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A,nderson Soft-Teach

STTJDENT WORKBOOK

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Name
ANDERSON SOFT-TEACH Student Workbook

Lotus l-2-3 for Windows


Release 5
Volume 2

A Student Workbook and Reference for:


Department:

ANDERSON SOFT-TEACH
983 University Avenue
Los Gatos, CA 95030 U.S.A.

Sales Corporate Fax


(800) 338-4336 (408) 399-0100 (408) 3ee-0s00
Table of Contents

Getting Started ......'. 1

lntroduction........,..... .-.......'.. 2
What You Will Need '....----'-.2
Prerequisites ......... .'......-.".' 2
Course Components .......... ...".-..'...'..' 2
Self-Study '....'.."..3
Classroom "..'...'..3
Practice Disk lnformation........ .'....'...... 4
Reusing the Practice Disk -......"'..'.....- 4
Refreshing the Practice Files ........'......4
Special Note ........ ....'...'...'..' 4

Lesson Seven: Creating'a Chart...... .....5

7-1
7-2
7-3
7-4

ln Practice: Naming a Chart .'. 13


Additional Exercises ............. .........'..... 14

(Cont.)
Table of Contents
(continued)

Lesson Eight: Modifying a Chart ....".. 15

lntroduction........,..... .....".."....17
Lesson Objectives "......."...'...' 17
Before You Starl "..' 18
8-1 Modifying the Legend............. '.....".."'..' 19
8-2 Adding Headings .".20
8-3 Titling Axes .....'....".22
8-4 Moving and Sizing Charts -...'..23

Additional Exercises ...".'.."'...' 24

Lesson Nine: Formatting a Chart -------25

..............
lntroduction ......".."...27
Objectives
Lesson ....'."".-"....27
Staft
Before You ....' 28
9-1 Labels,............
Adding Data ".29
9-2 Pie
Exploding a .."'.31
9-3 Changing Font andAttributes ....'..".."...' 32
9-4 Color
Adding Lines and '..','....33

ln Practice: Creating Graphics '....'.'.'."'.35


Additional Exercises .......'...'....37

(Cont.)
Table of Contents
(continued)

Lesson Ten: Creating a Map..... .......... 39

lntroduction ............. -...'...'...'...41


Lesson Objectives '......'...'...'..'41
Before You Start .".'42
10-1 Creating a MaP ..."..43
1O-2 Mapping Data........ ......".."..'...45
10-3 Checking Regions ".....'.."...'.-.47
1O-4 Using Map Viewer...,........ ..'..'.48
1O-5 Adding a Pin ..'...'..".49

Additional Exercises ....-'...'...'..52

Lesson Eleven: Using Named Ranges .............. 53

.............
lntroduction "....'.."..".55
Lesson Objectives '...'..'...........55
Start
Before You '.."56
1 1-1 Moving to NamedRanges ".."57
11-2 Creating a NamedRange .".".58
1 1-3 Names
Using Titles as .'.."...'..59
11-4 Names
Calculating Using '.......60
11-5 Worksheet...........'
Protecting a ."'.."....'..61

Additional Exercises .'..".........'63

(Cont.)

111
Table of Gontents
(continued)

Lesson Twelve: Using @Functions .......... ....'....65

..............
lntroduction ."'..."...". 67
Lesson Objectives ..................67
Before YouStart ..... 68

ln Practice: Customizing the Function Selector "... 69

12-1 Using @Functions............. ..'..72


12-2 Statement
Creating an lF ....'..73
12-3 .............
Using Absolute Addressing ....'..74

Additional Exercises ....'..'.......76

Congratulations .......77

lndex ......79

(Cont.)

lv
Getting Started
Getting Started

Introduction Course Components

Welcome to Volume 2 of the Anderson There are five components to this course:
Soft-Teach video training course on Lotus
The Videotape is divided
1-2.3 for Windows.
into six lessons. Each les-
son includes explanations
The information in this Student Workbook and demonstrations of
is presented in an easy-to-follow format. skills covered in the
Its modulardesign gives you the flexibility course.
to pick and choose the order in which you
want to learn or present the information.
The Student Workbook
provides you with step-
by-step instructions for
hands-on practice. Each
What You Will Need lesson also includes extra
tips and shortcuts that you
can practice on your own.
1. The Anderson Soft-Teach video
training course
The Practice Disk
2. A VCR with monitor contains sample files you
need to complete the
hands-on exercises.
3. A computer with:

. Lotus I-2-3 for Windows Release 5 The Skills Test contains


installed on the hard disk multiple choice questions
and hands-on exercises to
make sure you understand
Prerequisites the software before you
begin using it on the job.

Before beginning this volume of the Lotus


I-2-3 course you should have already After successfully com-
completed Volume 1. pleting this course, you
will receive an Anderson
Soft-Teach Certificate of
Completion.

Title #300
Creating a Chart
Lesson Seven

Introduction Lesson Objectives


Worksheet values are often difficult to visualize or By the end of Lesson Seven, you will be able to:
interpret. However, with Lotus l-2-3's chart features o Chart Data
to graphically represent your data, understandingthese
values becomes easy. There are a variety of charts with e Examine a Chart
which you can experiment. You can view your values
o Change Chart Types
illustrated in aZD or 3D pie, bar, or line chart, to name
a few. . View Data Changes
Chart modifications are easy to make because 1-2-3 . Name a Chart
charts are dynamically linked to their worksheet.
Therefore, any changes that you make to the worksheet
are automatically reflected in the chart.

In this lesson, you will chart data from a worksheet file


and then examine a chart. You'll change a chart type
and view how changes made to your worksheet are
automatically updated in the chart. Finally, you'll
assign a name to a chart.
Lesson Seven Before You Start

Before You Start


Lotus 1-2-3 for Windows runs in the Windows environment. To start the l-2-3 program, you must be
in the Windows environment.

To begin practicing the skills in this lesson, follow the steps below.

Note: This training course assumes that the initial default settings for the Lotus l,-2-3for
Windows, Release 5 program are being used.

Step by Step lf Necessary:


1 Start: the 1-2-3 for Windows program
2 lnsert: the Practice Disk into Drive A

To Open the Lesson File:


3 Open: the LESSONT.WK4 file
4 Maximize: the 1-2-3 window and worksheet (if necessary)

To display the Default Sheet Smartlcon bar:


5 Click: the Smartlcon Selector rsrs.*

6 Select: Default Sheet


Lesson Seven skill 7-1

Charting Data
First highlight the range or ranges of data you want to chart. After that, Lotus 1-2-3 can create a new chart
based on the selected dat a. Eachrange of data is called a "data series. " In the illustration below the income
figures make up one data series. However, a chart can have more than one data series. For example, if
you chart income along with profit you'd have two data series. All in all, a chart can contain up to 23 data
series.

In this skill, you will create a new chart displaying one data series, quarterly profit.

Step by Step 1 Highlight: cells 82 through E2


2 Hold down: Gtrllwhile highlighting cetls A10 through El0
Notice: The two ranges are highlighted.
Note: Both ranges constitute data representing quarterly profit.

3 Click: the Create Chart icon lffi (in the Smartlcon set)

Notice: The pointer |ooks likefhis iI[when in the work area.


Lotus 1-2-3 will place the chart wherever you click.

4 Click: on cell 811


Notice: Lotus 1-2-3 plots the selected information into a new chart.

5 Scroll: down (to bring the chafi into view)


Notice: The handles (black boxes) on the chart border and the
Selection lndicator indicate that Chart 1 is selected. The menu bar
and Smartlcon set change to display chart tools.
Lesson Seven skill 7-2

Examining a Chart
When achart is selected, the word "Chart" appears in the menu bar. The Chart menu contains commands
used for creating and modifying charts. In addition to that, the Default Chart Smartlcon set becomes
active, and several chart types become available.

