Sams Teach Yourself Microsoft Office 2003 in 24 Hours

Table of Contents
 Copyright
 About the Author
 Acknowledgments
 We Want to Hear from You!
 Introduction
 Who Should Read This Book?
 What This Book Does for You
 Can This Book Really Teach Office 2003 in 24 Hours?
 Conventions Used in This Book
 Part I. Working with Office 2003
 Hour 1. Getting Acquainted with Office 2003
 Part II. Processing with Word 2003
 Hour 2. Welcome to Word 2003
 Hour 3. Formatting with Word 2003
 Hour 4. Managing Documents and Customizing Word 2003
 Hour 5. Advanced Word 2003
 Part III. Computing with Excel 2003
 Hour 6. Understanding Excel 2003 Workbooks
 Hour 7. Restructuring and Editing Excel 2003 Worksheets
 Hour 8. Using Excel 2003
 Hour 9. Formatting Worksheets to Look Great
 Hour 10. Charting with Excel 2003
 Part IV. Presenting with Flair
 Hour 11. PowerPoint 2003 Presentations
 Hour 12. Editing and Arranging Your Presentations
 Hour 13. PowerPoint 2003 Advanced Features
 Hour 14. Animating Your Presentations
 Part V. Organizing with Outlook 2003
 Hour 15. Communicating with Outlook 2003
 Hour 16. Planning and Scheduling with Outlook 2003
 Part VI. Tracking with Access 2003
 Hour 17. Access 2003 Basics
 Hour 18. Entering and Displaying Access 2003 Data
 Hour 19. Retrieving Your Data
 Hour 20. Reporting with Access 2003
 Part VII. Combining Office 2003 and the Internet
 Hour 21. Office 2003 and the Internet
 Hour 22. Creating Web Content with Word, Excel, Access, and PowerPoint
 Part VIII. Publishing EyeCatching Documents
 Hour 23. Publishing with Flair Using Publisher 2003
 Hour 24. Adding Art to Your Publications
 Part IX. Appendixes
 Appendix B. Business Contact Manager and Office Extras
 Part X. Bonus Hours
 Hour 25. Using FrontPage 2003 for Web Page Design and Creation
 Hour 26. Managing Your Web with FrontPage
Working with Functions
The previous sections explained how to enter a formula once, using relative cell referencing, and copy that formula to other cells. Although you only have to type the formula one time, this kind of totaling formula is tedious to type and introduces greater chance for error:
=B6+B7+B8+B9+B10+B11+B12+B13+B14+B15+B16+B17
Fortunately, Microsoft includes several builtin functions that perform many common mathematical calculations. Instead of writing a formula to sum a row or column of values, for example, use the Sum() function.
Function names always end with parentheses, such as Average(). A function accepts zero or more arguments, and an argument is a value that appears inside the parentheses that the function uses in some way. Always separate function arguments with commas. If a function contains only a single argument, you do not use a comma inside the parentheses. Functions generally manipulate data (numbers or text), and the arguments inside the parentheses supply the data to the function. The Average() function, for example, computes an average of whatever list of values you pass in the argument. Therefore, all the following compute an average from the argument list:
=Average(18, 65, 299, $R$5, 10, 2, 102) =Average(SalesTotals) =Average(D4:D14)
As with many functions, Average() accepts as many arguments as needed to do its job. The first Average() function computes the average of seven values, one of which is an absolute cell reference. The second Average() function computes the average of a range named SalesTotals. No matter how many cells compose the range SalesTotals, Average() computes the average. The last Average() function computes the average of the values in the range D4 through D14 (a columnar list).
The following formula computes the average of seven arguments, one of which (F14) is a cell reference and one of which ($R$5) is an absolute cell reference:
=Average(18, F14, 299, $R$5, 10, 2, 102)
The Sum() function is perhaps the most common function because you so often total columns and rows. In the preceding section, you entered a long formula to add the values in a column. Instead of adding each cell to total the range B6:B17, you could more easily enter the following function:
=Sum(B6:B17)
If you copy this Sum() function to the other cells at the bottom of the yearly projections, the total appears at the bottom of those columns.
