Micros oft Exce l 2003 Trick s 'n Tips D atash e e t Copyrigh t 2008 Proph e t Te ch nologie s Pty Ltd ISBN 9 78-0-9 8049 22-0-0 Th is w ork is lice nce d unde r th e Cre ative Com m ons A ttribution-Noncom m e rcial-Sh are Alik e 2.5 Australia Lice nse . To vie w a copy of th is lice nce , visit h ttp://cre ative com m ons.org/lice nse s/by-nc-sa/2.5/au/ or, (b) se nd a le tte r to Cre ative Com m ons, 171 2nd Stre e t, Suite 300, San Francisco, California, 9 4105, USA. Ple ase contact th e publish e r if you w ish to re q ue st alte rnative lice nce arrange m e nts. To contact th e auth or se nd e m ail to support@m se xce l2003.com or w rite to PO Box 70, St Le onards, NSW 159 0 Australia Trade m ark s All brand nam e s, product nam e s and re giste re d trade m ark s are ow ne d by th e ir re spe ctive h olde rs. Trick s'n Tips is a trade m ark lice nse d to Proph e t Te ch nologie s Pty Ltd. M icrosoft and M icrosoft Exce l 2003 are e ith e r re giste re d trade m ark s or trande m ark s of th e M icrosoft Corporation. A dobe Acrobat Re ade r are trade m ark s of Adobe Syste m s Incorporate d. Re fe re nce s to com panie s and products in th is docum e nt are for th e purpose of illustration not e ndorse m e nt. Th is w ork and th e auth or are not affiliate d or e ndorse d by th e M icrosoft Corporation. Notice of Liability Th e inform ation in th is w ork is distribute d on an "As-Is" basis, w ith out w arranty. W h ile pre caution h as be e n tak e n in th e pre paration of th is w ork , th e auth or sh all h ave no liability to any pe rson or e ntity w ith re spe ct to any loss or dam age cause d or alle ge d to h ave cause d dire ctly or indire ctly by th e instructions containe d in th is w ork . Use of m one tary figure s in th is w ork is for illustrative purpose s only and doe s not re pre se nt financial advice in any w ay. Nam e s in th is w ork are pure ly fictional and use d for illustrative purpose s only. D e scriptions of be tting and gam bling are for illustrative purpose s and sh ould not be re lie d upon nor do th e y re pre se nt an e ndorse m e nt of gam bling. All e xam ple s provide d in th is w ork are com ple te fiction. All form ulas and calculations de scribe d in th is w ork can not be re lie d on. Vie w ing Sugge stion Th is e le ctronic docum e nt h as be e n de signe d for vie w ing dire ctly w ith Adobe Acrobat Re ade r or printing to an ISO A5 size book le t. Cove r Ph oto Am atue r ph oto tak e n at th e site of th e Th e Tw e lve Apostle s locate d along th e Gre at O ce an Road in Australia. Trick s 'n Tips Micros oft Exce l 2003 H ow do I create a series of num bers? H ow do I see all th e form ulas on a work sh eet? H ow do I h igh ligh t a cell based on special conditions? H ow do I create an IF form ula? H ow do I count th e cells th at only m eet m y criteria? H ow do I sum a set of num bers th at m eet m y criteria? H ow do I h ide som e of m y w ork sh eets? H ow do I look up answers in anoth er table? H ow do I freeze h eadings so I don't lose th em wh en I scroll around? H ow do I m ak e m y work sh eet tabs colourful? Page 1 Page 3 Page 5 Page 8 Page 18 Page 12 Page 23 Page 26 Page 35Page 32 H ow do I cre ate a se rie s of num be rs? Autom atic Series Com pletion Th e re are m any tim e s w h e n you w ant to cre ate a se rie s of num be rs or date s across a row or colum n. You can cre ate a se rie s m anually by typing 1, 2, 3, … into th e ir re s pe ctive ce lls or by using a form ula such as C4+ 1, C5+ 1, e tc. Microsoft Exce l provide s a conve nie nt sh ortcut to cre ating a se rie s, sim ply by starting th e first and se cond ce lls in th e se rie s, se le cting th e tw o ce lls and th e n dragging se le ction are a out to th e re q uire d s e t of ce lls. Sce nario – Cre ating a se rie s of ye ars Conside r a cash flow table th at sum m aris e s th e incom e and e xpe nse s ove r a se rie s of ye ars as sh ow n be low. Ste p 1: Ente r th e first tw o ye ars of th e se rie s To cre ate a se rie s w e ne e d to te ll Exce l w h at th e s e rie s is . In our e