In this skill, you will examine the Chart window and Default Chart Smartlcons.

Step by Step Examine: the diagram of the Chart window in order to


recognize terms used to describe different parts
of a chart

Plot Area

400

300

200

1m

0
Otr 1 Qt2 Qtr3 Qf 4

2 Examine: the Chart Smartlcons below in order to


understand the type of chart each icon produces

Pie

3D Pie

Area
Vertical

10
Lesson Seven skill 7-3

Changing Chart Tlpes


Lotus 1-2-3 has several different chart types that can represent your worksheet's data. If you do not
specify a chart type, l-2-3 will create a bar chart, known as the default or "preferred" chart type.

Once you have chosen a chart type that represents your data clearly, select it from the menu or the
Smartlcon set.

In this skill, you will use both the menu commands and the Smartlcons to view different chart types.

Step by Step 1 the Chart Type icon (in the Smartlcon set)
Click: ffi
Notice: The Type dialog box appears with the Bar option
selected.

2 Select: i..ifi:iffiiiffiirjjrllll
: : : :lrir r:i: ! i3:\lliiiiiiillin

3 Double-click: on the bar style (shown in the illustration below)

Notice: The data is displayed in a 3D bar chart.


iffi
4 Click: . the Vertical Line Ghart icon iffi$
Notice: The data is displayed in a line chart.

5 Click: the 3D Pie Ghart icon 1ffiil


Notice: The data is displayed in a 3D pie chart with percentages
shown for each slice of pie and a legend to indicate each
quarter.

6 Choose: Chart, Use Preferred


Notice: The detault chari type is again displayed.

Tips and To change ihe I'prefe*bdll or dbfault chart type into a chart,of ybur bhoiCe, create or
Techniques activate a chart that has the chart,iype,,,style, and custom formartf ng you desiie' Then
Select the Chart menu, and choose Sei Preferred. ' i. ' ' ,

11
Lesson Seven skiu 7-4

Viewing Data Changes


Each chart in Lotus l-2-3 is dynamically linked to the worksheet from which it was created. Therefore
when changes are made to the data in a worksheet, its chart is automatically updated.

In this skill, you will change a value in the worksheet and view the change to the chart. Finally, you will
use the Undo icon to restore the original value to the worksheet.

Step by Step 1 Click: on cell 88


2 Type: 225OOO tEntedl
Notice: Cell BB is modified as well as Quarter 1 shown in the
ch art il lust rati on be low.

38tr
.-!
v)E
.X
lE
2Er
LU
/E
F
1m

Otr 1 Otr 2 Oir 3 Otr 4


X-Ar+is

3 Click: the Undo icon ffi


Notice: The entry in cell 88 changes back to 100,000 and the
chart immediately reflects the change.

Otr 1 Otr 2 Qtr 3 Qtr 4


X-Axis

Save and close the LESSONT.WK4 file.

Title #3OO
t2
In Practice: Namins a Chart

Lotus 1-2-3 automatically names your charts as they are created (e.g., Chart 1, Chart 2, and so on). The
name of a selected chart appears in the Selection Indicator on the edit line. To give charts more
descriptive names, use the "Chart, Name" command. When achart is named, 1-2-3 stores all the settings
for that chart so that you can move to or use the chart any time.

In this skill, you will name a chart.

Step by Step 1 Open: the IPLESST.WK4 file


2 Select: the chart (by clicking anywhere on it)
3 Examine: the Selection lndicator
Notice: CHART 1 is displayed as the name af the selected chaft.

Selection lndicator

4 Choose: Chart, Name...


Notice: The Name diatog box appears as in the ittustration betow.

5 Type: My Chart lEnttr=l


6 t.xamtne: the Selection lndicator
Notice: 'MY CHART," the new name of this chart, is displayed.

Save and close the IPLESST.WK4 file.

Tips and To display or move to a named chart press F5 (the Go To key;. From the "Type of
Techniques Ite;''boX,selectChart.SeleitthedesiredchartnamefromtheIist.

Title #300
13
Lesson Seven

Additional Exercises
After performing the skills in this lesson, you may want some additional practice. Below are
some suggestions for activities you can try on your computer, along with some questions to
check your comprehension of the material covered in the lesson'

ACTIVITIES TO TRY:
1. Open the IPLESST.WK4 file. Change the chart name in the Selection Indicator to reflect the
contents of cell A1.

2. Chart the itemized expenses for Quarter 1 (shown in the illustration below). Display them in
a three-dimensional pie chart.

What is the percentage of Materials?

3. Practice selecting different chart types and different verlicaVhorizontal styles.

4. Save and close the IPLESST.WK4 file.

OUESTIONS:
1. How do worksheet changes affect a chart?

2. What is a data series?

3. How many data series can you include in a chart?

If you have trouble with any of these activities or questions, review Lesson 7 on the videotape
and in this Student Workbook.

Title #300
14
Nlodifying a Chart
Lesson Eight

Introduction Lesson Objectives


Lotus 1-2-3 makes it easy to modify a chart by working By the end of Lesson Eight, you will be able to:
directly with its elements. You can affect font, style, . Modify a Legend
and color of charted data. You can also affect its axes,
headings, and legend. The size and position of a chart . Add Headings
can also be changed.
. Title Axes
In this lesson, you will modify a legend and add
o Move and Size Charts
headings that will consist of a title and note. You will
also title the Y-axis and delete the X-axis on your chart.
Last but not least, you will move and size the chart.

l7
Lesson Eight Before You Start

Before You Start


To begin practicing the skills in this lesson, follow the steps below.

If continuing directly from Lesson 7, you only need to perform step 3 below.

Step by Step lf Necessary:


1 Start: the 1-2-3 program
2 lnseft: the Practice Disk

To Open the Lesson File:


3 Open: the LESSONS.WK4 file
4 Maximize: the 1-2-3 window and worksheet (if necessary)

To Display the Default Sheet Smartlcon bar:


5 Click: the Smartlcon Selector tsru
6 Select: Default Sheet

Title #300
18
Lesson Eight skill 8-1

Modifying the Legend


A legend is an explanation, in colors or patterns, of the chart's data series. Lotus 1-2-3 automatically
adds a legend when a chart is created. Once created, you can modify a legend by changing its font and
style characteristics, as well as color or pattern. You can also move the legend anywhere within the chart
around the perimeter of the plot area.

In this skill, you will modify the legend's label.

Step by Step 1 Scroll: down (to bring the chart into view)
2 Double-click: on the Legend (in the chart)
Notice: The Legend dialog box appears. All the data series
selected forthis chari are listed in the Series list box. ln this case,
there is only one data series selected, and it's referred to as "A -
Profit.'

3 Examine: the Legend entry text box


Notice: The Cell
check box is
selected and A:410
appears in the
Legend entry text
box as in the
illustration to the
right.

Legend entry

Note: CellAl0
contains the word
"Profit," therefore
it's currently
displayed as a
legend entry.

4 Click: ,ffi,ffi (to deselect it)


Notice: The content of the Legend entry text box is highlighted.

5 Type: Quarterly Profit


6 Select: i$ffiii$'*ffi.ffi (in the Place lesend section)
7 Choose:
Notice: The Legend label displays the words "Quarterly Profit"
and the legend is placed below the plot area.

r9
Lesson Eight skiu 8-2

Adding Headings
Headings consist of chart titles and notes. A title place holder is automatically added to a chart when
it's created. In addition to titles, you can add notes to help further explain the data represented in your
chart. Either type of heading can be changed, repositioned, or removed entirely from a chart. You can
also modify or remove the X and Y-axis titles using the Headings dialog box.