To Do: Use AutoSum for Efficiency
Before looking at a table of common functions that you can use in your worksheets, consider that one of the activities you'll do the most is adding numbers in formulas. You'll need to add to compute totals, count items, and compute days between activities. Excel helps you add values by analyzing ranges that you select and automatically inserting a Sum() function if needed, thus computing the total. Here's how to do that:
 Select the range that you want to sum. If you want to sum the months over the projected years for this hour's sample worksheets, for example, select the row with the January label, as shown in Figure 7.7.
Figure 7.7 Getting ready to request a sum.
 Click the AutoSum toolbar button. If you don't see the AutoSum button on your toolbar, click the Toolbar Options button to locate it. Excel guesses that you want to sum the selected row and inserts the Sum() function in the cell to the right of the row.
 Make any edits to the summed value if Excel included too many or not enough cells. You can click the cell and press F2 to edit the sum. Usually, no edits are required.
After Excel generates the Sum() function, you can copy the cell down the rest of the column to add the monthly totals. However, can you see another way to perform the same monthly totals with one selection? Select the entire set of monthly values with one extra blank column at the right (the range B6:G17). Excel sees the blank column and fills it in with each row's sum when you click AutoSum. You now can select the new column of totals and let AutoSum compute them. Figure 7.8 shows the result of the new sums after you add underlines and a title to the row.
Figure 7.8 AutoSum in action.
Common Functions
Functions improve your accuracy. If you want to average three cell values, for example, you might type something such as
=C2 + C4 + C6 / 3
This formula does not compute an average! Remember that the operator hierarchy forces the division calculation first. If you use the Average() function, as shown next, you don't have to worry as much about the calculation's hierarchy.
=Average(C2, C4, C6)
Table 7.2 describes common Excel builtin functions that you find a lot of uses for as you create worksheets. Remember to start every formula with an equal sign and to add your arguments to the parentheses, and you are set!
Table 7.2. Common Excel Functions
Function Name 
Description 
Abs() 
Computes the absolute value of its cell argument. (Good for distance and agedifference calculations.) 
Average() 
Computes the average of its arguments. 
Count() 
Returns the number of numerical arguments in the argument list. (Useful if you use a range name for the argument list.) 
CountBlank() 
Returns the number of blank cells, if any exist, in the argument range. (Useful if you use a range name for the argument list.) 
Max() 
Returns the highest (maximum) value in the argument list. (Useful if you use a range name for the argument list and you need to pick out the highest value.) 
Min() 
Returns the lowest (minimum) value in the argument list. (Useful if you use a range name for the argument list and you need to pick out the lowest value.) 
Pi() 
Computes the value of mathematical pi (requires no arguments) for use in math calculations. 
Product() 
Computes the product (multiplicative result) of the argument range. 
Roman() 
Converts its cell value to a Roman numeral. 
Sqrt() 
Computes the square root of the cell argument. 
Stdev() 
Computes the argument list's standard deviation. 
Sum() 
Computes the sum of its arguments. 
Today() 
Returns today's date (requires no arguments). 
Var() 
Computes a list's sample variance. 
Advanced Functions
Some of the functions require more arguments than a simple cell or range. Excel contains many financial functions, for example, that compute loan values and investment rates of return. If you want to use one of the more advanced functions, click on an empty cell and select Insert, Function or click the Insert Function button to display the Insert Function dialog box, as shown in Figure 7.9.
Figure 7.9 Let Excel help you enter complex functions.
You can select from a category of functions in the dropdown list box or describe what you want to do at the top of the dialog box and let Excel locate a function that might work. When you decide on a function (you can simply scroll the list of function names at the bottom of the dialog box and select one), Excel displays an additional dialog box with text box areas for each of the function arguments, such as the one shown in Figure 7.10. As you continue entering arguments that the function requires, Excel builds the function in the cell for you. As you get more proficient, you no longer need the help of the Insert Function dialog box as often.
Figure 7.10 You can quickly enter arguments in the Function Arguments dialog box.
Introduction to Worksheet Formatting  Next Section