Final Review Tech II

Mr. Ursone

Project 4: Financial Functions, Data Tables, Amortization Schedules, and Hyperlinks

• Hyperlinks – built-in links that indicate the file path and name to another Office document of the URL of a web page

• Cell protection – ensures that users do not change values inadvertently that are critical to the worksheet

• Hiding – hiding portions of a workbook lets you show only the parts of the workbook that the user needs to see

• Formula checker – checks the formulas in a workbook in a manner similar to the way the spell checker checks for misspelled words

Project 4: Financial Functions, Data Tables, Amortization Schedules, and Hyperlinks

• It is important that border characteristics be selected in this order: (1) choose the color; (2) choose the border line style; and (3) choose the border type. Otherwise the border will not have all the attributes you selected.

• Cell name – a cell name is created from column and row titles through the use of the Name command on the Insert menu. You can use titles within formulas when you want to refer to the related data by name. Naming a cell that you plan to reference in a formula helps make the formula easier to read and remember

• When using cell names in a formula any spaces should be replaced with _ (underscores).

• Formula checker – checks the formulas in a workbook in a manner similar to the way the spell checker checks for misspelled words

Project 4: Financial Functions, Data Tables, Amortization Schedules, and Hyperlinks

• Amortization schedule – shows the beginning and ending balances and the amount of payment that applies to the principal and interest for each year over the life of the loan

• Annuity – a series of fixed payments (such as a monthly mortgage payment) made at the end of a fixed number of periods (months) at a fixed interest rate. You can use the PV function to determine how much the borrower of the loan still owes at the end of each year

• An IF function is setup as =IF(logical test, value if true, value if false). Therefore, in this If scenario =if(M7>=$L$7, C7+5, C7-5) if the logical test is true 5 will be added to C7. If the logical test is false 5 will be subtracted from C7.

PMT Function

• PMT function – use this function to determine the monthly payment for a loan. The PMT function has three arguments – rate, payment, and loan amount. Its general form is:– =PMT(rate, periods, loan amount)– Where rate is the interest rate per payment

period, periods is the number of payments, and loan amount is the amount of the loan.

– Excel considers the value returned by the PMT function to be a debit and, therefore, returns a negative number as the monthly payment. To display the monthly payment as a positive number, begin the function with a negative sign instead of an equal sign

• When computing a Sum excel assigns the same format as the first cell in the reference. Example, we put the formula =Sum(R7:R10) in cell R12, cell R12 would now be formatted the same as cell R7.

• Cell protection – ensures that users do not change values inadvertently that are critical to the worksheet– Cells should be protected only after the

worksheet has been fully tested and displays the correct results

• To highlight nonadjacent cell you must select the first range and then select any additional ranges while holding down the Ctrl key

Project 4: Financial Functions, Data Tables, Amortization Schedules, and Hyperlinks

Cell Names

• Cell name – a cell name is created from column and row titles through the use of the Name command on the Insert menu. You can use titles within formulas when you want to refer to the related data by name. Naming a cell that you plan to reference in a formula helps make the formula easier to read and remember– You can use these titles within formulas when

you want to refer to the related data by name• To create cell names, click Insert on the menu bar,

point to Names, and click Create.

Project 4: Financial Functions, Data Tables, Amortization Schedules, and Hyperlinks

• Data table – a range of cells that shows the answers generated by formulas in which different values have been substituted. Data tables are built in an unused area of the worksheet

• One-input data table – with this you vary the value in one cell (example – vary the value in the interest rate cell). Excel then calculates the results of one or more formulas and fills the data table with the results

• To bold the font of the entire worksheet, click the Select All button immediately above row heading 1 and column heading A, then click the Bold button on the Formatting toolbar

• To Print formulas in Excel you go to the Tools menu, choose options, and check the box next to formulas.

• When Printing you must check off the Fit to 1 page tall by 1 page wide and this is found on the File menu – Pg. Setup – Page Tab

• To make a graphic a hyperlink you select the image, then right click the image, choose hyperlink, and choose the hyperlink.

• Microsoft Word stores the data source when working with Mail Merge as an Access Table

• When drawing an AutoShape your mouse pointer turns into crosshairs.

