7
Excel
Exercise 9
Illustration A
(5| SO9Inventoryj;lsx - Microsoft Excel
A
B
.
C
D
E
F
G
H
1
Ending
Monthly
Inventory
Sales
J
K
J-
9
X
H
Voyager Travel A dventui
2
3
*
5
Logar Stoi t Inventory
5
7
S t sn 1 r g
6
Item*
DescriDtion
i
GL101
H 5 i 1 e 1.11 r ; c: .■. d e f ; 1;, t :■
10 GL102
Sitigioves
Sale Price Inventory
nSo.oo
iSs.oo
11
SESici
Snowboard, honeycomb
s 600.00
12
SBiol
Snowboard, pact
158500
13
5B1O3
Snowboard, free ride, c&iaon
1515 eo
14 SBlCi
Snswboard, fre«rid«, rsgulsr
St35OO
15 SBics
Snovjboard, cross boiv
1410.00
16
SB106
SnoivMard, backcountry, split V
1695.00
17
SB107
Snowboard, b34fceourctry. Split 9
$390.00
IS SB108
SnowGoard. split trail
S735OO
IS
SBicg
Snowooard. freestyle
SStSOO
20
SB 110
Baclccountry avalancne Kit
S3E000
21
SHios
Backcountry snovj shoes
S16O.OO
22 SHio?
All-terrain cross country skate
SS70-W
23 SHJ07
SnowtflSfflBoet
1350 00
Sn3tv5kibe:t, alpins
(50000
25 SHiog
Snow ski boot, alpine, women
1560.00
26 SHUO
S now ifcl toot
S450.00
Snow ski ooot, women
1435.00
24
SHio3
SH111
27
Additions
1
u
23
«
M
<
►
Hi
Snowboardinq and Heliskiin
239
ON YOUR OWN
1. Open the file r&]OXL08_;rj(that you created in the
On Your Own section of Exercise 8, or open
*6*09CANDY.
2. Save the file as OXL09_xx.
3. Apply the Comma format to the data in the Price
and Total Sales columns.
4. Apply the Accounting format with no decimal
places instead.
5. Finally, apply the Currency format with two deci
mal places to the same data in the Price and Total
Sales columns.
6. Select the Metro theme.
7. Select the Civic colors set.
8. Apply the following cell styles:
a. Accenti to B4:F4.
9. Apply the following manual formats:
a. Book Antiqua font, 22 points, to cell B2.
b. Merge and center worksheet title in range
B2:F2.
c. Accenti, Lighter 60% fill color to range B1:F3.
/ You'll need to hover the mouse pointer over the Fill Color
palette to determine which square represents the Accenti,
Lighter 60% color.
d. Accenti, Darker 50% fill color to cell B2.
e. Accent2, Lighter 80% font color to cell B2.
10. Adjust the width of columns as necessary so that
you can see all of the data in the worksheet.
11. Spell check the workbook.
12. Close the workbook, saving all changes.
b. 20% Accent2 to every other row of data, begin
ning with row 5 (the odd rows).
c. 40% Accent2 to every other row of data, begin
ning with row 6 (the even rows).
d. Accenti to E13.
e. Total to F13.
W
-
24O
Exercise
10
Skills Covered
Copy and Paste Data
Absolute Reference
Copy Formats
Preview and Print a Worksheet
Relative Reference
Software Skills
Excel provides many shortcuts to save you time as you
enter data and write formulas in your worksheets. For example, you can use the copy
and paste features to reuse data and formulas in the same worksheet, in another
worksheet, or in another workbook. The AutoFill handle bypasses the copy and paste
features and allows you to copy data to adjacent cells quickly and easily. After copy
ing data and completing a report, you can preview and print a hard copy.
Application
Skills
As an Adventure Coordinator for Voyager Travel
Adventures, it's your job to make all the arrangements needed to create a unique and
thrilling adventure vacation for your clients. Today, the Tell City Thrill Seekers Club
has asked for an estimate of expenses per person for a special trip that combines
white water rafting, backcountry hiking, rock climbing, and all-terrain skating. You've
completed a budget for them, which can be adjusted easily as more of their club
members sign up for the trip. You've also created a profit analysis for the company,
computing the total profit for the booking (upon which your commission is based). To
complete the two worksheets, you need to create some formulas and copy them.
Clipboard A feature of Windows that holds data or
graphics that you have cut or copied and are ready
to be pasted into any document.
Fill handle Dragging this handle, located in the
lower-right corner of the active cell, will copy cell
contents, formatting, or a formula to adjacent cells.
Format Painter A button on the Home tab that
allows you to copy formatting from a selected object
or cell and apply it to another object or cell.
Relative cell reference A cell address expressed
in relation to the cell containing the formula. For
formula, a relative cell reference might identify a cell
three columns to the left of the cell containing the
formula. When such a formula is copied, the relative
cell references are adjusted to reflect the new loca
tion of the formula cell.
Absolute cell reference A cell address, such as
SES14, referenced in a formula that does not
change based on the location of the cell that con
tains the formula.
Print Preview A feature used to display a docu
ment as it will appear when printed.
example, rather than naming a specific cell in a
241
Copy and Paste Data
Copying data involves two actions: copying and
pasting.
When you copy data, the copy is placed on the
With the Format Painter, you paint the format from
one cell onto as many other cells as you like.
You can paint formats from one range to another in
a single stroke, although the ranges must be of
similar size.
Clipboard.
When you paste data, that data is copied from
the Clipboard lo the new location.
Worksheet data (labels, values, and formulas) may
Relative Reference
When you copy a formula to another cell, Excel
be copied to another cell, a range of cells, another
uses relative cell referencing to change the for
worksheet, or another workbook. Excel data can
mula to reflect its new location.
also be copied to documents created in other pro
/ For example, the formula -B4+B5 written in column B
grams, such as Word.
To copy a range of data to a new location, use the
Copy [Si] and Paste [~_ J buttons on the Home tab of
the Ribbon.
If the cells to which you want to copy data are adja
cent to the original cell, you can use the fill handle
to copy the data.
/ In Exercise 4. you learned how to use the fill handle to create
becomes =C4+C5 when copied to column C or =D4+D5
when copied to column D, etc.
