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Excel 201 Handbook
By Richard Rost   Richard Rost on LinkedIn Email Richard Rost   17 years ago

This is the full text listing of one of our handbooks. There is a lot more to this handbook. The full-color screen shots have been removed for this page. This text is simply provided so that the search engines will index the course contents. This is so any customer searching for a topic can find what class it's covered in. If you are interested in more about information about our courses, click here for our complete course listing. For details on how to purchase a handbook, visit our handbooks page.






Microsoft Excel 201
Course Handbook Supplement

By Richard Rost


Published By
Amicron Computing
PO Box 1308, Amherst NY 14226 USA
www.599cd.com


First Printing 7/12/2005
Copyright 2005 by Amicron Computing
All Rights Reserved


Welcome

Welcome to the 599CD Microsoft Excel 201 Handbook. This course follows Excel 104.

This handbook is designed to be a supplement to the full 599CD video course for Microsoft Excel 201. We recommend you use this handbook to follow along with the class videos. This handbook is not meant as a stand-alone study guide.

We do recommend that you watch the course videos one time through, paying attention to the lessons covered. Follow along with the course videos using this guide. Take notes on the pages where needed. Then, watch the videos a second time, practicing the examples yourself on your computer.


Table of Contents

Welcome 2
Table of Contents 2
Introduction 3
Lesson 1. Review & Sheet Setup 4
Lesson 2. The IF Function, part one 7
Lesson 3. The IF Function, part two 12
Lesson 4. Relative v. Absolute References, part one 15
Lesson 5. Relative v. Absolute References, part two 24
Lesson 6. Values From Other Sheets 29
Lesson 7. Copying Data to Microsoft Word 39
Lesson 8. Tips & Tricks 45
Review 54




Introduction

Welcome to Microsoft Excel 201, brought to you by 599CD.com. I am your instructor, Richard Rost.




Objectives for today’s class:

· IF Function
· Relative v. Absolute References
· Sharing Data Between Sheets
· Paste Linking v. Embedding with Word
· Tips and Tricks


Pre-Requisites: Microsoft Excel 101 through 104. We will assume you have taken at least Excel 101 before this class.

In this class we will be using Microsoft Excel XP and Windows XP for our live-action videos. However, the version of Excel and Windows you have does not matter. Most, if not all of these examples should be applicable regardless of what version of Excel you’re using.


Lesson 1. Review & Sheet Setup

In this class, we’re going to keep grades for students in Excel. Begin with a blank workbook. Enter in a list of student names and test grades as follows (the numbers aren’t important, just the format of the sheet).




Now we can calculate their averages.




And use AutoFill to copy that formula down…





We can also calculate averages for each of the tests.




And AutoFill it across…




Next, highlight all of the numbers (B2:F6)





Click on Increase Decimal to change all the numbers to one decimal place.




I’ll Right Align my test grade column headers so they’re over the numbers.




And let’s add a little background color…





Lesson 2. The IF Function, part one

Remember in Excel 101, I taught you about the SUM function and AVERAGE function. Both SUM and AVERAGE take some numbers in, and they spit out an answer.




Today, we’re going to learn about the IF function. The IF function is used for making Excel decide between one or more options. You can say, “if this cell is greater than 20, make this other cell equal to 10” or some such. Like the PMT function we saw in Excel 104, the IF function takes three pieces of specific information:





The three things IF needs to know are:

· What condition do you want to test? Example: is cell B5 greater than 100
· What value to give if the condition is true
· What value to give if the condition is false




In the example above, if B5 is not greater than 100, the IF function will return a 25.

Now, applying this logic to our school teacher spreadsheet, let’s say the student’s average is in cell B5 and we want to see whether or not they passed or failed. Here, if their average (B5) is greater than or equal to 65, the student passed, otherwise they failed. This student passed.




You can use this in our sales log spreadsheet from Excel 104, for example. You could say if the State = “NY” then set the sales tax to 0.0825 (we recently went from 8% to 8.25% sales tax, go figure).




