Asante's Computing Merged Slide.pdf

ASANTE WISHES YOU WELL
COMPUTER APPLICATIONS IN
(UGBS 303)
BUSINESS

Dr. Awuni K. Emmanuel
PhD, MSc, MBA (Finland), PGCE, BSc (Ghana)
(Lecturer: UGBS, Post-Doctoral Researcher: UEF)
University of Ghana Business School
2018
Venue, Day & Time

Lecture Room Day Time
JQB Tuesday
13.30-15.20
15.30-17.20

Assessment
■ Quiz 1 20 points (Paper-based)
■ Quiz 2 20 points (Online-based)
■ Final Exam 60 points
Letter Grade % Scale
A 80-100
B+ 75 – 79
B 70 – 74
C+ 65 – 69
C 60 – 64
D+ 55 – 59
D 54 – 50
E 45 – 49
F 0 – 44

Course Outline
■ Overview of Computer Applications in Business (Introduction)
■ Advanced Web Search
■ Microsoft Excel in Business
■ Developing Business presentations
■ Creating Databases with Microsoft Access
■ Designing Business-oriented Webpages
■ Social Media in Business

COMPUTER APPLICATI
BUSINESS
Week 1
ONS IN

What you’ll Learn
■ An Overview of Software
■ Business applications
■ Task-Oriented Productivity Software
■ Application Software and Ethics
■ Computers and People
■ System Software

An Overview of Software
■ What is software?
Computer software or software is a set of instructions and
associated documentation that tells a computer what to do
or how to perform a task.
Typical instruction flow for a login

Software types
■ Systems software
– Sets of programs designed to operate, control, and extend processing capabilities of
the computer.
– It runs the computer hardware and application programs.
– Is an interface or buffer between application software and hardware
– Examples: operating system (Windows OS, Macintosh OS, Linus OS, Android OS),
compilers, interpreters, utility programs
■ Application software
– Programs that help users solve particular computing problems
– Most application software programs are OS specific
– Examples: word processing software, payroll software, student record software,
browsers etc.

Operating
and
systems
software
Application
software

Application Software - Types
■ Proprietary
– Owned by companies or an individual who developed it.
– There are restrictions on its use and the source code is kept a secret
– Designed to solve a unique and specific problem
■ In-house
– Development of application software using the company’s resources
– A lot of medium to large companies have software development team to build the software to support
business operations, like a billing system or a customer relationship management (CRM) suite.
■ Contract
– Developed for a particular company
■ Off-the-shelf
– An existing software program that can be used without considerable changes expected

Application
software
Standard
package
Contract
customization
In-house
customized
Customized
package
Off-the-shelf
software
Contract
In-house
developed
Proprietary
software

Scope of Influence
■ Personal
– Information systems that serve the needs of an individual user
■ Workgroup
– Two or more people who work together to achieve a common goal
■ Enterprise
– Information systems that support the firm in its interaction with
its environment.

Applications for Personal Use
■ Think of anything you might want to do on a computer, and someone has probably
created application software for it.
■ However, there are a number of general types of applications that most users have
installed on their computer.
■ Examples:

Workgroup Applications
■ A workgroup is a collection of individuals working together on
a task. Many personal applications extend into workgroup
applications.
■ Workgroup software applications are also referred to as
'collaborative software,' or 'groupware.'
■ There are several categories of workgroup applications,
including:
– electronic communications: applications send messages,
documents and files between people on different computer
systems.
– electronic conferencing : software that makes it possible to
have meetings in real-time without being physically present in
the same location.
– scheduling and coordination tools: facilitate scheduling
meetings and other group activities.

Enterprise Applications
■ An Enterprise is an organization with a large number of employees, typically distributed
over a number of offices located at different geographic locations.
■ An enterprise application is therefore a big complex business application.
■ They must be scalable, distributed and component-based. They are deployed on a variety
of platforms across corporate networks, intranets, or the Internet.
■ Examples:
– Customer Relationship Management (CRM)
– Enterprise Resource Planning (ERP)
– Business Intelligence.
– automated billing systems
– payment processing
– content management
– HR Management

Example - ERP
Integrated
Supply Chain
Management
Software

Enterprise Resource Planning (ERP)
■ Enterprise Resource Planning (ERP)…
– A set of integrated programs that manage a company’s vital
business operations for an entire multi-site, global organization
– Vendor examples
SAP Baan
Oracle SSA
PeopleSoft Marcam
Dun & Bradstreet QAD
JD Edwards Ross Systems

Issues and Trends
■ Software licensing
– Protection by software vendors to prevent unauthorized use
■ Software upgrades
– A revised version of software that usually includes fixes of known
problems, plus enhancements to existing capabilities
■ Global software support
– Software that is distributed around the globe may require unique
support mechanisms due to local political and economic
conditions

Acquiring Software(1)
■ Commercial software
– Used most often
– Copyrighted
– Generally costly
– May not be copied without permission of the manufacturer
■ Freeware
– Free to all (“No free lunch in America; beware of malware)
– Copyrighted
– Distributed in machine-readable format
■ Shareware
– Freely distributed for a trial period
– Pay a nominal fee to register with the author
– Examples: Download.com, FileHippo.com, ZDNet Download, Softpedia.com, Tucows.com

Acquiring Software (2)
■ Public-domain software
– Un-copyrighted
– May be used or altered without restriction
– Generally developed under government grants
■ Open-source
– Free to all
– Source code is distributed
– May be used or altered
– Popular under the LINUX OS

Purchasing Commercial Software
■ Individuals
– Software warehouse store
– Mail order
– Electronic software distribution
■ Businesses
– Volume discount
– Site license
– Network versions
– Application Service Provide (ASP)
■ Software is setup and maintained by ASP
■ Access the software over the Internet
■ Pay per use
■ Saves the expense of installing and maintaining the software

Task-Oriented Software or Productivity Software
■ These are software programs and tools that help users to create documents,
presentations, tables, charts, and graphs.
■ They maybe used in business, in education, or at home.

Word Processing
■ Uses
– Memos
– Reports
– Correspondence
– Minutes of meetings
– Anything to be typed
■ Functions
– Create
– Edit
– Format
– Store
– Print text and graphics

Desktop Publishing
■ Uses
– Newsletters
– Reports
– Brochures
– Design
■ Functions
– Handles high-level publishing needs

Spreadsheets
■ Uses
– Comparing mortgage interest rates
– Preparing budgets
– Tracking weight loss
■ Functions
– Manipulates numbers in rows and
columns
– Recalculates the results when a
number is changed

Database Management
■ Uses
– Keep track of a large number of related facts
– Query the data for specific information
– Retrieve information in a variety of ways
■ Functions
– Store data
– Update data
– Manipulate data
– Retrieve data
– Print data in many forms
– Report on data in a variety of ways

Presentation Graphics
■ Uses
– Sales tool
– Demonstrate a product
– Show cost/benefit projections on charts
– Present audio/video testimonials from satisfied
customers
■ May contain
– Text
– Graphics
– Audio
– Video

Computer Art work
■ Use software to
– Produce art
– Express ideas
■ Graphic artist
– Artistic ability
– Computer skills
– Produces computer art

Communications
■ Provides method for
communicating
between computers
■ Most likely way to
connect is via the
Internet
■ Use a browser to
access the Internet

Office Suites
■ Group of basic software applications designed to work together
■ Data is portable between basic applications of the suite
■ Various applications in the suite have the same “look and feel”
■ Cost of suite is less than purchasing individual applications

Integrated Applications
■ Combine basic word processing,
spreadsheet, and graphics capabilities
■ More limited than a suite
■ Easier to learn and use

Business Software
■ Custom-written to
meet special
business needs
■ Standard packages
■ Combination of
custom-written and
off-the-shelf

Vertical Market Software
■ Written for a particular type of business
– Dentist’s office
– Drugstore
– Auto shop
■ Software may be part of complete package
– Hardware
– Installation
– Training
– Support

Software for Small Business
■ Accounting
– Spreadsheet software
– Accounting package – Basic accounting,
financial statements, tax summaries, payroll
■ Writing and Advertising
– Word processing
– Desktop publishing
■ Customer Service
– Database management

Application Software Ethics
What is legal?