Absolute Reference
Usually, you want the cell addresses in the original
formula to change when you copy it. Sometimes,
you don't want it to change, so you need to create
a series. You also learned to use the till handle to copy labels,
an absolute cell reference.
values, and formulas to adjacent cells instead of creating a
Absolute cell references do not change when a for
series.
mula is copied.
When you copy data, its format is copied as well
and overrides any format in the destination cell.
S You can override this and copy just the data without copying
Us formatting.
If data exists in the destination cell, that data will be
To make a cell reference absolute, enter a dollar
sign (S) before both the column letter and row num
ber of that cell in the formula.
/ For example, the formula =SBS4+SBS5 written in column B
remains =SBS4+SBS5 when copied to column C. The cell
addresses do not adjust based on the new formula location.
overwritten.
You can dynamically link data as you paste it, in
order to have that data change automatically when
s Rather than type SBS4, for example, you can type or click cell
B4 then press F4 once.
ever the original data changes.
You can also create mixed cell references, where
/ You'll learn about linking data in Exercise 28.
the column letter part of a ceil address is absolute,
0
and the row number is relative, or vice-versa.
Copy Formats
You can copy formatting from one cell to another,
without copying the value.
The Format Painter button \~7] on the Home tab
allows you to copy all the formats (from one cell to
another).
With the Format Painter, you can copy a cell's
font, font size, font color, cell border, or cell fill
color.
Number formats, column widths, and cell align
ment are also copied by the Format Painter.
Conditional formatting (formatting that depends
on the current value in a ceil) is copied as well.
/ For example, the formula =B$4+BS5 written in column B
changes to =C$4+C$5 when copied to column C. The cell
addresses partially adjust based on the new formula location.
/ Rather than type SB4 or BS4, you can type or click cell B4
then press F4 as needed to generate the type of absolute or
mixed reference you want.
Sometimes, you may wish to copy a formula's
result, and not the actual formula.
/ For example, if cell B10 contains the formula =B2-B3 with a
result of S1200, and you copy that formula to cell CIO. the
formula will change to =C2-C3. The result of this copied for
mula would be based on the contents of cells C2 and C3.
However, if all you want to do is to show the result, S1200. in
another location of the worksheet, copy the value of cell BIO
instead of its formula.
242
0
J
Excel
Learning Microsoft Office 2OO7
Exercise 1O
Print dialog box
Preview and Print a Worksheet
You may print the selected worksheet(s), an entire
Prnln
workbook, or a selected data range.
/ In this exercise, you'll learn how to preview and print a work
Hasp:
i^AutDtrDeMataBOCimBUJE-DIAMON)
Satin:
We
USJJE-OIAMONDWmkWon Jen's PC
sheet. To learn how to print an entire workbook or a selected
range, see Exercises 23 and 24.
You should review a worksheet before you print it
using the Print Preview command.
After previewing a worksheet, you can initiate
the printing process from the preview.
When you initiate a print, you'll see the Print dia
log box, where you can set various options such
as the number of. copies and exactly what you
want printed (a worksheet, entire workbook, or a
selection).
/ You'll learn how to set these options In Exercise 23.
/ The Formulas option pastes a for
and Paste Data
(CffJ+C Ctrl+V)
mula without pasting its format
ting; Paste Values pastes the for
1. Select cell(s) to copy.
mula
2. Click Home lab
formula.
AtD, Hj
Clipboard Group
result
rather
than
the
along with data and you don't want
to do that, click the Paste Options
/ d movmg ffne (marquee) surrounds
selected cell(s).
bufton that appears and select the
desired option.
4. Select cell(s) to receive data.
Transpose
and
Paste
Special
range or select entire range of cells
options In Exercise 25. You'll learn
to receive data on current work
about Paste Link in Exercise 28.
sheet,
You'll learn about Paste as a
another
worksheet,
or
Hyperlink
another workbook.
5. Click Home tab
mi, HJ
Clipboard Group
6. Click Paste button [_
g)
a Click Paste
Click Formulas
, Click Paste Values
(F)
(vj
/ Press Esc key to remove marquee
and
2. Click Home tab
As
Picture
in
Exercise 33.
Copy Formula Using AutoFill
1. Select cell(s) to copy.
2. Point to fill handle.
s Mouse pointer changes to [+].
3. Drag fill handle across or
that surrounds original selected
down to adjacent cells to fill
cell(s).
them.
.AJD, Hj
To copy formats only once:
Clipboard Group
a. Click Format Painter
■/ You'll learn about the No Borders.
/ Click upper-left ceil of destination
1. Select cellfs) containing the
formats to copy.
/ if you accidentally paste formatting
3. Click Copy button \&\
Copy Formats Using Format
Painter
button [7j
U, £J
b. Click ceil or drag over
range where you want to
apply formats.
OR
To copy formats ta several cells or
ranges:
Clipboard Group
a. Double-click Format Painter
button |~^1
b. Click cell or drag over
range where you want to
apply formats.
c. Repeat step b to copy for
mats to as many cells or
ranges as desired.
d. Click Format Painler
button [7] to end copying.
243
Preview and Print a
Worksheet
Zoom in on the worksheet
by clicking Zoom
1. Change to the worksheet you
want to print by clicking its tab.
2. Click Office Button [a]
button £
■ Go to the next page by
clickingNext Page
AfJJ, l£)
3. Point to Print
button]^
(ffi)
4. Click Print Preview
buttonUl
:U)
can change them by clicking
View page setup options
Sj, pJ
options.
S You'll learn how to print a selected
range, an entire workbook, or mul
tiple copies in Exercises 23 and 24.
8. Click OK
-^Enter]
Display the margins so you
w), \P]
button {Z\
£j
7. Select appropriate print
-5)
clickingPrevious Page
. (y)
by clicking Page Setup
Print button \±
Go to the previous page by
5. Select options from the Print
Preview tab
io)
6. Print the worksheet by clicking
Show Margins button Q
m)
/ You'll team how to adjust page
/ You'll learn about the Page Setup
options in Exercise 23.
margins in Exercise 23.
Close the preview without
printing by clicking Close Print
Preview button !■■
i'(5)
Quickly Print a Worksheet
1. Change to the worksheet you
want to print by clicking its tab.
