Excel 2003 introduction part II

Stephen Moffat, The Mouse Training Company

Excel 2003 Introduction
Part II

Download free ebooks at bookboon.com

2


Excel 2003 Introduction: Part II
© 2012 Stephen Moffat, The Mouse Training Company & Ventus Publishing ApS
ISBN 978-87-403-0049-9

Download free ebooks at bookboon.com

3


Excel 2003 Introduction: Part II

Contents

Contents


Introduction

Part I

1

The Basics

Part I

1.1

Windows Concepts

Part I

1.2

The Spreadsheet Concept

Part I

1.3

The Excel Screen Layout

Part I

1.4

Use Toolbars

Part I

1.5

Use Menus

Part I

1.6

Getting Help

Part I

2

Move around and enter information

Part I

2.1

Moving

Part I

2.2

Data Entry

Part I

2.3

Editing

Part I

2.4

Select information

Part I

2.5

Clear cells

Part I

3

Formulae and functions

Part I

3.1

Formulae

Part I

3.2

Functions

Part I

Please click the advert

The next step for
top-performing
graduates

Masters in Management

Designed for high-achieving graduates across all disciplines, London Business School’s Masters
in Management provides specific and tangible foundations for a successful career in business.
This 12-month, full-time programme is a business qualification with impact. In 2010, our MiM
employment rate was 95% within 3 months of graduation*; the majority of graduates choosing to
work in consulting or financial services.
As well as a renowned qualification from a world-class business school, you also gain access
to the School’s network of more than 34,000 global alumni – a community that offers support and
opportunities throughout your career.

For more information visit www.london.edu/mm, email or
give us a call on +44 (0)20 7000 7573.
* Figures taken from London Business School’s Masters in Management 2010 employment report

Download free ebooks at bookboon.com

4

Excel 2003 Introduction: Part II

Contents

3.3

Absolute and relative references

Part I

4

File Operations

Part I

4.1

File Operations

Part I

5

Moving and copying data

Part I

5.1

Move & Copy

Part I

6

Formatting

Part I

6.1

Formatting

Part I

6.2

Formatting Toolbar

Part I

7Names

8

7.1Names

8

8

Working with multiple sheets

18

8.1

Multiple worksheets

18

8.2

Activate group mode

21

9Printing

34

9.1Printing

34

10

Manipulating large worksheets

59

10.1

Split screen

59

Please click the advert

Teach with the Best.
Learn with the Best.
Agilent offers a wide variety of
affordable, industry-leading
electronic test equipment as well
as knowledge-rich, on-line resources
—for professors and students.
We have 100’s of comprehensive
web-based teaching tools,
lab experiments, application
notes, brochures, DVDs/
CDs, posters, and more.

See what Agilent can do for you.
www.agilent.com/find/EDUstudents
www.agilent.com/find/EDUeducators

© Agilent Technologies, Inc. 2012

u.s. 1-800-829-4444

canada: 1-877-894-4414

Download free ebooks at bookboon.com

5


Excel 2003 Introduction: Part II
Sorting & Subtotalling data

64

11.1Lists

64

12Customisation

75

12.1

Customising Excel

75

12.2

Set Options

76



Appendix One: Toolbars

83

Please click the advert

Glossary

87

You’re full of energy
and ideas. And that’s
just what we are looking for.

© UBS 2010. All rights reserved.

11

Contents

Looking for a career where your ideas could really make a difference? UBS’s
Graduate Programme and internships are a chance for you to experience
for yourself what it’s like to be part of a global team that rewards your input

and believes in succeeding together.
Wherever you are in your academic career, make your future a part of ours
by visiting www.ubs.com/graduates.

www.ubs.com/graduates

Download free ebooks at bookboon.com

6


To see Section 1-6 download
Excel 2003 Introduction: Part II

Download free ebooks at bookboon.com

7


Excel 2003 Introduction: Part II

Names

7Names
By the end of this section you will be able to:
• Create a name
• Use and understand Define and Create name commands
• Select names
• Use names in formulae
• Apply names