Software Piracy
■ Making illegal copies of copyrighted software
■ Why the fuss?
– Very easy to duplicate software vs. a text book
– Software company may lose hundreds of dollars
per pirated copy
■ Prosecution
– Yes: Small-medium sized business who
purchase a few copies and distribute to many
users
– No: Individual users who probably would not
have purchased software on their own anyway

Counterfeiting
■ Software is copied onto CD-ROMS / DVD-
ROMS
■ Package duplicates the original
■ Sold in flea markets or small stores
■ Cheaper price
■ Occurs more in developing countries

Copying Software
■ Legitimate reasons
– Backup copy
– Copy to hard disk
■ Illegitimate reasons
– Obtain software without paying for it

Computers and People
Users
■ Any individual who
operates a computer
to accomplish a task
■ Home
■ Business

End User Software Characteristics
■ User-friendly
■ Easy
■ Intuitive
■ Minimum training and documentation needed to use

Systems Software
■ Is an interface or buffer between application software and
hardware
■ Controls the computer hardware and acts as an interface
with applications programs

Operating System Functions
■ Perform common computer hardware functions
■ Provide a user interface
■ Provide a degree of hardware independence
■ Manage system memory
■ Manage processing tasks
■ Provide networking capability
■ Control access to system resources
■ Manage files

User Interface
■ User interface
■ A function of the operating system that allows individuals to access and
command the computer
■ Command-based user interface
■ A particular user interface that requires text commands be given to the
computer to perform basic activities
■ E.g., unix, DOS
■ Graphical user interface (GUI)
■ A user interface that uses pictures (icons) and menus displayed on the screen
to send commands to the computer system
■ E.g. Windows, UNIX, MAC OS, Android

Some Software Concepts
■ Multitasking
– A processing activity that allows a user to run more than one
application at the same time
■ Multithreading
– A processing activity that is basically multitasking within a single
application
■ Time-sharing
– A processing activity that allows more than one person to use a
computer system at the same time

END OF LECTU
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RE 1

Dr. Eric Afful-Dadzie/Dr. Acheampong Owusu
Advanced Web Search

■ Introduction to search engines
■ Truncation, Quotation Marks and Wild Cards
■ Search operators
■ Creating search statements
■ Advanced search features
■ Limiting searches by date, language or document type
■ “Today’s take away”
What you’ll Learn

How search Engines Work
• To most people, Internet search engines refer to World
Wide Web search engines
• Before the World Wide Web became the most visible part of
the Internet, there were already search engines in place to
help people find information on the Internet.
• Some of the popular names at the time were like "gopher"
and "Archie“. In the late 1980s, getting serious value from
the Internet meant knowing how to use gopher, Archie,
Veronica and the rest.
• Today, most Internet users limit their searches to the World
Wide Web (simply the Web)

Chat - IRC (Internet Relay Chat) for live discussions on the Internet.
E-mail - Exchanging electronic letters, messages, and small files.
FTP - File Transfer Protocol is the most common method of transferring files between
computers via the Internet.
Hosting - Making information available to others on the Internet.
Mailing Lists - E-mail messages forwarded to everyone on a special interest list.
Search Engines - These tools are really a part of the World Wide Web and are often used
when looking for information because the Web has grown so large and is without any
inherent organizational structure.
Telnet - Creation of a dumb terminal session to a host computer in order to run software
applications on the host system.
Usenet - Newsgroups for receiving news and sending out announcements.
World Wide Web - This is largest, fastest growing, part of the Internet, the part for which
Internet browsers like Netscape’s Navigator and Microsoft’s Explorer were designed.
Other services of the Internet Besides the Web

Web Search
Spider Web
Google is a website that uses the spider web method in order
to accurately find websites that you are interested in...............
Advanced Search Techniques
Advanced search options are a set of very useful
features offered by most search
engines and search tools on the Web. Advanced
search gives the Web searcher the ability to narrow
their searches by a series of different filters; i.e.,
language, proximity, domain, etc
Multimedia Searching
Multimedia Searching such as videos, pictures, and how to
use someone’s media legally..........

How search Engines Work
• A search engine tells you where a file or document can be found. But first,
the file must be located.
• Search engines use special software robots known as spiders to build lists of
the words found on millions of Web pages.
• When a spider is building its lists of words, the process is referred to as Web
crawling.
• The usual starting points for the spiders are heavily used servers and very
popular pages. The spider begins with a popular site and indexes the words
on its pages and through every link found within the website.
• Spiders first look for words in the title, subtitles, meta tags and other
positions of relative importance for special consideration during a user
search.
• The Google spider was designed to index every significant word on a page,
leaving out the articles "a," "an" and "the" Other spiders like AltaVista take
different approaches.

world
Data Centers
All our online activities including web searches
are made possible by data centers around the

Narrowing Searches
only use words that are key words to help
narrow the number of
searches......................
Don’t type long Sentences
USE KEY WORDS....................
Use sites based upon what you are looking
for
If you are looking for videos, use youtube, if you are looking for
images use images.google.com
Basic Searching

Truncation and Quotation Marks
• The two most helpful advanced search
techniques are:
1) Quotation Marks
2) Truncation or Wild Card

Quotation Marks
•Quotation marks are used around phrases.
By using quotations marks, you are telling
the computer to only bring back pages with
the terms you typed in the exact order you
typed them.
• Example:
• “health care reform”
• instead of
• health AND care AND reform

Quotation Marks
For example, if you are interested in finding
information on social networking, it is best to
search for “social networking” in quotation
marks. Otherwise, the computer might search
for social AND networking and find many more
irrelevant results.

Adding a Minus
• Adding minuses to a specific word tells
the search engine not to search for sites
related to that word. ..........................
For example, I am interested in finding
information on social networking, I can add
words that I do not want the search engine to
include in the search.
E.g.: social media networking -Twitter

Truncation and Wild Card symbols
• These are used to widen search results. This ensures you don't
miss relevant records.
Most databases are not intelligent - they just search for exactly what
you type in. Truncation and wild card symbols enable you to overcome
this limitation. These symbols can be substituted for letters to retrieve
variant spellings and word endings.
• A wild card symbol replaces a single letter - useful to retrieve
alternative spellings and simple plurals
e.g. wom?n will find woman or women
• A truncation symbol retrieves any number of letters - useful to find
different word endings based on the root of a word.
E.g. africa* will find africa, african, africans, africaans
e.g. agricultur* will find agriculture, agricultural, agriculturalist

Truncation and Wild Card symbols
Truncation means to chop off. When you
truncate you chop off the end of the word,
so the computer can search for multiple
endings.
For example, if your research question
includes the keyword education. You can
truncate education, so that the computer
will find all of the word ending variations.
Educat* will find:
Education
Educate
Educated
Educating

Truncation - Hint
Be careful where you place the truncation
symbol. Educate* will not find education or
educating, although it will find educate and
educated.
Truncation will not find synonyms (i.e. scien*
will not find the words botany, biology, or
astronomy), although it may bring up articles
on those topics IF they include the words
science, scientific, or scientist.

• Also known as Boolean operators, search operators allow
you to include multiple words and concepts in your
searches.
• AND retrieves records containing both words.
• E.g. Finance and Accounting
• It narrows your search. Some databases automatically
connect keywords with AND
• OR retrieves records containing either word. It broadens
your search. You can use this to include synonyms in your
search. E.g. marketing or advertising
• NOT retrieves your first word but excludes the second.
Search Operators - Boolean

Quotation Marks
Quotation marks will search for the exact phrase that
was typed..............
Adding a Minus
Adding minuses to a specific word tells the search
engine to not search for sites related to that word.
..........................
Boolean Words
AND, OR, and NOT are all Boolean words that allow
someone to refine their search and are powerful
words for searching...................
“AND”
“OR”
“NOT”
Advanced Searching Techniques (tips and Shortcuts)

• Many databases allow you to limit your search in
various ways. Limits are usually available on
advanced search screens, or you can apply them
after doing your keyword search.
• Examples of the types of limits you can apply
include:
-by date
-by language
-by publication type (eg journal articles, chapters
in books, review articles that provide detailed
summaries of research, book reviews
Searching by date or language

.doc
file extension .doc will take you to all websites that come
from or are documents............................
.pdf
file extension .pdf will take you to all websites that are
portable document format (PDF)...........................
.ppt
file extension .ppt will take you to all websites that are or
contain a Power Point...........................
.gov
file extension .gov will take you to all websites that are
government websites.......
.gov
Searching by File Types

.doc
e.g.: site:domainname.com filetype:doc
.pdf
e.g.: site:www.ug.edu.gh filetype:pdf
.ppt
e.g.: Web tutorials filetype:ppt
.gov
e.g.: Ghana government filetype:gov
.gov
Searching by File Types - Examples

