Speaker 1: Hello everyone and welcome back to Microsoft Excel 2003. In today's lecture, we will cover Excel Lab Three. To get started with this lab, you will need two files. The first file is "Excel Lab Three instructions", the second one is "Excel Lab Three starting file". So please go ahead and open these two files. I will go ahead and do the same thing as we usually do, the instruction window on the right side, and the solution file on the left window. If you look at the items covered in this lab, we should be able to learn the difference between absolute reference and relative reference. The difference between absolute and relative, cell reference. Also, we will discuss how to apply Number Format to some cells, how to use the Auto Sum Function. We already did that in the past two labs, but we will look at it one more time here. Also, we'll create our own formula that in Lab One as you remember, but we will reinforce the topic that we discuss, and we will create a new formula today. Also, we'll use the conditional formatting and how to move cells inside Microsoft Excel. So basically this is a refreshment for the previous two labs that we've covered so far, and that's lab number three. To get started with this lab please go ahead and open the Excel Lab Three starting file, then save it inside the documents Microsoft Excel Labs folder, so you'll go to file and then click on the save as and make sure that you choose Microsoft Excel labs and change the file to show Excel Lab Three, as you see here, and then click save. Auto sum the range B3 all the way until B5 in cell B6. So what you can do, you can click on cell B6 and then go to that editing group, and the click on auto sum, and the press enter. So that is basically how to do this step. Then copy the function in cell B6 and paste it in cell E6. Oh do you remember what I covered in lab number two at the very beginning? How to copy the formula? So now you are having an actual scenario on how to implement that. So basically you need to copy the function in cell B6, so you click on cell B6 first, then press control c to copy not the actual value, when you press control c you copy the function in that cell, which is the one that shows in the formula bar here, do you see it? Which is equal sum B3, with open parenthesis, B3 colon B5, close parenthesis. And then I will go to the colation where I need to paste this function in cell E... One second, it says here "Copy the function in cell B6 and paste it in cell E6". So I will go to E6 as it says in the instructions here, and then press control v. Well, when I press control v I still have that moving rectangle as you see it here the [inaudible 00:04:26] that moves around that... the dashes that move around the number as you see here. If I press escape it means that I'm done with copying. But if I go to cell E6 and look at the actual function I copied, it says here sum E3 all the way until E5. So now look where did I copy this function from? I copied this function from cell B6, so look at the actual function, B3 all the way to B5. So it looks at these column, when I copied this function to a far away column, what happened? I'm using the relative reference. It's copying the function, but it's relating it Page 1 of 5
to this column. That's why is called the... the what? The relative cell reference, alright? Or the relative reference. You click here and then click "look at the function on top" Equal sum E3 to E5. So it reflects a new column, but it took the function from where? From cell B6, alright? And it relates it to the new location relative reference, alright? So it updates it to reflect this range, which is E3 all the way to E5, that is very important. So now you know how a relative reference is working. Alright now we are not going to change anything, let's just do it step by step. Enter the following values in cell E3, so where is cell E3? It's here. So I will click on cell E3 and then I will put eleven thousand in cell E3. Well, once I put a value in here, it's taken the value that they entered on cell E3 and it's updating the actual sum in cell E6. As you add more cells... or as you add values to the cells below, it will give you the new total. I think this is very important in understanding relative reference. Once we are done with relative reference, we'll jump into a new topic, which is called Absolute Cell Reference. I don't want you to confu-... I don't want confusing you now, but remember that there is another reference that is called what? Absolute Reference, remember that. Are you ready to continue the relative reference? Yes we are ready, we are smart, we can do more in these topic. So I will go to E4 and then I will type fifteen thousand, fifteen thousand and then press enter and then I will type twenty thousand. So that's what I get as the total, if you sum eleven, fifteen and twenty it'll gave you forty six thousand, as you see in cell E6, alright? Now lets talk about absolute now. It says here at number six it changed the formula in cell B6 too. It's basically the same thing but you will add dollar sign in between the parenthesis. You will add dollar sign before any letter of digit that you see in this function. So I will go to cell B6 and then I will go to the actual formula bar here, click on tap, you see? Yes on tap, and then before the B I will put what? I