xam ple Ce ll B3 is “01/01/2000” and C3 is “01/01/2001” as s h ow n be low. Note th at th e ce ll form atting in th is e xam ple is se t so th at only th e ye ar is sh ow n. Micros oft Exce l 2003 Trick s 'n Tips Ste p 2: Se le ct th e ce lls th at sh ow first and se cond e le m e nts of th e se rie s Click -and-drag w ith th e m ouse to se le ct ce lls B3 and C3. Ste p 3: Click -and-drag th e bottom -le ft corne r of th e ce ll and drag to com ple te th e se rie s Use th e m ouse to click -and-h old th e bottom -le ft corne r of ce ll C3. Th e drag th e s e le ction out until G3. Th e s cre e n sh ould look sim ilar to be low. O nce th e se rie s re gion is se le cte d th e n re le ase th e m ous e button. Finish : Exce l w ill autom atically com ple te th e se rie s for th e se le ction. H ow do I se e all th e form ulas on a w ork sh e e t? View Form ulae In Cells Som e tim e s it is h andy to vie w (and print) th e form ulae in all th e ce lls in a spre adsh e e t w ith out h aving to m anually e nte r e ach ce ll. Be ing able to vie w all th e form ulae m ak e s it e asie r to de bug our ow n spre adsh e e ts as w e ll as m ak ing it sim ple r to unde rstand oth e r pe ople ’s spre adsh e e ts. Sce nario – Vie w ing th e form ulae in a table . You m ay h ave a table th at contains a list of nam e s (Colum n A), th e ir ne t w e alth (Colum n B) and th e num be r of ye ars th e y h ave be e n w ork ing (Colum n C). Be h ind th e s ce ne s th e s pre adsh e e t calculate s th e am ount of m one y e ach pe rson m ade (Colum n D ) and th e ave rage am ount m ade across our sam ple se le ction (Ce ll D 19 ). Micros oft Exce l 2003 Trick s 'n Tips Ste p 1: Pre ss th e Ctrl and ~ k e ys on th e k e yboard at th e sam e tim e to vie w . Pre ss ing th e Ctrl and ~ k e ys s h ow s th e form ulae in e ve ry ce ll on th e w ork sh e e t. You are now able to vie w th e unde rlying logic of th is s pre ads h e e t. H e lping Note : In th is curre nt vie w you can print th is page out to your printe r. Ste p 2: Pre ss th e Ctrl and ~ k e ys to re turn to th e norm al vie w . H ow do I h igh ligh t a ce ll base d on spe cial conditions? Conditional Form atting Th e re are m any occasions w h e re you m ay w ant to h ave Exce l ch ange th e form atting of a ce ll and its conte nts de pe nding on th e value in th e ce ll. Th is could be h andy to h igh ligh t s e ctions of your spre adsh e e t base d on diffe re nt sce narios. Sce nario – Bank Account Balance You m ay h ave a ce ll th at contains th e total balance of all your bank accounts and it ge ts h igh ligh te d in ye llow if th e balance falls be low $0. Th e figure be low sh ow s th e spre adsh e e t w ith a “Ne t Value ” > $0.00. Th e form atting of th is ce ll is in its norm al form at. For financial se curity w e w ant Exce l to h igh ligh t th e “Ne t Value ” (ce ll C9 ) w h e n th e ne t value am ount drops be low $0.00. Ste p 1: Se le ct th e ce ll w e w ant to apply conditional form atting to Micros oft Exce l 2003 Trick s 'n Tips Ste p 2: Se le ct th e Conditional Form atting m e nu ite m as sh ow n righ t Ste p 3: Te ll Exce l w h at th e spe cial form atting conditions are Ste p 4: Pre ss th e Form at button to se t th e form at of th e ce ll w h e n th is condition is m e t Ste p 5: Pre ss OK to acce pt th e conditions and conditional ce ll form atting In th e Form at Ce lls dialog box, pre ss th e O K button to acce pt th e conditional ce ll form at. In th e Conditional Form atting dialog box, pre s s th e O K button apply th e conditions . Le t us ass um e th at w e w e nt out sh opping th at day and s pe nt $2,000 using Cre dit Card 1 and update d ce ll C6 to re fle ct th is ch ange . As you can se e , th e Ne t Value h as droppe d be low $0 and th e ce ll autom atically h igh ligh ts th is. [...]