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Spreadsheet concepts• not a word processor, not just a single text-based

workspace• workspace composed of rows and columns• Cell = intersection of a row and column• Cell can contain:

– Constants ( values do not change unless you edit them)• Text (labels)• Number (numeric values)• Date/time

– Formulas (values change if you change the contents of reference)

• calculated result based on reference to one or more cells

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Concepts (con’t)

• Excel worksheet: single page workspace– rows 1 thru 65,536 (216 = 17 bits) [9 bit x 17 bit addr]

– columns A thru Z, AA..AZ, thru IA..IV (256=28)

• Excel workbook: – file containing one or more worksheets

• References: (used in formulas)– Relative address (A1, J23) adjusts to changes– Absolute reference ($A$1, $J23) is static addr

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Terms to know:• worksheet vs workbook• Excel’s workspace (window) includes:

-title bar -menu bar -toolbar(s): standard, formatting, chart,

etc…

-name box-formula bar-worksheet window:

-frame, cells, tabs, scroll bars

-status bar

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Terms, etc… (cont):

• cell• cell address =

– column letter, row number

• current (or active) cell• sheet tab• navigation:

– Ctrl + Home = makes A1 the current cell– End, = lower right corner of worksheet (IV65536)– End, = last row in worksheet (row 65536)– F5 (GoTo) = type in cell address– Esc = to quit current operation without changing values

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Concepts to know…• Entering/ displaying/ modifying data –

– display cell vs. formula bar value

– columns or rows (height, width, auto-fit, hide, unhide)

– adding/deleting rows/columns/worksheets

– selecting rows/columns/cells • select or drag with mouse

• shift+ for range vs. ctrl+ for non-contiguous cells

• notice status bar and name box during selection process

– shortcut keys: ctrl + [cut=x / copy=c / paste=v]

– AutoFill – use fill handle to complete a series• tools\options…\custom lists – to add new lists

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Concepts (con’t)…

• Format data – (by cell, row, column, selection)– “Format\Cells…”

• Number – – general, currency/accounting, date/time, text, custom…– decimal places, profit (loss), color, special formats

• Alignment – align, wrap, merge, shrink

• Font – (same as other GUI apps)

• Border – apply styles by cell or selection

• Patterns – cell color, shading, patterns

• Protection – lock or hide selection (must protect sheet to implement)

– labels (text) • wrap text to fit in narrow column• merge adjacent cells to span several columns

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Concepts (con’t)…

– Format groups of cells…to enhance the look• Add borders to enhance data areas

• Add color, bold, italics, etc…

• Add useful titles

• Use font variations

• Text:

– merge cells to group columns with a heading

• Numbers:

– align numbers to right

– use special number formats

– apply different format to subtotals/totals

• Insert page breaks

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Concepts (con’t)…

• Format the worksheet/workbook…– “File\PageSetup…” -- (same as Setup… in print preview)

• Page – allows print size adjustment of document by %

• Margins – set to actual value or drag to adjust on print preview

• Header/Footer – use automatic functions or customize

• Sheet – – set print area – set row and column headers to repeat on secondary pages– turn on gridlines, etc…– direction of overflow pages

– “File\Print Preview” • Zoom• Setup…• Page break preview

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Formula Concepts --

• Formula… =function(cells or cell range)– all formulas begin with “=“ equal sign

– built-in “functions” (predefined formulas in excel)

• financial, statistical, date/time, text, etc…

• contain relative and or absolute references to cells – (F4 to switch through relative/absolute references)

• four types or operators:– Arithmetic ( ) ^ * / + - order of precedence– Reference – indicates a selection or range of cells… (comma, colon)

» =SUM(B4:F4) =SUM(B4,M6)

– Comparison – tests relationship between two items… = < >

» IF (C3<D6, “Yes”, “No”)

– Concatenation – joins text entries into one… & (ampersand)

» =C4&C3

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Formula Concepts (con’t) --

• 3 ways to enter formulas – – Type an equation into a cell

• when equations are simple

– Type-and-point in cell • when cells are easily visible

– Formula wizard • when formula is complex or unfamiliar

• Copy formulas with Ctrl+c ; paste with Ctrl+v– Or use fill tool (AutoFill) to replicate across cells

• Displaying formulas instead of results –– “tools\options\view”…. check windows-options\formulas

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** Homework assignment ** due June 30th to review in class

• Read your e-mail on osprey

• Excel2000 Essentials, – Project 5, Challenge Exercise (page 132-134)

Challenge exercise # 1-4– Project 6, Challenge Exercise (page 161-162)

Challenge exercise # 1-4– The files you need are

• XL1-0505.xls and XL1-0603.xls