44221: Information Systems Worksheets & Named Ranges By:Ian Perry Room: C41C E-mail:[email protected] Tel: 01723 35 7287

44221: Information Systems

Worksheets & Named Ranges

By: Ian PerryRoom: C41CE-mail: [email protected]: 01723 35 7287

http://itsy.co.uk/ac/0809/Sem1/44221_IS/

Ian Perry Slide 244221: Information Systems: Worksheets & Named Ranges

Spreadsheet => Workbook/Worksheets ‘Old’ Spreadsheet Applications;

enabled the user to build two-dimensional models of numerical data on a single spreadsheet.

these two-dimensional models could be quite large (typically 256 columns by 8192 rows), and finding you way around could be difficult.

Modern Spreadsheet Applications; tend to be presented/structured as ‘Workbook’, containing multiple ‘Worksheets’, enabling three-dimensional numerical data

models to be constructed.


Excel Worksheets are VERY large

16,384 Columns; ‘A’ to ‘XFD’

Rows;

‘1’

to

‘1,048,576’

3 Worksheets by default,but can easily add more.


To add a New Worksheet

• Press the ‘Insert Worksheet’ tab• OR ‘Shift+F11’ if you prefer to use the Keyboard


Always ‘Rename’ your Worksheets!

• ‘Right-Click’ on a ‘Sheet’ Tab• Select ‘Rename’ • Type in the New Name


The ‘Qtr1’ Worksheet

Now have 5 WorksheetsRenamed as: Qtr1, Qtr2, Qtr3, Qtr4, & YearSum.

Note.

The other 3 Quarters have exactly same layout, but different Sales & Profit data.


Reference the Sales Total for Qtr1

Formula: =Qtr1!B8

Worksheet Reference

Cell Reference


Reference the Profit Total for Qtr1

NB.

The easiest way to do this is to copy the previous formula from B4 to C4.

Formula: =Qtr1!C8


Complete the Yearly Summary

Formula: =sum(B4:B7)

Repeat for other 3 Quarters.}

Copy for ‘Profit’


Re-order the Worksheets

‘Click-and-Hold’ on the Worksheet you wish to move, ‘Drag’ to new position, then let go.


Why use Named Ranges? To ‘simplify’ formulae;

a Named Range can be referenced by any formulae,

even if the formula is on a different Worksheet.

E.g. the formula “=Qtr1!B8”, i.e.; the Quarter 1 Sales Total,

in cell B8 of the Qtr1 Worksheet.

Might be ‘simplified’ to become; “=Q1Sales”


To ‘Name’ a Range – Method 1 TWO Methods;

whichever method you prefer, you need to begin by selecting a range (can be ONE cell).

Method 1Type a Name in the ‘Name Box’ (at the top-left of the workbook).

Step 1Select Range.

Step 2Enter Name.


To ‘Name’ a Range – Method 2Method 2

Use the “Define Name” function, which can be found under the “Formulas” Menu.

Step 1Don’t forget to Select the Range.Step 2

Select “Define Name” button

Step 3Enter Name

Step 4Press OK


Referencing a Range in a Formula Having ‘named’ a Range;

I can refer to that range, in any formulae, on any Worksheet, using the name that has been defined.

The same ‘simple’ formula, i.e.

=Yearcan appear on many Worksheets.


Naming the Sales & Profit Totals i.e. on the “Qtr1”, “Qtr2”, “Qtr3” & “Qtr4”

Worksheets;

will allow me to ‘simplify’ ALL of the formulae on the “Summary” Worksheet.


The Summary Worksheet with much ‘simpler’ formulae.

e.g. “=Q1Sales” refs the Quarter 1 Sales Total.

Defining the range B4:B7 as “Sales”.

‘Simplifies’ the Yearly Sales Total formula to become “=SUM(Sales)”.


This Week’s Workshop – Part 1 Complete this spreadsheet model,

by;

•adding a ‘Summary’ Worksheet (with Formulae referencing the ‘Int Apps’ & ‘RAE 1’ Worksheets),

then;•adding Formulae to the ‘Summary’ Worksheet (in order to summarise the referenced data).


This Week’s Workshop – Part 2 Add Named ranges to this ‘DataSheet’, in order to ‘simplify’

the formulae on other Worksheets.

by;

•Naming TWO ranges for each Table of data, i.e.;

•one for the whole Table of data, •and another for the first Column of data

then;

•Examine the existing formulae on the other Worksheets, and ‘simplifying’ them wherever possible.

Documents

44221: Information Systems Worksheets & Named Ranges By:Ian Perry Room: C41C E-mail:[email protected] Tel: 01723 35 7287