In this skill, you will add two headings; a title and a note'

Step by Step Adding a Title Heading:

1 Double-click: on the
m
Notice: The Headings dialog box appears.
Note: Chart Titles and Notes can be created f rom this dialog
box, as shown in the illustration in step 2.

2 Click: on the Cell check box (as in the illustration below)

Click here

Title section

*t..*,,"r1

Notice: Once the check box is selected, the Range Selector


appears.

3 Click: the Range Selector lffi


Notice: You have temporarily returned to the worksheet, and the
pointer changes shape so that you can select your first heading.

4 Click: on cell A1 (lncome Statement)


Notice: The Headings dialog box reappears with the cell
address, A1, highlighted in Line 1 of the Title section.
Note: Thecontentsof cellAl will be usedasthe Titleforthis graph.
(Cont.)

20
Lesson Eight skill 8-2
Adding Headings

Step by Step 5 Click: the Left Placement button (in the Title section)
(continued)

Click here
Note: The chart's title will be placed on the left side of the chart.

Adding a Note Heading:


6 Click: in the Line 1 box (of the Note section)

Click here

7 Type: Walker & Associates [EnterJl


Notice: The Title "lncome Statement" is aligned at the top left of
the chart and "Walker & Associates" is aligned in the bottom left
corner as in the illustration below.

lncome Statement
4m
(rrEm
'x
+0

lE
---
4 EZtx
i.Erm
F
o
Otr 1 Otr 2 Otr 3 Otr 4
X-Axis

IGuaderly Frofit
& Aretriahs

Tips and You: can Change thb style of text for a Tiile Oi a Note by,5slecting the item fuSq"*a
:lt'oosingStyle,Font5.'.&Attributes.fromthemen'u:..:.''i:::
Techniques

2l
Lesson Eight skill 8-3

Titling Axes
Axes are used to measure data series within achart. Lotus 1-2-3 supplies axis title place holders (e.9.,
"X-Axis" and "Y-Axis") on every chart, with the exception of pie and radar charts. Pie and radar charts
are round and therefore are not plotted by horizontal and vertical axes. Font and style, or color and
pattern can be modified for each title.

In this skill, you will delete the X-Axis title and customize the Y-Axis title.

Step by Step 1 Select: the "X -Axis" title


2 Press: @
Notice: The X-Axis title is now deleted.

3 Double-click: on the "Y-Axis" title


Notice: The Y-Axis dialog box appears and the default axis title
ishighlighted.

4 Type: Sales in [EnterJ]


Notice: The Y-Axis now reads "Sales in Thousands."

Tips and You can add ttre Axis Title by using the Chart, Axis command. i , , i

Techniques '.:::: .
From,the,Axis.aiarog uox, you can also crtail$d.tue...S**ieiU*.tU$.4*i*i*fiU.tfi$ld [iiH$ i..|,
tick''marks,on'.the axis. : ::

Title #3OO
22
Lesson Eight skill 8-4
Moving and Sizing Charts
The default chart that Lotus 1-2-3 creates might just suit your needs. On the other hand, be creative by
modifying your chart. You can size the chart, size the objects within a chart, move the entire chart to
a new location, or rearrange chart objects.

In this skill, you will move and size objects in a chart.

Step by Step 1 Position: the pointer over the chart's upper-left corner
Note: To move the entire chart you can position the pointer
anywhere over the chart, outside the plot area, and the pointer
will look like this [.

Position pointer
over the chart lncome Statem
.|ffi
r-rS ffi
B
6n
Izm
Jnrfr rm
o

2 Click & drag: . the chart to cell A19


Notice: As you move the chart, the pointer looks like this fi.
When you release the mouse, the chart is repositioned.

3 Scroll: down (to bring the chart into view)


4 Position: the pointer over the upper-right handle
Notice: The pointer looks like fhis +.
5 Click & drag: the upper-right handle to cell F14
Notice: When you release the mouse, the chart is sized.

Moving elements within a chart:


6 Click & drag: the legend to the lower-right corner of the chart

Save and close the LESSONS.WK4 file.

23
Lesson Eight

Additional Exercises
After performing the skills in this lesson, you may want some additional practice. Below
are some suggestions for activities you can try on your computer, along with some questions
to check your comprehension of the material covered in the lesson.

ACTIVITIES TO TRY:
1. Open the LESSONS.WK4 file. Size the chart and practice moving different chart parts (e.g.,
the plot area, the headings).

2. Change the Chart title to read "Charted Income."

3. Add a secondary chart title that reads " 1994" and is left aligned.

4. Save and close the LESSONS.WK4 file.

OUESTIONS:
1. In what ways can the Legend be modified?

2. Are handles used for sizing or moving an object?

3. Do you always have to manual ly type in a title or can you use cell's contents?

If so, how would you do this?

If you have trouble with any of these activities or questions, review Lesson 8 on the videotape and
in this Student Workbook.

24
Formatting a Chart
Lesson Nine

Introduction Lesson Objectives


Charts are used to present data and figures, and because By the end of Lesson Nine, you will be able to:
of that they are often given credit for selling an idea, o Add Data Labels
thought, orconcept. Many peoplebelieve the salesman
with the flashy charts wins the client. Therefore, in . Explode a Pie
this lesson you'll take a look at some of the tools Lotus
1-2-3 has for making your charts flashy.
. Change Font and Attributes

You will add data labels to your chart. You will


. Add Lines and Color
separate a slice of a pie from a pie chart' This is known o Create Graphics
asexploding a pie chart. You will learn how to change
chartfont and attributes, well as add lines and color.
as
Finally, you will create graphics such as a text box,
ellipse, and an alrow.

Title #300
21
Lesson Nine Before You Start

Before You Start


To begin practicing the skills in this lesson, follow the steps below.

If continuing directly from Lesson 8, you only need to perform step 3 below.

Step by Step lf Necessary:


1 Start: the 1-2-3 program
2 lnseft: the Practice Disk

To Open the Lesson File:


3 Open: the LESSON9.WK4 file
4 Maximize: the 1-2-3 window and worksheet (if necessary)

To Display the Default Sheet Smartlcon bar:


5 Click: the Smartlcon Selector ns-'*s

6 Select: Default Sheet

28
Lesson Nine skiu 9-1

Adding Data Labels


The data series in achartvisually represents the data in your worksheet. However, adding actual values
to the data series can sometimes enhance the meaning of the plotted data. These values are called "data
labels. " You can add data labels above, below, or to the side of each bar (or piece of pie) in the data series.

In this skill, you will label each bar with the exact value it represents.

Step by Step 1 Scroll: down (to bring the chart into view)
2 Select: the chart
3 Choose: Chart, Data Labels...
Notice: The Data Labels dialog box appears.

The "A-Quarterly Profit" data


series is highlighted in the
Series seclion.

4 Click: the Range Selector ffi


Notice: When you click on the Range Selector the dialog box
temporarily disappears enabling you to define a range of labels
to be used in the chart.

5 Highlight: cells 810 through E10


Notice: When you release the mouse button you return to the Data
Labets dialog box. 810..E|0 is displayed in the Range of Labels
box.

