References

• Fixed reference
• Relative reference
• Mixed reference
 Reference
• Using relative references in formulas allows you to copy or fill the formula, and the relative
references will adjust automatically. This is fine for many one-dimensional purposes like totals, as
long as the data cells and the formula cells are always in the same relative positions.
• For example, suppose in cell A1, you enter the formula =B1+C1. What this formula says, essentially,
is “take the value in the next cell to the right, and add it to the value two cells to the right.” You can
copy this formula anywhere, and the relative references will adjust automatically; the formula will
always add the two cells to the right of the formula, wherever it is located.

• But frequently, you might want to use a single value in multiple formulas, such as a percentage
rate. You could use a relative cell reference, but only if you didn’t need to copy it elsewhere.
Otherwise, you could use a fixed reference, such as $C$4. A dollar sign preceding the row
number and column letter tells Excel to hold that position so it will not adjust when you copy it.
You can use $C$4 in a formula, copying it as needed, and the cell reference will not change,
because both the row and column are fixed.
• You can also specify mixed references, in which one row or column is fixed and the other is
relative; for example, $C4. When you copy this reference, the row adjusts automatically, but the
column does not. You’ll use this ability to fix and mix your references in the next exercise.
Using the status bar to
check totals and more
The status bar is another handy feature you can
use to quickly check the sum or aver-age of any
selected cells. Select some cells containing, well,
anything, and then look at the bottom of the
Excel window at the status bar. There you’ll see
the Average, Count, and Sum. (Note that the
default status bar readout for Count is a tally of
cells with contents of any kind, not just cells
containing numbers.) If you don’t need to create
a formula, this is a real timesaver. You can
modify the items displayed in the status bar by
right-clicking the status bar to display the
Customize Status Bar menu.
 Insert Function from Formula bar
Function can be inserted using
Insert Function in the formula
bar.

The categories listed in the Insert Function

dialog box represent all functions, including
very specialized functions that are used for
such things as programming, engineering, and
querying databases.

Eg financial
 Restricting cell entries
Data Validation- Only allowing certain
type of data to be entered.
Select the cells that need data validation.
Goto Data on the ribbon and click data
validation in data tools.
Eg Say only whole numbers greater than
3 are to be entered. Enter the details in
data validation.
The Input message to be displayed in case a wrong value is entered, can be modified as per
requirement. The example of error message to be displayed eg oops! or Make sure you enter
numbers in the cell.
Click ok.
The settings to allow changes later can be made through the same options.
 Restricting cell entries
Protecting data
To prevent other users from accidentally or deliberately changing, moving, or deleting
data in a worksheet, you can lock the cells on your Excel worksheet and then protect the
sheet with a password.
Goto Home tab and click Format in cells group.
Click protect sheet dialog box.
Click ok.

The option can also be accessed under review ribbon.

-The protected sheet can be

unprotected using the same
FORMULA-Unprotect sheet
option.
 Insert/Embed object in the spreadsheet
You can use Object Linking and Embedding (OLE) to include content from other
programs, such as Word or Excel.
To see what types of content that you can insert, click Object in the Text group on
the Insert tab. Only programs that are installed on your computer and that support
OLE objects appear in the Object type box.
Click inside the cell of the spreadsheet where you want to insert the
object.
On the Insert tab, in the Text group, click Object
1.In the Object dialog box, click the Create from File tab.
2.Click Browse, and select the file you want to insert.
3.If you want to insert an icon into the spreadsheet instead of show
the contents of the file, select the Display as icon check box. If you
don’t select any check boxes, Excel shows the first page of the file. In
both cases, the complete file opens with a double click. Click OK.
 Insert a link to a file
You might want to just add a link to the object rather than fully embedding it. You can do that if your
workbook and the object you want to add are both stored on a SharePoint site, a shared network drive,
or a similar location, and if the location of the files will remain the same. This is handy if the linked
object undergoes changes because the link always opens the most up-to-date document.

1.Click inside the cell of the spreadsheet where you want to insert the object.
2.On the Insert tab, in the Text group, click Object
3.Click the Create from File tab.
4.Click Browse, and then select the file you want to link.
5.Select the Link to file check box, and click OK.

