Exp2003 exl ppt_01

Exploring Office 2003 - Grauer and Barber 1Committed to Shaping the Next Generation of IT Experts.

Chapter 1 – Introduction to Excel: What is a Spreadsheet?

Robert Grauer and Maryann Barber

Exploring Microsoft Excel 2003

Exploring Office 2003 - Grauer and Barber 2

Objectives

Describe potential spreadsheet applications Distinguish between a constant, a formula,

and a function Distinguish between a workbook and a

worksheet Explain how rows and columns are labeled Download the practice files


Objectives (continued)

Insert or delete rows and columns Print a worksheet to show displayed values

or cell contents Distinguish between relative, absolute, and

mixed references Copy and/or move cell formulas Format a worksheet


Introduction to Spreadsheets

Spreadsheet – a computerized ledger Divided into rows and columns

Columns identified with alphabetic headings Rows identified with numeric headings

Cell – the intersection of a row and a column Cell reference uniquely identifies a cell

Consists of column letter and row number


Rows, Columns, and Cells

Cell referenced by column, then number

Active cell surrounded by heavy border

Column headings above each column. Columns designated with letters

Row headings to the left of each row. Rows designated with numbers


Types of Cell Entries

Constant – an entry that does not change Can be a numeric value or descriptive text

Function – a predefined computational task Formula – a combination of numeric

constants, cell references, arithmetic operators, and functions Always begins with an equal sign


Introduction to Microsoft Excel

Common user interface with other Office applications Menus and toolbars are similar to Word and

Power Point Workbook – contains one or more

worksheets Worksheet – an Excel spreadsheet


Toolbars

Appear beneath the menu bar Contain buttons that perform commonly-used

commands Standard toolbar – buttons correspond to

most basic commands in Excel Examples include opening, closing, and saving a

workbook Formatting toolbar – buttons correspond to

common formatting operations Examples include boldface and cell alignment


An Excel Workbook

Title bar shows name of workbook

Standard toolbar

Menu bar gives lists of commands

Formatting toolbar


The File Menu

Contains most common commands related to Excel files

Examples: New command creates a new workbook Open command opens an existing workbook Save command saves a workbook Save As command saves a copy of an existing

workbook under a different name or file type Print command prints all or part of a worksheet


Opening a WorkbookUse the Look In list box to specify the folder containing the file you want to open

Double-click the file you want to open


The Save As Command

Type the new file name

Use the Save In list box to specify the folder/disk the file will be saved in


The Active Cell, Formula Bar, and Worksheet Tabs

Click tabs to move to a different worksheet

Active cell is highlighted

Formula bar displays contents of active cell


Using the Help System

Click the Help menu

Type a question and click Search

Select one of the search results and it will appear in the Help pane


Modifying the Worksheet:The Insert Command

Can be used to add rows, columns, or cells


Modifying the Worksheet:The Delete Command

If deleting a cell, specify whether to move other cells up or to the left

Specify whether you’re deleting cell, row, or column


Modifying the Worksheet:The Delete Command Another way to add or remove columns and

rows is highlight the column/row and Right click.

Students will often press the Delete key. Pressing that key performs the Clear command, which removes the contents of the cell, but does not delete the cell from the worksheet. It is the best choice to simply erase data from a cell.


Page Setup

Page tab controls print orientation and scaling

Margins tab is used to set top, bottom, left and right margins


Page Setup (continued)

Header/Footer tab allows user to create headers and footers for each printed sheet

Sheet tab is used to control repeating rows or columns or print gridlines


Printing Headers and Footers

Use Page Setup dialog to create a Header


Page Setup

These two tabs are very useful for printing large worksheets. If rows are too wide to print on one page, set up the rows containing the descriptive row labels to print on each page. If there are too many rows to print on one page vertically, set up the columns containing the descriptive column heading labels to print on each page. .


