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Microsoft Excel 97 for Windows 95

More Practice - Adding Another Worksheet to Your Workbook

Now we will practice what we have learned so far, and introduce a few new concepts as well. We will create another related sheet called Salaries 94-95 that will contain information about TA and RA salaries for the fiscal year 94-95. The worksheet will include names, the months of the year, and salaries for those months.

Inserting Another Worksheet

Go to the second sheet in the workbook by clicking on the tab for the page at the bottom of the screen. Double-click on the tab again and type in the name of the worksheet (Salaries 94-95). If a tab for a new sheet is not visible, click on Insert in the menubar and highlight Worksheet.

Enter the following information:

Cell A1: TA and RA Salaries for 1994-95
Cell A2: First Name
Cell B2: Last Name
Cell C2: January

Rather than typing the rest of the months in cells D2-N2, we can get Excel to do the work for us.

  • Highlight cell C2.
  • Notice that there is a small box in the lower right-hand corner of the cell. Position your cursor over this box so that the cursor turns into a small black cross.
  • Holding down the left mouse button, drag across through cell N2. Notice that a highlight follows as you drag.
  • Release the mouse button. Excel has "filled" cells D2-N2 with the rest of the months in the year.

Finish entering the headings:

Cell O2: Totals for Year
Cell A12: Total Salary Expenses

If you make a mistake in a cell, there are at least four ways to edit it:

  1. If you wish to re-enter data, simply highlight the cell and begin typing. The new data will replace the existing data.
  2. If you wish to make minor changes without overwriting existing data , highlight the cell to correct, then click once in the formula bar to edit the information there.
  3. A second way to edit without overwriting is to place the cursor in the cell where you wish to make the change, then double click. The insertion point will appear where you placed the cursor, and any data you enter will cause existing data to move over.
  4. Another way to edit without overwriting, you can also highlight the cell to correct, then press F2. You will be able to edit the cell without going to the formula bar. It appears to be easier to press F2 to edit a cell.

Add boldfacing to cells A1, A2 - O2, and cell A12.

Adjust the width of the cells so that the information fits into the cells correctly.

Enter the following names and salaries into your spreadsheet. Remember, don't add the commas, $ signs or totals...Excel will do this for us.

First Name Last Name Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Alexander Athanasios 1100 1100 1100 1100 1100 1100 1100 1300 1300 1300 1300 1300
Harry Crumb 850 850 850 850 850 850 850 1100 1100 1100 1100 1100
Henry Doe 900 900 900 900 900 900 650 1050 1050 1050 1050 1050
John Doe 1000 1000 1000 1000 1000 1000 1000 1000 1100 1100 1100 1100
Susan King 1200 1200 1200 1200 1200 1200 1200 1200 1400 1400 1400 1400
Annie Nicholos 850 850 850 850 850 850 850 850 1100 1100 1100 1100
Betsy Smith 900 900 900 900 900 900 900 1200 1200 1200 1200 1200
Jane Zebra 900 900 900 900 900 850 600 1200 1200 1200 1200 1200

Highlight all of the cells containing numerical data. Format the data to display commas and two decimal places.

Sum the totals for each individual. How?

  • Highlight cell O3 and click the Sum function key. You should see the formula =sum(c3:n3). Click the check mark in the formula bar or press RETURN.
  • You could do the same thing for cells O4-O10, but instead, let's copy the formula we just entered. Make sure cell O3 is highlighted. Now, point the cursor to the small box in the right-hand corner of the cell until a + appears. Hold the left mouse button down and drag the plus down through cell O10.
  • Release the mouse button. The formula from O3 has been copied into the other cells. Take a moment to click on each of the cells. Notice that Excel has altered the formula slightly in each cell to match the row you’re in; i.e., in row 4 it becomes =sum(c4:n4) and so forth.

Now sum the totals for each month.

  • Highlight cell C12 and click the Sum function key. You should see the formula =sum (c3:c11). Note that Excel has included the blank row in the sum. Click the check mark in the formula bar or press RETURN.
  • Now copy the formula from C12 to D12-N12. Note that the total in O12 is the total for all TAs for the entire year.

Set the columns in the document wide enough to view all of the data. A second way to do this is to select Format=>Columns=>Auto Width from the File menu. Also, note that if you make changes to a salary figure, your totals are automatically re-calculated.

Save your work.

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