6 Click: the arrow beside


the Placement
box

7 Choose: Above

(Cont.)
Title #300
29
Lesson Nine skill 9-1
Adding Data Labels

Step by Step I Choose:


(continued)
Notice: Data labels appear above each bar in the data series, with
the exception of the right-most bar where there is not enough room.

lncome Statement
8)

3n
$l,@O.m $1.7m,m
s $zm
az t
.1CO

fw"Gn*."j"bb;l

I Click: the 3D Pie Chart icon lffi


Notice: The bar chaft changes to a three'dimensional pie chart'
The data labels changed to show in percentages.

10 Choose: Ghart, Data Labels...


Notice: The Data Labels dialog box appears. Data labeloptions
are different for a Pie chaft.

1'1 Click: on the Values check box

Click here

12 Click: on the "Contents of X data range" check box

Click here

13 Choose:
Notice: The legend disappears. The Quarter labels are shown,
along with their values, by each pie piece.

30
Lesson Nine skill 9-2

Exploding a Pie
If you're using a pie chart, you can separate a slice of pie so it stands out from the other data in the chart.
This is used to add emphasis to a particular value or figure.

In this skill, you will explode a piece of a pie chart.

Step by Step 1 Click & drag: the "Qtr 3" piece of pie slightly to the Ieft
Notice: When you release the mouse bufton the chart will
appear as the illustration below.

lncome Statement

t217,1m e2.7%) Ar2

t153.fi8 (16.00S) Ok 1

$212,ffi e2.2%) Qfi3

ts/3,ffi @.196) otl 4

31
Lesson Nine skiu 9-3

Changing Font and Attributes


You can enhance the appearance of your charts in several different ways. You can change the font, size,
and style attribute of text.

In this skill, you will apply a different font size and attribute to the chart.

Step by Step 1 Click: on any data label in the pie chart with the right-
mouse button
Notice: The Quick menu appears. Allfour data labels are
selected.
Note: All four labels represent a series of data and will be
treated as a group.

2 Choose: Font & Attributes...


Notice: The Font & Attributes dialog box appears.

3 Select: 12 (in the Size section)

4 Select: (in the Attributes section)


,ffi-$$*-W*|$
Notice: A sample is displayed at the bottom of this box.

5 Choose:
Notice: The data labels are now 12 point, italic.

Tips and ou,,cafi,:Adee.$rsiiffi..H ti.t.l&.j#ffiibufe$,,cc ,lfirffiiiffiji$,tyleir*ienu,


Techniques

Tiile #300
32
Lesson Nine skiu 9-4
Adding Lines and Color
You can use the Style Lines & Color command to add custom colors and patterns to the border of a chart.
The Border of a chart is called its frame.

In this skill, you will add a border style and color.

Step by Step 1 Click: the frame of the chart with the right-mouse button
Notice: The Quick menu appears.
2 Choose: Lines & Color...
Notice: The Lines & Color dialog box appears.

3 Select: the Designer frame check oot :l:if.ir*fr*N,l$ffi$iffiU;g

4 Click: the arrow beside the Designer frame box


Notice: Examples of different designerframes appear.

5 Select: the frame in the upper-right corner


(Cont.)

-tJ
Lesson Nine skill 9-4

Adding Lines and Color

Step by Step 6 Click: the arrow beside the Frame color box
(continued) Notice: A color palette aPPears.

7 Select: the color navy

I Choose:
Notice: The chart is now surrounded by a navy frame.

Save and close the LESSON9.WK4 file.

Tips and iolCtrange colors and patterns:foi a'data series use the Lines & Colbr command, You
Techniques ban select the Style rnenu and choose Lines & Color, or you can cliCk on a data:series
with the:fight mouse button and accessthe Lines & Color command;,, ' , , ,,

,. i
i

lf. you do not have a color printer?::use patterns'to differentiate data ranges;.,

34
In Prqctice: Creating Graphics

When you create and arrange drawn objects on a worksheet, they appear and print as part of the worksheet.
ln a multiple-sheet file. it is possible to have a different drawn objects on every worksheet.
There are several tools with which to draw lines and shapes in Lotus l-2-3. They include line tools,
and shape tools such as rectangle, polygon, and ellipse tools. Copying pictures from other prograrns
into l-2-3 is another way to add graphics to a worksheet.
In this skill. you will create a text box, draw a circle, and create an arrow pointing from one to the other.

Step by Step 1 Open: the IPLESS9.WK4 file


2 Click: the Text Block icon ffi
(on the Default Sheet Smartlcon set)

Natice: Your painter looks like this -i-


t

when in the worksheet


area.

3 Click & drag: from cell Cl2 through D13

i """"--""""-i-
Notice: When the mouse button is released, an insertion point
is displayed within the text box.

Note: The Smartlcon set changes and displays tools for


working with objects. These icons will always appearwhen an
object is selected.

4 Type: Gold Account Status


5 Click: the Ellipse icon ffi
6 Click & drag: to encircle cell 85
Notice: As you drag, an ettipse forms. When you release the
mouse button, the ellipse remains selected as shown below.

(Cont.)

Title #300
35
In Practice: Creating Graphics

Step by Step 7 Click: the Draw Arrow icon ffi


(continued)
I Click & drag: from the text box to the ellipse
Notice: As you drag, an arrow appears with the arrow head
facing the direction in which the pointer is dragged.

away from the arrow to deselect it


Notice: The worksheet is similar to the illustration below^

Save and close the lPLESS9.WK4file.

Tips and
echniques
Tect

Title #300
36
Lesson Nine

Additional Exercises
After performing the skills in this lesson, you may want some additional practice. Below are
some suggestions for activities you can try on your computer, along with some questions to
check your comprehension of the material covered in the lesson.

ACTIVITIES TO TRY:
1. Open the IPLESS9.WK4 file. Chart the total billing for each client.

2. Add axis titles and change their font to Arial (or a similar font), 12 point.

3. Add a Designer border and color of your choice.

4. Create an alrow pointing to Anders total on the chart'

5. Save and close the IPLESS9.WK4 file.

OUESTIONS:
1. What does "exPlode a Pie" mean?

2. How would you change the font and attributes of a chart element?

3. List as many of l-2-3's graphic tools as you can remember?

If you have trouble with any of these activities or questions, review Lesson 9 on the videotape and in
this Student Workbook.

Title #3OO
37
Creating a Map
I-csson Tbn

Introduction Lesson Objectives


Creating a Lotus l-2-3 map is similar to creating a By the end of Lesson Ten, you will be able to:
chart. Worksheet data is linked to a graphical repre- o Create a Map
sentation of data in a map. Just as you can create a bar
chart to illustrate arange of worksheet values you can ' Map Data
create amap thatrelates arange ofdatato recognizable o Check Regions
geographic regions, such as states or countries. It is
also possible to add a label or a pin to your map. Pins o Use Map Viewer
are created from text in a worksheet cell' That text can
either be in the form of a symbol or a label.
r Add a Pin

In this lesson, youwill create a new map. You will also


select the ranges and title that your map will include
and replace an unknown map region. You will use the
map viewer to get a closer look at your mapped data
and lastly enter data that will appear as a pin.

4I Title *300
Lesson Ten Before You Start

Before You Start


To begin practicing the skills in this lesson, follow the steps below.

If continuing directly from Lesson 9, you only need to perform step 3 below.

Step by Step lf Necessary:


1 Start: the 1-2-3 Program
2 lnsert: the Practice Disk

To Open the Lesson File:


3 Open: the LESSON10.WK4 file
4 Maximize: the 1-2-3 window and worksheet (if necessary)

To Display the Default Sheet Smartlcon bar:


5 Click: the Smartlcon Selector m
6 Select: Default Sheet

42
Lesson Ten skill 10-1

Creating a Map
To create a new map you will select a map from the Map Type dialog box. However, before you begin
it is important that your worksheet is set up correctly. Start by entering data in a range containing at least
two columns. You will have to enter data in the following order; geopolitical names of map regions,
known as "map codes, " and after that, data you want to link to each map region such as sales figures, region
representatives, retail outlets, and so on.

