Microsoft Office Tutorials and References

In Depth Information

**Session 2.1**

To calculate the net income for the first month:

1.
Click cell
A24
, type
Net Income
, and then press the
Tab
key to move to cell B24, where

you will enter the formula.

2.
Type
=B8-B22
and then press the
Enter
key. Excel displays the value –1,717, which indi-

cates that the family’s net income for the month of January is a negative $1,717. Amanda

and Joseph’s expenses are greater than their income for that month.

Now that you’ve entered the formulas to calculate the total income, total expenses, and

net income for January, you need to enter the same formulas for the other 11 months of

the year. Entering the formulas for each of the remaining months individually would be

time-consuming, but there is a quicker way.

Copying and Pasting Formulas

To use the same formula in different cells on the worksheet, you can copy the formula and

paste it to a new location or locations. The cell (or range of cells) that contains the formula you

copy is referred to as the
source cell
(or
source range
). The new location is the
destination cell

(or
destination range
). When you paste your selection, Excel automatically adjusts the cell

references contained in the formulas. For example, if you copy cell B8, which contains the

formula
=SUM(B6:B7)
, and paste the contents of the copied cell into cell C8 (the destina-

tion cell), Excel automatically changes the formula in cell C8 to
=SUM(C6:C7)
.

In effect, Excel recognizes that the intent of the function is to calculate the sum of the

values in the two cells above the active cell. The new location does not even have to be in

the same row as the copied cell. If you copy the formula in cell B8 to cell C10, the pasted

formula would be
=SUM(C8:C9).
You can copy the formula in one cell to a whole range

of cells, and Excel will correctly adjust the cell references in the formula for each cell in

the range.

Reference Window

Copying and Pasting a Cell or Range

•

Select the cell or range that you want to copy, and then click the Copy button on the

Standard toolbar.

•

Select the cell or range into which you want to copy the selection, and then click the

Paste button on the Standard toolbar.

Next, you’ll copy the formula in cell B8 to the range C8:M8 to calculate the total

income for the remaining months.

To copy and paste the formula from cell B8 to the range C8:M8:

1.
Click cell
B8
on the Budget worksheet, and then click the
Copy
button on the Standard

toolbar. Note that the copied cell has a moving border. This border is a visual reminder

that the range has been copied and is ready to be pasted.

2.
Select the range
C8:M8
, and then click the
Paste
button on the Standard toolbar.

Excel copies the formula in cell B8 into each of the cells in the range C8:M8, changing the

cell references to match the location of each cell in the range. See Figure 2-4. Note that

when you paste a selection, Excel automatically displays the Paste Options button. This

button provides options that give you control over the paste process. You will learn more

about this button in the next tutorial.