AllIntext
This operator will help you find whether all the terms that you are looking for
shows up in the text of that page. This operator, however, isn’t pin-accurate
because it won’t look for text on the page that appears close together.
e.g. university of ghana allintext:accomodation
Intext
This operator is a more global operator that allows you to find any terms
showing up on a webpage in any area – like the title, the page itself, the URL,
and elsewhere.
e.g. university of ghana intext:accomodation
Allintitle
This search operator is a great way to find blogs that match the content you
are writing about. For example, you could use allintitle to research what
others are doing for that particular topic. Then, you could write your post to
be better than theirs.
e.g. allintitle:banku and okro
Other Advanced Search Operators

Intitle
This is a narrower operator that will help you find more targeted results for
specific search phrases. If you wanted to find pages that are all about
“banku and okro” for example, the following is how you would use it:
e.g. intitle:banku and okro
Allinurl
This one allows you to find pages with your requested search terms within
the URL in internal search pages. For example, say you wanted to perform
research on pages on a site that had the terms “banku and okro”. You would
use the following:
e.g. allinurl:banku and okro
Inurl
If you wanted to find pages on a site that has your targeted search term in
the URL, and the second term in content on a website, you could use this
operator.
e.g. inurl:banku and okro

site
This is used to search for a specific site. To locate a specific site, put “site:” in front of a
site or domain.
e.g. site:youtube.com or site:.gov.
related
This is used to search for related sites. To search for related sites, put “related:” in front of a
web address you already to know.
e.g. related:banku and okro
info
This is used to get details of a site. To get details about a site, put “info:” in front of the site
address.
e.g. info:www.ug.edu.gh
cached
This is used to see Google’s cached version of a site. To get google cached version of a
site, put “cached:” in front of the site address.
e.g. cached:www.ug.edu.gh

Google Scholar provides a simple way to broadly search for scholarly
literature. From one place, you can search across many disciplines
and sources: articles, theses, books, abstracts and court opinions,
from academic publishers, professional societies, online
repositories, universities and other web sites.

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SIGN IN
Articles About 4,730,000 results (0.06 sec) ti My profile * My library
Any time
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Since2017
Since 2014
Customrange...
Sort by relevance
Sort by date
include patents
[CITATIONJ Residue arithmetic and its applications to computer technology
NS Szabo, RI Tanaka - 1967 - McGraw-Hill
gg Citedby 1234 Related articles
[PDFJ Brain-compu ter interface technology: a review of the first international
meeting
JR Wolpaw, N Birbaumer, WJ Heetderks... - IEEE transactions on ..., 2000 - Citeseer
... engineers, computer programme rs, psychologists, and rehabilitation specialists, and on adoption
and widespread application of objective methodsfor evaluating alternative methods. The practical
use of BCI technology depends on the development of appropriate applications ...
gg Citedby 1842 Related articles All 21 versions N>
IPDFJ psu.edu
include citations [BOOKJ Introductory Digital Signal Processing with Computer Applications, 2E
PA Lynn, W Fuerst - 1996 - jorm50fxx03 .storage.googleapis ...
■ Create alert
... Introductory Digital Signal Processing with Computer Applicat ions, 2E MQ-25062
US/Data/Computers-Technology 4/5 From 510 Reviews Paul A. Lynn, Wolfgang Fuerst DOC I
•audiobook I ebooks I Download PDF I ePub O of O people found the following review helpful ...
gg Citedby 335 Related articles All 10 versions
New technology towards GaAs LSINLSI for computer applications
M Abe, T Mimura, N Yokoyama ... - IEEE Transactions on ..., 1982 - ieeexplore.ieee.org
For future large-scale compute r applications, new device technologies towards GaAs
LSI/VLSIhave been developed: self-aligned fully implanted planar GaAs MESFET
technology and high electron mobility transistor (HEMT) technology by molecular beam ...
gg Citedby 95 Related articles All 8 versions
computer applications in technology
*
*
*
*

Search by voice
Google Voice Search or Search by Voice is a Google product that
allows users to use Google Search by speaking on a mobile phone
or computer, i.e. have the device search for data upon entering
information ...
Legally Using Pictures or Videos
People who own multi media files have creative common licenses.
This means they can let us use their media or not. All Rights
Reserved, meaning we must get permission from the owners to
use the Media................
Google Images
You can use a picture as your search to find related images from around the
web.
Multi Media Search Techniques

Advanced Search
•To enter the Google Advanced Search page,
type the url below:
https://www.google.com/advanced_search

Advanced Search
A click on the “Advanced Search” button without
typing anything brings the webpage on next slide.
Through this page, you can do some of the filtering
explained earlier by typing the required text in the textboxes
and clicking on “Advanced Search” button

Advanced Search
Here, one can search in
some local languages as
shown under Google offered
in:…
A click on the “I’m Feeling
Lucky” button displays the
Google Doodle Archives page

More Reliable Searching
narrowing searches can get better more reliable sites when
working on projects or papers..............
Less Time Wasted
narrowing searches can take time away from searching when
working on projects or papers...........................
Conclusion

END OF LECTURE 2
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Excel Tutorial 1
Getting Started with Excel
Microsof®
t Office 2
®
013

Objectives, Part 1
• Understand the use of spreadsheets and Excel
• Learn the parts of the Excel window
• Scroll through a worksheet and navigate between worksheets
• Create and save a workbook file
• Enter, analyze, and present quantitative data
• Enter text, numbers, and dates into a worksheet
New Perspectives on Microsoft Office 2013 80

Objectives, Part 2
• Resize, insert, and remove columns and rows
• Select and move cell ranges
• Insert formulas and functions
• Insert, delete, move, and rename worksheets
• Work with editing tools
• Format data using patterned text and flash fill
• Insert and format custom borders
• Preview and print a workbook

Visual Overview, Part 1
New Perspectives on Microsoft Office 2013

The Excel Window

Introducing Microsoft Excel 2013
• Computer program used to enter, store, analyze, and present
quantitative data in an organized and easily updatable manner
• Creates electronic versions of spreadsheets
– Collection of text and numbers laid out in a grid
• Displays values calculated from data
• Represents data in both text and graphical from through the use of
charts

Microsoft Excel 2013, Part 1
• Allows what-if analysis
– Ability to change values in a spreadsheet and assess the effect
they have on calculated values automatically
• Automates many tasks through the use of formulas including both
automatic formulas and custom formulas
• A Quick Analysis tool allowing conversion from data to charts in two
easy steps

• Integrates data from several spreadsheets within a single
workbook, and also interfaces with other workbooks when data
from multiple sources is required
• Templates already available for budgets, calendars, forms, and
reports
• A new Flash Fill feature allows you to have data automatically
entered based on initial data you enter

• Excel 2013 offers a Chart Recommendation feature suggesting the
best chart to fit your data needs
• Excel also increased filtering functionality adding an interactive way
to easily filter data in query tables and Excel data tables
• Excel 2013 adds a One Workbook, One Table feature allowing you
to view multiple workbooks simultaneously

• Excel 2013 includes additional functions in several areas including
basic math, trigonometry, statistics, look-up, and text functions
• New chart features include additions to the chart ribbon, richer
data labeling, and adds animation

Spreadsheet Data in Excel

Worksheet Navigation, Part 1
• A workbook can have two kinds of sheets:
–Worksheet contains a grid of rows and columns into which
user enters data
–Chart sheet provides visual representation of data
• Cell reference identifies column/row location

Worksheet Navigation, Part 2
• To navigate between worksheets
–Use sheet tabs
• To navigate within a worksheet
–Use mouse, keyboard, GoTo dialog box, or type cell
reference in Name box

Worksheet Navigation Keys
Press To move the active cell
Up, down, left, or right arrow keys. Up, down, left or right one cell.
Home To column A of the current row.
Control and home To cell A1.
Control and end To the last cell in the worksheet that
contains data.
Enter Down one row or to the start of the
next row of data.
Shift and enter Up one row.
Tab One column to the right.
Shift and tab One column to the left.
Page Up, Page Down Up or down one screen.
Control and page up, control and page To the previous or next sheet in the
down workbook.

