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Chapter 1:Introduction to Excel

What Can I Do with a Spreadsheet

Robert Grauer, Keith Mulbery, Judy Scheeren

Exploring Microsoft Office Excel 2007

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Outlines Excel Window Components Cell Operations Using save and save As Mathematical Operations and Formulas Operator Symbols and Order

Precedence Displaying Cell Formulas Insert/Delete Rows or Columns

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Outlines (continued) Insert/Delete individual Cells Ranges Move and delete Copy, Paste, and Paste Special Auto Fill Managing Worksheets Formatting Worksheets Page setup and Printing Cell Comments

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Define Worksheets and Workbooks

Spreadsheet ─ computerized equivalent of a ledger (a book for collecting financial information) Excel ─ a computerized spreadsheet

application used to build and manipulate worksheets and workbooks

Worksheet ─ a spreadsheet that may contain data, values, formulas, and/or charts

Workbook ─ a collection of related worksheets within one file

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Excel workbook

This workbook currently has three worksheets

Define Worksheets and Workbooks

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Using Spreadsheets Across Disciplines Spreadsheets have applications in varied

disciplines Used for business applications, such as

accounting Used for “what-if” analysis in business

planning Can also be used in scientific applications

Geologists can use to chart data about scientific phenomena

Social Scientists can use to predict voting results

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7

Planning for Good Workbook and Worksheet Design Plan before you start entering data Steps to ensure a good design:

Decide on the purpose of the spreadsheet and how it will be constructed

Make it obvious where data is to be entered Enter data and set up formulas wherever possible

Allow Excel to do what it was designed for – automatic calculation

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Planning for Good Workbook and Worksheet Design Test multiple times to make sure the results

are what you expect Know what your results should be, so that you know

your result is correct Format the worksheet so it looks appealing Document the worksheet as thoroughly as

possible Save and print the results

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Identifying Excel Window Components Worksheet is divided into a grid of rows and

columns Rows are numbered; columns are lettered

Cell ─ an intersection of a column and a row Cell reference ─ the address of that

intersection Designated by column letter, then row number

Navigate worksheets using either the mouse or keyboard

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Identifying Excel Window Components Active cell

The cell you are working in; where data will be input

Formula bar Shows the active cell’s contents

Name box Displays active cell’s address or name it has

been given Sheet tabs

What sheets of workbook are available

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Identifying Excel Window Components Status Bar

Displays information about a selected command or operation in progress

Select All button used to select all elements of the worksheet

Ribbon Primary replacement for menus and toolbars made

up of tabs, groups, and commands Tab

Designed to be task-oriented Each one is made up of several groups to facilitate

viewing all of its functions without opening menus

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Active Cell

Formula Bar

Name Box

Sheet Tabs

Status Bar

Select All button

Identifying Excel WindowComponents

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Enter Data in a Cell

Create a new workbook and enter data Three types of data you can enter:

Text ─ letters, numbers, symbols, and spaces

Values ─ numbers that represent a quantity, an amount, a date or time

Formulas ─ combination of numbers, cell references, operators, and/or functions

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Edit Data in a Cell Three most common methods to edit data

in a cell: Select the cell you want to edit, click in the

Formula Bar, make changes, press Enter Double-click in the cell to be edited, make

the changes, press Enter Select the cell, press the F2 key, make the

changes, press Enter Two options to clear the contents of the

cell: Click on the cell and delete Click on Clear arrow in the Editing group

on the Home tab

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Using Save and Save As

Click the Office button, then select Save or Save As

Use the Save As option if you need to assign a name to the file Provides the Save As dialog box

Once named, use the Save command

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Mathematical Operations and Formulas

Mathematical operations are the backbone of Excel

Formulas are used to perform mathematical operations and arrive at a calculated result

Must begin with an equals (=) sign Used to automate calculations that

were done manually

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Operator Symbols and Order Precedence Operator symbols include:

Addition (+), Subtraction (-), Multiplication (*), and Division (/), Exponentiation (^)

Order of Precedence controls the sequence in which arithmetic operations are performed: Basic rules – anything in parenthesis

performed first; then multiplication and division; then addition and subtraction

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Displaying Cell Formulas

Press the Ctrl key plus the tilde (~) key to display formulas in a worksheet

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Insert/Delete Rows or Columns

Due to modifications required in a worksheet, rows and columns may need to be inserted

To insert a new row Click on the row number below where you want the

new row inserted To insert a new column

Click on the column letter to the right of where you want the new column inserted

Click the Insert pull-down arrow on the Cells group on the Home tab Select Insert Sheet Rows or Insert Sheet Columns

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Insert/Delete Individual Cells

May need to insert and delete individual cells instead of entire row or column

Can “shift cells” to the left, right, up or down to insert and/or delete individual cells

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Insert/Delete Individual Cells

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Ranges

A range is a rectangular group of cells in a worksheet Can be one cell; may be entire worksheet

Select a range Click and hold left mouse button and drag

from beginning of range to end Select first cell, then hold the Shift key

while clicking the last cell Can be contiguous (together) or

noncontiguous (not together)

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Ranges are shown in red and yellow

Ranges (continued)

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Move and Delete

The move operation removes the contents from one location to another Use the drag and drop method Use Cut and Paste method

The operation removes all contents from the cell or range of cells Select the range and click Delete

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Copy, Paste, and Paste Special

The Copy command makes a duplicate of the contents in the selected range and places it on the Clipboard

The Paste command places the contents of the Clipboard in the selected range

The Paste Special command allows users several different options

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Auto Fill

Enables you to copy the content of a cell or a range of cells

Drag the fill handle over an adjacent cell or range of cells The fill handle is a small black square appearing in

the bottom-right corner of a cell Use to repetitively copy contents of one cell Use to complete a sequence like years or

months

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Manage Worksheets

Rename worksheets Right-click sheet tab and select Rename Type the new name and press Enter

Change Sheet Tab Color Right-click sheet tab and select Tab Color Select Theme Colors, Standard Colors, No

Color, or More Colors Move, delete, copy or add worksheets

Right-click sheet tab and select the desired operation

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Formatting Worksheets

Draws attention to important areas of the worksheet

Change fonts, colors, styles Merge and center labels

Center text across a range of cells Merged cells are treated as one

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Formatting Worksheets (continued) Adjust cell height and width

Drag the border between two column headings Double-click on the border between two column

headings AutoFit automatically adjusts

Apply borders and shading Select a cell border from Borders in the Font group

on the Home tab Use the Border tab in the Format Cells dialog box

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Formatting Worksheets (continued)

Insert Clipart Used to represent most important aspect

of spreadsheet content Use sparingly; can be distracting or take

large amounts of disk space Format Cells

Control formatting for numbers, alignment, fonts, borders, colors, and patterns

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Page Setup and Printing Orientations

Portrait prints vertically down the paper Landscape prints horizontally down the paper

Margins Left, right, top, bottom

Headers and footers Headers appear at the top of every page Footers appear at the bottom of every page

Sheet options Show gridlines, row and column headings

Print preview See how the spreadsheet will print

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Managing Cell Comments

Adds documentation to the cell Provided to clarify thoughts and define

formulas A red triangle appears in the cell

containing the comment Comment is visible when you point at

the cell

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