Excel Project 3 What-if Analysis, Charting, Working with Large Worksheets

Excel Project 3 What-if Analysis, Charting, Working with Large Worksheets This project introduces you to techniques that will enhance your abilities to create worksheets and draw charts. You will learn how to use absolute cell references and how to use the IF function to assign a value to a cell based on a logical test. 1. Open Microsoft Excel to a blank worksheet. 2. Click the Select All button located above row heading 1 and to the left of column heading A. 3. Click the Bold button to set font attribute bold for the entire worksheet. 4. In cell A1 enter the text Hyperlink.com 5. In cell A2 enter Six-Month Projected Revenue, Expenses, and Net Income 6. In cell B3 enter July and press <Enter>. 7. Click back in cell B3. Change the font size to 11. 8. Click the Borders button arrow and choose Thick bottom Border. 9. Right-click on cell B3 and then select Format Cells from the resulting menu. 10. Click the Alignment tab and select 45 in the Orientation area. Click OK. 11. Use the mouse to grab the Fill Handle for cell B3 and drag it through the range C3:G3 and release. If done correctly, your worksheet should look like the one below. Besides creating a series of values, the fill handle also copies the format of cell B3 (11-point font, thick bottom border, text rotated 45 ) to the range C3:G3. You can create several different types of series using the fill handle. See the table below: Examples of Series Using the Fill Handle 3:00 4:00 5:00 6:00 Qtr3 Qtr4 Qtr1 Qtr2 Quarter 1 Quarter 2 Quarter 3 Quarter 4 Jul-2001, Oct-2001 Jul-2001, Oct-2002 Jul-2001, Oct-2003 Jul-2001, Oct-2004 2000, 2001 2000, 2002 2000, 2003 2000, 2004 1, 2 1, 3 1, 4 1, 5 500, 580 500, 581 500, 582 500, 583 Sun Mon Tue Wed Saturday Sunday Monday Tuesday 1st Section 2nd Section 3rd Section 4th Section Copying a Cell s Format Using the Format Painter Button Adjusting Column Widths 12. Enter Total in cell H3. 13. With cell G3 selected, click the Format Painter button. Click cell H3 to assign the format of cell G3 to H3. Total in H3 should now appear just like the other values of row 3. 14. You are now going to increase the width of column A. Move the mouse pointer to the boundary between column heading A and column heading B so that the mouse pointer changes to a split double arrow. Drag the mouse pointer to the right until the ScreenTip displays Width:21.00 (152 pixels). Release the mouse pointer. Excel Project 3 Page 1

15. Click column heading B and drag the mouse through column heading G to select columns B through G. Move the mouse pointer to the boundary between column headings B and C and then drag the mouse to the right until ScreenTip displays Width: 13.00 (96 pixels). Release the mouse. Columns B:G should now all be width 13. 16. Change column H to width 15. Entering Row Titles 17. In cell A4, enter Revenue 18. Enter Expenses in cell A6, Administrative in A7, Marketing in A8, Commission in A9, Bonus in A10, Technical Support in A11, Equipment in A12, Total Expenses in A13, Net Income in A14, and Assumptions in A16. 19. Select the range A7:A12. Click the Increase Indent button to indent these sub-titles. Click cell A17. Your worksheet should now look like the one below: The Increase Indent button indents the contents of a cell to the right by 3 spaces each time you click it. Decrease Indent decreases the indent by 3 spaces. Copying a Range of Cells to a Nonadjacent Paste Area 20. Select the range A7:A12. Click the Copy button. Excel surrounds the range with a marquee when you click Copy and copies the values and formats of the range to the clipboard. 21. Click cell A17 and press <Enter> to complete the paste. The sub-titles are pasted under the Assumptions title. 22. Inserting a Row: Right-click row heading 21 and click Insert on the resulting menu. A blank row appears, moving the other rows down. You may also insert columns and/or individual cells within a worksheet. 23. Click cell A21 and enter Revenue for Bonus in the cell. It should automatically pick up the correct indent. Entering a number with a format symbol When entering numerical values into Excel, you may automatically set their format by entering the correct formatting symbols. This has the same effect as entering an unformatted number and then choosing Cells from the Format menu. 24. Enter the following values and formatting symbols in the cells indicated: B17 13.25% B18 9.50% B19 1.75% B20 75,000.00 B21 5,000,000.00 B22 28.75% B23 31.25% 25. Put your network ID in cell E17. 26. Save the file to your network folder using the filename Hyperlink. Freezing Worksheet Titles Freezing worksheet titles is a useful technique for viewing large worksheets that extend beyond the window. For example, when you scroll down and to the right, the column titles in row 3 and the row Excel Project 3 Page 2