Planning a Workbook
• Use a planning analysis sheet to define:
–Goal or purpose of workbook
–Type of data to collect
–Formulas needed to apply to data you collected and entered
–Appearance of workbook content

Creating a New Work Book
• You create new workbooks from the New screen in Backstage
view from the Blank workbook template
– On the ribbon, click the File tab to display Backstage view.
– Click New in the navigation bar to display the New screen
– Click the Blank workbook tile.

Working with Worksheets, Part 1
• Inserting a worksheet
–Name of new worksheet is based on number
and names of other sheets in the workbook
• Deleting a worksheet
• Renaming a worksheet
–31 characters maximum, including blank
spaces
–Width of sheet tab adjusts to length of name

Working with Worksheets, Part 2
• Moving and copying a worksheet
–To move:
• Click and drag
–To copy:
• Ctrl + drag and drop
–Place most important worksheets at beginning of workbook
(leftmost sheet tabs), less important worksheets toward end
(rightmost tabs)

Entering Text, Numbers, and Dates
• Text data
– Combination of letters, numbers, and symbols
– Often referred to as a text string
• Number data
– Numerical value to be used in a mathematical calculation
• Date and time data
– Commonly recognized formats for date and time values

Entering Text, Part 1
• New data appears in both the active cell and the formula bar
• Truncation
• AutoComplete feature
• To enter multiple lines of text within a cell
–Create a line break with Alt + Enter

Entering Text, Part 2

Entering Numbers, Part 1

Editing Cell Content
• As you work, you might find entries you need to change or
correct.
– If you want to replace all of the content in a cell, you simply select the
cell and then type the new entry to overwrite the previous entry.
– If you need to replace only part of a cell’s content, you can work in
Edit mode.

Editing Cell Content in Edit Mode
• Edit Mode
– Double-click the cell to select the cell and switch to Edit mode
• A blinking insertion point appears within the text of cell
– Press the arrow keys to move the insertion point to the right of the
word being edited
– Press the Backspace key three times to delete the word being edited
– Type & to enter the new text, and then press the Enter key

Editing Worksheet Content, Part 1
doing an action
• Use Edit mode to edit cell contents
– Keyboard shortcuts apply only to text within selected cell
• Undoing and re
– Excel maintains a list of actions performed in a workbook during
current session

Editing Worksheet Content, Part 2
• Number displayed as text

Entering Numbers, Part 2

Working with Columns and Rows, Part 1
• To make data easier to read:
–Modify size of columns and rows in a worksheet
• To modify size of columns or rows:
–Drag border to resize
–Double-click border to autofit
–Format the Cells group to specify

• Column width
–Expressed in terms of number of characters or pixels (8.43
characters equals 64 pixels)
–Note: Pixel size is based on screen resolution
• Row height
–Measured in points (1/72 of an inch) or pixels
–Default row height: 15 points or 20 pixels

• Resizing columns and rows with AutoFit

• Deleting and clearing a row or column
–Deleting removes both the data and the cells
–Clearing removes the data, leaving blank cells where data
had been

Wrapping Text Within a Cell
• Wrapping text enables text to display on two or more rows
within one cell allowing more text within a narrower column.
– Resize the width of column as appropriate.
– Select the cells you wish to apply wrapping to
– On the Home tab, in the Alignment group, click the Wrap Text button.
• The Wrap Text button is toggled on, and text in the selected cells that exceeds
the column width wraps to a new line.

Working with Cells and Ranges, Part 1
• Range reference indicates location and size of a cell range
–Adjacent (A1:G5)
–Nonadjacent (A1:A5;F1:G5)
• Selecting a range
–Work with all cells in the range as a group
• Moving and copying a range
–Drag and drop
–Cut and paste

Working with Cells and Ranges, Part 2
• Inserting and deleting a range
–Existing cells shift to accommodate the change

Moving a cell or a Range of Cells
• Select the cell or range you want to move or copy
• Move the pointer over the border of the selection until the
pointer changes shape
• To move the range, click the border and drag the selection to a
new location
– Or to copy the range, hold down the Ctrl key and drag the selection to
a new location

Copying a Cell or Range of Cells
• Select the cell or range you want to move or copy
• On the Home tab, click the Cut or Copy button
– Or right-click the selection, and then click Cut or Copy on the shortcut
menu
• Select the cell or the upper-left cell of the range where you
want to paste the content
• Click the Paste button

Visual Overview, Part 2

Worksheet Data

Working with Formulas, Part 1
Operation Arithmetic operator Example Description
Addition + =B1 + B2 + B3 Adds the values in cells B1, B2, and B3.
Subtraction - =C9 - B2 Subtracts the value in cell B2 from the
value in cell C9.
Multiplication * =C9 * B9 Multiplies the values in cells C9 and B9.
Division / =C9/B9 Divides the value in cell C9 by the
value in cell B9.
Exponentiation ^ =B5^3 Raises the value of cell B5 to the third
power.
• Formula
– An expression that returns a value
– Written using operators that combine different values, resulting in a
single displayed value

• Entering a formula
–Click cell where you want formula results to
appear
–Type = and an expression that calculates a
value using cell references and arithmetic
operators
• Cell references allow you to change values
used in the calculation without having to
modify the formula itself
–Press Enter or Tab to complete the formula

Formula Application of the Order of Operations Result
=50+10*5 10*5 calculated first and then 50 is added 100
=(50+10)*5 (50+10) calculated first and then 60 is multiplied by 5 300
=50/10–5 50/10 calculated first and then 5 is subtracted 0
=50/(10–5) (10–5) calculated first and then 50 is divided by that value 10
=50/10*5 Two operators at same precedence level, so the calculation is done left to 25
right in the expression
=50/(10*5) (10*5) is calculated first and then 50 is divided by that value 1
• Order of precedence
–Set of predefined rules used to determine sequence in which
operators are applied in a calculation

• Viewing a formula
– Select cell and review expression displayed in the formula bar
– Each cell reference is color coded in the formula and corresponding
cell in the worksheet

• Copying and pasting formulas
–Cell references adjust to reflect new location of the formula
in the worksheet

• Guidelines for writing effective formulas:
–Keep them simple
–Do not hide data values within formulas
–Break up formulas to show intermediate results

Introducing Functions
• Function
– Named operation that returns a value
– Simplifies a formula, reducing a long formula into a compact
statement; for example, to add values in the range A1:A10:
• Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
- or -
• Use the SUM function to accomplish the same thing:
=SUM(A1:A10)

Entering Functions with AutoSum, Part 1
• Fast, convenient way to enter commonly used functions
• Includes buttons to quickly insert/generate:
– Sum of values in column or row (SUM)
– Average value in column or row (AVERAGE)
– Total count of numeric values in column or row (COUNT)
– Minimum value in column or row (MIN)
– Maximum value in column or row (MAX)

Entering Functions with AutoSum, Part 2

Previewing a Workbook, Part 1
• Changing worksheet views
–Normal view
–Page Layout view
–Page Break Preview

Page Layout View

Page Break Preview

Previewing a Workbook, Part 2
• Working with page orientation
–Portrait orientation (default)
• Page is taller than wide
–Landscape orientation
• Page is wider than tall

Printing a Workbook, Part 1
• Print tab provides options for choosing what to print and how
to print
–Printout includes only the data in the worksheet
–Other elements (e.g., row/column headings, gridlines) will
not print by default
• Good practice: Review print preview before printing to ensure
that printout looks exactly as you intended and avoid
unnecessary reprinting

Printing a Workbook, Part 2

Viewing and Printing Worksheet Formulas, Part 1
• Switch to formula view
– Useful when you encounter unexpected results and want to examine
underlying formulas or to discuss your formulas with a colleague

Viewing and Printing Worksheet Formulas, Part 2
• Scaling the printout of a worksheet forces contents to fit on a
single page

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Excel Tutorial 2:
Formatting Workbook Text and Data
Microsof®
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Objectives, Part 1
• Change fonts, font style, and font color
• Add fill colors and a background image
• Create formulas to calculate sales data
• Apply Currency and Accounting formats and the Percent style
• Format dates and times
• Align, indent, and rotate cell contents
• Merge a group of cells
New Perspectives on Microsoft Excel 2013 137

Objectives, Part 2
• Use the AVERAGE function
• Apply cell styles
• Copy and paste formats with the Format Painter
• Find and replace text and formatting
• Change workbook themes

Objectives, Part 3
• Highlight cells with conditional formats
• Format a worksheet for printing
• Set the print area, insert page breaks, add print titles, create
headers and footers, and set margins

Visual Overview

Worksheet Formatting

Formatting Cell Text, Part 1
• Formatting
– Process of changing workbook’s appearance by defining fonts, styles,
colors, and graphical effects
• Only the appearance of data changes, not data itself
– Enhances readability and appeal
– Live Preview shows the effects of formatting options before you apply
them
• Themes
– Named collections of formatting effects

• You can add formatting to a workbook by choosing its fonts,
styles, colors, and decorative features through the use of
themes.
– A theme is a collection of formatting for text, colors, and graphical
effects that are applied throughout a workbook to create a specific
look and feel.

