Microsoft Excel

Lesson 6
Lexington Technology Center March 21, 2002 Bob Herring
On the web at http://www.lexington1.net/adulted/computer/microsoft_excel.htm

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Review of Thursdays Lesson

Linking worksheets Conditional formatting Sorting Filtering Pivot tables Freezing panes

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Comments When additional information is necessary in a worksheet, a comment can be inserted Select Insert, then choose Comment

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Deleting Comments If you only want to delete comments, select Edit, then Clear, and choose Comments

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Page Break Preview When you are concerned about which columns and rows get printed on which pages, use Page Break Preview Select Edit, then Page Break Preview

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Page Break Preview This is the Preview. It shows how Excel would break the pages To change it, click on the break lines with the mouse and drag them to the desired location

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Worksheet Protection If you need to ensure that data in your worksheet cannot be changed without permission, you can protect it Select Tools, then Protection, and choose Protect Sheet

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Worksheet Protection

The Protect Sheet dialog appears The default is to protect all contents, but different levels can be selected A password may be added for further protection

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Data Validation

To help users know what to enter in the worksheet (and to prevent errors), you can attach data validation rules to cells in the worksheet Select Data, then Validation

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Data Validation

The Data Validation dialog appears Set up the validation rule under the Settings tab Click on the down arrow in the box that says Any value and pick Whole number

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Data Validation, Continued

Create an message for the user under the Input Message tab Type a title and a message that tells the user what to do

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Data Validation, Continued

Create another message to warn of errors under the Error Alert tab Pick a graphic from the combo box on the left, then type a title and an error message

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Data Validation, Continued

Data validation in action The input message appears, and when we try to enter an incorrect value, Excel tells us the acceptable range

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Excel Lesson 6
Tables Tables are a quick way to calculate a range of inputs to a formula For example, if you were shopping for a mortgage, you might want to calculate what the payment will be for various interest rates, what the total interest cost will be, and what payments would be for different repayment periods On a blank worksheet, enter the following: Mortgage Loan Analysis 1 Start in cell C2 D5
Down Payment Interest Rate Term (months) Loan Amount $ None 10% 360 80,000.00

D6 D7

Payments 9.00% 9.25% 9.50% 9.75% 10.00%

Total Interest

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Excel Lesson 6
Tables In the cell beneath Payments, enter the following formula:
Mortgage Loan Analysis 1 Down Payment Interest Rate Term (months) Loan Amount None 10% 360 80,000.00

D5 D6 D7

=PMT(D5/12,D6,-D7)
9.00% 9.25% 9.50% 9.75% 10.00%

Payments

Total Interest

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Tables Highlight the cells outlined in red:
Mortgage Loan Analysis 1 Down Payment None Interest Rate 10% Term (months) 360 Loan Amount $ 80,000.00

Payments Total Interest $702.06

Highlight here

9.00% 9.25% 9.50% 9.75% 10.00%

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Tables Select Data, then Table In the Table dialog box, enter D5 in the Column input cell: box

D5 Data is in a column

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Tables

Mortgage Loan Analysis 1 Down Payment Interest Rate Term (months) Loan Amount None 10% 360 $ 80,000.00

9.00% 9.25% 9.50% 9.75% 10.00%

Payments Total Interest $702.06 $ 172,740.61 643.6980936 658.1403404 672.6833657 687.3235296 702.0572561

Table is filled in
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Excel Lesson 6
Tables Tables can be calculated using two variables In this example, the table will calculate payments based on both the interest rate and the period of the loan In the marked cell, enter this formula: =ABS(PMT(D5/12,D6,D7))
Mortgage Loan Analysis 1 Down Payment Interest Rate Term (months) Loan Amount None 10% 360 80,000.00

$ 702.06 9.00% 9.25% 9.50% 9.75% 10.00%

180

240

300

360

420

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Excel Lesson 6
Tables Highlight the cells from the original formula through the full range of the table. (In the example, B11 through F16) Type D6 in the Row input cell: box, as shown The row input cell refers to the payment periods (360 months) Type D5 in the column input cell: box, as shown The column input cell refers to the interest rates (10%)

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Excel Lesson 6
Templates A template is just a worksheet that has a format that you would like to use again To create templates, select File, then Save As In the File name: box, type an appropriate name In the Save as type: box, choose Template (*.xlt) Be sure to clear the data before saving the final template

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Text to Columns Excel has a way to break text data into columns on your worksheet Open Word, and open the file Text to Columns.doc Highlight the data and click Copy Change to Excel, click in cell A2, and then click Paste

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Text to Columns Select Data, then Text to Columns

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Text to Columns The Convert Text to Columns Wizard appears Since our data is not in fixed width columns, choose the Delimited radio button (the default) Click the Next button

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Text to Columns In Step 2 of the Wizard, pick the separators (delimiters) in your data In this example, the data is separated by commas Click the Comma check box and Excel shows you this result Click on the Next button

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Text to Columns In Step 3 of the Wizard, you choose the data format for the columns In the example, General is appropriate for the data we have Click the Finish button

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Text to Columns This is the final result Double click in between columns C and D and D and E to expand columns C and D to show all the data Now highlight column E and separate the state and the zip code

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Excel Lesson 6
Course Review
Lesson 1
Starting and Quitting Excel Worksheets Menus and Toolbars Worksheet Cells How to Enter and Edit Text and Numbers Saving an Excel Workbook

Lesson 2
Opening a workbook Basic formulas using operators (+, -, *, /, ^) Using the Fill Handle Copy and Paste formulas Change Font sizes, weights, appearance Using AutoFormat Center across columns Using the Name Box

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Excel Lesson 6
Course Review
Lesson 3 Copying cells using relative and absolute cell addresses Functions Printing Page Setup Excel Options Correcting Errors Clearing Cells or Worksheets Lesson 4 Creating Charts Custom Formats Design for Looks Office Assistant and Help

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Excel Lesson 6
Course Review
Lesson 5 Linking worksheets Conditional formatting Sorting Filtering Pivot tables Freezing panes Lesson 6 Comments Page Break Preview Worksheet Protection Data Validation Tables Templates Text to Columns

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