titles in column A that define the numbers are no longer visible. This makes it difficult to remember what the numbers represent. To alleviate this problem, Excel allows you to freeze the titles so they display on the screen no matter how far down or to the right you scroll. 27. Click in cell B4, the cell below the column headings you want to freeze and to the right of the row titles you want to freeze. 28. From the Window menu, select Freeze Panes. Excel splits the window into two parts. The right border of column A and the bottom border of row 3 change to a thin black line indicating the split between the frozen titles and the rest of the worksheet. 29. Enter 8754250 in cell B4, 4978200 in C4, 5250000 in D4, 7554875 in E4, 4768300 in F4, and 6550700 in G4. 30. Click cell H4 and then click the AutoSum button twice. Your worksheet should look like the one below: 31. Click in cell H2 and then click the Paste Function button. When the Paste Function dialog box displays, click Date and Time in the Function Category list box. Scroll down in the Function name list and select NOW to enter a formula for the current Date and Time. Absolute vs. Relative Addressing The next step is to enter the formulas that calculate the projected monthly expenses in the range B7:G13 and the net incomes in row 14. The projected monthly expenses are based on the projected monthly revenue in row 4 and the Assumptions in the range B17:B23. The formulas for each column are the same except for the reference to the projected monthly revenues in row 4, which varies according to month. Absolute referencing is needed to lock the Assumptions cells in the formulas. Otherwise, Excel would adjust the formulas relative to the locations to which they are copied. 32. Click cell B7 and enter =, Click on cell B17 to enter it in your formula, Press F4 to change B17 to an absolute reference, type * (asterisk) and then click cell B4. Your formula should be =$B$17*B4. Click the Enter Box to complete entering the formula. 33. Click cell B8 and enter =$B$18*B4. 34. In cell B9 enter =$B$19*B4. 35. Next you will use an IF function to determine whether a bonus is earned. Bonus will be earned if Revenue (B4) is greater than the Revenue for Bonus (B21) value. In cell B10 enter the formula =if(b4>=$b$21, $b$20, 0). Notice the absolute references in the formulas. As they are copied to other columns the absolute portions of the formulas will not change. 75000 should appear in B10 after you enter the formula. Entering the remaining formulas: 36. Technical Support is 28.75% of Revenue. In cell B11 enter the formula =$b$22*b4 37. Equipment is 31.25% of Revenue. In cell B12 enter the formula =$b$23*b4 Excel Project 3 Page 3

38. B13 represents Total Expenses. Click cell B13 then click the AutoSum button twice to add the expenses. 39. Net Income is Revenue Total Expenses. In cell B14 enter =b4-b13. Below-left shows the correct results of your formulas. 40. To view your formulas press <Ctrl> + ` (left quote found above the Tab key). Your formulas should look like the figure above-right. After checking formulas press <Ctrl> + ` again to return to values view. 41. Next you will copy the formulas for July into the remaining months. Select the range B7:B14. 42. Drag the fill handle at the bottom-right of cell B14 to the right through cell G14. You formulas are copied and your worksheet should look like the image below. Next you will calculate the total projected expenses by category and total net income. 43. Select the range H7:H14. Click the AutoSum button to calculate the totals. Click cell B4 to clear the range selection. 44. From the Window menu select Unfreeze panes to unfreeze the worksheet titles. Save you worksheet. Formatting the Worksheet 45. Select the range B4:H4. While holding down the <Ctrl> key select the nonadjacent ranges B7:H7 and B13:B14. Right-click the selected range and select Format cells on the shortcut menu. When the Format cells dialog box displays. Click the number tab, Click Currency in the category list, select 2 in the Decimal places box, click $ in the Symbol list to ensure a dollar sign displays, and click ($1,234.10) in the Negative numbers list. Click OK. 46. Select the ranges B8:H12, C13:H13, and C14:H14. Select Cells from the Format menu and if necessary click the Number tab. Click Currency in the Category list, click 2 in the Decimal places box, click none in the Symbol list so that a dollar sign does not display, click (1,234.10) in the Negative numbers list. Click OK. 47. Click in cell A1. Change the font to Lucinda Calligraphy or a similar font and the size to 26. 48. Click in cell A2. Change the font to Bookman Old Style or a similar font and the size to 16. 49. Select the range A1:H2. Click the Fill Color Button Arrow and select Green from the color palette (column 4, row 2). Click the Font Color Button Arrow and change the font color to White (column 8, row 5). 50. If necessary, click the Drawing button to display the Drawing toolbar. Excel Project 3 Page 4