• As you format a workbook, Galleries and Live Preview show
how a workbook would be affected by a formatting selection.
– A Gallery is a menu that shows a visual representation of the options
available for the selected button.
– Live Preview shows the results of clicking each option. By pointing to
different options, you can quickly see different results before
selecting the format you want.

Applying Fonts and Font Styles
• Theme fonts and non-theme fonts
• Character styles (serif fonts and
sans serif fonts)
• Font styles, special effects, font size

Applying a Font Color
• Themes have 12 colors: 4 for text and backgrounds, 6 for
accents and highlights, and 2 for hyperlinks
• Standard colors (always available)
• Custom colors
• Automatic colors

Working with Colors and Backgrounds, Part 1
• Changing a fill color

Working with Colors and Backgrounds, Part 2
• Background images do not print

Changing a Fill Color
• Select the range you wish to apply a fill color to
• On the Home tab, in the Font group, click the Fill Color button
arrow, and then click the specific color you wish to use in the
Standard Colors section.

Adding a Background Image
• On the ribbon, click the Page Layout tab to display the page
layout options.
• In the Page Setup group, click the Background button.
• Click the Browse button. The Sheet Background dialog box
opens allowing you to navigate to the file location
• Click the file, and then click Insert. The image is added to the
background

Using Functions and Formulas
• A primary feature of Excel is the ability to easily perform many
mathematical and statistical calculations through functions and
formulas.
• A function is a formula pre-established by Excel
• A formula is created by the Excel user as needed

Tutorial 2 Functions and Formulas,
Part 1
• The following formulas will be calculated in Tutorial 2
– Sales—the total amount of sales at all of the restaurants
– Cost of Sales—the cost of producing the store’s menu items
– Operating Expenses—the cost of running the stores including the
employment and insurance costs

Tutorial 2 Functions and Formulas,
Part 2
• The following additional formulas will also be calculated in
Tutorial 2
– Net Profit/Loss—the difference between the income from the gross
sales and the total cost of sales and operating expenses
– Units Sold—the total number of menu items sold by the company
during the year
– Customers Served—the total number of customers served by the
company during the year

Formatting Numbers
• Goal: Make workbook easier to interpret
–Change the number of digits displayed to the right of the
decimal point
–Add a comma as a thousands separator
–Control number of decimal places
–Use percentage and currency symbols

Formatting Calculated Values, Part
1
• Create formulas to add, subtract, and divide values

Formatting Calculated Values, Part
2
• Applying number formats
– Use General number format for simple calculations
– Apply Excel’s additional formatting to make numbers easier to
interpret
• Accounting style
–Lines up currency values within a column by currency symbol
and decimal point
–Encloses negative numbers within parentheses

Applying Number Formats, Part 1

Applying Number Formats, Part 2

Formatting Calculated Values
• Formatting dates and times
– Dates/times are stored as numbers, not as text
• Applying different formats does not affect values
• Makes it easier to calculate time intervals
– Short Date format or Long Date format
– 12- or 24-hour time

Formatting Dates and Times
• Excel provides many formats for dates and times in the
worksheets depending on user requirements
– Select the cell in which the date and time should appear
– On the ribbon, select the HOME tab
– In the Number group, click the Number Format button arrow to
display a list of number formats, and then select the preferred
format.
– The date is displayed with the selected format

Formatting Worksheet Cells, Part 1
• Format appearance of individual cells by:
–Modifying alignment of text within the cell
–Indenting cell text
–Adding borders of different styles and colors to individual
cells or ranges

Button Name Description
A blank page with horizontal lines at Top Align Aligns the cell content with the
the top. cell's top edge
A blank page with horizontal lines in Middle Align Vertically centers the cell content
the middle. within the cell
A blank page with horizontal lines at Bottom Align Aligns the cell content with the
the bottom. cell's bottom edge
A blank page with horizontal lines Align Left Aligns the cell content with the
rooted to the left of the page. cell's left edge
A blank page with horizontal lines Center Horizontally centers the cell
evenly offset at both ends. content within the cell
A blank page with horizontal lines Align Right Aligns the cell content with the
rooted to the right of the page. cell's right edge
A blank page with horizontal lines Decrease Indent Decreases the size of the
being dragged to the left of the page. indentation used in the cell
A blank page with horizontal lines Increase Indent Increases the size of the
being dragged to the right of the page. indentation used in the cell
A black page with letters 'a' and 'b' Orientation Rotates the cell content to any
resting on a diagonal line. angle within the cell
The illustration of a cell with text Wrap Text Forces the cell text to wrap
flowing out of the cell being placed in within the cell borders
the next line.
The illustration of two cells being Merge & Center Merges the selected cells into a
combined as one with a line at the single cell
center of the combined cell.
• Aligning cell content
– Default:
• Cell text aligned with
left bottom borders
• Cell values aligned
with right
bottom borders
– Buttons to set
alignment options are
in Alignment group
on Home tab

• Indenting cell content
–Useful for entries considered subsections of a worksheet

• Merging cells
–Retains only content (and cell reference) from upper-left cell
in the range
–Merge options: Merge & Center, Merge Across, Merge Cell,
and Unmerge Cells

• Rotating cell contents saves space and provides visual interest

• Adding cell borders enhances readability of
rows and columns or data
–Add borders to left, top, right, or bottom of
cell or range; around an entire cell; or
around outside
edges of a range
–Specify thickness
and number of
lines in border

Format Cells Dialog Box Options
• Presents formats available from Home tab in a different way
and provides more choices
• Six tabs, each focusing on different options:
–Number
–Alignment
–Font
–Border
–Fill
–Protection

Options in the Format Cells Dialog Box
• Border tab

Session 2.2 Visual Overview

Using the Average Function, Part 1
• As mentioned previously, Excel includes pre-determined
formulas called functions.
• The AVERAGE function calculates the average value from a
collection of numbers.
– The syntax of the Average function is:
AVERAGE (number1, number2, number3, …)

Using the Average Function, Part 2

Applying Cell Styles, Part 1
• Use styles to ensure that cells displaying same type of data use
the same format
• Style
–Selection of formatting options using a specific font and color
from the current theme
–If style is later revised, appearance of any cell formatted with
that style is updated automatically; saves time and effort

Applying Cell Styles, Part 2

Copying and Pasting Formats, Part
1
• Copying formats with Format Painter
–Fast and efficient way of maintaining a consistent look and
feel throughout a workbook
–Copies formatting without duplicating data

2
• Use Paste Options Button to paste formatting from a copied
range along with its contents

3
• Use Paste Special to control exactly how to paste the copied
range

Finding and Replacing Text, Part 1
• The Find and Replace commands let you make content and
design changes to a Worksheet or the entire workbook quickly.
• The Find command searches through the current worksheet or
workbook for the content or formatting you want to locate
• The Replace command then substitutes it with the new content
or formatting you specify.