In this skill, you will create a new map from data that has already been set up.

Step by Step Choose: Tools, Map, New Map


Notice: The Map Type dialog box appears.

2 Double-click: on World Countries


-l'ft}.
Notice: The pointerturns into a revolving g/obe

3 Scroll: right (to frame your worksheet as illustrated below)

(Cont.)

43
Lesson Ten skill 10-1

Creating a Map

Step by 4 Click: in cellll (to position the map as shown in the illustration)
(continued) Notice: The map is created from this location.

Tips and Ydu..C'*fiiialsd.;efCIEte...ff.fi$w.imep1..bXr.firsq.SdlBctill$..fts...g6opo,lifib I..fiiinnesl.ofi.iffiA$iiregio$s

Techniques lfi.. 6ul$bll( utirffid|Chbosifi$ToCIlb;... tap.iiiNe*|'nn*$;1frUm'.+Ue.:,mefiuiii'.S e ..clickifig in


#:bffiu t.td:: o$itidfi.:$bE.iuew11mag'i,.ifi$ffis::.1,,9€:;iwil't.. f
vi e.ia..map fai you,based
sdfif::S ledfistl:,:,nor:*X*m$iu;::lf| :bU;.$eletli:ffi:, btds].e:alift i*14fi{ VadA]iin
oU.i.,#d.ffi$tuet;.11r34.::**[Pibvide.ii]tofi::reiffi.a UrS- map' (rhe U.S.i:::ffi4 .idoss fint
nciuddt1 ,ASkA;,ah$'.HAWAiir)i...ff:){ou..wreierto::'Se1 .Gdifstni$..an ..64nffi;,iiq'Er.3.. ot ld
iffir:$to e,,A:.*otit6;i6t*i$r.displ[ iia..ffialo$lbofi.istAti ii al.C ffiai.i$:.an::ffiffi$w$
i0n::on.,thq..{ .,,51',naPr

Lotus I -2-3 provides the following maps; World Countries, USA by State (continental
United States), Alaska, Hawaii, Canada by Province, Europe by Country, Europehn
Union by Region, japan by Ppfecture, Mexico Uy Estado, Australia:'by State; 6n6
wan:

X{dl$::|f,uh"ctistr11fias1mffi|:infCIr ofi:irCI'nlffit$hasing::rhaps:l:see::liffihasi$ itrvI


Ii.:.ffi-d.errltr{.iil$t

Tiile #300
44
Lesson Ten skiu 10-2

Mapping Data
You can use either text or numbers when choosing arange to map. The first set of data appears as color
applied to map regions, the second set of data will appear as patterns applied to the same regions. You
will have as many as six colors and patterns to represent your data within a map, however you are not
limited to six map regions in a range. When arange contains more than six regions, 1-2-3 groups the
data into categories called "bins." Each color or pattern appears as a color or pattern on the map.

In this skill, you will select map ranges and a title.

Step by Step 1 Select: the World Countries map (if necessary)


2 Choose: Tools, Map, Ranges & Title...
Notice: The Ranges and Title dialog box appears as shown in
the illustration below.

Selecting a Title:
3 Click: on the Cell check box beside the Title box
4 Click: on the Range Selector beside the Title box ffi
Notice: The dialog box temporarily disappears to allow you to
select a range.

5 Click: on cell F3 (Worldwide)


Notice: The title box now reads F3.

(Cont.)

45
Lesson Ten skiu 10-2

Mapping Data

Step by Step Selecting a Color Range:


(continued)
6 Click: on Golors under Assign range for
7 Click: on the Range Setector beside the Range box ffi
I Highlight: cells G5 through Gz
Notice: The selected range is displayed in the range text box.

Selecting a Map Region Range:


I Click: on Map Regions under Assign range for
10 Click: on the Range Selector beside the Range box ffi
11 Highlight: cells F5 through F7
Notice: The selected range is displayed in the range brt box.

12 Choose: l- il
Notice: The Region Check dialog box appears because 'Britain'
is an unknown region to Lotus 1-2-3.

46
Lesson Ten skiu 10-3

Checking Regions
Lotus 1-2-3 reads each label in the left-most column of the map data range and compares it to the list of
map codes, names, and custom names for the map type. When 1-2-3 encounters a map code or name that
it does not recognize, the Region Check dialog box appears with the first unknown map region listed in
the information box. If you want to use the unrecognized label, you must link it to a name or code that
I-2-3 rccognizes.
In this skill, you will add a custom name for an unknown map region.

Step by Step Examine: the Region Check dialog box


Notice: The unknown map region is Britain. The "Replace in
cellwith" option is selected.
Note: Lotus 1-2-3 uses the name United Kingdom for this
geographical location. Using this dialog box, Britain in cell F6 of the
worksheet, can be added as a custom name for United Kingdom.

Choose:

3 Click: in the Known map region list box


4 Press: U
Notice: You have advanced to the first country whose name
begins with 'U'
5 Press: @ until United Kingdom is selected
6 Press:
Notice: The map's title reads, 'Worldwide." The Canadian,
British, and Australian (Australia is covered by the legend)
regions are color coded to correspond with the legend.

Tips and Ys=Uic. .i,E$'l cb..ffi.:ufi nllfe$1oq.*itil.a.ffiowfi..ffi9i fi.. yir$ CIusrfiglthq.llREptdes..ifi.cell


Techniques #it$llofitigEi.. dii$$ls$tid$..A.re#ofi.if{6fli:th$..llruowu,,ruffi,',g,egi$filgii..liqq

47
Lesson Ten skiu 10-4

Using Map Viewer


The Lotus Map Viewer is a separate program that comes with l-2-3. Once inside the Map Viewer you
can focus on a map area where data is concentrated by magnifying that area. You can also copy
information from the map for use within a worksheet.

In this skill, you will use Lotus'Map Viewer.

Step by Step Opening Map Viewer:


1 Double-click: on the Worldwide map
Notice: The Lotus Map Viewer opens. The world map fills your
screen.

Moving Map Elements:


2 Click & drag: the legend to the upper-right corner
Notice: Australia is visible in the lower-right corner of the map.

ldentifying Geopolitical Areas:


3 Move: . the pointer over several countries
Notice: The name of a country appears on the left side of the
status barwhen the pointer is positioned above it.

Magnifying Map Areas:


4 Hold down: fCtril
5 Click & drag: across Britain
Notice: You have magnified the area. Beni lheanacho is the
Sales Bep. for Britain.

Note: Magnif ication is known as Zoom in;the opposite is Zoom out.

6 Choose: View, Zoom Out


Notice: More of the area is shown with Britain centered on screen.

7 Choose: View, Reset


Notice: The map returns to its original size, and is centered on
screen.

8 Choose: File, Exit & Return to Lotus 1'2'3

48
Lesson Ten skiu 10-s

Adding a Pin
Pin characters are similar to annotations you might add to a paper map. They can be used to flag areas
or draw special attention to places on your map. Pin characters can be symbols ( O ) or labels such as
"Corporate Headquarters." To begin, enter a symbol or label, then enter map coordinates (the latitude
and longitude of a position on the map), and finally map the range using the Ranges & Title command.

In this skill, you will add a pin to the USA map.

Step by Step Entering a Pin Symbol or Labeh


1 Click: on cell Jl5
2 Change: the font of cell J15 to Wingdings
3 Type: I (the lowercase letter "L") tEnter--.|
Notice: A?," dot symbolappears in Jl5.