Display the Cell Formulas Press the Ctrl key and

the ~ to toggle between displaying cell values and formulas. To provide a backup!. It also provides a frame of reference, should modifications be needed in the future.


The Print Preview Command

View and adjust margins by clicking the Margins button


Page Setup

We work on a desktop with either a 21” monitor or a very high-resolution LCD display and are often lulled into a false sense of security about how much data will appear. Before printing a worksheet, users should use the Print Preview command. It saves lots of paper and many trips to the printer.


Renaming Worksheets Right Click on the tab for Sheet2 Click on Rename Move it ahead of Sheet1


Assignment 1 Title of Exercise: Modifying a Worksheet Objective: to open an existing workbook;

rename all the worksheets, Place a header with name, section and assignment #,to insert and delete rows and columns; to print cell formulas and displayed values; to use the Page Setup command Input File: Grade Book Solution Output File: Grade Book Solution


Using Cell Ranges

Range – a rectangular group of cells May be a single cell or the entire worksheet May consist of a row (or part of a row), a column

(or part of a column) or multiple rows and/or columns

To select a range: Click left mouse button at the beginning of the

range Hold left mouse button as you drag the mouse Release left mouse button at the end of the range


Copying and Moving Cells

Copy command – duplicates the contents of a cell or range of cells Source range – the cell(s) you are copying from Destination range – the cell(s) you are copying to

You can copy to more than one destination ranges

Move operation – transfers the contents of a cell or range to another cell or range

You must use both the Copy (or Cut) command and the Paste command


Cell Referencing Absolute reference: remains constant when

copied Specified with dollar signs before the column and

row Relative reference: adjusts during a copy

operation Specified without dollar signs, i.e. B4

Mixed reference: either the row or the column is absolute; the other is relative Specified with a dollar sign before the absolute

part of the reference, i.e. B$4


Absolute and Relative ReferencesAbsolute references are used to refer to the weight of each exam. These weights do not change for each student, so absolute references are needed to keep those references constant as the formula is copied

Relative references are used to refer to each student’s exam scores. These scores do change for each student, so relative references are needed to make sure each student’s average reflects his/her scores


Compute the Student Semester Averages

Absolute and relative references used in formulas

Create the formula in cell E4 and copy to other cells


Isolating the Assumptions

Enter new exam weights in row 13

New student averages are automatically recalculated


Isolating the Assumptions Assumptions (the exam weights) are isolated

physically from the formulas. All formulas refer to the cells containing the exam weights (the assumptions), not the values of those weights.

Building formulas in this way makes the worksheet more flexible and easier to use. If formulas referred to the exam weights, rather than the cells containing the weights, and you wanted to change the weights, you would have to change the formula.


Formatting Cells

Format Cells command – controls the formatting for numbers, alignment, fonts, borders, and patterns (color)

Select-then-do Select the cells to which the formatting will apply Execute the Format Cells command


The Format Cells CommandNumber tab allows you to specify appearance of numbers

Alignment tab specifies vertical and horizontal alignment

Font tab allows you to specify font type and size

Borders and Patterns tabs allow you to create special effects


Formatting Cells

One of the most important formatting decisions is the number of decimal places numbers should have.

If a column contains any mixed numbers, all numbers in that column should contain the same number of decimal places.

Numbers are right-aligned by default and should remain that way, so that decimal places line up.


Formatting Cells

If the column is wide, change the alignment of the text label for that column to right; otherwise, when the worksheet is printed, the text label won’t look like it belongs to that column of numbers.


The Completed Worksheet

Shading is used to identify labels and assumptions, and to show class averages.

For shading, stick to light colors, such as yellow or light blue, and use a bold typeface


Assignment 2

Title of Exercise: Formatting a Worksheet Objective: to format a worksheet using

boldface, italics, shading, and borders; to change the font and/or alignment of a selected entry. Remember name, section, assignment number in header! Input file: Better Grade Book Output file: Better Grade Book

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