Finding and Replacing Text, Part 2

Working with Themes, Part 1
• Appearance of fonts, colors, and cell styles depends on
workbook’s current theme
• If theme is changed, formatting of fonts, colors, and cell styles
changes throughout entire workbook
• Only elements directly tied to a theme change when you select
a different theme

Working with Themes, Part 2

Highlighting Cells with Conditional Formats, Part 1
• Goal of highlighting: Provide strong visual clue of important
data or results
• Format applied to a cell depends upon value or content of the
cell
• Dynamic: If cell’s value changes, cell’s format also changes as
needed
• Excel has four conditional formats: data bars, highlighting, color
scales, and icon sets

Highlighting Rules
• Each conditional format has a set of rules that
define how formatting should be applied and
under what conditions format will be changed
Highlight Cells rules
Rule Highlights Cell Values
Greater Than Greater than a specified number
Less Than Less than a specified number
Between Between two specified numbers
Equal To Equal to a specified number
Text that Contains That contain specified text
A Date Occurring That contain a specified date
Duplicate Values That contain duplicate or unique values

• Always include a legend – a key that shows each color used in
the worksheet and what it means

Formatting the Worksheet for Printing, Part 1
• Print options can be applied to an entire workbook or to
individual sheets
• Look at a worksheet in Page Layout view to see how it would
print

• Defining the print area allows you to override
default settings and print part of a worksheet
–Region sent to the printer from the active
sheet
–Can cover adjacent or nonadjacent range in
current worksheet
–Generally easiest to set in Page Break
Preview
• Fit a large worksheet on a single page by
reducing size of the page margin

• Inserting page breaks
– Automatic page breaks
– Manual page breaks

• Add print titles (descriptive information) on each page of a
printout in case pages become separated

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Excel Tutorial 3
Calculating Data with Formulas and Functions
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Objectives, Part 1
• Make a workbook user friendly
• Translate an equation into an Excel formula
• Understand function syntax
• Enter formulas and functions with the Quick Analysis tool
• Enter functions with the Insert Function dialog box
• Change cell references between relative and absolute

Objectives, Part 2
• Use the AutoFill tool to enter formulas and data and complete
a series
• Display the current date with the TODAY function
• Find the next weekday with the WORKDAY function
• Use the COUNT and COUNTA functions

Objectives, Part 3
• Use an IF function to return a value based on a condition
• Perform an exact match lookup with the VLOOKUP function
• Perform what-if analysis using trial and error and Goal Seek

Visual Overview: Functions

Cell References and Excel Functions

Making Workbooks User-Friendly, Part 1
Creating an explanatory worksheet
• Many users may use the workbook so it is important they
understand the contents.
• A worksheet can be added explaining concepts including:
– Industry jargon (Industry-specific terms, or technical terms)
– What is being calculated and why
– Formulas used in calculations

Making Workbooks User-Friendly, Part 2
Using formatting and styles to differentiate cell contents

Working with Functions, Part 1
rackets indicate optional arguments
• Quick way to calculate summary data
• Every function follows a set of rules (syntax) that specifies how
the function should be written
• General syntax of all Excel functions
• Square b

Excel Function Categories
Category Description
Cube Retrieve data from multidimensional databases involving online analytical
processing (OLAP)
Database Retrieve and analyze data stored in databases
Date & Time Analyze or create date and time values and time intervals
Engineering Analyze engineering problems
Financial Analyze information for business and finance
Information Return information about the format, location, or contents of worksheet
cells
Logical Return logical (true-false) values
Lookup & Reference Look up and return data matching a set of specified conditions from a
range
Math & Trig Perform math and trigonometry calculations
Statistical Provide statistical analyses of data sets
Text Return text values or evaluate text
Web Provide information on web-based connections

Excel Functions
Function Category Description
AVERAGE(number1[, number2, number3, Statistical Calculates the average of a collection of numbers, where number1,
...]) number2, and so forth are numbers or cell references; only number1 is
required
COUNT(value1[, value2, value3, ...]) Statistical Counts how many cells in a range contain numbers, where value1,
value2, and so forth are text, numbers, or cell references; only value1 is
required
COUNTA(value1[, value2, value3, ...]) Statistical Counts how many cells are not empty in ranges value1, value2, and so
forth, or how many numbers are listed within value1, value2, etc.
INT(number) Math & Trig Displays the integer portion of number
MAX(number1[, number2, number3, ...]) Statistical Calculates the maximum value of a collection of numbers, where
number1, number2, and so forth are either numbers or cell references
MEDIAN(number1[, number2, number3, Statistical Calculates the median, or middle, value of a collection of numbers,
...]) where number1, number2, and so forth are either numbers or cell
references
MIN(number1[, number2, number3, ...]) Statistical Calculates the minimum value of a collection of numbers, where
number1, number2, and so forth are either numbers or cell references
RAND() Math & Trig Returns a random number between 0 and 1
ROUND(number, num_digits) Math & Trig Rounds number to the number of digits specified by num_digits
SUM(number1[, number2, number3, ...]) Math & Trig Adds a collection of numbers, where number1, number2, and so forth
are either numbers or cell references

Entering Functions with the Quick Analysis Tool
• The Quick Analysis tool can generate columns and rows of
summary statistics that can be used for analyzing data.

Working with Functions, Part 2
• Advantage of using cell references:
–Values used in the function are visible to users and can be
easily edited as needed
• Functions can also be placed inside another function, or nested
(must include all parentheses)

Choosing the Right Summary Function
• AVERAGE function
– To average sample data
– Susceptible to extremely large or small values
• MEDIAN function
– When data includes a few extremely large or extremely small values
that have potential to skew results
• MODE function
– To calculate the most common value in the data

Inserting a Function
• Three possible methods:
–Select a function from a function category in the Function
Library
–Open Insert Function dialog box to search for a particular
function
–Type function directly in cells

Using the Insert Function Dialog Box
• Organizes all functions by category
• Includes a search feature for locating functions that perform
particular calculations

Using the Function Library to Insert a Function
• When you select a function, the Function Arguments dialog box
opens, listing all arguments associated with that function

Understanding Cell References
• To record and analyze data
–Enter data in cells in a worksheet
–Reference the cells with data in formulas that perform
calculations on that data
• Types of cell references
–Relative
–Absolute
–Mixed

Using Relative References
• Cell reference as it appears in worksheet (B2)
• Always interpreted in relation (relative) to the location of the
cell containing the formula
• Changes when the formula is copied to another group of cells
• Allows quick generation of row/column totals without revising
formulas

Formulas Using a Relative Reference

Using Absolute References
• Cell reference that remains fixed when the
formula is copied to a new location
• Have a $ before each column and row
designation ($B$2)
• Enter values in their own cells; reference the
appropriate cells in formulas in the worksheet
–Reduces amount of data entry
–When a data valued is changed, all formulas
based on that cell are updated to reflect the
new value

Formulas Using an Absolute Reference

Using Mixed References
• Contain both relative and absolute references
• “Lock” one part of the cell reference while the other part can
change
• Have a $ before either the row or column reference ($B2 or
B$2)

Using a Mixed Reference

When to Use Relative, Absolute, and Mixed
References
• Relative references
– Repeat same formula with cells in different locations
• Absolute references
– Different formulas to refer to the same cell
• Mixed references
– Seldom used other than when creating tables of calculated values
• Use F4 key to cycle through different types of references

3.2 Look-up Tables

Logical and Lookup Functions

Entering Data and Formulas with AutoFill, Part 1
• Use the fill handle to copy a formula and conditional formatting
–More efficient than two-step process of copying and pasting
• By default, AutoFill copies both content and formatting of
original range to selected range

• Use Auto Fill Options button to specify what is copied

ialog box for more complex pattern
• Use AutoFill to create a series of numbers, dates, or text based
on a pattern
• Use Series d s

Type Initial Pattern Extended Series
Numbers 1, 2, 3 4, 5, 6, …
2, 4, 6 8, 10, 12, …
Dates and Times Jan Feb, Mar, Apr, …
January February, March, April, …
15-Jan, 15-Feb 15-Mar, 15-Apr, 15-May, …
12/30/2016 12/31/2016, 1/1/2017, 1/2/2017, …
12/31/2016, 1/31/2017 2/29/2017, 3/31/2017, 4/30/2017, …
Mon Tue, Wed, Thu, …
Monday Tuesday, Wednesday, Thursday, …
11:00 AM 12:00 PM, 1:00 PM, 2:00 PM, …
Patterned Text 1st
period 2nd
period, 3rd
period, 4th
period, …
Region 1 Region 2, Region 3, Region 4, …
Quarter 3 Quarter 4, Quarter 1, Quarter 2, …
Qtr3 Qtr4, Qtr1, Qtr2, …

Function Description
DATE (year, month, day) Creates a date value for the date represented by the year, month, and
day arguments.
DAY (date) Extracts the day of the month from date.
MONTH (date) Extracts the month number from date where 1=January, 2=February, and
so forth.
YEAR (date) Extracts the year number from date.
NETWORKDAYS (start, end[, holidays]) Calculates the number of whole working days between start and end; to
exclude holidays, add the optional holidays argument containing a list of
holiday dates to skip.
WEEKDAY (date[, return_type]) Calculates the weekday from date, where 1=Sunday, 2=Monday, and so
forth; to choose a different numbering scheme, set return_type to 1
(1=Sunday, 2=Monday, ...), 2 (1=Monday, 2=Tuesday, ...), or 3
(0=Monday, 1=Tuesday, ...).
WORKDAY (start, days[, holidays]) Returns the workday after days workdays have passed since the start
date; to exclude holidays, add the optional holidays argument containing
a list of holiday dates to skip.
NOW ( ) Returns the current date and time.
TODAY ( ) Returns the current date.
Working with Date Functions
• For scheduling or determining on what days of the week
certain dates occur

Displaying the Current Date with the TODAY
function, Part 1
• Many workbooks include the current date. You can use the
TODAY function to display the current date in a worksheet.