2. Click Office Button [ft]
[ajV), if)
3. Point to Print
£)
4. Click Quick Print
g}
EXERCISE DIRECTIONS
1. Start Excel, if necessary.
2. Open t&lOTripBudget.
3. Save the fiie as lOTripBudget xx.
4. On the Trip Budget worksheet, in cell E11, type a
formula to compute the cost per person for the first
item.
s You 'II need to first calculate the total cost to the club for the
first item by taking the item cost times the number of that
item required far the trip. Then take this total cost and divide
it by the number of people signed up tor the trip, which has
been entered in cell 114.
/ You'll want to use absolute referencing when referring to
cell 114, since you'll be copying the formula down the col
umn, and you want all the formulas in column E to refer to
this exact cell.
5. Copy the formula in cell E11 to the range
E12:E31.
6. On the Cost Analysis worksheet, in cell E11, type
a formula to compute the total cost to the com
pany for the first item.
■/ Take the company's cost tor the first item times the number
of that item needed.
24a
7. In cell G11, enter a similar formula to compute the
club's cost for the first item.
8. In cell H11, enter a formula to compute the com
pany's profit.
s Take the club's cost minus the company's cost to compute
the profit.
9. Copy the formula from cell El 1 to the range
E12:E31. Copy the formula from cell G11 to the
range G12:G31. Copy the formula in cell H11 (o
the range H12:H31.
10. Widen any columns as necessary.
11. Spell check each worksheet.
12. Preview and print the Trip Budget worksheet.
/ The worksheet will print on two pages; in Exercise 23, you 'II
learn how to print the worksheet sideways on the paper, so
that it prints on only one page.
13. Close the workbook, saving all changes.
Learning Microsoft Office 2007
Excel
Exercise 1O
ON YOUR OWN
1. Open a new workbook in Excel.
2. Save the file as OXL10_xx.
3. Imagine that you are general manager of CD
Mania, a chain of music stores. Set up a work
sheet showing the monthly sales for three stores
in the first three months of the year.
4. In row 2, type a title for the worksheet.
/ You can type a slogan for the store in row 3 if you like.
5. Label columns for: Store, Jon, Feb, and Mor.
6. List data for three different stores in the rows
below the column labels. You can make up names
for the stores, and sales totals.
/ For example, Store I might have had sales of S23.548 in
January, $27,943 in February, and525,418 in March.
7. Apply the Accounting format, 2 decimal places, to
the sales data.
8. In the row below the data for the third store, enter
the label Totals.
9. In the Totals row for the Jan column, enter a for
mula to add the January sales for all three stores.
10. Copy the formula to the Totals row for Feb and
Mar.
11. Add a column for the April sales data. Label the
column Apr.
13. Copy the Totals formula from the Mar column to
the Apr column.
14. Two rows below the Totals label, type Cost, and in
the cell below that, type the cost of merchandise
as compared to retail sales: 12%.
/ Enter the percentage as a decimal.. 12, and then apply the
Percent format, zero decimals.
15. In the row where you entered 12%, in the January
column, use absolute reference to enter a formula
that calculates the cost associated with the total
January sales.
/ The cost is 12% of the January sales total, but you need to
use absolute reference in referring to the 12% cell, so the
formula will be correct when you copy it in the next step.
16. Copy the January Cost formula to the February,
March, and April columns.
17. Adjust the width of the columns so you can read
all of the data in the worksheet.
18. Select a theme, and then apply cell styles and
manual formats as you like to improve the appear
ance of the worksheet.
19. Spell check the workbook.
20. Preview then print the file.
21. Close the workbook, saving ail changes.
12. Copy the data for each store from the Jan column
into the April column.
Curriculum Connection: Moth
Buying a Car
Cor Budget Worksheet
The tost of purchasing a tar can range from SI ,000 or so for a used
[linker to hundreds of thousands of dollars (or a luxury vehicle. No)
included in ihe purchase price is the cost oF insurance, registration, and
taxes, not to mention fuel, oil, maintenance, and repairs.
Set up a worksheet lo determine the cost of buying a car. Select two or
three different tors and research the base selling price lor a new or used
model. Include information about the tost of ndditionol feolures. Once you
determine the final cost, calculate the amount of \ax you would have to
poy, the cos! of registration, and how much insurance costs per year.
Calculate the total amount the car would cost. Yoj con expand the work
sheet by calculating how much a monthly payment would be if you
financed the purchase, ar how much you would have to earn at on hourly
job lo afford the cor.
245
Skills Covered
Insert and Delete Columns and Rows
-Dro
Move Data (Cut/Paste)
Software Skills
After you create a worksheet, you may want to rearrange
data or add additional information. For example, you may need to insert additional
rows to a section of your worksheet because new employees have joined a depart
ment. With Excef's editing features, you can easily add, delete, and rearrange entire
rows and columns. You can also move or drag and drop sections of the worksheet
with ease.
Application Skills You are the Payroll Manager at Whole Grains Bread.
The conversion to an in-house payroll system is next week, and you want to test a
payroll worksheet the staff will use to collect and enter payroll data into the computer
system. You're about ready to test out the worksheet using the home office data, but
you need to modify it slightly first.
TERMS
Cut The command used to remove data from a cell or
range of cells and place it on the Clipboard.
Paste The command used to place data from the
Clipboard to a location on the worksheet.
Drag-and-drop feature A method used to move
or copy the contents of a range of cells by dragging
the border of a selection from one location in a
worksheet and dropping it in another location.
i
w
Insert and Delete Columns and Rows
After inserting a column or row, you can use the
Insert Options button j^j to choose whether or not
You can insert or delete columns or rows when
formatting from a nearby row or column should be
necessary to change the arrangement of the data
on the worksheet.
applied to the new rows or columns.
When you insert column(s) into a worksheet, exist
Insert Options button
ing columns shift their position to the right.
/ For example, if you select column C and then insert two
columns, the data that was in column C is shifted to the right
and becomes column £
Likewise, if you insert row(s) into a worksheet,
existing rows are shifted down to accommodate the
newly inserted row(s).
/ For example, if you select row 8 and insert two rows, the data
that was in row 8 is shifted down to row 10.
