CAS 170
Beginning Excel

 

Greg Kerr's E-mail

The following helpful tips are included on this page:

1. Accounting Format.

2. Fill Handle.

3. Helpful links to other Web resources.

 

Accounting Format

There are agreed upon standards for how to display accounting and other financial data which have been spelled out in, among other places, the Generally Accepted Accounting Principles (GAAP) guidelines which are used by all certified accountants and most budget managers and bookkeepers in North America. Data that is in the proper look is said to be in "accounting format." Excel includes formatting tools that make it very easy to put tables of financial data into accounting format.

Among the rules to follow:

  1. Only the top row of monetary numbers should be formatted with dollar signs. The rows below that should not include a dollar sign.
  2. If the table of monetary numbers is totalled at the bottom, then those should be formatted with dollar signs also.
  3. The dollar sign that is used should typically be a hanging dollar sign as opposed to a floating dollar sign.
  4. All columns of numbers should have the same number of decimal places, and typically all the numerical data in a table should have the same number of decimal places, although there are exceptions, especially when non-monetary numbers are mixed with monetary numbers.
  5. Column labels (the labels that go across a row at the top of a table) should have a single line border underneath them separating the labels from the first row of numbers.
  6. Row labels (the labels that go down a column, typically Column A) should be on the left hand side of a table and usually never have a border.
  7. The total row, if included in the table, will have a single line border on top, and a double line border below. This helps the total stand out from the rest of the numbers, and indicates at a glance that this row of numbers is a sum of the others.

The following is an example of proper accounting format with a standard, basic sales table with monetary numbers and a total row:

Accounting format example one

Although it doesn't always work out, it tends to be best to make dates, months, and other time periods the column labels. The row labels are typically items, names, and other units that are measured.

The following is an example of proper accounting format with a standard, basic inventory table with a both monetary and non-monetary numbers and no total row:

Accounting format

Adding colors to the mix makes things more complicated, but a simple rule to follow is make it consistent, and make it readable.

 

Jump back up to the top

 

Fill Handle

The fill handle is that small square in the bottom right-hand corner of any selected cell(s).

Fill handle

It's probably the single most powerful tool in Excel because it can do three useful and time-saving things. With the fill handle, you can:

  1. copy the text or numeric contents of a cell to an adjacent cell or multiple adjacent cells.
  2. continue a series of data, such as a series of numbers, the months of the year, or the days of the week, etc.
  3. copy formulas relative or absolute from their original location to any adjacent cells.

If you'd like to practice using the fill handle, there is a brief exercise in the textbook on page EX 231, Instructions Part 2.

 

Jump back up to the top

 

Helpful Links and Other Resources

Microsoft is offering a special deal for students to purchase the Microsoft Office 2007. Referred to as "The Ultimate Steal," now through April 30, 2008, students who have an .edu e-mail address (which is all PCC students, by the way) can get the Microsoft Office for $59.95. This is a tremendous savings over the regular cost of the software.

Click here for more information.

 

The following is a link to the textbook publisher's Web site. Along with the student data files (which are also on this Web site under Course Files) there are some other resources for students:

Thomson Course Technology, Excel 2007 Comprehensive

 

Jump back up to the top

 

| Syllabus | Assignments | Current Schedule | Course Files | Useful Tips | CAS Forum |

Return to Greg Kerr's Homepage

Copyright © 2007-09-12
Greg Kerr

Useful Tips