Lesson 19 Creating Formulas and Charting Data

1. Lesson 19Creating Formulas and Charting Data Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Morrison / Wells

2. Objectives • Understand and create formulas in a worksheet. • Understand and use relative and absolute cell references. • Understand and use function formulas. • Connect worksheets by using formulas with cell references to multiple worksheets. • Identify and correct formula errors. • Create a chart from worksheet data. 2 2

3. Objectives (continued) • Edit chart data and change chart formats and options. • Interpret data from worksheets and charts. 3 3

4. absolute cell reference argument chart complex formulas embedded chart formula function formula Vocabulary • mathematical functions • mixed cell reference • operand • operator • order of evaluation • relative cell references • statistical functions 4 4

5. Introduction • The worksheet is often used to complete complex and repetitious calculations accurately, quickly, and easily. • You can create a chart to present the data in a way that is easily understood. 5 5

6. A formula is the equation used to calculate values in a cell. A formula consists of two components: An operand is a number or cell reference An operator is a symbol that indicates the mathematical operation to perform with the operands Working with Formulas 6 6

7. All Excel formulas begin with the equal sign. Formulas containing more than one operator are called complex formulas. The sequence used to calculate the value of a formula is called the order of evaluation. You can change the order of evaluation by using parentheses; calculations enclosed in parentheses are performed first. Working with Formulas (continued) 7 7

8. Creating and Editing a Formula: Generally, cell references are used in formulas rather than the actual value in the cell. There are two ways to enter a cell reference into a formula; you can enter the cell reference, or you can click the cell. Working with Formulas (continued) 8 8

9. When you create formulas, the cell references are formatted as relative cell references, which means when the formula is copied to another cell, the cell references will be adjusted relative to the formula’s new location. An absolute cell reference does not change when the formula is copied or moved to a new location. To create an absolute cell reference, insert a dollar sign ($) before the column letter and/or the row number of the cell reference you want to stay the same. Using Relative and Absolute Cell References 9 9

10. A cell reference that contains both relative and absolute references is called a mixed cell reference. When formulas with mixed cell references are copied or moved, the row or column references that are preceded by a dollar sign will not change. Row or column references not preceded by a dollar sign will adjust relative to the cell to which they are moved. Using Relative and Absolute Cell References (continued) 10 10

11. Mathematical functions perform calculations that you could perform using a scientific calculator. Using Function Formulas 11 11

12. Statistical functions are functions that describe large quantities of data. Using Function Formulas (continued) 12 12

13. Using the SUM Function: A shortcut for entering cell references is to name a range of cells. The AutoSum feature enables you to quickly identify a range and enter a formula. Using Function Formulas (continued) 13 13

14. Using the SUM Function (cont): AutoSum creates a function formula to calculate the sum of the range. Using Function Formulas (continued) 14 14

15. Using the SUM Function (cont): A function formula names a function instead of using operators to calculate a result. There are three components of a function formula: The equal sign tells Excel that a formula follows. The function name tells Excel what to do with the data. The argument is a value, a cell reference, a range, or text that acts as an operand in a function formula, and it is enclosed in parentheses after the function name. Using Function Formulas (continued) 15 15

16. Using the COUNT Function: The COUNT function tallies the number of occurrences of numerical data. You can enter the COUNT function by clicking a button on the Ribbon or by opening the Function Arguments dialog box. Using Function Formulas (continued) 16 16

17. Using the AVERAGE, MIN and MAX Functions: The AVERAGE function calculates the average of the range identified in the argument. The MIN (minimum) function shows the smallest number contained in the range identified in the argument. The MAX (maximum) function shows the smallest number contained in the range identified in the argument. Using Function Formulas (continued) 17 17

18. The 3-D reference enables you to access data from three different dimensions in the workbook: length, width, and depth. Length and width refer to worksheet columns and rows. Depth refers to the ability to connect worksheets by creating formulas that reference the same cell or range in multiple worksheets. Creating Formulas that Reference Cells in Multiple Worksheets 18 18

19. When Excel cannot properly perform a calculation, an error value will appear in the cell where you entered the formula. Troubleshooting Common Formula Errors 19 19

20. Common errors, their causes, and solutions Troubleshooting Common Formula Errors (continued) 20 20

21. Troubleshooting Common Formula Errors (continued) • Common errors, their causes, and solutions (cont) 21 21

22. A chart is a graphic representation of your worksheet data. Excel provides several chart types. Using Charts to Show Data 22 22

23. After you choose a chart type, the next step is to decide which chart options you want to use. Using Charts to Show Data (continued) 23 23 Chart elements

24. Creating and Editing a Chart: The Labels group on the Chart Tools Layout tab provides several buttons for customizing the table elements such as changing the position of the chart title and the legend. Using Charts to Show Data (continued) 24 24

25. Creating and Editing a Chart (cont): When you edit data in the worksheet, the chart is updated automatically to reflect the changes. You can also choose a new chart type without starting over. Using Charts to Show Data (continued) Change Chart Type dialog box 25 25

26. Changing Chart Formats: Many of the parts of a chart are positioned on the chart in text boxes that you can click to change the format. An embedded chart is created on the same sheet as the data used in the chart. Using Charts to Show Data (continued) 26 26

27. Drawing Logical Conclusions from Worksheets: The results of a worksheet are only accurate if correct data and formulas have been entered. The easiest way to summarize information is to use the tools within Excel to obtain the information required. Interpreting Worksheet and Chart Data 27 27

28. Interpreting Graphical Data: Charts are extremely useful for summarizing, clarifying, or highlighting data. When a chart’s values and representation are correct, a chart can help you gain an understanding that would perhaps not be clear when looking at a worksheet. Interpreting Worksheet and Chart Data (continued) 28 28

29. Summary In this lesson, you learned: • One of the primary uses for Excel spreadsheets is to perform calculations. All formulas begin with =. • If you do not want the cell reference to change when the formula is moved or copied to a new location, the cell reference must be formatted as an absolute cell reference. 29 29

30. Summary (continued) • Functions are special formulas that do not require operators. Excel provides more than 300 built-in functions to help you perform mathematical, statistical, and other functions. • The AutoSum feature enables you to quickly identify a range of cells and enter a formula. For a range of cells specified in the argument, the AVERAGE function finds the average, the SUM function totals the values, and the COUNT function shows the number of cells with numerical values. 30 30

31. Summary (continued) • You can use the MIN and MAX functions to find the smallest or largest number in a range. • If Excel cannot perform a calculation, an error value and an Error Checking button will appear to alert you to and help you fix the error. Then, you can edit the formula directly in the cell or in the formula bar. • A chart shows the worksheet data visually and often helps the audience understand and interpret the information more clearly. 31 31

32. Summary (continued) • When the worksheet data is changed, the chart is automatically updated to reflect those changes. • Chart types, formats, and options can be changed at any time, even after the chart has been created. • Excel worksheets and charts convey information and allow you to draw logical conclusions from the data; but to make a correct assessment, you must ensure that the data is accurate and that you know what the values represent. 32 32