Introduction to Excel Lecture 3

Excel basics O Excel is a software program that can make number manipulation easy O It is also referred as a spreadsheet O Spreadsheets are made up of O Columns O Rows O and their intersections are called cells

3 Worksheets O Microsoft excel consists of workbooks within each workbook, there is an infinite number of work sheets O Excel’s main screen is called a “worksheet”. O Each worksheet is comprised of many boxes, called “cells”.

What is a column ? O In a spreadsheet the COLUMN is defined as the vertical space that is going up and down the window. Letters are used to designate each COLUMN'S location. O COLUMN labeled D is highlighted.

What is a row? O In a spreadsheet the ROW is defined as the horizontal space that is going across the window. Numbers are used to designate each ROW'S location. O ROW labeled 4 is highlighted.

What is a CELL ? O A cell is the intersection between a column and a row. O Each cell is named for the column letter and row number that intersect to make it. O Cell references - each cell has a unique address or reference such as A9 (cell located at column A and row 9).

Data Entry O There are two ways to enter information into a cell: O Type directly into the cell. Click on a cell, and type in the data (numbers or text) and press Enter. O Type into the formula bar. Click on a cell, and then click in the formula bar (the space next to the ).

Types of data O In each cell there may be the following data types: O Labels -- (text with no numerical value) O Number data (constant values) O Formulas (mathematical equation used to calculate) Data TypesExamplesDescriptions LABEL Name or Wage or Days anything that is just text CONSTANT5 or 3.75 or -7.4any number FORMULA=5+3 or = 8*5+3math equation

Labels O Labels are text entries O Labels help identify what we are talking about O Labels do not have a value associated with them O Sometimes called ‘headers’

Constants O Constant is an entry that does not change and are numeric. O Constants are FIXED number data and may refer to dollars, percentages, or number of items

Formulas O Formulas are math equations that CALCULATE a value to be displayed. O Formulas always begin with an equals sign (=). When you enter an equals sign into a cell, you are basically telling Excel to “calculate this.”

Basic Math Functions O Math functions built into them. Of the most basic operations are the standard multiply, divide, add and subtract. O Functions are Excel-defined formulas. They take data you select and enter, perform calculations on them, and return value(s).

SUM Function O Probably the most popular function in any spreadsheet is the SUM function. The Sum function takes all of the values in each of the specified cells and totals their values. O The syntax is: =SUM(first value, second value, etc) O Blank cells will return a value of zero to be added to the total. O Text cells can not be added to a number and will produce an error.

SUM Function O Let say we have a range of cells (B1  B10) with value (1  10). O To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 which is quite lengthy = B1+B2+B3+B4+B5+ B6+B7+B8+B9+B10 O Using functions =SUM(), we can just use a simpler formula which is =SUM(B1:B10)

Average Function O The average function finds the average of the specified data. (Simplifies adding all of the indicated cells together and dividing by the total number of cells.)

Average Function O Let say we have a range of cells (B1  B10) with value (1  10). O To get the average value ( / 10 = 5.5) in an array of numbers we can use the =AVERAGE() function, which is =AVERAGE (B1:B10)

Max & Min Functions O The Max function will return the largest (max) value in the selected range of cells. The Min function will display the smallest value in a selected set of cells.

Max & Min Functions O Let say we have a range of cells (B1  B10) O To get the MAX or MIN value in an array of numbers we can use the =MAX() or MIN() function, which is =MAX(B1:B10) = 10 =MIN(B1:B10) = 1 =MAX(B1:B10) = 10 =MIN(B1:B10) = 1

Count Function O The Count function will return the number of entries (actually counts each cell that contains NUMBER DATA) in the selected range of cells. O Remember: cell that are blank or contain text will not be counted.

IF Function O The IF function will check the logical condition of a statement and return one value if true and a different value if false. O The syntax is: =IF (condition, value-if-true, value-if-false) O Until you are used to writing them, test them out on multiple cells. O There are multiple ways to write an IF statement to get the same result

More on Functions =AVERAGE(first cell:last cell): calculates the mean =MEDIAN(first cell:last cell): calculates the median =MODE(first cell:last cell): calculates the mode =VARP(first cell:last cell): calculates the variance =STDEVP(first cell:last cell): calculates the standard deviation

Introduction to Excel Charts O A chart is a visual representation of numeric values (data on a worksheet) O It helps viewers to spot trends or patterns from tabulated data more quickly O A chart is created from data on a worksheet O The different parts of a chart are derived from the way the worksheet data is structured,

Introduction to Excel Charts O Can you make a chart of this table?

Introduction to Excel Charts O A chart is dynamic because it is linked to the data values from which it was created O If the a data value is edited, then the chart is automatically updated to reflect the edited value

Elements of an Excel Chart ElementExplanation Chart AreaThe area occupied by the entire chart, including legends, labels, etc. Plot AreaThe area occupied by the data plotted on the chart. Data MarkerThe chart’s physical representation of a data value from a data series. In this chart, the data markers are columns. They could be squares on a line chart, or segments of a pie chart, etc. Data SeriesA set of related data values e.g. GPAs of students from Trimester 1 is one data series, GPAs of students from Trimester 2 is another data series. CategoryA grouping of comparable data values from each data series e.g. Chitra’s GPAs from the three data series are under one category since it is her personal performance trimester by trimester that we want to compare in this chart.