7.1Names
When entering formulae or referring to any area in a workbook, it is usual to refer to a ‘range’. For example, B6 is a range
reference; B6:B10 is also a range reference. One problem with this sort of reference is that it is not very meaningful and
therefore easily forgettable. If you want to refer to a range several times in formulae or functions, you may find it necessary
to write it down, or select it, which often means wasting time scrolling around the workbook. Instead, Excel offers the
chance to name ranges in a workbook, and to use these names to select cells, refer to them in formulae or use them in
Database, Chart or Macro commands.

Rules when naming cells
Names are unique within a workbook and the names that you choose to use must adhere to certain rules.
The first character of a name must be a letter or an underscore character. Remaining characters in the name can be letters,
numbers, full stops, and underscore characters.
Names cannot be the same as a cell reference, such as Z$100 or R1C1.
Spaces are not allowed. Underscore characters and full stops may be used as word separators - for example, First.Quarter
or Sales_Tax.
A name can contain up to 255 characters.
Names can contain uppercase and lowercase letters. Microsoft Excel does not distinguish between uppercase and lowercase
characters in names. For example, if you have created the name Sales and then create another name called SALES in the
same workbook, the second name will replace the first one.

Download free ebooks at bookboon.com

8


Excel 2003 Introduction: Part II

Names

Name Box
7\SHKHUH«

7RQDPHWKLVFHOO

The Name box is situated on the left-hand side of the Formula bar. You can use the Name box to set up names and move
to them.

)

To create a name:
Mouse
• Select the cell or cells you want to name.
• Click in the Name box and type your name.
• Press [ENTER].

Define Name
You will often find that the names you want to use for your cells are the same as the headings you have given them on
your worksheet. When this is the case, you can save yourself some typing by using Define name to set them up. With the
Define name command, Excel looks at the cells around those selected and if it finds a label, it proposes that you use it as
your name. You can still overwrite Excel’s proposal if it chooses something inappropriate.

)

To define a name:
Mouse

Download free ebooks at bookboon.com

9

Excel 2003 Introduction: Part II

Names

• Select the cell or cells you want to name.
• Choose Insert from the menu bar, click Name and then Define. The following dialog box will appear:
• The Names in workbook box will contain the name Excel proposes for the selection. The Refers to box (at
the bottom of the dialog) will show the range of the selected cells.
• Click OK to accept Excel’s proposed name and close the dialog.
Or
• Type the name you want to use.
• Click OK to set the name up and close the dialog.

Create names
When you want to use column and row headings on a worksheet to set up names for data, you do not have to do them
one by one. In the example below, it would be useful to set up names for the different month’s and the different countries.
You can create them all at once using Create names.



)

To create multiple names:
Mouse

Download free ebooks at bookboon.com

10

Excel 2003 Introduction: Part II

Names

• Select the range you want to set names up for, including the column and/or row headings to be used as
names.
• Choose Insert from the menu bar, click Name, then Create. The following dialog box will appear:

360°
thinking

• Excel will guess which edges of the selection contain the labels you want to use, however you can change the
options by checking and unchecking the boxes until the correct edges are selected.
• Click OK to set the names up.

.

When you select a named range, its name appears in the Name box.

Selecting names

Please click the advert

Once you have created names in a workbook, you can quickly move to them either using the Name box or [F5] (Go To key).

360°
thinking

.

360°
thinking

.

Discover the truth at www.deloitte.ca/careers

© Deloitte & Touche LLP and affiliated entities.

Discover the truth at www.deloitte.ca/careers

© Deloitte & Touche LLP and affiliated entities.

Download free ebooks at bookboon.com
© Deloitte & Touche LLP and affiliated entities.

Discover the truth11at www.deloitte.ca/careers

© Deloitte & Touche LLP and affiliated entities.