• Merge Fields combine the main document with the contents of the data source.

• Age is not a commonly used field name supplied by Word for Mail Merge users

• Data Sources are often shown as a table consisting of rows and columns.

• Each time the Find Next Button in a data form is clicked, Excel advances to the subsequent record in the list.

• To add another record you need to click the New Button in the data form.

Project 5: Creating, Sorting, and Querying a List

• List – also called a database is an organized collection of data. For example, a list of friends, a list of students registered for a class, or a teacher’s grade book are lists

• The beginning and end of merge fields are marked with Chevrons. They look similar to this << >>

• Record – the data related to a person • Fields – the data items that make up a record• Computational field – a field that contains

formulas or functions is called a computational field. It displays results based on other fields in the list

Project 5: Creating, Sorting, and Querying a List

Project 5: Creating, Sorting, and Querying a List

• Querying – finding records that pass a test that comprises certain conditions

• The Custom option, which is available in all of the AutoFilter lists, allows particular criteria to be entered, such as multiple options or ranges of numbers.

• It is most important that Absolute Cell References ($ before and after the column heading) are used for the table_array in the VLOOKUP function, or Excel will adjust the cell references when the function is copied down through a column.

• When using a data form, use the down arrow or Enter Key to confirm or enter field changes.

• Comparison Criteria are one or more conditions that include the field names and entries in the corresponding boxes in a data form

• A data form is an Excel dialog box that lists the field names in the database

• Excel allows a list to be sorted on a maximum of 3 fields in a single sort operation.– If you need to sort on 4 fields you should sort on the three

least important first and then sort on the major key.• To instruct Excel to display detail records that have been

hidden using the outlining features of Excel, click the show detail symbol (+)

• The Min subtotal function determines the lowest value in a column.– Max Subtotal function = highest value– Count = counts the number of entries in a column– Average = takes the average– Sum = adds all the values in the column

Project 5: Creating, Sorting, and Querying a List

Project 5: Creating, Sorting, and Querying a List

• Excel has two wildcard characters, the asterisk (*) and the (?) symbol.

• Wildcard characters – if you are querying on text fields, you can use wildcard characters to find records that contain certain characters in a field. Excel has two wildcard characters, the question mark (?) and the asterisk (*)

• Question mark (?) – represents any single character in the same position as the question mark. For example, if the comparison criteria for Name is = Ka?anjie, then any last name must have the following to pass the test: Ka as the first 2 characters, and any 3rd character, and the letters anjie as the last 5 characters

• Asterisk (*) – can be used in a comparison criteria to represent any number of characters in the same position as the asterisk. For example, if the comparison criteria entered for the Name field is K*, then any record with a name that begins with the letter K will pass the test

Project 5: Creating, Sorting, and Querying a List

• A file saved in the Microsoft Excel file format has the file extension xls.

• An empty row that appears below the column heading and contains an asterisk in the left most cell is called the Insert Row

• File extension – usually three characters in length, is used by Windows to classify files by application. The file extensions are appended to the field name and separated by a period. By default, you do not see the file extension when you use the Save As or Open dialog box

• VLOOKUP function – used when a table direction is vertical, or down a worksheet. The VLOOKUP function is by far the most often used because most tables are vertical

• Table array – the VLOOKUP function searches the leftmost column of the table array.

Project 5: Creating, Sorting, and Querying a List

• In the function DAVERAGE, the “D” stands for Database!!!• The Convert to Range command on the List button menu

converts a list back to a normal range in the worksheet.• The location where the records that meet the comparison

criteria in the criteria range are copied to another part of the workbook is known as the extract area

• Sorting – arranging records in a specific sequence is called sorting

• Ascending sequence – data is in ascending sequence if it is in order from lowest to highest, earliest to most recent, or alphabetically from A to Z

• Descending sequence – data sorted from highest to lowest, most recent to earliest, or alphabetically from Z to A

• Sort keys – the field or fields you select to sort the records by

Project 5: Creating, Sorting, and Querying a List

• A field in a database that contains formulas or functions is called a computational field.

• A data validation rule can be Mandatory or cautionary.