Displaying the Current Date with the TODAY
function, Part 2
• Inserting the Today function
– Select the cell you wish the date to appear in.
– On the Formulas tab, in the Function Library group, click the Date &
Time button to display the date and time functions.
– Click TODAY. The Function Arguments dialog box opens and indicates
that the TODAY function requires no arguments.
– Click the OK button. The formula =TODAY() is entered in the selected
cell.

Counting Cells, Part 1
• Excel has two functions for counting cells—the COUNT function
and the COUNTA function.
• The COUNT function tallies how many cells in a range contain
numbers or dates (because they are stored as numeric values).
– The COUNT function does not count blank cells or cells that contain
text.

Counting Cells, Part 2
COUNTA FUNCTION
• If you want to know how many cells contain entries—whether
those entries are numbers, dates, or text—you use the
COUNTA function, which tallies the nonblank cells in a range.
– The COUNTA function does not count blank cells

Working with Logical Functions
• Logical functions
–Build decision-making capability into a formula
–Work with statements that are either true or false
• Excel supports many different logical functions, including the IF
function

Comparison Operators
Operator Expression Description
= A1 = B1 Tests whether the value in cell A1 is equal to the value in cell B1.
> A1 > B1 Tests whether the value in cell A1 is greater than the value in cell
B1.
< A1 < B1 Tests whether the value in cell A1 is less than the value in cell B1.
>= A1 >= B1 Tests whether the value in cell A1 is greater than or equal to the
value in cell B1.
<= A1 <= B1 Tests whether the value in cell A1 is less than or equal to the value
in cell B1.
<> A1 <> B1 Tests whether the value in cell A1 is not equal to the value in cell B1.

Using the IF Function
• Returns one value if a statement is true and
returns a different value if that statement is
false
• IF (logical_test,[value_if_true,] [value_if_false])

Using a Lookup Function
• Lookup functions find values in tables of data and insert them
in another location in the worksheet such as cells or in
formulas.
– Often you need the contents of a table to change relative to a set of criteria that
may change over a period of time. A look up table searches for data in one place
then uses that data to populate information in another place.
– For example, a students numeric grade (percentage) may change throughout the
semester and the corresponding changes must also be applied to the letter grade
(A, B, C…).
New Perspectives on Microsoft Excel 2013r 230

Lookup tables
• The table that stores the data you want to retrieve is called a
lookup table. A lookup table organizes numbers or text into
categories.

Function Arguments dialog box for the
VLOOKUP function

Performing What-If Analysis
• A what-if analysis lets you explore the impact that changing
input values has on the calculated values in the workbook.
• Examples of a what-if analysis occur when calculating car loans
or mortgages.
• What will my loan payment be if the interest rate is 6% and also at 7%?
• What will the loan balance be if I put $10,000 down or if I put $20,000 down?

Trial and Error
• One way to perform a what-if analysis is by changing one or
more of the input values to see how they affect the calculated
results.
• This trial-and-error method requires some guesswork as you
estimate which values to change and by how much.

Using Goal Seek
• Goal Seek automates the trial-and-error process by allowing
you to specify a value for a calculated item, which Excel uses to
determine the input value needed to reach that goal.
• In some ways this is the opposite of trial and error as goal seek
allows us to input the answer and then calculates the
associated variables to arrive at the answer.

Goal Seek Dialog Box

• Create page headers and footers to include text not usually
found within the worksheet (e.g., author, date, filename)
• Headers and footers have three sections: left, center, right
• Elements are dynamic

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END OF LECTURE 5

Excel Tutorial 4:
Analyzing and Charting Financial Data
Microsof®
t Office 2
®
013

Objectives, Part 1
• Use the PMT function to calculate a loan payment
• Create an embedded pie chart
• Apply styles to a chart
• Add data labels to a pie chart
• Format a chart legend
• Create a clustered column chart
• Create a stacked column chart

Objectives, Part 2
• Create a line chart
• Create a combination chart
• Format chart elements
• Modify the chart’s data source
• Add sparklines to a worksheet
• Format cells with data bars
• Insert a watermark

Visual Overview: Session 4.1

Chart Elements

Introduction to Financial Functions
• Excel provides a wide range of financial functions related to loans and
investments.
• One of these is the PMT function, which can be used to calculate the
installment payment and payment schedule required to completely
repay a loan.
• Other loan functions include future value, present value, calculating the
interest part of a payment, calculating the principle part of a payment,
and the loan interest rate.

Financial Functions for Loans and Investments
Financial functions for loans and investments
Function Description
FV(rate, nper, pmt
[,pv=Q] [,type=0])
Calculates the future value of an investment, where rate is the
interest rate per period, nper is the total number of periods, pmt is
the payment in each period, pv is the present value of the
investment, and type indicates whether payments should be made
at the end of the period (0) or the beginning of the period (1)
PMT(rate, nper, pv
[,fv=0] [,type=Q])
IPMT(rate, per, nper,
pv [,fv=0] [,type=0])
Calculates the payments required each period on a loan or an
investment, where fv is the future value of the investment
Calculates the amount of a loan payment devoted to paying the loan
interest, where per is the number of the payment period
PPMT(rate, per, nper,
pv [,fv=0] [,type=0])
Calculates the amount of a loan payment devoted to paying off the
principal of a loan
PV(rate, nper, pmt
[,fv=0] [,type=0])
Calculates the present value of a loan or an investment based on
periodic, constant payments
NPER(rate, pmt, pv
[,fv=0] [,type=0])
Calculates the number of periods required to pay off a loan or an
investment
RATE(nper, pmt, pv
[,fv=0] [,type=0])
Calculates the interest rate of a loan or an investment based on
periodic, constant payments

Working with Financial Functions
• Cost of a loan to the borrower is largely based on three factors:
–Principal: amount of money being loaned
–Interest: amount added to the principal by the lender
• Calculated as simple interest or as compound interest
–Time required to pay back the loan

Explanation of Function Use
Function Use to determine…
FV (future value) How much an investment will be worth after a series of
monthly payments at some future time
PMT (payment) How much you have to spend each month to repay a
loan or mortgage within a set period of time
IPMT (interest
payment)
How much of your monthly loan payment is used to pay
the interest
PPMT (principal
payment)
How much of your monthly loan payment is used for
repaying the principal
PV (present value) Largest loan or mortgage you can afford given a set
monthly payment
NPER (number of
periods)
How long it will take to pay off a loan with constant
monthly payments

PMT Function Variables
• To calculate the costs associated with a loan, you must have
the following information:
– The annual interest rate
– The number of payment periods per year
– The length of the loan in terms of the total number of payment
periods
– The amount being borrowed
– When loan payments are due

Using the PMT Function, Part 1

Using the PMT Function, Part 2

Excel Charts
• Charts show trends or relationships in data that are easier to
see in a graphic representation rather than viewing the actual
numbers or data.
• When creating a chart, remember that your goal is to convey
important information that would be more difficult to interpret
from columns of data in a worksheet.

Choosing the Right Chart
Chart When to Use
Pie charts Small number of categories; easy to
distinguish relative sizes of slices
Column or
bar chart
Several categories
Line charts Categories follow a sequential order
XY scatter
charts
To plot two numeric values against one
another
Custom chart Available charts don’t meet your needs

Communicating Effectively with Charts
• Keep it simple
• Focus on the message
• Limit the number of data series
• Use gridlines in moderation
• Choose colors carefully
• Limit chart to a few text styles

4 Steps for Creating Excel Charts
• Select the range containing the data you want to chart.
• On the INSERT tab, in the Charts group, click the Recommended Chart button or a
chart type button, and then click the chart you want to create (or click the Quick
• Analysis button, click the CHARTS category, and then click the chart you want to
create).
• On the CHART TOOLS DESIGN tab, in the Location group, click the Move Chart
button, select whether to embed the chart in a worksheet or place it in a chart sheet,
and then click the OK button.