... n you are s at f d t at t e f re h t is ie h h orm ul is corre ct a Finis h : Th e s pre ads h e e t now count t e num b e r of pas s e s and f s f s h ail rom t e lt h is Th e s pre ads h e e t w ilnow l s im il t t e f l ook ar o h igure be l ow M icros of Exce l t 2003 Trick s 'n Tips H ow do I s um a s e t of num be rs t at m e e t m y crit ria? h e SUM I St e m e nt F at s SUM IF is a f unct... t of s t h e e is ude nt and t e ir pas s / ail s ul of a re ce nt s h f re t s e xam as s h ow n be l and w e w ant t count h ow m any s t ow o ude nt pas s e d t e e xam s h St p 1: Se lct t e ce lw e w ant Exce l o re t e e h l t urn t e num b e r of P h ASS m ark s in Us e t e m ous e t cl on Ce lB15 t s e lct t e ce l h o ick l o e h l St p 2: Se lct t e Pas t Funct e e h e ion m e nu it m as... do t is by o h igh e ou h e it e r h M e t od 1) pre s s ing Ct and Vat t e s am e t e , or h rl h im M e t od 2) pre s s ing t e pas t but on h h e t in t e t bar h ool Finis h : Th e s t andard w ilb e s h ow n as s oon as t e re s ul are e nt re d b y l h t s e t e us e r h Th e s pre ads h e e t w ilnow l s im il t t e f l ook ar o h igure be l ow M icros of Exce l t 2003 Trick s 'n Tips H ow... ib l in t e norm al ie w is e h v Th e w ork s h e e t can now be s e e n in t e norm al ie w and s e lct d us ing t e t h v e e h abs at t e bot om of t e w ork book h t h M icros of Exce l t 2003 Trick s 'n Tips H ow do I l up ans w e rs in anot e r t e ? ook h abl L O K UP Fu nct O ion It is of e n us e f t cre at a s pre ads h e e t w h e re t e us e r s im pl e nt rs s om e t ulo e h y e inf orm... and be s ure t o ch e ck t e range of ce l h l s it h as aut at l om ical y s e lct d O nce you h av e e e conf e d t at t e irm h h range is accurat t e n e h pre s s t e Ent r k e y t h e o conf irm t e f h orm ul a M icros of Exce l t 2003 Trick s 'n Tips Finis h : Th e s pre ads h e e t now aut at om ical cal at s t e w innings l y cul e h b as e d on t e m at re s ul h ch t s Th e s pre ads h e... ds t e $ h 100.00 t re s h ol s o a 10% dis count is appl d h d ie If f s om e re as on w e de cide d not t orde r any Exe cut e Gif Se t (D 7=0) t e n or o iv t s h t e s ubt al s not e xce e d t e $ h ot doe h 100.00 t re s h ol and no dis count is appl d h d ie M icros of Exce l t 2003 Trick s 'n Tips H ow do I count t e ce l t at onl m e e t m y crit ria? h l h s y e CO UNTI St e m e nt F at s. .. am azingl s im il t t e f l ook y ar o h igure be l ow H ow do I h ide s om e of m y w ork s h e e t ? s H id ing and Unh id ing W ork s h e e t s Som e t e s it is us e f t h ide w ork s h e e t f im ulo s rom t e norm al pre ads h e e t v w h s ie Com m onl w e h ide s h e e t t at cont y s h ain l up t e s , de f t v ue s and ook abl aul al cons t s t at w e w ant in a s e parat s pre ads h e e... ccas ional you m igh t h av a l t of it m s and you w ant t count h ow m any l y e is e o t e s ce rt im ain crit rion is m e t F e xam pl you m igh t w ant t count h ow m any e or e o D av s t e re are in a l t of Ch ris t id’ h is ian nam e s or count h ow m any purch as e s e xce e de d $ 100.00 Sce nario –Count h ow m any “f s ” occurre d in a l t of pas s / ail ail is f e xam re s ul t s In t is... e n l s up t e re q uire d inf t ook h orm at ion and re t urns t e h re s ul t Sce nario –D e t rm ining t e e xam s t e h andard f s t or ude nt s Th is e xam pl h as a l t of s t e is ude nt (Col n A) and t e ir e xam re s ul (Col n B) s um h t s um e nt re d by t e us e r W e t e n w ant Exce lo l at t at re s uland de t rm ine if it e h h t ook h t e is a f , pas s or dis t ail inct ion s t andard... innings are t om ical y cul e St p 1: Se lct t e ce lt at w ilcont e e h lh l ain t e w innings re s ul h t s Us e t e m ous e t cl on Ce lF13 t s e lct t e ce l h o ick l o e h l St p 2: Se lct t e Pas t Funct e e h e ion m e nu it m as s h ow n righ t e St p 3: Se lct t e SUM IF s t e m e nt f e e h at rom t e Pas t Funct h e ion s e lct e ion b ox In t e P t F h as e unct ion dial box, s e lct . ple is se t so th at only th e ye ar is sh ow n. Micros oft Exce l 2003 Trick s 'n Tips Ste p 2: Se le ct th e ce lls th at sh ow first and se cond. in a list of pass/fail e xam re sults In th is e xam ple w e h ave a list of s tude nts and th e ir pass /fail re sults of a re ce nt e xam as sh ow n