24G
D
E
F
f
1
Qlub Cand' tj*
■si
i"
Format Same As Left
\ r
Format Same As
lO
£lear Formatting
!
$2.3=;
Right
■|
17
1
Excel
Learning Microsoft Office 2OO7
When you delete a column or row, existing columns
and rows shift their positions to close the gap.
Any data in the rows or columns you select for
deletion is erased.
Data in existing columns is shifted back to the
left to fill the gap left by deleted columns.
In a similar manner, data in existing rows is
shifted up to fill any gaps.
Exercise 11
Drag-and-Drop Editing
The drag-and-drop feature allows you to use the
mouse to copy or move a range of cells simply by
dragging them.
The drag-and-drop process works like this: first,
you select a range to copy or move, and then you
use the border surrounding the range to drag the
data to a different location. When you release the
Instead of deleting columns or rows, you can hide
them temporarily and then redisplay them as
needed.
mouse button, the data is "dropped" there.
/ An outline ot the selection appears as you drag it to its new
location on the worksheet.
/ You might do this, for example, to hide data from a coworker
/ Drag and drop normally moves data, but you can copy data
who's not authorized to view it.
instead by simply holding down the Ctrl key as you drag.
Move Data (Cut/Paste)
Example of drag-and-drop editing
To move data from one place in the worksheet to
.75
oB
stq.'io
another, use the Cut and Paste commands.
When you cut data from a location, it is temporarily
stored on the Clipboard, That data is then copied
Drag daia to a
from the Clipboard to the new location when you
new location
paste.
If data already exists in the location you wish to
paste to, Excel overwrites it.
Instead of overwriting data with the Paste com
mand, you can insert the cut cells and have
Excel shift cells with existing data down or to the
right.
When you move data, its format is moved as well.
Insert, delete, move, and copy operations may
affect formulas, so you should check the formulas
after you have made changes to be sure that they
are correct.
When a drag-and-drop action does not move data
correctly, use the Undo feature to undo it.
/ You can override this and move just the data.
Insert Columns/Rows
1. Select as many adjacent
columns or rows you need to
insert.
/ Drag across column letters or row
numbers to select entire coiumn(s)
or row(s).
2. Click Home tab
...(Ait}, iE)
Cells Group
3. Click the arrow on the Insert
button 0
4. Click Insert Sheet Columns
OR
Insert Columns/Rows with
Click Insert Sheet Rows
Mouse
/ New columns are inserted to the
columns or rows you need to
are inserted above selected rows.
insert.
/ To select whether or not to copy
/ Drag across column letters or row
nearby formatting, click the Insert
numbers to select entire column(s)
Options button j<?| and choose an
or row(s).
option such as Format Same as
Above or Clear Formatting.
iTJ
C}
1, Select as many adjacent
left of selected columns. Newrows
2. Right-click selection.
3. Click Insert
JJ
To select whether or not to copy
nearby formatting, click the Insert
Options button and choose an
option such as Format Same as
Left or Clear Formatting.
247
Delete Columns/Rows
1, Select column(s) or row(s) to
be removed.
Cut and Paste Data (CM+X,
Ctrl+V)
2. Click Home tab
Cells Group
(H9, (h)
Clipboard Group
3. Click the arrow on the Delete
button P
ipj
4. Click Delete Sheet Columns
Click Delete Sheet Rows
. ®
;xj
/ A moving line (marquee) surrounds
/ You only need to select the top-left
cell of destination range. You can
Delete Columns/Rows with
also move data to another work
1. Select coiumn(s) or row(s) to
be removed.
3. Click Delete
.„(£)
m}, hJ
then Shift key.
...©
pj
Exercise 28. You'll learn about
Paste as a Hyperlink and As Picture
in Exercise 33.
button [li]
oj
4. Click Hide & Unhide
Ul
5. Click Hide Columns
(c)
OR
Click Hide Rows
(r)
Insert Blank Cells between
Cells with Data
1. Click Home tab
AJD, Hj
copy.
button |
M), 3
Cells Group
3. Click the arrow on the Format
(D
T)
OR
Click Shift cells down
rows.
4. Click OK
a. Press Ctrl while dragging
or row gridline
2. Click the arrow on the Insert
3. Click Shift cells right
1. Select surrounding columns or
To copy selection to destination cells
and overwrite existing data:
selection outline to column
Cells Group
3. Click Insert Cells
Unhide Columns or Rows
[DJ
^Enterl
cjrjj
b. Release Ctrl key, then
mouse button.
To copy selection to destination cells
and insert between existing data:
a. Press Ctrl+Shrit and drag
selection outline to column
orrowgndline
cm) + «Shiii)
/ If you drag the outline to column
Move Selection with Drag-
o)
4. Click Hide & Unhide
Jjj
5. Click Unhide Columns. . .
(Q
and-Drop Editing
1. Select cell or range of cells to
move.
2. Move mouse pointer to border
OR
Click Unhide Rows
1. Select cell or range of cells to
of selection.
3. Click the arrow on the Format
button^
Copy Selection with Dragand-Drop Editing
2. Move mouse pointer to border
Cells Group
2. Click Home tab
existing data shifts down.
b. Release mouse button and
/ You'll learn about Paste Link in
...(ah), (HI
/ // you drag outline to column griddrag outline to a row gridline,
6. Click Paste button jj
you wish to hide.
»Siii'it]
selecting a cell there.
Clipboard Group
1. Select the columns or rows
selection outline to column
or row gridline
line, existing data shifts right. IIyou
7. Click Paste
Hide Columns or Rows
To move selection to destination
cells and insert between existing
data:
sheet or another workbook by
5. Click Home tab
2. Right-click selection.
b. Release mouse button.
a. Press Shift while dragging
4. Select cell(s) to accept data.
Mouse
new location.
c. Click OK
3. Click the Cut button[*]
selected celt(s).
OR
2. Click Home tab
a. Drag selection outline to
1. Select cell(s) to move.
2. Click Home tab
To move selection to destination
cells and overwrite existing data:
ol
gridline. existing cells shift right. If
you drag outline to row gridline,
existing cells shift down.
b. Release mouse button,
then Ctrl and Shift keys.
of selection.