Creating an Excel Chart, Part 1
• Select a range to use as chart’s data source

Creating an Excel Chart, Part 2
• Select chart type that best represents the data
– Use one of 53 built-in charts organized into 10
categories, or…
– Create custom chart types based on built-ins
Excel chart types
Chart Type Description
Column Compares values from different categories. Values are indicated by the height of the columns.
Line Compares values from different categories. Values are indicated by the height of the lines. Often used to
show trends and changes over time.
Pie Compares relative values of different categories to the whole. Values are indicated by the areas of the
pie slices.
Bar Compares values from different categories. Values are indicated by the length of the bars.
Area Compares values from different categories. Similar to the line chart except that areas under the lines
contain a fill color.
X Y (Scatter) Shows the patterns or relationship between two or more sets of values. Often used in scientific studies
and statistical analyses.
Stock Displays stock market data, including the high, low, opening, and closing prices of a stock.
Surface Compares three sets of values in a three-dimensional chart.
Radar Compares a collection of values from several different data sets.
Combo Combines two or more chart types to make the data easy to visualize, especially when the data is widely
varied.

Inserting a Pie Chart with the
Quick Analysis Tool
• After you select an adjacent range to use as a chart’s data
source, the Quick Analysis tool appears. It includes a category
for creating charts. The CHART category lists recommended
chart types, which are the charts that are most appropriate for
the data source you selected.

To create a pie chart with the Quick Analysis
tool
• Make sure the correct range is selected.
• Click the Quick Analysis button in the lower-right corner of the
selected range
• Click the CHARTS category.
– The chart types you will most likely want to use with the selected data
source are listed.
• Click Pie to select the pie chart.

CHARTS Category of the Quick Analysis Tool

Moving and Resizing Charts
• Excel charts are either placed in their own chart sheets or embedded in
a worksheet.
• When you create a chart, it is embedded in the worksheet that contains
the data source.
• Selecting the chart displays a selection box (used to move or resize the
object)
– To move the chart, drag selection box to new location in worksheet
– To resize the chart, drag a sizing handle

Choosing a Chart Style
• Recall that a style is a collection of formats that are saved with
a name and can then be applied at one time.
• In a chart, the format of the chart title, the location of the
legend, and the colors of the pie slices are all part of the default
chart style.
• You can quickly change the appearance of a chart by selecting a
different style from the Chart Styles gallery.

Designing a Pie Chart, Part 1
• Choose location of the legend, and format it using tools on
Chart Tools Layout tab

Formatting the Pie Chart Legend
• You can fine-tune a chart style by formatting individual chart
elements. From the Chart Elements button, you can open a
submenu for each element that includes formatting options,
such as the element’s location within the chart.
• You can also open a Format pane, which has more options for
formatting the selected chart element.

Formatted Chart Legend

Formatting Pie Chart Data Labels

Formatting the Chart Area
• The chart’s background, which is called the chart area, can also
be formatted using fill colors, border styles, and special effects
such as drop shadows and blurred edges.
• The chart area fill color used in the pie chart is white, which
blends in with the worksheet background.

Designing a Pie Chart, Part 2
• Exploded pie charts
–Move one slice away from the others
–Useful for emphasizing one category above all of the others

Performing What-If Analyses and Filtering with
Charts
• A chart is linked to its data source, and as changes are made to
the data source the changes translate to the chart allowing a
visual representation of the What-if changes.
• Filtering is another type of what-if analysis that limits the data
to a subset of the original values in a process.

Creating a Column Chart
• Column chart
–Displays values in different categories as columns
–Height of each column is based on its value
• Bar chart
–Column chart turned on its side
–Length of each bar is based on its value

Filtered Pie Chart

Charts vs Pie Charts
• Column/bar charts are superior to pie charts
– For large number of categories or categories close in value
– Easier to compare height or length than area
– Can be applied to wider range of data
– Can include several data series (pie charts usually show only one data
series)

Comparing Column Chart Subtypes

Inserting a Column Chart
• Select data source
• Select type of chart to create
• Move and resize the chart
• Change chart’s design, layout, and format by:
–Selecting one of the chart styles, or
–Formatting individual chart elements

Moving a Chart to a Different Worksheet
• Move Chart dialog box provides options for moving charts

Editing the Axis Scale and Text
• Range of values (scale) of an axis is based on values in data
source
• Vertical (value) axis: range of series values
• Horizontal (category) axis: category values
• Primary and secondary axes can use different scales and labels
• Add descriptive axis titles if axis labels are not self-explanatory
(default is no titles)

Changing and Formatting a Chart Title

Session 4.2 Visual Overview

Charts, Sparklines, and Data Bars

Adding Sparklines and Data Bars
• Both convey graphical information about worksheet data
without occupying a lot of space

Creating Sparklines, Part 1
• A mini chart displayed within a worksheet cell
• Compact in size; doesn’t include chart elements
• Goal is to convey maximum amount of graphical information in
a very small space
• Can be grouped or ungrouped
–Grouped sparklines share a common format
–Ungrouped sparklines can be formatted individually

Types of Sparklines
• Line sparkline
– Highlights trends
• Column sparkline
– For column charts
• Win/Loss sparkline
– Highlights positive and
negative values

Adding and Formatting Sparkline Markers
• Can specify only line color and marker color
• Can create line markers for highest value, lowest value, all
negative values, first value, and last value
• Can create markers for all data points regardless of value or
position in data source
• Can add an axis to a sparkline – horizontal line that separates
positive and negative values

Creating a Line Chart
• Use when data consists of values drawn from categories that
follow a sequential order at evenly spaced intervals
• Displays data values using a connected line rather than
columns or bars

Editing the Scale of the Vertical Axis

Formatting the Chart Columns
• Columns usually have a common format – distinguished by
height, not color

Working with Column Widths

Formatting Data Markers

Formatting the Plot Area

Creating a Combination Chart

Combo Chart Example

Creating Sparklines, Part 2

Creating Data Bars
• Conditional format that adds a horizontal bar to
background of a cell containing a numeric value
– Length based on value of each cell in selected
range
• Dynamic
– Lengths of data bars automatically update if cell’s
value changes

Modifying a Data Bar Rule
• Alter rules of the conditional format

Inserting a Watermark

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END OF LECTURE 6

Access Tutorial 4
Creating Forms
and Reports
Microsof®
t Office 2
®
013

Objectives
• Session 4.1
– Create a form using the Form Wizard
– Apply a theme to a form
– Add a picture to a form
– Change the color of text on a form
– Find and maintain data using a form
– Preview and print selected form records
– Create a form with a main form and a subform
New Perspectives on Microsoft Access 2013 297

Objectives (Cont.)
• Session 4.2
– Create a report using the Report Wizard
– Apply a theme to a report
– Change the alignment of field values on a report
– Move and resize fields in a report
– Insert a picture in a report
– Change the color of text on a report
– Apply conditional formatting in a report
– Preview and print a report

Creating Forms and Reports, Part 1
• Case - Chatham Community Health Services
Using Forms and Reports to Display Patient and Visit Data
– User wants the database to include a form based on the Patient table to make it
easier for staff members to enter and change data about the clinic’s patients
– Also wants the database to include a form that shows data from both the Patient
and Visit tables at the same time
– Would like to include a formatted report of patient and visit data so they will
have printed output when completing patient analyses and planning strategies
for community outreach efforts

Creating a Form Using the Form Wizard, Part 1
• A form is an object you use to enter, edit, and view records in a database
– You can design your own
forms or have Access
create them for you
automatically

Creating a Form Using the Form Wizard, Part 2

Modifying a Form’s Design in Layout View, Part 1
• You might need to modify its design in Layout view to improve its
appearance or to make the form easier to use
• In Layout view, you see the form as it appears in Form view, but you can still
modify the form’s design
• In Form view, you cannot make any design changes
• Layout view makes it easy for you to see the results of any design
changes you make
• You can continue to make changes, undo modifications, and rework the design in
Layout view to achieve the look you want for the form

• Applying a Theme to a Form
– By default, a forms use the Office theme, which determines the color and
font used on
the form
– Access provides many
built-in themes
• Makes it easy to create
objects with a unified look
• You can also create a
customized theme if
none of the built-in
themes suit your needs

• Adding a Picture to a Form
– A picture is one of many controls you can add and modify on a form
• A control is an item on a form, report, or other database object that you can manipulate to
modify the object’s appearance

• Changing the Color of the Form Title
– The Font group on the FORMAT tab provides many options you can use to change
the appearance of text on a form

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