51. If necessary, drag the drawing toolbar over the status bar at the bottom of the screen to anchor it there. 52. With the range A1:H2 selected, click the Shadow Button on the Drawing Toolbar. Select Shadow Style 14 (column 2, row 4) on the Shadow palette. 53. Click in cell A4. Hold down the <Ctrl> key and click in cells A6, A13, and A14 to select the nonadjacent cells. Change the font size to 12 for these cells. 54. Click in cell A4. Hold down the <Ctrl> key and click cell A6 and while still holding the <Ctrl> key select the range A14:H14. Apply Yellow (column 3, row 5) fill color to these cells. With these cells still selected click the Shadow button and apply Shadow Style 14 (column 2, row 4) to the cells. 55. Scroll down so that rows 16 to 23 are all visible. Change cell A16 to font size 16, Bold, Italic, and Underline. 56. Select the range A16:B23 and apply Green fill color and White font color. With the range still selected, apply Shadow Style 14. Click outside the range to deselect it. Click the Draw button (deselect it) to hide the Drawing toolbar. You worksheet should look like the one below. Save your work. Visually representing data using Chart Wizard 57. Select the ranges B3:G3 and B14:G14. (HINT: Use the <Ctrl> key) Click the Chart Wizard button. Row 3 will be your titles and row 14 your data to chart. 58. When the Chart Wizard Step 1 of 4 Chart Type dialog box displays, click Pie in the Chart Type list and the click the 3-D Pie chart (column 2, row 1) in the Chart sub-type box. Click Next. 59. The Chart Wizard Step 2 or 4 Chart Source dialog box displays showing a sample of the 3-D chart. Click Next. 60. When the Step 3 of 4 dialog box appears, on the Titles tab type Projected Net Income netid in the Chart title text box. Remember netid is your network logon ID. Click the Legend tab and then remove the check mark from the Show Legend box. Click the Data Labels tab. Click Category Name and Percentage to select them. Click Next. 61. When the Step 4 of 4 dialog box appears, click As New Sheet to put your chart on a separate page from your table. Click Finish to generate the chart. Save your work. Formatting the Chart Title and Labels 62. If necessary, click the Chart 1 tab to view the chart. Click the chart title. 63. Change the font size to 36. Underline the title and change the font color to red (column 1 row 3). 64. Right-click one of the data labels that identify the slices. Select Format Data Labels and change the font to 12 point, bold, and Red. Click OK when finished. Your chart should be similar to the one pictured below. Excel Project 3 Page 5