will put dollar sign. Before number three I will put dollar sign, I... by the way I'm moving by the right arrow, right arrow again, right arrow again, ops, go back to B. So before B I will put dollar sign and then before five I will put another dollar sign, as you see in here. So it changed this to the value that you see in the instructions. Sum dollar sign B dollar sign three colon dollar sign B dollar sign five. And then close your parenthesis, right? So now I am changing the function in cell B6 to be absolute. Okay well, now lis-... if you don't understand it now don't worry about it, don't worry about it. I will copy again this cell and you will see what do I mean by absolute. So now I will press enter first, do you see any difference? No, it's calculating correctly, one thousand plus two thousand, three thousand. Add three thousand, that is six thousand. So the value in here did not change, alright? Now lets continue the instructions. It says in number seven: copy cell B6 and paste it in cell C6 and D6. So again, control c, or you can go to the home tab and then press copy, go to the new location and then go to the home tab and then click on paste. Alright now do the same thing for... Your copy source is still active, which means is you paste again, Page 2 of 5
you are basically copying what you get from here. And then after you're done, you press escape to deactivate the copy selection, and then go back to your normal selection, as you see in cell D6. Alright, can anyone look at the problem I'm having right now? The problem I'm having; I copied the cell from B6, I copied that function from cell B6, this function is referring to absolute cell reference. Why? Because I have dollar sign before the column, and dollar sign before that row, and the same thing for the last part, and that makes this an absolute cell reference. What does it mean? It means no matter where you paste this function, it will always absolutely lock at the source range. Absolutely, that's why it's called absolute cell reference, just try to make a connection between them. Now do the same thing for D6, same thing, absolute source. This is... this is here, this is the source that this function is always absolutely locking for what... alright? So now lets go ahead and look at something on how to fix this problem. So in order to fix this problem here in cell C6 at three thousand plus six thousand, that's nine thousand. And then add another nine thousand, that's eighteen thousand. The result I'm getting is six thousand in the instructions it says "Fix the problem so the total row shows the correct sum for each quarter". So I know that this is correct... E6 is correct and I know that B6 is correct, but C6 and D6, both of them are not correct. So lets fix first C6. I will make sure... I will make sure to do what? So there are many ways to fix this problem. What I can do, I can go to the cell that I copied that function from and then change it from absolute by removing the dollar sign, alright? Like that, and then press enter. So now I get the same results, but if I copy this cell from here, I can use even that [inaudible 00:12:37], and then I will just play it for the cell next to it, which is C6. Now, do you remember what I told you? Please fix the content of the cell so it auto fix the cell with... how do you fix this problem? You double click on the arrow on top, and now it's giving me the correct result. So now let's go ahead and fix the one in cell B6. So I will got to D6 and then try to fix this problem. You can leave it absolute as is, but I need you to put the... update it with the correct [inaudible 00:13:21]. So now, dollar sign I will leave it absolute, but I will update the correct. So instead of pointing to B, I will point to D. D3 and then change this two D as well. So now if you look at the blue border, it is pointing to the correct range, if I press enter now two thousand plus four thousand, six plus six thousand, that's twelve thousand, alright? So now I got the correct result in here, however you can update this function and instead of using absolute... You don't have to use absolute unless you need... unless you have to. And I will show you in a minute a scenario where you need to use the absolute cell reference. In this scenario here you really don't want to do that, you really don't need that. And then if you look at the alerts, or the information that Excel is giving you, it's telling you inconsistent formula, alright? And it says here "copy formula from left", so Excel is Page 3 of 5
... Even Excel is showing you ways to recover from this issue, right? So if you chose copy formula form left, now Excel is happy with this function if I press control c. Now lets fix that and change this from absolute to relative reference, and then press enter. Now I don't get that alert from Excel and Excel is happy about my solution. Alright we fixed the problem. Now enter equals B6 multiplied by G1 in cell B7. So you will go to cell B7 and now we're creating our own formula, and then I will type equals, equals what? B6 multiply by G1. What is G1? G1 is the percentage that the sales person will take as a commission from the actual sales total, that's why I'm multiplying the sales total by the percentage. So now if I press enter... now this sales person will take three hundred dollars as commission. Alright, use