Microsoft Office 2003- Illustrated Introductory,
Second Edition
Building
And Editing Worksheets
Objectives





Plan and design a worksheet
Edit cell entries
Enter formulas
Create complex formulas
Introduce Excel functions
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Objectives





Use Excel functions
Copy and move cell entries
Understand relative and absolute cell
references
Copy formulas with relative cell
references
Copy formulas with absolute cell
references
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Planning and Designing
a Worksheet

When planning and designing a
worksheet, it is important to:
– Determine the purpose of the
worksheet
– Determine the desired result
– Collect all necessary information
– Determine the calculations or formulas
necessary to achieve the results
– Sketch how you want the worksheet to
look
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Planning and Designing
a Worksheet (cont.)
Sample worksheet
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Editing Cell Entries

To edit a cell:
– Select the cell, then click the formula
bar or press [F2] to change to Edit
mode
• A blinking line called the insertion point
appears in the formula bar
– Edit data
• The mode indicator on the status bar tells
whether Excel is in Edit mode
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Editing Cell Entries (cont.)
Insertion
point
Pointer
used for
editing
Edit mode
indicator
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Editing Cell Entries (cont.)

Recovering a lost workbook file
– Due to Excel or some other program
freeze or a power failure
– Document Recovery task pane opens
the next time you open Excel
• Displays original and recovered versions
of the Excel file
• Open and review any version of the file
• Save the file version you want
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Entering Formulas

A formula is used to perform numeric
calculations
– Adding, subtracting, multiplying, etc.
– Formulas usually start with an equal sign (=),
called the formula prefix followed by cell
addresses or range names
• Using a cell address or range name is called cell
referencing
• When the value in a cell is changed, any formula
containing that cell reference will be automatically
recalculated
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Entering Formulas (cont.)

Click the cell where you want to enter the
calculation
– Enter the calculation by typing the cell addresses
or by pointing
• Use the mouse to point to cells
Formula in
formula bar
Moving
border
Formula in
cell
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Entering Formulas (cont.)
Common arithmetic operators
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Creating Complex Formulas

A complex formula is an equation
that uses more than one type of
arithmetic operator
– A formula that uses both addition and
multiplication
– Arithmetic operators separate tasks in
order of precedence
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Creating Complex Formulas
(cont.)
Formula in
formula bar
Formula
calculates
a 20%
increase
over the
value of
cell B8
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Creating Complex Formulas
(cont.)

Order of precedence in Excel
formulas
– Excel performs calculations in a certain
order based on these rules:
• Operations inside parentheses are
calculated first
• Exponents are calculated next
• Multiplication and division are calculated
next (from left to right)
• Addition and subtraction are calculated
next (from left to right)
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Introducing Excel Functions

A function is a predefined formula
that makes it easy to perform a
complex calculation
– Begin with the formula prefix (=)
– Type functions or use the Insert
Function button
– Can be used by itself or within a
formula
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Introducing Excel Functions
(cont.)

The AutoSum button enters the most
frequently used function: SUM
– By default, AutoSum adds the values in
cells above the cell pointer
– If there are one or fewer values above
the cell pointer, AutoSum adds values
to its left

Excel uses the information within
parentheses, the argument, to
calculate the function result
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Introducing Excel Functions
(cont.)
AutoSum button
Insert Function
button
SUM Function
Result of SUM
Function
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Using Excel Functions

Using the MIN and MAX functions
– MIN calculates the smallest value in a
range
– MAX calculates the largest value in a
range
Frequently used functions
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Using Excel Functions (cont.)
Click to use mouse
to define an
argument
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Copying and Moving
Cell Entries

Use the Cut, Copy, and Paste
buttons or the drag-and-drop feature
– Copy or move data within a worksheet
or between worksheets
– The Office Clipboard temporarily stores
information that you copy or cut
• Holds up to 24 items
• Has its own task pane that displays all
stored items
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Copying and Moving
Cell Entries (cont.)

Copying and pasting a range of
information
– Select the top-left cell of the range
where you want to paste the
information

The drag-and-drop technique is
useful for copying cell contents
– An outline of the cell appears when you
move the pointer
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Copying and Moving
Cell Entries (cont.)
Copy button
Paste button
Copied cell
Outline of
copied cell
Drag-and-drop
pointer
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Understanding Relative and
Absolute Cell References

Use relative references when cell
relationships don’t change
– Excel normally records the relationship
of cell references to the cell containing
the formula and not the cell references
• Calculations are performed based on cell
relationship
– The formula results are calculated the
same way even if the cell is moved
• Called relative cell referencing
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Understanding Relative and
Absolute Cell References (cont.)
Formula
contains
relative cell
references
Cells contain
relative cell
references
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Understanding Relative and
Absolute Cell References (cont.)

Use absolute cell references when
one relationship changes
– Excel retrieves formula information from
a specific cell which doesn’t change
even if the formula is copied to another
location
• Called absolute cell reference
• Created by placing a dollar sign ($) before
both the column letter and the row number
for the cell’s address
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Understanding Relative and
Absolute Cell References (cont.)
Relative cell
reference
Cell
referenced in
absolute
formulas
Absolute cell
reference
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Understanding Relative and
Absolute Cell References (cont.)

Using a mixed reference
– A mixed cell reference combines both
relative and absolute cell referencing
• When you copy a formula, you may want
to change the row reference but keep the
column reference
– Created using the [F4] function key
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Understanding Relative and
Absolute Cell References (cont.)

Print worksheet formulas
– View formulas rather than cell contents
• Click Tools on the menu bar, click Options,
click the View tab, select the Formulas
check box, then click OK
– Print the worksheet
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Copying Formulas with
Relative Cell References

Reuse formulas you’ve created
– Use Copy and Paste commands or the
Fill Right technique to copy formulas
• Use the AutoFill feature to copy labels,
formulas, or values
– Copy a formula to a new cell
• Excel substitutes new cell references so
that the relationship of the cells to the
formula remain unchanged in the formula’s
new location
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Copying Formulas with
Relative Cell References (cont.)
Copied
formula cell
references
Copied cell
Copied
formula result
Paste options button
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Copying Formulas with
Relative Cell References (cont.)

Filling cells with sequential text or
values
– Months of the year; days of the week;
or text plus a number (Quarter 1,
Quarter 2, etc.)
– Drag the fill handle to extend an
existing sequence
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Copying Formulas with
Absolute Cell References

A cell reference in
a copied formula
always refers to a
particular cell
address
– Press [F2] for the
range finder to
outline the
equation’s
arguments in blue
and green
Absolute cell
reference in
formula
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Summary





Create simple and complex formulas
Edit cell contents
Use functions
Copy and move entries
Understand cell referencing
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