D


Excel 2003 Introduction: Part II

Names

)

To select a named range:

Mouse
• Click the drop-down list arrow to the right of the Name box.
• Choose the name you want to select by clicking it with the mouse.
• The screen display will jump to the range you chose and select the cells within it.
Or
Keyboard
• Press [F5] to access the Go To dialog.
• Press [TAB] to select the first item in the Go To list.
• Use the arrow keys to move the highlight bar up and down the list of defined names.
• Press [ENTER] to move to the selected name.

Names in Formulae
Because names make selecting and referring to cells much easier, it makes sense to use them in formulae. The other
advantage that they have over cell references is that names are absolute. This means that you do not have to worry about
copying formulae that refer to names.



)

To use names in formulae:
Keyboard
• Move to the cell where you want the formula and begin typing it – all formulae begin with an equals (=)
sign.
Download free ebooks at bookboon.com

12

Excel 2003 Introduction: Part II

Names

• When you want to use the name, press [F3] to access the Paste Name dialog:

Figure 42 - Paste Name dialog

• Use the up and down arrow keys to highlight the name you want in your formula.
• Press [ENTER] to close the dialog and paste the name into the formula.

,I\RXFDQUHPHPEHUZKDW\RXFDOOHG\RXUUDQJHVZKHQ\RXQDPHGWKHP
\RXFDQVLPSO\W\SHWKHQDPHLQWRWKHIRUPXOD

Apply names
There may be occasions where you already had formulae and functions set up in a workbook before you created any names.
This might mean that there are formulae referring to cell references that you have subsequently given names to. You can
apply names to formulae even if you created them after the formulae themselves were set up.

&HOOV LQ %* FDOOHG
%ULWDLQ

5HIHUHQFHV WR UHSODFH ZLWK
UDQJHQDPH%ULWDLQ

Figure 43 - Apply Names dialog

)

To apply names:
Mouse
• Select the cell or cells containing the formulae whose references you want to replace with names.
• Choose Insert from the menu bar, click Name and then Apply. The following dialog box will appear:

Download free ebooks at bookboon.com

13


Excel 2003 Introduction: Part II

Names

• Excel will pick those names it thinks relevant to your selection, however, you can select or deselect other
names in the list by clicking on them.
• When all names to be applied have been selected, click OK to apply the names and close the dialog. When
you look at your formulae, you should find that anywhere there were references to named ranges, Excel has
replaced the cell references with the names.

Delete names
You can delete names from your workbook if you are no longer using them.

)

To delete a name:
Mouse
• Choose Insert from the menu bar, click Name then Define. The Define Name dialog will appear. Any names
in the currently opened files appear listed.



Figure 44 - Deleting a name

• Click the name you want to delete.
• Click the Delete button.
• Click the OK button to close the dialog.

,I \RX GHOHWH D QDPH WKDW LV EHLQJ XVHG LQ IRUPXODH ([FHO ZLOO GLVSOD\
1$0("LQWKHFHOOFRQWDLQLQJWKRVHIRUPXODH

-

Useful Information

Paste List
You can use the Paste Names dialog to give you an index of all the names in your workbook. Excel will place this on the
workbook wherever the active cell is positioned.

Download free ebooks at bookboon.com

14


Excel 2003 Introduction: Part II

Names

)

To paste a list of names:
Keyboard
• Select a blank cell where you want the list of names to begin.
• Press [F3] to access the Paste Names dialog.
• Press [TAB] to jump to the Cancel button, then [TAB] again to select the Paste List button.
• The list will appear on the worksheet.

:KHQ \RXFKRRVHDVWDUW FHOO IRU\RXU SDVWHGOLVW PDNHVXUHWKHUH LV QRW
DQ\GDWDLPPHGLDWHO\EHORZDVLWZLOOJHWFOHDUHGZKHQ\RXSDVWHWKHOLVW

Intersecting names
Where you have named both columns of cells and rows of cells in a table, all the values will belong to two ranges. You
can use both names in a formula to retrieve the value where they intersect.