the fill handle to copy the formula in cell B7 to the range C7 all the way to E7. So I will use the fill handle all the way to E7. Well, is that right? No, that is no right. Why? Let's look at the formula itself. Click on B7 and look... Read the formula in the formula bar. So this is pointing right, is pointing to B6 multiplied by G1. Alright now, click on this one, this is pointing to C6 which is correct. C6, the total, multiplied by K1. K1? What's K1? K1 has nothing inside it. And why did that happened? Because Excel is using the relative cell reference. Now I need to tell Excel "don't move to the cell [inaudible 00:16:57] to the commission percent, just always always look at this cell no matter where I take you to", so can anyone tell me what kind of cell reference do I need to use? Yes, you're right. Absolute, absolutely locked here, absolutely. Absolute cell reference. So now I will go back here, can anyone tell me how I fix that? Yes you are right, you'll change K1 to G1 and then press enter, now you get result. But what if you have a long range of that assembly here because you have only three values or two values? But there is a better way to fix this issue, and even Excel is complaining about it. Let's see what is Excel telling us; it says [inaudible 00:17:42] telling me copy the formula from left. Well when I copy the formula from left it's giving me an error, and Excel is not complaining why? Because it just... it is flowing correctly, but it's not giving me the correct result. Well how do you fix that? You change G1 to be absolute. Absolutely lock at that location, but I will leave B6 as is. Why? Because I need B6 to be a relative reference. I will press enter. Now I will go to cell B7 and then use the fill handle and drag it to the cells to the right. Now everything is working very nice. Alright everyone? Now fix... we already fixed, so the record displays the correct result for each quarter, highlight the cells in range B3 all the way to E5. B3 al the way to E5, and then do what? Highlight the cells in the range B3 all the way to E5, which are less. So you need to highlight the cells that are less than five thousand dollars with red background and yellow tickets using the conditional format. Okay now this is a long point, so you better break it down into smaller pieces. Now we have the right range selection, I need to apply conditional formatting. So I will go to conditional formatting. Now I will go to highlight cell, highlight cell rules, and then I need less than or greater than. I need less than five thousand. So I will chose less than Page 4 of 5
and then I need what kind of color? Red background and yellow tickets. Do I see that in here? No I don't, but before I do anything, I need to make sure I put the correct value, which is five thousand, as you see in the instructions. Now I will click on the drop down list here to chose custom format and then I will click on color of the tickets to be yellow, and then the fill to be red, and then I will click on okay, and then I will click on okay. So that is basically what I'm expecting you to do in this part. Apply the gradient fill light blue data bar to the range B7 to E7. What is B7? This is B7, all the way to E7, you select it. To apply any format you need to highlight or select first. How do you select? I explained that before, and I'm doing it right now. You select the range and after you select the range you need to make sure that you go to conditional formatting, and then you go to data bar, and then I'm looking for gradient fill. What is inside gradient fill? Is called the light blue data bar, is this it? Maybe it's this one? Light blue data bar, yes. Perfect. Apply the percent format to cell G1, so you click on cell G1 and then you click on percent, now do I have anything else? Move cells I1 and G1, so you select both of them, you highlight them, and then you click on the border until you see this section here, and then move it to F1 G1, F1 G1. Oh look at that. Okay now press control delta, then press control delta again. So press control delta, we did that before to see the functions that you are using and then press control delta again. Okay one second I need to go back. Control delta, perfect. Now when I receive the submission from you don't just block numbers, I had many submissions with students doing that by just typing the numbers that you see in here, and if you do that, if you type the numbers here without using the function and using the sum and using the absolute and relative reference, I will not consider that as a solution, that's why whenever I receive any submissions from you, that's the first thing I do. I press control delta to make sure that you are using functions as you see here and then I press control delta again to go back to look at the result and that's how I know that you are using the functions I just mentioned. Now you save this and then submitted the blackboard to verify your solution. If you go all the way to the bottom of your instruction sheet you should be able to see assemble solution of this lab, as you see in here. So please everyone make sure before you submit, that you look at the assemble solution. And that takes us to the end of today's lab, I hope you did learn something new today and I will see you in future tutorials. Thank you everyone. Page 5 of 5