CE1556 Microsoft CE1556 Microsoft OfficeOffice

Microsoft ExcelPart A

ObjectivesObjectives

Define worksheets and workbooks Use spreadsheets across disciplines Plan for good workbook and worksheet

design Identify Excel window components Enter and edit data in cells

Objectives (continued)Objectives (continued)

Describe and use symbols and the order of precedence

Display cell formulas Insert and delete rows and columns Use cell ranges, move, copy, paste, paste

special, and AutoFill Manage worksheets

Objectives (continued)Objectives (continued)

Format worksheets Select page setup options for printing Manage cell comments

Define Worksheets andDefine Worksheets and WorkbooksWorkbooks

Spreadsheet ─ computerized equivalent of a ledger 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

Excel workbook

This workbook currently has three worksheets

Define Worksheets and Workbooks

Using Spreadsheets Using Spreadsheets Across DisciplinesAcross 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

Planning for Good Planning for Good Workbook and Workbook and

Worksheet DesignWorksheet 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

Planning for Good Workbook Planning for Good Workbook and Worksheet Designand 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

Identifying Excel Window Identifying Excel Window ComponentsComponents

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

Identifying Excel Window Identifying Excel Window ComponentsComponents

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

Identifying Excel Window Identifying Excel Window ComponentsComponents

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

Active Cell

Formula Bar

Name Box

Sheet Tabs

Status Bar

Select All button

Identifying Excel WindowComponents

Enter Data in a CellEnter 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

Edit Data in a CellEdit 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

Using Save and Save AsUsing 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

Mathematical Mathematical Operations and Operations and

FormulasFormulas

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

Operator Symbols and Operator Symbols and Order PrecedenceOrder 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

Displaying Cell FormulasDisplaying Cell Formulas

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

Insert/Delete Rows or Insert/Delete Rows or ColumnsColumns

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

Insert/Delete Individual Insert/Delete Individual CellsCells

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

Insert/Delete Individual Insert/Delete Individual CellsCells

RangesRanges

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)

Auto FillAuto 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

Formula BasicsFormula Basics

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

Must begin with an equals (=) sign Contain mathematical operators Used to automate calculations that were

once done manually

Creating a FormulaCreating a Formula

Rather than typing a cell address, use an alternative method that involves minimal typing

Pointing uses the mouse or arrow keys to select the cell directly when creating a formula

Copy Formulas with Fill Copy Formulas with Fill HandleHandle

Use the fill handle, a small black square in the bottom right corner of a selected cell, to copy formulas

Provides a clear-cut alternative method for copying the contents of a cell

Can be used to duplicate formulas

FunctionsFunctions

A predefined formula that can be selected from a list

Already has the formula information; just requires cell references

Do not replace all formulas Take values, perform operations, and

return results

Functions (continued)Functions (continued)

SUM is the most commonly used function represented by a sigma () Adds values within a specified range

Syntax refers to the grammatical structure of a formula

Must adhere to stated structure of formula Arguments are values ─ used as input and

returned as output Function Wizard automates entering the

function formulas

ChartsCharts

A chart is a graphic or visual representation of data

Multiple chart types can enhance information, adding visual appeal and making it easy to analyze data

Choosing a Chart Type Choosing a Chart Type

Graphic representation of data Attractive, clear way to convey

information Select the type of chart that best

presents your message Add enhancements to better

communicate your information

Choosing a Chart Type Choosing a Chart Type (continued)(continued)

Data point - numeric value that describes a single item on a chart

Data series - group of related data points Category label - describes a group of

data points in a chart

Choosing a Chart TypeChoosing a Chart Type

Which chart would best suit the data shown in the worksheet below?

Questions to AskQuestions to Ask

Percentage of the total revenue by city? Percentage of total revenue by product? Percentage of total revenue each

product produces in each city? Percentage of total revenue each city

produces in each product?

Column ChartsColumn Charts

Used to show actual numbers rather than percentages

Displays data comparisons vertically in columns The X or horizontal axis depicts categorical labels The Y or vertical axis depicts numerical values The plot area contains graphical representation of

values in data series The chart area contains entire chart and all of its

elements

Column ChartsColumn Charts

Column chart displays the revenue of software sales by city

The height of the column reflects revenue of each city Pittsburgh has the highest revenue and Buffalo has

the lowest revenue

Add a 3-D EffectAdd a 3-D Effect

3-D can enhance the display of one set of data

Bar ChartsBar Charts

Column charts with a horizontal orientation

Emphasizes the difference between items

Bar ChartBar Chart

Clustered bar chart shows totals for each software category in a uniquely colored bar

Pie ChartsPie Charts

Effective way to display proportional relationships

The pie denotes the total amount Each slice corresponds to its respective

percentage of the total

Pie ChartPie Chart

3-D Pie Chart3-D Pie Chart

A 3-D pie chart may be misleading

One section may “appear” larger than the others, but may not really be larger

Creating a ChartCreating a Chart

Six main steps to create a chart Specify the data series Select the range of cells to chart Select the chart type Insert the chart and designate the chart

location Choose chart options/add graphics in

charts Change the chart location and size

Six StepsSix Steps

Specify the data series The rows and/or columns that contain the

data you want to chart Select the range to chart

Can be a single cell, but most often is multiple cells

Cells may be adjacent or non-adjacent Use Shift key to select adjacent cells; use

Ctrl key to select non-adjacent cells

Six Steps (continued) Six Steps (continued)

Select the chart type Each type presents data in a different way Pick the type that will best visually

illustrate the information you want to convey

Select a Chart TypeSelect a Chart Type

Chart Type Purpose

Column Compares categories, shows changes over time

Bar Shows comparison between independent variables. Not used for time or dates

Pie Shows percentages of a whole. Exploded pie emphasizes a popular category

Line Shows change in a series over categories or time

Doughnut Compares how two or more series contribute to the whole

Scatter Shows correlation between two sets of values

Stock Shows high low stock prices

Six Steps (continued)Six Steps (continued)

Insert chart and designate location Insert as an embedded object in the

worksheetCan print worksheet and chart on one

page Insert the chart as a New Sheet

Will require you to print the worksheet and chart on separate pages

You can choose the location to display the chart

Six Steps (continued)Six Steps (continued)

Choose chart options using the Design, Layout and Format tabs The Design tab can be used to display

data in rows or columns The Layout tab can be used to change

the display of chart elements The Format tab can be used to apply

special effects

Six Steps (continued)Six Steps (continued)

To change the chart location and size Select the chart to reveal sizing handles Drag the sizing handles to achieve

desired location and size

Questions?Questions?