Microsoft Office Tutorials and References

In Depth Information

**Session 1.2**

A cell range can also be moved from one worksheet in the workbook to another. To do

this, press and hold the Alt key and then drag the selection over the sheet tab of the new

worksheet. Excel will automatically make that worksheet the active sheet, so you can drag

the selection into its new location on the worksheet.

Calculating Sums with AutoSum

Sandra reminds you that she wants the worksheet to also display summary information

about the co-op orders, including the total number of items ordered and the amount of

revenue generated from those orders. You could calculate the total quantity and total rev-

enue using the formulas
=F6+F7+F8+F9
and
=G6+G7+G8+G9
.

One problem with this approach is that as Sandra adds new orders to the worksheet,

you will have to constantly update these formulas, adding cell references for the new

orders. As you add more orders, the length of these two expressions will increase dramati-

cally, increasing the possibility of making errors in the formulas.

One way to solve this problem is to use a
function
, which is a predefined formula that

performs calculations using specific values. You will learn about and work with functions

in more detail in the next tutorial. In this case, you’ll insert one of Excel’s most commonly

used Financial functions, the SUM function, using the AutoSum button on the Standard

toolbar. The
AutoSum
feature is a quick and convenient way to enter the SUM function.

You use the
SUM function
to calculate the sum of values in a cell range. In this case, you

want to calculate the sum of the values in the range F6:F9 and in the range G6:G9.

Now, you’ll use AutoSum to calculate the total quantity and total revenue of the

ordered items, putting these values in cells F10 and G10.

To calculate the total order quantity and revenue:

1.
Click cell
A10
, type
TOTAL
, and then press the
Tab
key five times to move to cell F10.

2.
With cell F10 as the active cell, click the
AutoSum
button on the Standard toolbar.

Excel automatically inserts the SUM function in the active cell and selects a cell range that

it anticipates is the range of cells to be summed. See Figure 1-25. A ScreenTip also

appears, showing the form of the SUM function. The mode indicator in the status bar

changes to Point, indicating that you can point to the cell references. In this case, the range

that Excel has selected for you is the correct range of cells, so all you need to do is indicate

that you accept the range. You can complete the function and move to the next cell by

pressing the Tab key.