Copying Map Coordinates:


4 Double-click: on the USA map
Notice: The Map Viewer opens.

5 Position: the pointer over the state of New York


. Notice: The name of the state is shown in the status bar.

6 Click: the right mouse button


Notice: The Quick menu appears.

USA, Continental United States

I Atsuko Sato
ffil Hakim Jones
I Jon Petersen
E Kim Nugyen
E lvlia Esp noza

7 Choose: Copy Coordinates


I Choose: File, Exit & Return to Lotus 'l-2-g
Notice: Lotus Map Viewer closes and you return to the 1-2-3
worksheet.

(Cont.)

49
Lesson Ten skiu ru-s
Adding a Pin

Step by Step Pasting Map Coordinates:


(continued)
I Click: on cell K15 with the right mouse button
Notice : The Quick menu aPqears.
10 Choose: Paste
Notice: The coordinates from the map are pasted into cells Kl5
and L|5.

Note: Coordinates willvary depending on where you click on the


map.

Adding a Pin Color:


11 Click: on cell M15
12 Type: 129 lEnter-.ll
Note: ln Lotus 1-2-3
number 129 is code for the
color red. Numbers for
colors can be found by
opening the Font &
. Attributes dialog box,
clicking on the color Palette
and selecting a color. The
color's number will appear
in the bottom-left corner of
the palette. (For examPle,
69=yellow, 129=19d,
1 68=blue, 225=black)

Assigning a Range for Pin Goordinates:


13 Select: the USA map
14 Choose: Tools, Map, Ranges & Title...
Notice: The Ranges & Title dialog box appears.

15 Click: on Coordinates under Assign range for


16 Click: on the Range Selector beside the Range box ffi
17 Highlight: cells J15 through M15
Notice: The selected range is displayed in the Range text box.

(Cont.)

50
Lesson Ten skill 10-s

Adding a Pin

Step by 18 Choose:
(continued)
Notice: The New York area displays alv dot map pin.

Save and close the LESSON10.WK4 file.

Tips and You by uSing::the Cl,raracier,Map:program that


c:an Cieate interesting,,pin syrnbols ,,,

Techniques comes with *inaows, Open Cn,ariiter Map fio.mithqiProCiam,,Mnnager. Then,, ch'oose
afont such aiilW,ingdin:$s" or liZapf oingbats;":;;Charhctbi,Iv1ap,,will display all of ih'b
char#ters that Wingdin$s offers, ,(Some examples of llWingdlng" font Character$ , ,

inCtude f,O<-+.) S"l""t u Charactei oi Symbol and co-p14,!t..:Next, return,to your Lotus
worksheer and p6stethe char.acJef in an,emp-ry Cell:pieceding'the,map:Cooidinates: If ,,
in. ry*fol App"#i U*iarenity in,ttre,cell; V u..wiiii'n'iiA to ch#ee its font
"f,*u'Ct"t::oi

n you select a range l0 create a map, do not column headings in the

Code Color data Pattern data Pin Lat LorE Pin color

Auslria 1,297 Central


Belgium 3,29T Atlantic
Denmark 3,26S North
France 20,868 Atlantic p 47.041sl 2.E87TBI so

Germany 6,473 Central


lreland 7,256 Atlantic

lo m",.MAbnar* r;uair""tory, Lotot i-i.i ptouia"t aitqnt"..fot..*ap iypes,. Som


of these fiiei iontuio iaiituai ana longitude for selected,litiei. ,You cnn use these ,

51
Lesson Ten

Additional Exercises
After performing the skills in this lesson, you may want some additional practice. Below are
some suggestions for activities you can try on your computer, along with some questions to
check your comprehension of the material covered in the lesson.

ACTIVITIES TO TRY:
1. Open the LESSONl0.WK4 file. Open the Lotus Map Viewer in order to see the Worldwide
map.

2. Zoom in to south-eastern Canada.

3. Create a blue pin positioned in south-eastern Canada'

4. Save and close the LESSONI0.WK4 file.

OIJESfiONS:
1. What types of characters can constitute a pin?

2. What types of data must you have in order to create a map, and how must that data be set up? -

3. Why would Lotus l-2-3 need to check regions?

If you have trouble with any of these activities or questions, review Lesson 10 on the videotape and
in this Student Workbook.

52
LIsing Narned Ranges
Lesson Eleven

Introduction Lesson Objectives


Specific names canbe assignedto cells in a worksheet, By the end of Lesson Eleven, you will be able to:
and then in turn, used in formulas. You can also use o Move to Named Ranges
the Go To command to move to named cells quickly.
Create a Named Range
In this lesson, you will move to and create named
ranges. You will also calculate formulas using names. Use Titles as Names
Lastly, you will protect your worksheet data'
Calculate Using Names

Protect a Worksheet
Lesson Eleven Before You Sturt

Before You Start


To begin practicing the skills in this lesson, follow the steps below.

If continuing directly from Lesson 10, you only need to perform step 3 below.

Step by Step lf Necessary:


1 Start: the 1-2'3 Program
2 lnseft: the Practice Disk

To Open the Lesson File:


3 Open: the LESSONl1.WK4 file
4 Maximize: the 1-2-3 window and worksheet (if necessary)

To Display the Default Sheet Smartlcon bar:


5 Click: the Smaftlcon Selector ffi
6 Select: Default Sheet

56
Lesson Eleven skill 11-1

Moving to Named Ranges


With 1-2-3, you can assign a name to a range of cells. Once you have named arange, you can use the
name to quickly move to that location or use the name, rather than cell addresses, in formulas. We will
work with named ranges in formulas later in this lesson.

Range names are much faster when moving to a location, because it takes all the guess work out of where
things are located.

In this skill, you will move to a named range using the Go To command.

Step by Step 1 Press: [Ts I (ttre Go To key)


Notice: The Go To dialog box is now displayed.

2 Examine: the Go To dialog box


Notice: The list has two names available.

This list represents arf J


the named ranges in L
this worksheet.

3 Double-click: Q3 SALES GOAL


Notice: The cell pointer moves to cell E5, the Q3 Sales Goal'

Tips and $fi',e ll fi i$sl+r:ffi$ii$$rTb,i ::tfid::fibfiuiito..bring up the G-,b Tqidt4logii uxiii,..So$i.G

Techniques fiiiffi::6.dii$fib::Na:.$ag$t$t:iiitafi::md::ffi$sisr$::r,ffigEriififfiii$o i:itBiiti$t;

57
Lesson Eleven skiu 11-2

Creating a Named Range


With 1-2-3, you can quickly assign a name to a range of cells. A range name can include up to 15
characters. You can type or refer to the name by using any combination of uppercase and lowercase
letters,butl-2-3forWindowsstoresallrangenamesasuppercaseletters. Becarefulnottostartthename
withanumberorusespaces,commas,semicolons,orthefollowingcharacters: + - * /& > < @ #.
In this skill, you will create a named range using the menus.

Step by Step 1 Highlight: cells 813 through D13


2 Click: on the selected range with the right mouse button
Notice: The Quick menu appears.

3 Choose: Name...
Notice: The Name dialog box is displayed. The two named
ranges'Q3 SALES GOAL" and'Qg SALES TOTAL" appear in
the Existing named ranges list box.

4 Type: Monthly Totals

5 Choose: rffiil
Notice: The name is added to the list of existing named ranges.
:l
6 Choose: lsffi.Mxffifl
t-ry

When you Create,ran$e names:,, 'Q.l,,will be interprstedi:as a named,ranpbut,.Qt'(w,it ;


Tips and
Techniques

Tiile #300
58
Lesson Eleven skiu 11-3

Using Titles as Names


You can name single-cell ranges using labels you've entered in adjacent cells. This method is convenient
for naming more than one single-cell range at a time. The labels can be to the right, to the left, above,
or below the cells you want to name.

