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Microsoft Excel Presented by: Diane M. Coyle JEVS Career Strategies

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Objectives <ul><li>Exploring the Application Window </li></ul><ul><li>Data Entry & Worksheet Navigation </li></ul><ul><li>Selecting Cells and Text </li></ul><ul><li>Simple Formulas </li></ul><ul><li>Relative & Absolute Cell References </li></ul><ul><li>Working with Functions </li></ul><ul><li>Financial, Logical & Date Functions </li></ul>

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Microsoft Excel <ul><li>Microsoft Excel is a spreadsheet application </li></ul><ul><li>Used to manipulate and analyze data (usually numeric), create graphs & charts, reports, etc. </li></ul><ul><li>Start > Programs > Excel </li></ul>

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The Excel Window <ul><li>Common Windows Elements </li></ul><ul><ul><li>Title Bar </li></ul></ul><ul><ul><li>Menu Bar (2003) </li></ul></ul><ul><ul><li>Toolbars (2003) </li></ul></ul><ul><ul><li>Ribbon (2007) </li></ul></ul><ul><ul><li>Status Bar </li></ul></ul><ul><ul><li>Task Bar </li></ul></ul><ul><ul><li>Scroll Bars </li></ul></ul>

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The Excel Window <ul><li>Excel Elements </li></ul><ul><ul><li>Worksheet/Workbook Window – Document window </li></ul></ul><ul><ul><li>Column & Row Headings </li></ul></ul><ul><ul><li>Name Box & Formula Bar </li></ul></ul><ul><ul><li>Sheet Tabs & Tab Scrolling Buttons </li></ul></ul><ul><ul><li>Cursor and Insertion Point </li></ul></ul>

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Workbook Navigation <ul><li>Cell Reference </li></ul><ul><ul><li>Intersection of a column & row </li></ul></ul><ul><ul><li>Cell A1 – Home cell (top left corner) </li></ul></ul><ul><li>Active Cell </li></ul><ul><ul><li>Selected cell – Dark border, ready for data input </li></ul></ul><ul><ul><li>Cell reference appears in Name box </li></ul></ul>

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Workbook Navigation <ul><li>Navigate Within Worksheet </li></ul><ul><ul><li>Enter – Moves down one cell </li></ul></ul><ul><ul><li>Tab – Moves to the right one cell </li></ul></ul><ul><ul><li>Mouse </li></ul></ul><ul><ul><li>Keyboard shortcuts (see handout) </li></ul></ul><ul><ul><li>Ctrl-Home – Moves to cell A1 </li></ul></ul><ul><ul><li>Enter desired cell in the Name box </li></ul></ul>

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Workbook Navigation <ul><li>Navigate Between Worksheets </li></ul><ul><ul><li>Default = 3 worksheets per workbook </li></ul></ul><ul><ul><li>Click sheet tab to choose </li></ul></ul><ul><ul><li>Use tab scrolling buttons to view additional worksheet tabs </li></ul></ul>

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Data Entry <ul><li>Text </li></ul><ul><ul><li>Letters, symbols, numbers, spaces </li></ul></ul><ul><ul><li>May be data, but is usually descriptive – i.e. Labels </li></ul></ul><ul><ul><li>Default = Left aligned </li></ul></ul><ul><li>Dates </li></ul><ul><ul><li>Treated differently than text </li></ul></ul><ul><ul><li>Format can be changed </li></ul></ul>

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Data Entry <ul><li>Values </li></ul><ul><ul><li>Numbers representing quantity </li></ul></ul><ul><ul><li>Currency, percentages, negative numbers, etc. </li></ul></ul><ul><ul><li>Default = Right aligned </li></ul></ul><ul><ul><li>Some numbers (phone numbers, SS#) may be treated as text </li></ul></ul>

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Data Entry <ul><li>Formulas </li></ul><ul><ul><li>Expression used to calculate a value </li></ul></ul><ul><ul><li>Always begin with the equal sign (=) </li></ul></ul><ul><ul><li>Arithmetic Operators </li></ul></ul><ul><ul><ul><li>+, -, *, / </li></ul></ul></ul><ul><ul><li>Order of Precedence – Determines which operator is calculated first </li></ul></ul><ul><ul><ul><li>Please Excuse My Dear Aunt Sally </li></ul></ul></ul><ul><ul><ul><li>Parentheses, Exponents, Multiplication, Division, Addition, Subtraction </li></ul></ul></ul>