/ Pointer changes toRjl
^
,
248
Exercise 11
Excel
Learning Microsoft Office 2007
EXERCISE DIRECTIONS
9. Copy the formula to G25:G35.
1. Start Excel, if necessary.
2. Open*§*HPayroll.
10. Copy the Fed Tax, SS Tax, State Tax, and Net Pay
formulas from row 12 of the Salaried Employees
3. Save the file as 11 Payrollxx.
table.
4. Select the range E11 :J12 and use drag and drop
editing to copy it to the range beginning at cell
11. Insert a row above row 23.
E23.
12. In cell A23, type Hourly Employees. Apply Calibri,
12 point, bold font to cell A23.
5. Delete the values in cells E24:F24.
13. Insert a new column to the left of column E.
6. Select the range F23:J24 and use cut and paste to
14. Type the label Dpi. No. in cells E11 and E24.
move it to the range beginning in cell G23.
15. Widen columns, as necessary.
7. In cell F23, type the label Overtime Hours and apply
Bold format.
16. Spell check the worksheet,
/ Enter the label on two lines by pressing Alt+Enter after the
17. Print the worksheet.
word Overtime.
18. Close the file, saving all changes.
8. In cell G24, type a formula to compute the gross
pay.
/ Take regular hours times the rate, and add that to overtime
hours times 1.5 times the rate.
/ Remember that you'll need to use parentheses to tell Excel
to calculate each multiple before adding them together.
Illustration A
llPayroBjila ■ Microsoft Excel
A
B
E
C
F
G
Home Office Payroll
10 Salaried Employees
Regular
tuiinlov.'i:' Maim
11
|»r.ihrr.-. 5Vi?nriri=^ ■
12
13.:
Eileen Coslelln
38748
2.175 00
40 00
2.175 00
39150
S
169 65
Slow lai
E
65 25
21544
1.B95 00
40 00
1.B95 00
341 10
S
147 81
66 85
1.349 24
26 85
637 24
i ruployee ID
Dpi. No.
'? !!>■
Hours
Gross Pay
SSIai
Fed Tax
Ue I Pay
1.548 60
J*J
Carol Chen
3844 B
895 00
40 00
B95 0Q
161.10
69 81
Marly Gonzales
61522
ES4 00
40 00
684.00
123 12
63.35
20 52
487 01
IE
Gee Xiang
37B55
55100
40 00
55100
99 1B
42 98
299.70
129 87
16 53
49 95
392 31
I.1B5 4B
.16
17
jS
19
20l
21
Maria Nachez
347B9
1.665.00
40 00
1.665 00
Mika Gniada
227B5
1.023 00
40 00
1.023 00
1BJ 14
79 79
30 69
728 38
Randall Lohr
38514
1,545.00
40 00
1.545 00
278 10
120.51
46 35
1.100 04
Abe Rittenhouse
22854
1,231.00
40.00
1.231 00
221.5B
96 02
36 53
876 47
Kum Woo
37745
568 00
40.00
56B00
102 24
44.30
17 04
404 42
22
23 Hourly Employees
Regular
Employee ID
Opt. No.
Houn
Overtime
Hours
Gross Pay
Fed Tax
>i
Employee Name
25
Thomas Cortes e
21875 S
B.25
s
S
25
Javier Cortez
21154
s
7.7E
I
27
flocio Corte:
23418 s
8.15
.'a
Allen Games
J3
Freda Gage
23455 s
27B55 s
30
Vickie Helms
31351
i
1125
31
Isiari He iron
33252 s
10 95
s
Rale
SS Ton
Stale Tax
Ne< Pay
S
-
i
S
S
s
-
s
s
7 25
s
I
s
-
8 00
I
i
s
s
s
s
s
s
■
s
s
-
I
s
■
■
•2
Thomas Kaminski
378 a 1
s
9 75
s
s
s
33
Jalnne Kane
21154 5
10 00
s
I
s
34
Sami Kafrawy
39561
i
8 75
s
s
35
36
Akihiko Nakamura
34565 i
9.75
s
J
s
s
5
S
s
s
-
Chns Uskao
29958
11.25
s
s
s
-
17
3B
11
_
249
ON YOUR OWN
1. Open the file (^jOXLlO_xjr, created in the On Your
Own section of Exercise 10, or open *&1 KDMnnio.
2. Save the file as OXLll_xx.
3. Insert two new rows above the Totals row, and
enter sales dala for two new stores.
4. Edit the formulas in cells C11, D11, E11, and F11
so that they include the new rows in their totals.
5. Insert a column between March and April, and
label the column Qfr 1.
6. In the Qtr 1 column, type formulas to total the first
quarter sales (January through March) for each
store.
7. Where the Totals row and the Qtr 1 column meet,
type a formula that calculates the grand total for
QtM.
8. Using drag and drop, copy the store names (and
the Store and Totals labels above and below the
store names) to an area a few rows below ihe
sales and cost data—but in the same column.
/ You're creating a duplicate sales area below the current
area that will eventually store the sales amounts for the sec
ond quarter—April, May, and June.
25O
9. Using Cut and Paste, move the April column totals
to this new sales area, below the data for January.
~
10. Add labels for May, Jure, and Qtr 2 in the columns to
the right of the April column.
11. In the Qtr 2 column, type formulas to total the sec
ond quarter sales (Apr through June} and the
Totals row for each month.
/ You'll enter data for May and June in a later exercise.
12. Apply formatting to the new area as desired.
13. Widen columns as needed.
14. Spell check the workbook.
15. Print the worksheet.
16. Close the workbook, saving ail changes.
-
-
Skills Covered
Insert, Delete, Copy, Move, and
Rename Worksheets
Hide Sheets
Group Sheets
Change the Color of a Worksheet
Tab
Software Skills
Use workbook sheets to organize your reports. For exam
ple, instead of entering the data for an entire year on one worksheet, use multiple
worksheets to represent each month's data. Excel gives you the freedom to add,
delete, move, and even rename your worksheets so you can keep a complex work
book organized. In addition, you can group multiple sheets and work on them simul
taneously and quickly format an entire worksheet in one step.