In column G, we want to see whether or not the student passed or failed. So put a header of “PF” in cell G1.




Now, in cell G2, type in our function. Start with: =IF(




The logical test is the value we’re looking to check. In this case, is the student’s average greater than or equal to 65.

The student’s average is in cell F2, and we want to check if it’s >=65. Continue with:




Now, type a comma to indicate you’re done with the logical test and you’re ready to specify the Value If True. What do I put here if the value is true? I want to see the word “Pass” here. If you want to put actual text in a field (not a value or number) you have to put it inside of double-quotes, like this:




Put another comma, and do the same for the Value if False. Then close your parentheses and hit ENTER.




So your final function is: =IF(F2>=65, “Pass”, “Fail”)

Notice this student passed with a grade of 91.8.



I’m going to Right Align this column (in the video, you might hear me say “right justify” a lot. Old habit. Old versions of WordPerfect used to call it Right Justify. I used to be a real big WordPerfect user.)




Now, AutoFill the formula down (yes, it works fine for IF too).




Notice everyone but one student passed, and the class average as a whole was passing. I’ll make G6 green (the Autofill copied down the format which was plain).





Lesson 3. The IF Function, part two

Here’s another example of the IF function: dealing with sales tax. Go to Sheet2. Set up the following sheet of customer sales:




Start the function as follows: =IF(B2=“NY”,




We’re checking to see if the customer’s state is equal to “NY”. We have to enclose it in quotes since it’s actual text.

Now, if that condition is true (in other words, if the customer is from NY) we have to charge tax of 8.25%, so the tax amount is… C2 * 0.0825




Remember, the sales (or Order Total if you prefer) is in cell C2. Multiply that by the tax rate to get the actual amount of sales tax. If they’re not from NY they pay no tax. Put a zero in there and close up your parentheses.




Go ahead and AutoFill your result down the column.





Notice how our non-NY customers pay zero sales tax. Now, let’s set all of our currency values (C2:E5) to two decimal places.




Now we can calculate our total by adding the sales to the tax.




And AutoFill it down the column…





Lesson 4. Relative v. Absolute References, part one

Let’s go back to our gradebook on Sheet1. In fact, let’s change the name of this sheet tab to Gradebook and the other sheet to Sales Tax.




Let’s say our passing grade isn’t always 65. We want to be able to change it easily. In cell A8 I’m going to type in the number 65 to indicate my passing grade. I’ll put the text label “passing grade” next to it in cell B8. I’ll add some color so it stands out.




Let’s delete our old IF functions and re-write them to use this new passing grade value.





Now, our passing grade is in cell A8, so instead of putting an actual “65” in the formula, I can just refer to cell A8 as follows: =IF(F2>=A8, “Pass”, “Fail”)




Hit ENTER. Looks good.





Notice now, if I change my passing grade to 95, this student now fails. Put the passing grade back to 80 when done.




Now grab the AutoFill handle and drag it down the column…




Whoa! Something’s not right. Everyone passed! The bottom two students (as well as our average) should not have passed. The passing grade is currently 80. Let’s examine the formula starting with G2.





The first formula looks good. How about the second one…




See the problem? The AutoFill increased the row from E3 to F3 for the average. It also increased the Passing Grade cell from A8 to A9. That’s not good. It messes up our function. You’ll find the rest of the cells have done the same.

Excel assumes the row for the average and for the passing grade is relative to the cell the function it is. It’s correct about the average, but not the passing grade. So we need some way to tell AutoFill not to increment the Passing Grade… that it’s not a relative cell reference. We need to change the reference to the passing grade cell to an absolute cell reference… so that Excel always points to exactly the same cell. Don’t move it when you AutoFill, copy-and-paste, etc.

Here’s how you do it: =IF(F2 >= $A$8, “Pass”, “Fail”)




See the dollar signs? Those indicate that this is an absolute reference and not a relative reference. Now, Excel should always leave this cell as A8, and never move it.

Now, AutoFill the new formula down the column, and see what we get…




Looks much better. The students who failed are marked “Fail.” If you examine the functions in the other cells, you’ll see that $A$8 was left alone.