In this skill, you will use the "Range, Name" command to create a single-cell named range for each sales
representative.

Step by Step 1 Highlight: cells A4 through A12


Notice: The selected range contains the names you want to
apply to the cells to the right.

2 Click: on the selected range with the right mouse button


Notice: The Quick menu appears.

3 Choose: Name...

4 Examine: the For cells box To the fight

Notice: The direction "To the right' is selected.


Note: "To the right" is the 1-2-3 defaull in the "For cells" section
of the Range Name dialog box.

5 Click:
Notice: ln the list box illustrated to
the right, the name for each BAHEY JOHES
salesperson appears. Each label DAVE LUHA
inthe highlighted range becomes EVE GIOVOHHI
a name for the adjacent right-hand ilHY l,lAHKS
cell. t'l HOl'l
KAEEH SI{ITH
6 Choose: VASSUEZ

Notice: You return to the


worksheetarea.

7 Click: on the Navigator icon ffi


Notice: A list box appears with all the range names for this
worksheet. Every sales person is listed along with the range
name you created forthe monthly totals.

8 Select: Susan Horowitz


Notice: The cell pointer moves to Susan Horowitz's July sales
figure.

59
Lesson Eleven skiu 11-4

Calculating Using Names


When you name a range, you can also use the name as a cell reference in formulas. Naming a range of
cells makes it easier to remember which cells you want to use when writing formulas.

In this skill, you will write a formula using named ranges instead of cell addresses.

Step by Step 1 Click: on cell F5


2 Type: +

3 Click: on the Navigator icon ffi


4 Select: Q3 SALES TOTAL
Notice: The Contents box now displays'+Q3 SALES TOTAL.'
5 Type: I
Note: The slash (/) symbol is for dividing numbers.

6 Click: on the Navigator icon ffi


7 Select: Q3 SALES GOAL
Notice: The Contents box now reads as follows:

8 Press:
Notice: The percentage of the goal is calculated to 132% of
the Sales Goal.

60
Lesson Eleven skiu 11-s

Protecting a Worksheet
When you protect a worksheet you are password-protecting data that could otherwise be accidentally
changed. Sealing a file with a password disallows any changes to cell contents, styles, and settings. You
can also seal a file and leave specified ranges unprotected so that users can enter data in these ranges.

Passwords can include up to 15 characters, and passwords are case sensitive, therefore you must
rememberthe exact combination of uppercase or lowercase letters you use when you create the password.

In this skill, you will first seal a file and then unprotect specific cells so that they may be modified.

Step by Step 1 Highlight: cells 84 through D12


2 Choose: $tyle, Protection...
Notice: The Protection dialog box appears.
3 Select: the Keep data unprotected check box (shown below)

Click to unprotect
data in the range
shown here.
You will only be able
to change data in this
specified range.

4 Choose: 1"il
Notice: "U" appears in the status bar to reflect that this range
willbe unprotected when you sealthe file.

5 Press: @ (to deselect the range)

6 Choose: File, Plotect...


Notice: The Protect dialog box appears.

(Cont.)

6t
Lesson Eleven skiu 11-5

Protecting a Worksheet

Step by Step 7 Select:


(continued)

I Choose:
Notice: The Set Password dialog box appears.

I Type: test lTabsl


Notice: Each character of the password is displayed as an asterisk.
Pressing tab advanced the insertion point to the Verif box.
Note. You must retype the password to verify it.

10 Type: test [EnteTJl


Notice: The status bar displays indicating the
current cell is protected.
Note: Lotus 1-2-3 will beep if you try to change data in a protected
cell and displays a message stating the cell is protected. Also, the
menu commands are not available for any actions that might
change a sealed file.

11 Click: on cell D5
Notice: The status bar displays indicating the
current cell is unprotected. Unprotected cells can be changed.

12 Click: on cell E5
Notice: The status bar displays

13 Type: 0
Notice: A message reminds you this cell is protected.

14 Choose:

Save and close the LESSON11.WK4 file.


62
Lesson Eleven

Additional Exercises
After performing the skills in this lesson, you may want some additional practice. Below are
some suggestions for activities you can try on your computer, along with some questions to
check your comprehension of the material covered in the lesson.

ACTIVITIES TO TRY:
1. Open the LESSON1 1.WK4 file. Unprotect the file using skill 1 1-5 as a reference.

2. Use the Range Name command to name ranges in this worksheet.

3. Use the Navigator icon to examine the ranges you just created.

4. Use the Go To command to move to specific cells in your worksheet.

5. Save and close the LESSONl1.WK4 file.

OUESTIONS:
1. What are the benefits to using named ranges?

2. What drawbacks could you see to using the File, Protect command?

If you have trouble with any of these activities or questions, review Lesson 11 on the videotape and
in this Student Workbook.

Title #300
63
LIsing @Functions
Lesson Twelve

Introduction Lesson Objectives


Lotus 1-2-3's @Functions are built-in formulas that By the end of Lesson Twelve, you will be able to:
perform a variety of different calculations. o Customizethe Function Selector
In this lesson, you will use several @Functions to o Use @Functions
perform statistical calculations. You will also use the
logical function, @IF. Finally, you will learn about o Create an IF Statement
the important concept of absolute referencing.
o Use Absolute Addressing

67
Lesson Twelve Before You Start

Before You Start


To begin practicing the skills in this lesson, follow the steps below.

If continuing directly from Lesson LL, you only need to perform step 3 below.

Step by Step lf Necessary:


1 Start: the 1-2-3 Program
2 lnsert: the Practice Disk

To Open the Lesson File:


3 Open: the LESSON12.WK4 file
4 Maximize: the 1-2-3 window and worksheet (if necessary)

To Display the Default Sheet Smartlcon bar:


5 Click: the Smartlcon Selector m
'
6 Select: Defautt Sheet

68
In Practice: Customizing the Function Selector

The @Function menu can be customized by adding and removing @Functions. You can also add and
remove separator lines between @Functions in the menu. Adding frequently used functions to the
@Function selector saves time because they are always available with a single click.

In this skill, you will add the @Min and the @Max functions to the @Function selector list.

Step by Step 1 Click: the @Function selector


2 Select: List All...

Notice: The @Function List dialog box appears.

(Cont.)

Title #300
69
In Practice: Customizing the Function Selector

Step by Step 3 Press: M


(continued) Notice: This has advanced you to the first ward in the
@Functions section that begins with 'M.'

4 Press: Q iunx is selected)


Notice: MAX is highlighted and a description of @MAX is
shown in the information box betow.

5 Choose:
Notice: When you choose Menu, the @Functions in the Current
menu are displayed at the bottom of the diatog box.
Note: lf the @Function MAX is already in the Current menu, skip
to step 7.

6 Choose:
The MAX function is added to the Current menu

(Cont.)

Tille #300
10
In Practice: Customizing the Function Selector

Step by Step 7 Click: in the @Functions box


(continued)
8 Press: S until MIN is selected (in the @Functions box)
Notice: MIN is highlighted and a desuiption appears in the
center section.

Note: lf the @ Function, MlN, is already in the Current menu,


skip to step '10.

9 Choose:
r-------
liir+rtr*Fffi'lt-*l.Ejlfl
ljiit;IGEiEEii$iit
Notice: The @MlN function is also added to the Current menu
section.