5DQJHFDOOHG)(%

7KLVYDOXHLVLQERWK
QDPHGUDQJHV

5DQJHFDOOHG)UDQFH

)

To display a value from intersecting range names:
Keyboard
• Select the cell where you want to display the value.

Download free ebooks at bookboon.com

15


Excel 2003 Introduction: Part II

Names

• Type an equals sign (=) to begin the formula then press [F3] to access the Paste Names dialog, select the first
name and press [ENTER].
• Type a space. Press [F3] again and select the second name. Press [ENTER].
• Press [ENTER] to complete the formula.

)RU H[DPSOH  7R UHWULHYH WKH )UDQFH¶V )HEUXDU\ ILJXUH IURP WKH GDWD
VKRZQLQWKHGLDJUDPDERYH\RXUIRUPXODZRXOGUHDG

Please click the advert

)UDQFH)(%

Download free ebooks at bookboon.com

16


Excel 2003 Introduction: Part II

Names

•Notes

Download free ebooks at bookboon.com

17


Excel 2003 Introduction: Part II

Working with multiple sheets

8 Working with multiple sheets
By the end of this section you will be able to:
• Rename worksheets
• Insert and delete worksheets
• Move and copy worksheets
• Enter data on several worksheets simultaneously
• Fill data across worksheets
• Create 3-D formulae
• Protect worksheet data

8.1 Multiple worksheets
When you create a new workbook, Excel gives you multiple pages within that workbook called worksheets. The number
of worksheets you get defaults to 16, but you can change that (see the section on customisation for more information).
The worksheets are useful when you want to store information under common column headings but need to split it up,
(for example by month, week or by department).
When the same data needs to be entered on several worksheets, you can use Group mode which forces data that you type
on one worksheet appear on all selected sheets. When Group mode is active, any formatting that you apply to the active
worksheet also gets applied to the selected sheets.

Moving between the Workbook sheets
Each new workbook contains worksheets, named sheets 1 to sheet 3. The sheet name appears on a tab at the bottom of

the workbook window.

)

To move between worksheets:
Mouse
• Click on the appropriate tab
3UHYLRXV6KHHW

)LUVW6KHHW

/DVW6KHHW

1H[W6KHHW

,IWKHVKHHWUHTXLUHGLVQRWLQYLHZXVHWKHWDEVFUROOLQJEXWWRQVWRGLVSOD\
WKHVKHHW

Download free ebooks at bookboon.com

18


Excel 2003 Introduction: Part II

Working with multiple sheets

Or
Keyboard
• Press [CTRL][PAGE DOWN] to move to the next sheet, or [CTRL][PAGE UP] to move to the previous

sheet.

Worksheet names
Excel assigns the names “Sheet 1, Sheet 2” and so on to worksheets in a workbook but you can overwrite them with more
meaningful names to describe the data they contain.

)

To rename a worksheet:
Mouse
• Double-click the sheet tab that you want to rename – the current name will become highlighted.
• Type the name you want.
• Press [ENTER].

:RUNVKHHWQDPHVFDQEHDPD[LPXPRIFKDUDFWHUV

your chance
Please click the advert

to change

the world
Here at Ericsson we have a deep rooted belief that
the innovations we make on a daily basis can have a
profound effect on making the world a better place
for people, business and society. Join us.
In Germany we are especially looking for graduates
as Integration Engineers for
• Radio Access and IP Networks
• IMS and IPTV

We are looking forward to getting your application!
To apply and for all current job openings please visit
our web page: www.ericsson.com/careers

Download free ebooks at bookboon.com

19


Excel 2003 Introduction: Part II

Working with multiple sheets

Move and copy worksheets
Having named your sheets, you may need to switch them about so they are arranged in a different order.

)

To move a sheet:
Mouse
• Click and drag the sheet tab left or right. You’ll see a page which follows your mouse pointer as you drag
and a black marker arrow to show where the sheet will jump to if you release the mouse.
• Release the mouse when the sheet is in the correct position.