Let’s set up the same kind of system for our sales tax sheet. Make a sales tax cell in A7.





Instead of having 0.0825 in all of our cell formulae…




We can rewrite it as $A$7…




Now, AutoFill it down your column.





Here’s the main benefit… when the County decides they don’t need that extra quarter-penny sales tax any more, and put the tax back to 8%, it’s easy to update our sheets:




You don’t have to go searching for all of those 0.0825s. Now that we know how to play this game, we can use the same trick to substitute anything in our sheets. Go back to your gradebook and add two more cells with the words “Pass” and “Fail” in them…




Now we can re-write our function again to make use of these new cells…





Now Excel will substitute the values in those cells for “Pass” and “Fail.” We don’t need the quotes any more because we’re not specifying actual text, just the cell references. Now, AutoFill that new function down the column, and change “Pass” to “Good” and see the change…




We can do the same kind of trick in our sales tax sheet. Specify the state you’re charging the tax for…




Now change your formula…





Now, AutoFill your formula down. Change the taxable state to Texas.




Notice now only the customer from Texas is charged tax.


Lesson 5. Relative v. Absolute References, part two

Now we’re going to create a grade curve. We’re going to say that the passing grade is 80% of the class average. Here’s how. In cell A8, change the formula to:

= F6 * 0.80




F6 is the cell the class average is currently in. This allows you to create values that are based on values in other portions of your sheet. Here’s another example. Go to a blank sheet, Sheet3. Let’s say you have a list of offices with their quarterly sales for 2003:





As a review, you can put your sales totals in with the AutoSum button…




We can AutoFill that across the row. Let’s also get the sales total for each city using AutoSum…




AutoFill that down. Now, add some color and formatting…





Now in the next row (Row 7) I want to show each quarter’s sales as a percentage of the annual sales. So in cell B7, I would put: =B6/F6




I get a long decimal number. Let’s convert it to a percent format with the Format Percent button.




I’ll increase the decimal by one. Now, let’s AutoFill that value across.




Whoa! What happened? Notice the little warning message. If I click on it, I see we have a Divide by Zero Error.




Remember, you cannot divide by zero. We have the Relative v. Absolute References problem again. AutoFill is incrementing the cell location for my Total Sales as well as the quarterly sales. We need to make the Total Sales an absolute reference. Change the cell in B7 to:

= B6 / $F$6




Now AutoFill it across…




Let’s do the same thing for each city… create a new column and in G2 put in the following:

= F2 / $F$6





Format it as a percent. AutoFill that down the column…




I’ll delete the values in G6, G7, and F7 because they’re really meaningless.

Rick’s Tip: The 0.3% value left over in G7 is due to a rounding problem. It’s not that significant, but we’ll cover how to deal with it in a future lesson. Remember, when we’re displaying some of these numbers, they’re really rounded off to the nearest tenth of a percent. Sometimes there’s a little left over (remember the fraction-of-a-penny problem in Superman III and Office Space?)





Lesson 6. Values From Other Sheets

In this lesson we’re going to learn how to work with values between two or more different worksheets. Now, back in our gradebook, we have all of this stuff down on the bottom… and it’s important, but I don’t necessarily want to see it here on the bottom of my gradebook. Let’s take this stuff and put it on a different sheet. First, let’s rename our Sheet3 to Qtr Sales.




Now, lets insert a new sheet. Right-click on any of the sheet tabs and click on Insert…




Double-click on Worksheet.





I’ve got a brand new Sheet4 which I’m going to slide over so it’s next to my Gradebook (remember, just click and drag the sheet tabs to move them around).




I’ll rename this sheet to Info.




Now, on your Gradebook sheet, highlight A8 through C10 (all of the info we want to move).




Now, let’s cut that stuff out with CTRL-X. As a review, remember our keyboard shortcuts for cut, copy, and paste?




Now go over to our Info sheet and hit CTRL-V to paste them in.




Now, take a look at the formula in cell G2.