10 Choose: lin:iT#ft'r"li{ii+f
WI

11 Click: the @Function selector ffi


Notice: The @MlN and @MAXfunctions are displayed on the
@Function tist.

The @MlN and


@MAX functions r
adde.I
have been I
L

Tips and
Techniques

tt Title #3OO
Lesson Twelve skiu 12-1

Using @Functions
Lotus 1-2-3 has over two hundred functions built into the program that perform mathematical calcula-
tions. Three useful statistical functions are @MIN, @MAX, and @AVG. The @MIN function finds the
minimum or lowest value while the @MAX function finds the maximum or highest value. Certain types
of data, called "arguments" are used in @Functions. Arguments are always enclosed in parentheses and
follow the function name.
In this skill, you will use @Functions to perform calculations.

Step by Step 1 Click: on cell G7


2 Click: the @ Function selector ffi
3 Choose: AVG
Notice: A formula appears in cell G7 (as shown in the
illustration below).

SUMMARY:
Minimum:
Maximum:
A formula appears
@AVGdE
in cell G7. The word
"list" is highlighted

Note: The word "list" is highlighted so that it can be


conveniently replaced with a range or name.

4 Click: the Navigator icon ffi


5 Choose: SALES
Notice: The range name "Sales" replaces the word "list" (as
shown in the illustration below).

SUMMARYI
Minimum:
Maximum:
"Sales", replaces @AVG(SALEE)
"list"

6 Press: tEntt=l
Notice: The number $100 appears in cell G7.

Tips and U6:jfi$t;;ifidffido::$Fdcds:ib.e"$iliideni*fi*;;;Oii**lficfion n44e and,its,,argffifif*jr,iL,Sii i:c .'f$pui,


Techniques tunciions in bither uppeiiase,,or lowercase;letter,s. Lotus 1'2-3 alWaya d:isplal's them in

Title #300
12
Lesson Twelve skill 12-2

Creating an IF Statement
The logical function @IF allows you to set up an either/or situation. If a certain condition (which you
specify) is TRUE, then one value is pasted into the cell. If the condition is FALSE, a different value is
pasted into the cell. (You specify the information that is pasted into the cell for a true or false condition.)

In this skill, you will create an @IF statement to determine whether or not a salesperson should receive
a bonus.

Step by Step 1 Click: on cell E5


ttBonusttrt"t)
2 Type: @if(@avg(b5..d5)>97,
3 Press: Fnttra
Note: lf the computer beeps and puts you into Edit mode, you
may have entered the function incorrectly. Press the Esc key
twice and repeat step 2. The completed formula should read:

Notice: The word "BonLts" appears in cell E5.

4 Drag & fill: the contents of cell E5 down through El4


Note: "Drag & fill" is to position the pointer on the bottom-right
cornerof acell, (thepointerchanges intothisarro* ) anddrag.
hr,
I"
Notice: The word 'BONUS' is entered next to everyone. This
error has occurred because a cell address in the copied formula
was not made absolute.

Tips and ..;tffieliuftii,@.lF,;;effiluaffi$i.nii€sfi ififfi.1andllfhaqtffies.i.ofiei.ofit lo


Techniques actioni,,depending,,bn*hetherthe,,fesultistrueorfalse Thefon44t,,ofthe,@IF

rhere,ard otu;.;.r#;;'r;;; use when tr*ting "onatril*, in*re operators arb


.i"*,.r,*<=l",,ir,*orequalio
i'':':':::::'::''

t Greater ihan, <j Not eq-ual to , ,,': i, 'i ,, , " i :,

13
Lesson Twelve skill 12-3

Using Absolute Addressing


When you do not want a cell address to adjust automatically (known as relative addressing), you need
to make the cell absolute. An absolute address does not change when copied.

To specify an absolute address, type adollar sign ($) before each part of the address you want to remain
"absolutely" the same. You can also use the F4 (ABS) key to change the address.

will use the F4 (ABS) key to change the @IF formula


In this skill, you so that the cell address, G7, is made
absolute. You will then copy the formula to cells E6 through E14.

Step by Step 1 Click: on cell E5


2 Examine: the Contents box
Notice: Cell G7 in the formula refers to the average sales number
($1001 in cell G7. Allthe cell addresses in the formula adiusted
when the formula was copied. The cell address G7 is now G8, G9,
and so on.

3 Press:
Notice: Because of relative addressing, the formula in this cell is
looking to cell GB for the average sales number. Cell GB is empty.
You will need to make the average sales, cell G7 absolute in the
formula.

Assigning an Absolute Reference:


4 Click: on cell E5
5 Click: to the left of G7 (in the Contents Box, as shown
below)

6 Press [F4-l (the ABS key)


Notice: Dollar signs are placed in front of the G and in front of
the 7. The celladdress is displayed as $A:$G$7. The A: is
referencing the worksheet letter.

7 Press:
Notice: The Contents box displays the formula as:
@ I F ( @ AVG (87.. D7)>$G$7,', BON U 5",', ").

(Cont.)

74
Lesson Twelve skiu 12-s

Using Absolute Addressing

Step by Step 8 Drag & fill: the contents of cell E5 down through El4 again
(continued) Notice: The word "BONUS" now appears next to only four
salespersons.

Save and close the LESSON12.WK4 file.

Tips and WEn presqfig'the F4 (ABS) key the fiist time, the Cell address becomes absolute. If
Techniques you Continue to preis F4, the address cycles through all the possible mixed cell ad-
dresses and returns to relative. The possible choices are:

$A:$D$l Completely absolute

$A:D$l Absolute worksheet and row

$A:$D1 Absolute worksheet and column

$A:Dl Absolute worksheet

A:$D$l Absolute column and row

A:D$l Absolute row

A:$D1 Absolute Cotumn

A:Dl: Relative

75
Lesson Twelve

Additional Exercises
After performing the skills in this lesson, you may want some additional practice. Below are
some suggestions for activities you can try on your computer, along with some questions to
check your comprehension of the material covered in the lesson.

ACTIVITIES TO TRY:
1. Open the LESSON12.WK4 file. Determine the average sales amount for all the salespeople
during the month of September.

2. Determine the lowest and highest sales amount for the month of September.

3. Remove MIN and MAX from the @Function Selector. (See "Tips and Techniques," In Practice:
Customizing the Function Selector.)

4. Save and close the LESSONl2.WK4 file.

OUESTIONS:
1. Which type of @Function would be considered a "logical" function?

2. Explain the difference between absolute and relative addressing.

3. How can you tell if a cell reference in a formula is absolute?

If you have trouble with any of these activities or questions, review Lesson 12 on the videotape and
in this Student Workbook.

Title #300 76
Congratulations
You have completed Volume 2 of this Anderson Soft-Teach training course.

Follow the steps below to refresh the Practice Disk.

Step by Step 1 Exit: 1-2-3 (if necessary)

From the Program Manager:


2 Choose: File, Run...
6 Type: a:\refresh tEnter*.ll
Note: lf you are using the Practice Disk in drive B, then type
b:\refreshb.

4 Follow: the prompts

7l
Index
Index

lndex
Symbols
@Function selector
@Functions 67, '72
@IF 73
@MAX function
@MIN function
A
Absolute Addressing 74
Adding a Pin 49
Adding Data Labels
Adding Headings
Adding Lines and Color JJ
Additional Exercises 14,24,37, 52, 63, l6
Attributes 32
Axes

B
Before You Stan 8, 18, 28, 42,56, 68

C
Calculating Using Names
Changing Chart Types 11

Changing Font and Attributes 32


Chart 10
Chart Types 1l
Charting Data
Checking Regions 41

(Cont.)