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Correcting Data <ul><li>While cell is still active – Backspace key </li></ul><ul><li>After data has been entered: </li></ul><ul><ul><li>Click on cell, re-enter correct info OR </li></ul></ul><ul><ul><li>Select cell, edit data in Formula bar OR </li></ul></ul><ul><ul><li>Double-click cell to open in edit mode </li></ul></ul>

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Selecting Cells, Text & Ranges <ul><li>Range – Group of worksheet cells </li></ul><ul><ul><li>Adjacent – Single rectangular block </li></ul></ul><ul><ul><ul><li>Example – A1:B10 </li></ul></ul></ul><ul><ul><ul><li>Select by clicking a corner cell, hold left mouse button down and drag to last desired cell. Release button once range is highlighted. </li></ul></ul></ul><ul><ul><li>Non-Adjacent – Two or more separate blocks </li></ul></ul><ul><ul><ul><li>Example: A1:B10;A12:B15 </li></ul></ul></ul><ul><ul><ul><li>Select first range as above, then hold Ctrl key and select next range. </li></ul></ul></ul>

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Selecting Cells, Text & Ranges <ul><li>Alternate Selection Methods </li></ul><ul><ul><li>Select large blocks by clicking first cell, hold Shift key and click last cell </li></ul></ul><ul><ul><li>Entire worksheet – Click Select All button (upper left corner of worksheet) </li></ul></ul><ul><ul><li>Entire row or column – Click row or column heading </li></ul></ul>

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Selecting Cells, Text & Ranges <ul><li>Moving Data </li></ul><ul><ul><li>Select desired range </li></ul></ul><ul><ul><li>Position cursor on border, look for 4-headed arrow </li></ul></ul><ul><ul><li>Left click and drag to new location </li></ul></ul>

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Using Formulas <ul><li>Always begin with the equal sign </li></ul><ul><li>Order of Precedence (see handout) </li></ul><ul><li>Whenever possible, don’t use numbers! </li></ul><ul><li>Type cell references OR </li></ul><ul><li>Use “point and click” – reduces input errors </li></ul>

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Using Formulas <ul><li>Addition: + </li></ul><ul><li>Subtraction: - </li></ul><ul><li>Multiplication: * </li></ul><ul><li>Division: / </li></ul>

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Using Formulas <ul><li>Copying and Pasting Formulas </li></ul><ul><ul><li>Reduces input errors </li></ul></ul><ul><ul><li>Saves time </li></ul></ul><ul><ul><li>Cell references change as required </li></ul></ul><ul><ul><li>Select cell or range > Click Copy button </li></ul></ul><ul><ul><li>Select desired location > Click Paste button </li></ul></ul>

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Using the Fill Tool <ul><li>Using the Fill Tool </li></ul><ul><ul><li>More efficient than Copy/Paste </li></ul></ul><ul><ul><li>Fill handle – Right bottom corner of active cell </li></ul></ul><ul><ul><li>Left click and drag fill handle to copy cell contents </li></ul></ul>

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Using the Fill Tool <ul><li>Fill Handle – Bottom right corner of cell </li></ul><ul><ul><li>Drag fill handle to copy cell information to other designated cells </li></ul></ul><ul><ul><li>Copy text, numbers, formulas, dates </li></ul></ul><ul><ul><li>Smart tag – Provides additional options </li></ul></ul>

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Using the Fill Tool <ul><li>Fill Series </li></ul><ul><ul><li>Menu: Edit > Fill > Series (2003) </li></ul></ul><ul><ul><li>Home tab > Editing group > Fill button > Series (2007) </li></ul></ul><ul><ul><li>Numbers increase by constant value </li></ul></ul><ul><ul><li>Dates </li></ul></ul><ul><ul><li>Days of Week </li></ul></ul><ul><ul><li>Months </li></ul></ul>