Notice the reference to Info!$A$1. What’s that? Well, Info is the name of the new sheet tab that we moved these cells to.

Rick’s Tip: If we wouldn’t have changed the name of the sheet, it would be Sheet4!$A$1. Whatever the name of the sheet tab is will show up there.

Look at the Info sheet. Remember the passing grade is based on a the class average which is back on the Gradebook sheet…




Notice that cell A1 refers to cell Gradebook!F6*0.8. See how that works, you put the sheet tab name followed by an exclamation point (!) followed by the rest of the formula (cell, range, math expression, etc).

This is how you refer to a value on a different sheet tab. Let’s say you want to refer to the cell A8 on the sheet Sheet3. You would simply write:

= Sheet3 ! A8

Yes, it’s that easy.

Rick’s Tip: Note that I sometimes put extra spaces in my formulae when I write them for you here in the book – just so you can see them uncluttered. In Excel, you would never put spaces after the equal sign or around the exclamation point like I just did.

Here’s another example… Chris’ test 1 grade is in cell B2 on sheet Gradebook.




Let’s try this… go to a different sheet (like Info, but it doesn’t matter which one you pick). Now, pick any old cell and just type in:

= Gradebook ! B2




That should then give you Chris’ test grade:




Looks real good. Notice if I change Chris’ test grade to 89…





Then the value changes on the other sheet…




This value is Linked to the original. This is what happens when you Cut and paste values from one sheet to another. Excel creates a link for you automatically. This does not happen when you Copy and paste values. However, you can manually Copy and paste a Link between sheets. Here’s how…

Come back to the Gradebook sheet. Copy the class average (cell F6) with CTRL-C.




Now, if you just simply Paste it in with CTRL-V, you get this mess:




Notice on the formula bar that the average is trying to calculate values in the range B3 to B6 on this sheet which is not right.


Instead of just hitting paste, right-click on the cell and select Paste Special…




The Paste Special dialog box appears. There are a bunch of different options on here that we’ll talk about later. For now, just click on the button on the bottom that says Paste Link.





Notice that this pastes a link to the cell we had copied into this spot. This is the same thing we did manually a moment ago…




Let’s talk about some of those other options on the Paste Special dialog box. You can select to paste just the formulas, just the values (the end result of a formula instead of the formula itself), just the format (like the format painter), just the cell comments, everything except the borders, the column widths, and so on. I’m not going to show you examples of all of these – I will later as needed – but feel free to experiment with them.

Let’s say, for example, you only wanted to paste the Value that was in the cell (the 76.625, and not the formula that calculated it). You would select the Value option.





Hit OK and you’ll see only the Value copies over…




Let’s undo that. Now that we know how to do this, we can do the same thing for our sales tax. Cut all of the supplemental data from the bottom of the sheet…




Paste it on your Info sheet.




See how you can create a single Control sheet in your workbooks that contains all of the information that might change, and affects all of the other sheets? This is real powerful stuff!


Notice now how the sales tax calculation back on the Sales Tax sheet is looking for the data on the Info sheet. It looks like a real mess now, but you know how to read it, right?




Here’s one problem you might run into. Notice how our sheet Sales Tax has a space in the name. If I try to reference a value on that sheet like this…




Excel goes nuts and tries opening up some weird “Update Values” window and I get a #NAME? error. Ahhh! What happened? Don’t worry about it. Just hit Cancel and delete that bad formula.




Just remember this: if the sheet tab name has spaces in it, you have to enclose it inside of single quotes.




Excel will do this for you if you cut and paste the value, but if you’re typing it in yourself, you have to remember this.

And now I get my value…




Yeah, that’s what happened to be in cell A1 on that sheet.


Lesson 7. Copying Data to Microsoft Word

In this lesson we’re going to learn how to share Excel info with Word documents. We want to take our gradebook data and put it inside of a nice, pretty, formatted Word document.

Rick’s Tip: If you use Excel and never use Word, I’d be surprised! If that’s the case, this lesson doesn’t apply for you. Sorry. If you’re like the 99.9% of Excel users who do use Word sometimes, keep reading. You’ll enjoy this.