Excel Project 6: Creating Templates and Working with Multiple Worksheets and Workbooks

• The purpose of Comments is to is to describe the function of a cell, a range of cells, a sheet, or even the entire workbook for the reader.

• Text box – a rectangular area of variable size in which you can add text

• Arrow – allows you to connect an object, such as a text box, to an item that you want to annotate

Excel Project 6: Creating Templates and Working with Multiple Worksheets and Workbooks

• Sample data or “Dummy Data” is used in place of actual data to verify the formulas in the template and should be used when a template is first created.

• Sheet reference – to reference cells in other sheets in a workbook, you use the sheet name, which serves as the sheet reference, and the cell reference. A sheet reference is always absolute

• 3-D range – a range that spans two or more sheets in a workbook, such as Cleveland:SanDiego!B5

• Consolidation – the process of summarizing data included on multiple worksheets on one worksheet

• Template – a special workbook you can create and then use as a pattern to create new, similar workbooks or worksheets. A template usually consists of a general format and formulas that are common to all the worksheets

Excel Project 6: Creating Templates and Working with Multiple Worksheets and Workbooks

• The technique known as drilling an entry allows you to type a number once, and enter it in the same cell on all selected worksheets.

• To view the entire list of format codes that come with Excel, select Custom in the Category list box.

• A format code can have up to four sections (positive numbers, negative numbers, zeros, and text), and each section is divided by a semicolon.

• When a brand new workbook is opened, Excel assigns the Normal style to all cells.

• To drill an entry through adjacent worksheets, with Sheet 1 active hold down the Shift key and click the last sheet tab, and then select the cell and type the entry.

• Using Excel, you can move up one cell by pressing the Shift + Enter key(s).

Excel Project 6: Creating Templates and Working with Multiple Worksheets and Workbooks

• Page Breaks show the boundaries of what will print on each page and are based upon the margins selected in the Margins sheet in the Page Setup dialog box.

• Text box button is on the drawing toolbar• To close multiple workbooks at one time, hold down the Shift

key, click File on the menu bar, and then click Close All.• Style - A group of format specifications that are assigned a name• You can add up to a total of 255 worksheets to each workbook.• Using the Style command on the Format menu, you can create

and then assign a style to a cell, worksheet, or workbook.• Excel workbooks originally include 3 worksheets• On a chart or a worksheet, you may use a textbook and/or an

arrow to annotate, or draw the reader’s attention to specific elements.

Excel Project 6: Creating Templates and Working with Multiple Worksheets and Workbooks

• A 3-D Cylinder chart is similar to a 3-D Bar Chart in that it can be used to show trends or illustrate comparisons among items.

• Word Art is found on the Drawing Toolbar– A WordArt design is called an object.

• To change a comment, right-click the cell that has the comment and then click Edit Comment on the shortcut menu.

• A cell that contains a comment displays a red triangle in its upper right corner

• To remove the comment in a cell, right-click the cell and then click Delete Comment on the shortcut menu

• The default margins in Excel for both portrait and landscape orientation are:Top = 1"; Bottom = 1"; Left = .75"; Right = .75"

• Synonym – a word similar in meaning to use in place of a duplicate or inappropriate word

• Thesaurus – a book of synonyms • Antonym – a word with an opposite meaning

Access Projects: All Material Here will be on your FINAL!!!

• When creating a query if the condition [word(s)] in the Criteria portion of a memo field is (are) wrapped around *asterisks* the query would retrieve all records where the memo field had any mention of the word– Example: If the criteria for the memo field was

*strong* then any record with the mention of the word strong in the memo field would be retrieved

• The Summary Options button in the Report Wizard dialog box allows you to indicate any statistics you want calculated in the report by clicking the appropriate check box.

Access Projects (Continued)

• To change the format for a text box control in a report, right-click the control and click Properties on the shortcut menu.

• To align controls in a report use the align command on the Format Menu

• In Access if you want to select multiple controls you have to use the SHIFT key.

• If an item name used in a function contains spaces, such as Current Due, then the item name must be enclosed in square brackets [] within the expression.

Access Projects (Continued)

• To add together multiple values use the SUM aggregate function

• To spread data over two lines in a report, change the Can Grow property from No to Yes.

• Use Design View to modify the layout of the report or form.