Application Skills
As the Manager of Spa Services at the Michigan
Avenue Athletic Club, you were just not satisfied with the spa invoicing worksheet you
created earlier. After using it for awhile, you've reworked it a bit and now it seems eas
ier to use, so now you're ready to make copies of it for tracking each day's services.
Grouping Worksheets that are selected as a unit;
any action performed on this unit will affect all the
Active sheet tab The selected worksheet; the tab
name of an active sheet is bold.
worksheets in the group.
Insert, Delete, Copy, Move, and Rename
Worksheets
The default workbook window contains three
sheets named SheeM through Sheet3.
The sheet tab displays the name of the sheet.
You can add or delete worksheets as needed,
using the insert Cells Q3 and Delete Cells 0 but
tons on the Home tab.
In addition, you can right-click a sheet tab to dis
/ You can also change the color of a worksheet's tab and hide a
worksheet temporarily.
Sheet tab shortcut menu
36!Curnct
t*
Qtlttc
T
38 PMT
MVLOOJ
Cnliid Qi
play a shortcut menu that allows you to insert,
doled Shttl-.
I*C*r
delete, rename, move, and copy worksheets.
JdtCtAHShHtl
■■ Sheet 1
' Siieeta
iihfWj
J_
251
You do not need to delete unused sheets from a
Hide Sheets
workbook since they do not take up much room in
the file; however, if you plan on sharing the file, you
Hiding a sheet simply hides its sheet tab from view.
may want to remove unused sheets to create a
Hiding provides a simple layer of protection, but
more professional look.
does not provide any real security for confiden
When you copy a worksheet, you copy all of its
tial data.
data and formatting. However, changes you later
If a user suspects that a sheet is hidden, a sim
make to the copied sheet do not affect the original
ple right-click of a sheet tab will reveal that fact.
sheet
Thus, a hidden sheet can be easily unhidden if a
Moving sheets allows you to place them in a logical
user knows what to do.
order within the workbook.
If you rename your worksheets and hide the ones
Renaming sheets make it easier to keep track of
you don't want seen, it's a little harder for a user to
the data on individual sheets.
detect that a sheet is hidden because the sheet
names are no longer sequential.
Change the Color of a Worksheet Tab
Group Sheets
Change tab colors to group worksheets together
visually.
If you want to work on several worksheets simulta
You should choose a tab color from the current
neously, select multiple worksheets and create a
theme colors, allowing you to easily maintain a
grouping.
color-coordinated look.
Grouped sheet tabs appear white when selected,
If you change themes, the colors in the work
and the name of the active sheet tab appears in
sheet and the colors of your tabs will change to
bold.
those in the new theme.
When you select a grouping, any editing, format
If you change the color of a sheet tab, that color
ting, or new entries you make to the active sheet
appears when the tab is not selected.
are simultaneously made to all the sheets in the
When a colored sheet tab is clicked, its color
group.
changes to white, with a small line of its original
s For example, you can select a group o! sheets and format,
color at the bottom of the tab.
move, copy, or delete them in one step. You can also add,
delete, change, or format the same entries into the same
/ For example, an orange sheet tab changes to while wilh a thin
cells on every selected worksheet.
orange line at the bottom when it is selected.
■/ Remember to deselect the grouping when you no longer
want to make changes to all the sheets in the group.
Select One Sheet
Select Consecutive Sheets
I, If necessary, click tab scrolling
buttons|m <_► M
to view
buttons i"
additional sheet tabs.
►
>i
to view
additional sheet labs.
2. Click sheet tab to select it.
1. Right-click any sheet tab.
s)
Select Nonconsecutive
Sheets
1. If necessary, click tab scrolling
buttons j
2. Click first sheet tab in group.
Select AN Sheets
2. Select Select All Sheets
I. If necessary, click tab scrolling
~
4
>
H
to view
additional sheet tabs.
2. Click first sheet tab in group.
3. If necessary, click tab scrolling
buttons
LJ again to
3. If necessary, click tab scrolling
view additional sheet tabs.
buttons S '< * * "I again to
4. Press Shift and click last sheet
view additional sheet tabs.
tab in group
»shnt]
/ The word /Group^ appears in the
title bar.
sequent sheet tab to be
cjrfj
/ The word /GroupJ appears in the
title and task bars.
252
W
,
4. Press Ctrl and click each sub
included in group
>
/ You can also select the tab(s) of the
Rename Sheet
Ungroup Sheets
1. Right-click any sheet tab in
group.
2. Click Ungroup Sheets
OJ
OR
sheets to move, then drag and drop
I. Select tab of sheet to rename.
them in n new tab position. When
2. Click Home tab
youdrag. the mouse pointer shape
Ml, Ml
Cells Group
2J
4. Click Renome Sheet
group.
1. Select tab(s) of sheet{s) to
6. Press Enter
/ You can also double-click a tab to
1. Select tab(s) of sheets to
remove.
2. Click Home tab
aIFJ, hJ
rename it, or just right-click a tab
and choose Rename from the
Cells Group
Shortcut menu.
Insert Sheet(s)
4. Click Delete Sheet
click Delete to confirm the
deletion
^Emer|
/ You can also right-click a tab and
select Delete from the shortcut
menu to remove a worksheet.
1. Select tab(s) of sheets to hide.
2. Click Home tab
AJD, h]
Cells Group
before the first sheet in the group.
2. Click Home tab
@E H)
Is]
/ You can also right-click a tab and
from
the shortcut
menu to hide a worksheet.
3. Click Insert button Q
CD
4. Click Insert Sheet
:J)
/ You can also right-dick a selected
tab and choose Insert from the
Shortcut menu to insert work
1. Click Home tab
Cells Group
2. Click Format button \^\
3. Click Hide & Unhide
4. Click Unhide Sheet
:R)
/ You can also right-click a tab and
select Unhide from the shortcut
menu to unhide a worksheet,
5. Select sheet to unhide
6. Click OK
Ajl)+ TJ i], ^Enlerl
b. Select sheet before which
you want new sheet(s)
placed from the Before sheet
m + 'D ill
c. Select Create ocopy
option
Ajtj + Qi
6. Click OK
i^Enier]
/ You can also select the tab(s) of the
sheet<s) to copy, then press Ctrl
and drag and drop the sheet(s) to a
to !§L A black triangle indicates
where sheet will be inserted.