Start Microsoft Word. Now, you could make a real elaborate, formatted document with your letterhead and all kinds of neat stuff on it. For the purposes of class, I’ll keep it simple:




Now, flip back over the Excel. Highlight all of the stuff you want to copy over to Word.




I’ll highlight everything from A1 to G6 (basically the whole sheet of data). Hit CTRL-C to copy it to your clipboard.

Flip back over to Word.

To move easily between the two applications (Word and Excel) you can click on the Windows Taskbar.




Rick’s Tip: You can also use ALT-TAB to quickly switch between open applications in Windows.

Now that we’re back in Word, I can hit CTRL-V to Paste the data we copied from Excel…




Now, this is perfectly fine for most uses. Word will actually convert this information into a Word Table, however, so you might lose some formatting, and some functionality. If all you want to do is quickly and simply copy some information over, this is fine.

But there’s other stuff you can do that’s really cool… keep reading…

Undo that Paste operation so we’re back before we put the Excel data in here.

This time, instead of just hitting Paste, let’s click on Edit > Paste Special (we’re still in Word).




Now we get the Paste Special dialog. Select Microsoft Excel Worksheet Object from the list of options.




Now, click OK. This pastes the data in as a little chunk of Excel, complete with the exact look and feel, all of the formatting, and everything. It does not convert the data to a Word Table.




Notice, if you double-click on the Excel object, it will open up Excel inside of your Word document and you can edit it right here…




Remember, this is just a Copy of the original – so you can safely make changes here without editing your original Excel document.

Now, watch this… let’s say I discover that one of my students cheated, so I give him a zero (back in my Excel sheet now).




Notice how if I flip back to Word, the old value still shows up. That’s because the information in Word is only a Copy of the original data. It’s not linked at all.



Can we link it? You bet! This is great if you want to make your Word documents get updated any time your Excel data changes (just think how cool it would be to have all of your sales sheets automatically update their prices when you change them once in Excel!)

Let’s hit Undo again to get rid of the Excel sheet object once more. Go back to Excel, highlight your range of data again and Copy it to the clipboard. Go back to Word and hit Edit > Paste Special once more. Select Microsoft Excel Worksheet Object again. This time, however, instead of just pasting it in, we want to click on Paste Link.




This will link the copy to the original! If your Excel sheet changes, so will the document. Hit OK. Here’s the linked copy. Notice how Jan still has that zero for test 1.




Switch back over to Excel and change it…




Now, switch back to Word and notice that it changed here as well! The object in Word is linked to the Excel sheet. This is awesome!




Try this… highlight all of row 3 in Excel…




Now switch back to Word…




Notice how pretty much anything you change in the Excel sheet is going to update the Word document as well.

Lesson 8. Tips & Tricks

If you want to move students around, you can use a neat trick called Insert Cut Cells. First, highlight all of Row 5.




Now, Cut the row out (using the menus or CTRL-X).




Now, we want to insert this student in front of Alex, so highlight Row 3.




Right-click and select Insert Cut Cells.



That will effectively cut out Pat’s row and move him in front of Alex.




You can also do the same thing without selecting the whole row. This will move fragments of your sheets around. Here, I’ll select A5 through G5 (you might want to do this if there was other stuff to the right of column G you didn’t want to move).




Now, right-click on cell A3 (on Pat) and Insert Cut Cells.




Same effect here – but again, this would be handy if you didn’t want to move data beyond column G.




Sometimes you might notice this happen… let’s say we cut or copied a cell (or a range) like E5, and tried to insert it at B2. Right-click there and select Insert Cut Cells and you’ll see this…




Since Excel doesn’t know which way you want to insert the cell (horizontally or vertically) you’re asked whether or not you want to shift the cells down, or shift the cells to the right.

Rick’s Tip: If you cut cells in the same column or row as the destination, you usually won’t be asked this… Excel will just automatically shift the cells for you.

I’ll select Shift Cells Down and you can see what happens…




It messes up the sheet format somewhat. I’ll undo that.

