Sowmya Devaraja Sowmya.devaraja@mail.wvu.edu August 25, 2016 Day 3: MS Excel - Chapter 01 Sowmya Devaraja Sowmya.devaraja@mail.wvu.edu August 25, 2016

Introduction to MICROSOFT EXCEL (REVIEW)

Spreadsheets A spreadsheet is an electronic file used to organize related data and perform calculations. It is the computerized equivalent of a ledger. It’s a grid of rows and columns enabling users to organize data and recalculate the results for cells containing formulas when any data in input cells change. Better than paper (can erase and modify values easily) They are used for: Keeping track of expenses, annual budgets, tracking donations by charitable organizations, for plotting experimental data by Scientists, creating a list of things to do.

Worksheets and Workbooks A worksheet is a spreadsheet that contains formulas, values, text, and visual aids A workbook is a collection of related worksheets contained within a single file.

Excel Interface

Excel Interface

Rows, Columns & Cells Rows are identified by numbers Columns are identified by letters Cells are the intersection of rows and columns. Each cell has a unique cell address identified by its column letter and then the row number. For example A1 is the intersection of column A and row 1. The cell reference for this specific cell is A1.

Navigation In Worksheets Keystroke Used to Up Arrow Move up one cell in the same column. Down Arrow Move down one cell in the same column. Left Arrow Move left one cell in the same row. Right Arrow Move right one cell in the same row. Tab Page Up Move the active cell up one screen. Page Down Move the active cell down one screen Home Move the active cell to column A of current row Ctrl+Home Make cell A1 the active cell Ctrl+End Moves to the rightmost, lowermost active corner of the worksheet F5 Display the Go To dialog box to enter any cell address

ENTERING TEXT Make sure the cell is active where you want to enter text. Enter the text. Press an arrow key on the keyboard, or click Enter.

Select cells A single cell – Click the cell / press the arrow keys                                    A single cell – Click the cell / press the arrow keys All cells –Select the All button/press ctrl+A. Note: If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet. An entire Row/Column- Row heading or Column heading

Save and Save as.. Click the File tab(Back Stage view), then select Save or Save As Use the Save As option if you need to assign a name to the file Provides the Save As dialog box Save your file often using CTRL+S to make sure you don’t loose your work.

Managing Worksheets Renaming a Worksheet Changing the Tab color Inserting a new Worksheet Deleting a Worksheet Moving a Worksheet Copying a Worksheet

Renaming a worksheet By default you get three sheets – Sheet1, Sheet2, Sheet3. Name them to what is relevant to the task, don’t ever leave them at the default names. 3 ways to rename sheets Double click on sheet tab and enter new name and press enter. Click on ‘Format’ option in cell section in home ribbon and select ‘Rename Sheet’ option. Right click on sheet tab and select ‘Rename’ option.

Changing a tab color This can be very helpful when trying to locate a sheet in a workbook with multiple sheets. 2 ways to change tab color Click on ‘Format’ option in cell section in home ribbon and select ‘Tab Color’ option. Right click on sheet tab and select ‘Tab Color’ .

Inserting a new worksheet A new work sheet can be inserted in the following ways Using Insert Worksheet icon to the right of the last worksheet. Right click on any worksheet tab and select ‘Insert’ option. Using the ‘Shift+F11’ shortcut. On the Home tab  Go to Insert in Cells section  Select Insert Sheet

Delete, move and copy worksheet Delete Worksheet Right click on ‘worksheet tab’ and select ‘Delete’ option. On the Home tab  Go to Delete in Cells section  Select Delete Sheet Move worksheet Click ‘sheet tab’ and drag to desired position. Copy worksheet On the Home tab  Go to Format in cells section  Select Move or Copy Sheet and give the desired location to move the sheets. .

Managing Columns and Rows Inserting Rows and Columns Deleting Rows and Columns Adjusting Column Width Adjusting Row Height Hiding Columns and Rows

Importing DATA Importing –Inserting data from one application or file into another. Text, CSV, XML and Database files are the commonly imported files. Before importing we have to check if we want to manage the data as a separate entity in Excel or you want a connection to the original data source/application.

XML Files XML is eXtensible Markup Language Files can contain a significant amount of machine readable data and allow us to easily import it into Microsoft Office to work with.

Importing Xml File Make sure that the data XML Files are downloaded on your system To import the data of the file into excel sheet open Excel and follow these steps: 1) Select the "Data" ribbon 2) From the "Get External Data" group (should be top left), click on "From Other Sources"

3) From the drop down list, select "From XML Data Import“. 4) Find the 3) From the drop down list, select "From XML Data Import“. 4) Find the .xml file on your computer and Open it 5) Then a message might pops up asking for creating a schema, just hit OK 6) "Import Data" box is going to pop. Select the "XML table in existing worksheet" and put the starting cell appropriately($A$3).

In Class Project Objectives Covered Rename and delete worksheets Import XML data Import CSV data Import access Database data

To Do Download the following files at --- https://cs101.wvu.edu/instructors/devaraja/assignments/excel-tables/ Instructions.pdf Data Files.zip Read the instructions and start the project

Submission To submit your homework, go to ‘Grades and Submissions’ section on the website, log-in with your MyID and select 'Submit Assignments'. Make sure to select the appropriate assignment. Browse for your file on computer and click on 'Submit Assignment'.

Questions ?