)

To copy a worksheet:
Mouse
• Hold down the [CTRL] key then click and drag the sheet tab.
• When the black arrow marker indicates the position that you want the copy, release the mouse then the

[CTRL] key.



%HFDXVHQRZRUNVKHHWVFDQKDYHWKHVDPHQDPHZKHQ\RXFRS\DVKHHW
DVGHVFULEHGDERYH([FHOZLOOVXIIL[WKHFRS\¶VQDPHZLWK

Insert and delete worksheets
You can add and remove worksheets to and from a workbook as required.

)

To add a worksheet:
Mouse
• Click the right mouse button over the sheet tab immediately after where you want the new one.
• Choose Insert from the shortcut menu. The following dialog box will appear:

Download free ebooks at bookboon.com

20


Excel 2003 Introduction: Part II

Working with multiple sheets



• Double-click the Worksheet icon. Your new worksheet will appear. Excel will name it initially with the next
sequential number available.

)

To delete a worksheet:
Mouse
• Click the right mouse button over the worksheet that you want to delete.


• Choose Delete from the shortcut menu. The following dialog box will appear:
• Click OK to confirm the deletion.

8.2 Activate group mode
Whenever you select more than one worksheet, Excel considers those sheets to be grouped and switches group mode
on accordingly. When group mode is active, the grouped worksheet tabs turn white and the word “[group]” appears on
the title bar. Any data that you enter and any formatting that you apply will appear on all worksheets in the group in the
same positions on each – this is particularly useful if you need to create a “Summary” sheet that will reference the other
worksheets three dimensionally.

Download free ebooks at bookboon.com

21


Excel 2003 Introduction: Part II

Working with multiple sheets

Group adjacent sheets
When the worksheets that you want to group are next to each other, you can use the [SHIFT] key to block select them.

)

To group adjacent worksheets:
Mouse
• Click the on the first worksheet’s tab that you want to include in your group.
• Hold down the [SHIFT] key and click on the last worksheet’s tab that you want included in your group. All
the sheets between the first and the last will be selected. The selected sheet tabs will turn white and the word
“[group]” will appear on the title bar.

Group non-adjacent sheets
When the sheets you want are not next to each other in the workbook, you can use the [CTRL] key to group them.

)

To group non-adjacent worksheets:
Mouse
• Click the on the first worksheet’s tab that you want to include in your group.

e Graduate Programme
for Engineers and Geoscientists

I joined MITAS because
I wanted real responsibili

Please click the advert

Maersk.com/Mitas

Real work
Internationa

al opportunities
International
wo
or placements
ree work

Month 16
I was a construction
supervisor in
the North Sea
advising and
helping
foremen
he
ssolve problems
Download free ebooks at bookboon.com

22


Excel 2003 Introduction: Part II

Working with multiple sheets

• Hold down the [CTRL] key and click each other worksheet’s tab that you want included in your group. The
selected sheet tabs will turn white and the word “[group]” will appear on the title bar.

:KHQ ZRUNVKHHWV DUH JURXSHG XVH QRUPDO GDWD HQWU\ DQG IRUPDWWLQJ
FRPPDQGVWRSRSXODWHWKHPVHHSUHYLRXVVHFWLRQVIRUPRUHLQIRUPDWLRQ


Deactivate group mode
When you have finished entering and formatting data simultaneously, you can deactivate group mode. There are two
ways to do this:

)

To deactivate group mode:
Mouse
• Click on a sheet tab that is not currently grouped (non white).
Or
• Click the right mouse button over any sheet tab and choose Ungroup Sheets from the shortcut menu.

Fill data across worksheets
You can copy data to the same position on multiple sheets using the Fill command. This is particularly useful if you need
to decide what gets copied (everything, or just the formats). It also saves time for those occasions where you accidentally
deactivated group mode, typed your entries and then realised that they are only on one page!

)

To fill across worksheets:
Mouse

Download free ebooks at bookboon.com

23