The same kind of window will appear if you try to delete a block of cells. You can highlight a range of cells, say C3:D4, right-click on them and select Delete. You will see this window:




If I select Shift Cells Left, you can see the cells to the right are shifted left.




Again, I’ll undo that. Here’s another neat trick. I taught you earlier that if you want to copy a sheet, just right-click on it and select Move or Copy.




Here’s a shortcut… just hold down the CTRL key on your keyboard, then click and drag the sheet tab to the right. Notice the icon with the plus in it.




Now when you let it go, you’ll see your copy…




If you want to manually draw borders on your sheet, turn the Borders toolbar on. Click on View > Toolbars > Borders.




The Borders Toolbar will appear. It may show up docked with the others, or floating like this one…





Click on the pencil icon that says Draw Border if you hover over it.




Notice your mouse pointer is now a pencil. Click and drag anywhere on the sheet, and notice how you’re creating borders.




The dropdown box in the middle of the toolbar allows you to change the border thickness and style…




This one, for example, lets you draw thick borders…



The right-most button allows you to change the border color…




You can also draw diagonal borders…




Rick’s Tip: I didn’t demonstrate this in the video (I probably should have) but you can use the Eraser Tool to remove the individual borders.




If your toolbar is floating like mine, you can close it with the “X” close button in the upper-right corner. Otherwise, if your toolbar is docked, you can close it by selecting View > Toolbars > Borders again. That will turn it off.

You can remove all of these borders by highlighting the entire range from A1 to G6 and then using the old-style border button on the toolbar, select no borders. Or, you could always undo through all those steps.



You can insert comments on any cell by right-clicking on a cell and selecting Insert Comments.




Type in your comments.




(Yes, I know I spelled cheating wrong in the video.) If you right-click on the comment and select Show Comment, you will see the comment always appear floating over the sheet.





Now the comment is always visible, and you can move it wherever you want it by clicking and dragging on its border. You can resize it by clicking and dragging on the circles at the corners and sides.




Right-click on the cell and select Hide Comment to return the comment to its default state – where you have to hover over the cell to see it.




There’s also the Edit Comment and Delete Comment options available. See if you can figure out what those do. J

Rick’s Note: Yes, I know I covered comments in an earlier lesson. Sometimes I make notes for what I want to cover and when, and I forget that I’ve already covered little topics like this. Sorry. It’s a good review. Better to go over topics more than once than to forget them altogether!


Review

Review topics.

· IF function
· Relative v. Absolute References
· Sharing data between two or more sheets
· Paste Linking v. Embedding with Microsoft Word



Tell us what you think. Log on to www.599cd.com/Survey and take a short survey about this course.


RICK’S NOTE: I really do enjoy getting surveys from you! Make sure you visit the web page above and fill out the survey for this class. Let me know if I’ve moved too fast, and whether or not I covered material that was helpful to you!


Take your skills check quiz at www.599cd.com/Test. If you pass, you can print out a Certificate of Completion.

What’s next? Visit www.599cd.com for our complete list of courses.

Need Help? Visit www.599cd.com/TechHelp for technical assistance.

Make sure you’re on our Mailing List. Go to www.599cd.com/MailingList for details.

Contact Us. If you have any questions, go to www.599cd.com/Contact for information on how you can contact us by phone, email, or live online chat.



Don’t forget to visit our User Message Forums online at: www.599cd.com/Forums. You can chat with our instructors, other users, and even Richard too. You can ask us all of your questions, get answers, and tell us what you thought of our class.



This course, handbook, videos, and other materials are copyright 2002, 2003, 2004, 2005 by Amicron Computing. All rights reserved. No portion of this course, handbook, videos, or other course materials may be reproduced, copied, edited, or otherwise distributed without the express written permission of Amicron Computing. Amicron Computing shall not be held liable for any errors or omissions in this document.

This document may not be used as part of a training course without express, written permission from Amicron Computing and the purchase of an Instructional License. For details, contact:

Amicron Computing
PO Box 1308
Amherst NY 14226 USA
www.599cd.com







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