1. Select tab(s) of sheet(s) to
move.
2. Click Home tab
iaJD, '±±1
4. Click Wove or Copy Sheet
.Mj
5. Select where to move sheet(s)
from To book
list
Change Tab Color
1. Select tab(s) to recolor.
2. Click Home tab
a. Select open workbook
.. (Oj
list
the mouse pointer shape changes
3. Click Format button [j
ED, 35
M]
new tab position. When you drag,
Cells Group
Unhide Sheet(s)
4. Click Move or Copy Sheet
list
Move Sheet(s)
5. Click Hide Sheet
select Hide
/ The new sheets will be Inserted
_.(§)
4. Click Hide & Unhide
...10)
from To book
sheets.
3. Click Format button [!
3. Click Format button [g|
a. Select open workbook
as sheets to be inserted.
Cells Gtoup
Hide Sheet(s)
(M3, ®
5. Select where to copy sheet(s):
1. Select number of sheet tabs
5. If the sheet contains data,
copy.
2. Click Home tab
Cells Group
3. Click Delete button []
inserted.
Copy Sheet(s)
5. Type new name.
Delete Sheet(s)
changes to j§i. A black triangle
indicates where sheet will be
3. Click Format button
Click any sheet tab not in
Exercise 12
Excel
Learning Microsoft Office 2OO7
AltJ + TJ I), ^Enlorl
b. Select sheet before
ak}, hJ
Cells Group
3. Click Format button |
4. Click Tab Color
5. Select
color
3/3/JJ/X), ^'erl
/ You can also select the tab(s) to
which you want sheet(s)
recolor, then right-click a selected
moved from the Before sheet
tab and choose
list
recolor tabs.
6. Click OK
MJ + Bj jj
•'Enterl
Tab Color to
s You can remove the color on a tab
by
repeating
these steps and
choosing No Color in step 5.
253
~
EXERCISE DIRECTIONS
1. Start Excel if necessary.
c. Apply the cell style, 40% Accent!, to the
cell A12 to A36, and A37 to O37. (See
2. Open »5*12SpaServkes.
Illustration A.)
3. Save the file as 12SpaServices_xx.
d. Adjust column widths as needed to fully display
4. Copy the Monday worksheet six times.
data.
5. Rename the new worksheets Tuesday, Wednesday.
Thursday, Friday, Saturday, and Sunday.
8. Ungroup the sheets.
9. Delete the Tuesday sheet since the spa is closed
6. Move the worksheets as needed to arrange them
on Tuesdays.
in order from Sunday to Saturday.
10. Color the weekend tabs Accent6. Darker 25%,
7. Select all the worksheets so you can apply the fol
and the weekday tabs Accent2, Darker 50% to
lowing changes to all of them:
match the colors in the worksheet.
a. Apply the Trek theme.
11. Hide the Monday tab because there's a holiday on
b. Enter a series of numbers from 1 to 25 in cells
Monday this week.
A12 through A36
12. Spell check the workbook.
/ You might want to use the Fill command to enter the num
13. Print the entire workbook.
bers quickly. See Exercise 4.
i
14. Close the file, saving all changes.
Illustration A
i\ 51! ipi'. (races jlsi - Micf osoft Bed
.
o
-.
i
2
Michigan Avcii"=Attiictic Qub.5pa.Scrvli:cs
Mr-1
Dot*
6
tMutgi
7
Her Da! Wrap
o
FmmI
Rci!di!;e!
S10O
S65
Ml
S75
SI 75
- -■
"
X
pW
1
,
10
Mo;so|c
Crcn". rjBmB
n
Member a
M HW F f? Qutft'jon
Mlsu R
Herbal
Cost
Wnp
Ftati BmtaliH nvflrce Tatai
12
1
:
0
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te
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wj
Totlll
38
i
* Hi
254
0
■
1
Learning Microsoft Office 2OO7
Excel
Exercise 12
ON YOUR OWN
1. Open a new workbook in Excel.
2. Save the tile as OXLl2_xx.
3. Set up a worksheet for tracking weekly income.
/ For this exercise, assume that you receive income from a
part-time job, along with a weekly allowance. Also, you've
decided to sell some unwanted items on eBay, so you record
the sales from that effort. In addition, your birthday falls dur
ing week 3 of this month, and you usually receive money
gifts from several relatives.
4. Delete Sheet2 and Sheet3.
5. On Sheeti, enter a title for the worksheet in row 2.
6. Label columns B through H (or the days of the
week.
7. In the rows in column A, list your sources of
income: Job, Allowance, eBay sales, and Gifts.
8. Copy Sheet 1 three times, to create four work
sheets.
9. Label the four sheets: Week 1, Week 2, Week 3, and
Week 4 respectively.
10. Enter data in all four worksheets. You may or may
not have income for each day, or for each category
(job, allowance, eBay sales, or gifts).
11. Group the worksheets and enter formulas to cal
culate the total income for each category as well
as for each day of the week.
a. Label the column and row where the results
are displayed correctly.
b. Assign a Iheme to the workbook.
c. Apply formats to the workbook using the theme
colors and styles.
d. Select the data and totals, and apply the
numeric format of your choice.
12. Ungroup the sheets and assign a unique color to
each week's tab.
13. Widen columns as needed to display data.
14. Spell check the workbook.
15. Print the entire workbook.
16. Close the file, saving all changes.
255
Critical Thinkin
Application Skills As Sales Director at Whole Grains Bread, it's your job to
monitor sales throughout the company. Today you're designing a workbook to track
three month's worth of sales at each of your various locations.
-
-
EXERCISE DIRECTIONS
1. Start Excel, if necessary.
10. Adjust column widths to fit the data.
2. OpenW4l3BreodSnles.
11. Copy the July worksheet three times.
3. Save the file as 13BreadSoles_jtjr.
a. Name the extra worksheets August, September,
and Qlr 3 and arrange them in that order. See
4. Apply the Solstice theme to the workbook.
5. Apply the following formats to the July worksheet:
a. Title cell style to A11.
b. A11 :F11: white font color, Accenl3, Darker 25%
fill color.
c. A12:B29:Accent4 cell style.
d. C12:E29: 20% - Accent2 cell style.
e. C12:F12:14 point font.
f.