Projected Net Income DFxxx November 12% December 17% October 20% July 24% September 14% August 13% Changing the colors of the slices 65. Click on the July slice twice, once to select all of the slices and once to select the July slice only. (Do not double-click) Click the Fill Color button arrow and select Red from the color list to change the July slice to red. 66. One at a time select the remaining slices and change their colors as indicated: December Green; November Orange; October Yellow; September Blue; August Plum; Click outside the chart area. 67. Click the July slice twice to select it (Do not double-click). Drag the slice out of the pine approximately ½ inch. This is called exploding the pie. 68. With the July slice selected, click Chart on the Menu bar and select 3-D View. 69. When the 3-D View dialog box displays, click the up arrow button in the 3-D View dialog box appears until 25 displays in the Elevation box. The effect is to tilt the pie forward. 70. Rotate the Pie chart by clicking the Left Rotation button until the Rotation box displays 80. Click OK and then click outside the chart area to deselect the July slice. Save your work. 71. Click the July data label twice to select it (Do not double-click). Grab the upper-left handle and drag the July label away from the July slice until a leader line appears. 72. Repeat the same process for the other slice labels. 73. Click outside the chart area. 74. Double-click the tab labeled Chart1 at the bottom of the screen. Type 3-D Pie Chart as the new tab label. Press <Enter>. 75. Change the name of Sheet1 to Six Month Plan using the same method described above. 76. Spell check and correct any spelling errors. Save your work. Previewing and Printing the Workbook 77. If both sheets are not selected, select the inactive one by holding down the <Ctrl> key and then clicking the name tab of the inactive sheet. 78. From the File menu choose Page Setup. Click the Page tab and select Landscape. 79. Print preview to verify that your worksheet will print on two pages. When satisfied, from the File menu select Print. Select the Lexmark printer and make sure Entire Workbook is selected in the Print What area of the Print dialog box. Staple the two sheets and place them in the appropriate tray. Changing the View of a Worksheet With Excel, you can easily change the view of a worksheet. For example, you can magnify or shrink the worksheet on the screen. You also can view different parts of the worksheet through window panes. 80. Right-click the Six-Month Plan tab and choose Ungroup Sheets from the resulting menu. Excel Project 3 Page 6

81. If necessary, click the Six-Month Plan tab to view that sheet. Click the Zoom box arrow and select 75%. Excel shrinks the display of the worksheet to 75% of its normal display. You can see more rows and columns this way, but notice that many of the numbers display as a series of number signs (#) because the columns are not wide enough to display the entire cell contents. 82. Change back to 100% view. The same type of thing can be done on the 3-D Pie sheet to change how it is viewed. Splitting the Window into Panes Previously in this project, you used the Freeze Panes command to freeze worksheet titles on a large worksheet so they always would display on the screen. When working with a large sheet, you can also split the window into two or four window panes to view different parts of the worksheet at the same time. 83. Click the Six-Month Plan tab. Click cell D5, the cell we will use for the intersection of four panes. From the Window menu, select Split. Borders for the four panes and new scroll bars appear. Use the scroll bars to display the four corners of the worksheet. 84. Clearing the Split: From the Window select Remove Split to return to normal view. 85. Windows may also be split by dragging the vertical and/or horizontal split bars into position. These are small rectangles located just above the vertical scroll bar and just to the right of the horizontal scroll bar. What-If Analysis The automatic recalculation feature of Excel is a powerful tool that can be used to analyze worksheet data. Using Excel to scrutinize the impact of changing values in cells that are referenced by a formula in another cell is called what-if analysis or sensitivity analysis. The steps in the next section change the three assumptions to determine projected net income based on different values. 86. In cell B17 enter 11.5, in B18 enter 8, and in B20 enter 50000. Excel immediately recalculates all the formulas in the worksheet, including the projected six-month projected income in cell H13. See below: Decreasing admin and marketing cost and cutting bonuses increased projected net income by 1.3 million dollars. Each time you enter a new assumption, Excel recalculates the worksheet and redraws the 3-D Pie chart. Goal Seeking If you know the result you want a formula to produce, you can use goal seeking to determine the value of a cell on which the formula depends. The following steps close and reopen the Hyperlink workbook and uses the Goal Seek command on the Tools menu to determine what projected marketing percentage will produce a projected net income of $7,000,000 in cell H14. 87. Close the Hyperlink workbook without saving to discard the changes you made in the last section. 88. Reopen the Hyperlink workbook. 89. Drag the Vertical Split Box to the middle of column F. Scroll down so that row 4 is at the top of the display. Column H should display in the right pane. 90. Click cell H14. From the Tools menu select Goal Seek. 91. Type the entries shown at the right. Excel Project 3 Page 7

92. Click OK. Excel immediately changes cell H14 from $5,567,730.38 to the desire value of $7,000,000.00. More importantly, Excel changes the marketing assumption in cell B18 from 9.50% to 5.72%, the level to which marketing must be cut to net 7 million. You can see from this goal seeking example that the cell to change (cell B18) does not have to be referenced directly in the formula or function calculating cell H14. Its formula is =SUM(B14:G14). However, cell B18 was used to calculate values that were used to calculate the totals in B14:G14. Close the Hyperlink workbook without saving. You have completed this exercise. Excel Project 3 Page 8