Do yourself
Insert a word and powerpoint in the file.
Naming cell using Namebox, name create and
name define
A name is a meaningful shorthand that makes it easier to understand the purpose of a cell
reference, constant, formula, or table, each of which may be difficult to understand at first
glance. The following information shows common examples of names and how they can
improve clarity.
 Define a name for a cell or cell range on a
worksheet
1.Select the cell, range of cells, or nonadjacent selections that you
want to name.
2.Click the Name box at the left end of the formula bar.
3.Type the name you want to use to refer to your selection.
Names can be up to 255 characters in length.
4.Press ENTER.
 Defining a name by using a selection of cells
in the worksheet
1.Select the range you want to name, including the row or column
labels.
2.On the Formulas tab, in the Defined Names group, click Create
from Selection.
3.In the Create Names from Selection dialog box, designate the
location that contains the labels by selecting the Top row, Left
column, Bottom row, or Right column check box. A name created
by using this procedure refers only to the cells that contain values
and excludes the existing row and column labels.
 Define a name using Define Name
• n the Formulas tab, in the Defined Names group, click Define Name.
• In the New Name dialog box, in the Name box, type the name you want
to use for your reference.
• To specify the scope of the name, in the Scope drop-down list box,
select Workbook or the name of a worksheet in the workbook.
• In the Refers to box, do one of the following
- To enter a cell reference, type the cell reference.
-To enter a constant, type = (equal sign) and then type the constant
value.
- To enter a formula, type = and then type the formula.
• To finish and return to the worksheet, click OK
Using Name manager
Use the Name Manager dialog box to work with all the defined
names and table names in a workbook.
For example, you may want to find names with errors, confirm the
value and reference of a name, view or edit descriptive comments,
or determine the scope. You can also sort and filter the list of
names, and easily add, change, or delete names from one
location.
Exchanging data using clipboard
To get to your clipboard history, press Windows logo key + V.
From the clipboard history, you can paste and pin frequently used
items by choosing an individual item from your clipboard menu.
Pinning an item keeps it from being removed from the clipboard
history to make room for new items.
 Printing a worksheet
You can print entire or partial worksheets and workbooks, one at a time, or several at once. And if the
data that you want to print is in a Microsoft Excel table, you can print just the Excel table.
• Print one or several worksheets
1. Select the worksheets that you want to print.
2. Select File > Print, or press CTRL+P.
3. Select the Print button or adjust Settings before you select the Print button.

Print all or part of a worksheet

1. Click the worksheet, and then select the range of data that you want to print.
2. Select File, and then click Print.
3. Under Settings, select the arrow next to Print Active Sheets and select the appropriate option.
4. Select Print.
• Print an Excel table
*To begin with there should be a table that needs printing.
1. Select a cell within the table to enable the table.
2. Select File, and then select Print.
3. Under Settings, select the arrow next to Print Active
Sheets and select Print Selected Table.
 Creating header/footers
Header/footer options are available in Page Layout view Print Preview, and on printed pages.
You can also use the Page Setup dialog box if you want to insert headers or footers for more than
one worksheet at a time.
Adding headers footers in Page Setup dialog box

The option is
available
under print
titles as well
 Insert or delete page breaks in a worksheet
Page breaks are dividers that break a worksheet into separate pages for printing. Microsoft Excel inserts automatic
page breaks based on the paper size, margin settings, scale options, and the positions of any manual page breaks
that you insert. To print a worksheet with the exact number of pages that you want, you can adjust the page
breaks in the worksheet before you print it.

Insert a page break

1. Click the worksheet that you want to print.
2. On the View tab, in the Workbook Views group, click Page Break Preview.
You can also click Page Break Preview on the status bar.
3. Do one of the following:
•To insert a vertical page break, select the row below where you want to insert the page break.
•To insert a horizontal page break, select the column to the right of where you want to insert the page break.
4. On the Page Layout tab, in the Page Setup group, click Breaks.
5. Click Insert Page Break.

You can also right-click the row or column below or to the right of where you want to insert the page break,
and then click Insert Page Break.
 Insert or delete page breaks in a worksheet
1.Select the worksheet that you want to modify.
2.On the View tab, in the Workbook Views group, click Page Break
Preview.
3.Do one of the following:
• To delete a vertical page break, select the column to the right of the page
break that you want to delete.
• To delete a horizontal page break, select the row below the page break
that you want to delete.
On the Page Layout tab, in the Page Setup group, click Breaks.
Click Remove Page Break.
Creating portable document (pdf)
1.Open the Excel workbook
2.Make any desired changes
3.Save the file as a PDF

A pdf can also be created by saving as pdf from print option.

Show and print formulas in a workbook
Formula results are shown in worksheet cells, while formulas are visible in the formula bar
only so that they won’t appear when you print. Showing formulas in the cells makes it easy
to find cells that contain formulas, or to check for errors.

To show formulas in all cells press CTRL+` (that little mark is the grave accent mark key). When the formulas are visible, print your
worksheet as you normally would.
• To switch back to showing formula results in all cells, press CTRL+` again.