C13: E29: Currency (0) cell style.
g. F12:F29:Accent4 cell style.
h. F12:14 point font.
i.
Illustration A.
b. Color the tabs for July, August, and September
Accent2, Lighter 40%.
c. Color the tab for Qtr 3 Accent4, Darker 25%.
12. Change to the Otr 3 worksheet.
a. Change cell A11 to read Qtr 3 Sales Report - Totals
by City.
b. Select the ranges A11 :G12 and A26:G30.
c. Using Copy and Paste, copy the selection to
the range beginning in cell 111.
d. Change cell 111 to read Qtr 3 Sales Report - Totals
F13:F29: Currency (0) cell style.
6. In cell F13, enter a formula to compute the net
profit, taking total sales for that city minus costs
such as ingredients and labor.
7. Copy the formula to the range F14:F27.
8. Edit cell B18 to read Portland I, OR.
by Month. See Illustration B.
e. Change cell J13 to July.
f.
Change ceil J14 to August.
g. Change cell J15 to September.
13. Adjust columns widths as needed to display data
fully.
a. Insert a row beneath row 18.
14. Spell check the workbook.
b. In cell B19, enter Portland 2, OR.
15. Preview each sheet, and print the workbook.
c. Copy the net profit formula to cell F19.
16. Close the file, saving all changes.
9. Insert a column to the left of column D.
a. In cell D12, type Coupons.
b. Adjust the formula in cell G13 to subtract this
extra cost from the net profit.
c. Copy this adjusted formula down column G.
256
i
-
Learning Microsoft Office ZOO7
Excel
Exercise 13
Illustration A
S138read5ales.xlsx - Microsoft Excel
■
A
A
B
CO
E
F
G
10
11
Monthly Sales Report
\
Sales Coupons Ingredients Labor Net Profit
12
I3
Bend. OR
$
14
Eugene, OR
$
15
Larkspur I, CA
$
16
Larkspur 2, CA
$
17
Otympia. WA
$
18
Portland I, OR
$
19
Portland 2, OR
$
20
Redmond, WA
$
21
Salem, OR
$
22
San Bernadino, CA
$
23
San Diego, CA
$
24
San Francisco, CA
$
25
Seattle I.WA
$
26
Seattle 2. WA
$
27
Spokane, WA
$
23
Three Sisters. OR
$
29
30
Totals
$
.
$
-
$
-
$
31
32
n :<>»l Julv Z August,/; September.^
257
Illustration B
Sales Coupons Ingredients Labor
-
•
258
Curriculum Integration
Application Skills
The cost of goods vary for many reasons, including the
cost of producing those goods, and the fluctuating demand for them. In order to
understand how much prices vary with changes in the economy, you'll be tracking the
prices for selected consumer goods over the course of three months.
EXERCISE DIRECTIONS
Start Excel, if necessary, and begin a new, blank workbook. Save the file as
14ConsumerPricing xx.
Type a title for your worksheet in row 2, and enter today's date somewhere. Enter col
umn labels in row 4: Item, Description, Store, Regular Price, Sales Prite, Discount, Tax, Total Cost.
In the Item column, enter a list of the items you're going to track: Digitol camera, Cell phone,
Media Player, Jeans, Rent on 1 I'll apartment, Gas (gallon), Milk (gallon), Bread.
Insert two rows above the Rent on 1 BR apartment row, to separate that group of items
from the top group. Insert a column to the right of the Tax column.
Choose a theme and apply formatting to the worksheet, selecting ranges and apply
ing cell styles and manual formats as desired. Be sure to apply a number format to
the ranges E5:F14, H5:114, and J5:J14. Apply a percent format to G5:G14.
Copy the data area for the first group of items only to another place several rows
below. Here, you'll record Web prices for the items you find locally. For the lower data
area only, label column I Web Shipping.
Name the worksheet Month 1. Copy the worksheet twice, naming the additional sheets
Month 2 and Month 3. Assign a color to each tab. Remove Sheet2 and Sheet3.
You forgot to enter a formula to calculate the discount for items you find on sale.
Select all three worksheets, and type a formula to calculate the discount in the Digital
Camera/Discount cell—the formula should take 1 and subtract the sales price divided
by the regular price. You'll get an error, #DIV/0, because the cells you're using in your
formula are currently empty and so you're dividing by zero. Ignore the error. Copy the
formula down the Discount column in both data areas.
Enter a second formula in the Digitol Camera/Tox cell. Take the Sales Price times the tax
percent in your state to calculate the Tax. Copy this formula down the Tax column,
skipping the Apartment row since you don't pay tax on your rent each month, and the
Gos row since the price includes the tax. You need to enter another formula as well, in
the Digital Camerc/Tolal Cost cell that computes the cost of the camera, which is calcu
lated by taking the Sales Price plus the Tax and any Web Shipping costs.
259
J
Using ads in your local paper, select a digital camera to track. You don't need to find
the cheapest camera, just a model you like, at the cheapest price you can find. On
the Month 1 worksheet, enter the camera's brand and model number in the corre
sponding Description cell. Enter the name of the store sponsoring ihe ad in the Store
column. Enter the camera's regular price and sales price (if any). Keep the ad.
Hunt for the same camera on the Internet, and record its price, sales price (if any),
and the costs of shipping in the second data area. Print a copy of the Web page
where you found your item. Even though you don't always pay tax on the Internet,
you'll pay it with your State taxes at the end of the year, so we'll go ahead and include
the tax cost for the Web items. Repeat this process, hunting down the best prices for
the cell phone, laptop, and jeans you prefer, both locally and on the Internet. Look in
the paper for an apartment near where you iive, and check out the price of gas, milk,
and bread as well. Over the next two months, repeat this process to create a price
tracker that reflects the ups and downs in the costs of popular consumer items.
After entering data, adjust column widths, spell check the worksheets, and print the
Month 1 worksheet. When you're done working on your spreadsheet, close the file,
saving all changes. If instructed by your teacher, you'll return to this workbook in com
ing months, and enter updated price data for all items.
_
-
~
-
.
-
-
~
~
_
_
-
»
26O