Exploring Office Grauer and Barber 1 Committed to Shaping the Next Generation of IT Experts. Chapter 1 – Introduction to Excel: What is a Spreadsheet? Robert Grauer and Maryann Barber Exploring Microsoft Excel 2003

Exploring Office Grauer and Barber 2 Objectives Describe potential spreadsheet applications Distinguish between a constant, a formula, and a function Distinguish between a workbook and a worksheet Explain how rows and columns are labeled Download the practice files

Exploring Office Grauer and Barber 3 Objectives (continued) Insert or delete rows and columns Print a worksheet to show displayed values or cell contents Distinguish between relative, absolute, and mixed references Copy and/or move cell formulas Format a worksheet

Exploring Office Grauer and Barber 4 Case Study: The Clark School The opening case study focuses on how to use a spreadsheet. It describes how a spreadsheet is used to track progress towards a fund-raising goal. Students are asked to create a formula to calculate total profits for each of several line items and to calculate total profits for the project. The finished worksheet will be presented to the school principal.

Exploring Office Grauer and Barber 5 Introduction to Spreadsheets Spreadsheet – a computerized ledger Divided into rows and columns  Columns identified with alphabetic headings  Rows identified with numeric headings Cell – the intersection of a row and a column  Cell reference uniquely identifies a cell Consists of column letter and row number

Exploring Office Grauer and Barber 6 Rows, Columns, and Cells Cell referenced by column, then number Active cell surrounded by heavy border Column headings above each column. Columns designated with letters Row headings to the left of each row. Rows designated with numbers

Exploring Office Grauer and Barber 7 Types of Cell Entries Constant – an entry that does not change  Can be a numeric value or descriptive text Function – a predefined computational task Formula – a combination of numeric constants, cell references, arithmetic operators, and functions  Always begins with an equal sign

Exploring Office Grauer and Barber 8 Introduction to Microsoft Excel Common user interface with other Office applications  Menus and toolbars are similar to Word and Power Point Workbook – contains one or more worksheets Worksheet – an Excel spreadsheet

Exploring Office Grauer and Barber 9 Toolbars Appear beneath the menu bar Contain buttons that perform commonly-used commands Standard toolbar – buttons correspond to most basic commands in Excel  Examples include opening, closing, and saving a workbook Formatting toolbar – buttons correspond to common formatting operations  Examples include boldface and cell alignment

Exploring Office Grauer and Barber 10 The File Menu Contains most common commands related to Excel files Examples:  New command creates a new workbook  Open command opens an existing workbook  Save command saves a workbook  Save As command saves a copy of an existing workbook under a different name or file type  Print command prints all or part of a worksheet

Exploring Office Grauer and Barber 11 An Excel Workbook Title bar shows name of workbook Standard toolbar Menu bar gives lists of commands Formatting toolbar

Exploring Office Grauer and Barber 12 Opening a Workbook Use the Look In list box to specify the folder containing the file you want to open Double-click the file you want to open

Exploring Office Grauer and Barber 13 The Save As Command Type the new file name Use the Save In list box to specify the folder/disk the file will be saved in

Exploring Office Grauer and Barber 14 The Active Cell, Formula Bar, and Worksheet Tabs Click tabs to move to a different worksheet Active cell is highlighted Formula bar displays contents of active cell

Exploring Office Grauer and Barber 15 Using the Help System Click the Help menu Type a question and click Search Select one of the search results and it will appear in the Help pane

Exploring Office Grauer and Barber 16 Hands-on Exercise 1 Title of Exercise: Introduction to Microsoft Excel Objective: to start Microsoft Excel; to open, modify, and print an existing workbook  Input file: Grade Book  Output file: Grade Book Solution

Exploring Office Grauer and Barber 17 Modifying the Worksheet: The Insert Command Can be used to add rows, columns, or cells

Exploring Office Grauer and Barber 18 Modifying the Worksheet: The Delete Command If deleting a cell, specify whether to move other cells up or to the left Specify whether you’re deleting cell, row, or column

Exploring Office Grauer and Barber 19 Page Setup Page tab controls print orientation and scaling Margins tab is used to set top, bottom, left and right margins

Exploring Office Grauer and Barber 20 Page Setup (continued) Header/Footer tab allows user to create headers and footers for each printed sheet Sheet tab is used to control repeating rows or columns or print gridlines

Exploring Office Grauer and Barber 21 Display the Cell Formulas

Exploring Office Grauer and Barber 22 The Print Preview Command View and adjust margins by clicking the Margins button

Exploring Office Grauer and Barber 23 Hands-on Exercise 2 Title of Exercise: Modifying a Worksheet Objective: to open an existing workbook; to insert and delete rows and columns; to print cell formulas and displayed values; to use the Page Setup command  Input File: Grade Book Solution  Output File: Grade Book Solution

Exploring Office Grauer and Barber 24 Using Cell Ranges Range – a rectangular group of cells  May be a single cell or the entire worksheet  May consist of a row (or part of a row), a column (or part of a column) or multiple rows and/or columns To select a range:  Click left mouse button at the beginning of the range  Hold left mouse button as you drag the mouse  Release left mouse button at the end of the range

Exploring Office Grauer and Barber 25 Copying and Moving Cells Copy command – duplicates the contents of a cell or range of cells  Source range – the cell(s) you are copying from  Destination range – the cell(s) you are copying to You can copy to more than one destination ranges Move operation – transfers the contents of a cell or range to another cell or range You must use both the Copy (or Cut) command and the Paste command

Exploring Office Grauer and Barber 26 Cell Referencing Absolute reference: remains constant when copied  Specified with dollar signs before the column and row Relative reference: adjusts during a copy operation  Specified without dollar signs, i.e. B4 Mixed reference: either the row or the column is absolute; the other is relative  Specified with a dollar sign before the absolute part of the reference, i.e. B$4

Exploring Office Grauer and Barber 27 Absolute and Relative References Absolute references are used to refer to the weight of each exam. These weights do not change for each student, so absolute references are needed to keep those references constant as the formula is copied Relative references are used to refer to each student’s exam scores. These scores do change for each student, so relative references are needed to make sure each student’s average reflects his/her scores

Exploring Office Grauer and Barber 28 Compute the Student Semester Averages Absolute and relative references used in formulas Create the formula in cell E4 and copy to other cells

Exploring Office Grauer and Barber 29 Isolating the Assumptions Enter new exam weights in row 13 New student averages are automatically recalculated

Exploring Office Grauer and Barber 30 Hands-on Exercise 3 Title of Exercise: Creating a Workbook Objective: to create a new workbook; to copy formulas containing relative and absolute references  Input file: N/A  Output file: Better Grade Book

Exploring Office Grauer and Barber 31 Formatting Cells Format Cells command – controls the formatting for numbers, alignment, fonts, borders, and patterns (color) Select-then-do  Select the cells to which the formatting will apply  Execute the Format Cells command

Exploring Office Grauer and Barber 32 The Format Cells Command Number tab allows you to specify appearance of numbers Alignment tab specifies vertical and horizontal alignment Font tab allows you to specify font type and size Borders and Patterns tabs allow you to create special effects

Exploring Office Grauer and Barber 33 The Completed Worksheet Shading is used to identify labels and assumptions, and to show class averages.

Exploring Office Grauer and Barber 34 Printing Headers and Footers Use Page Setup dialog to create a Header

Exploring Office Grauer and Barber 35 Hands-on Exercise 4 Title of Exercise: Formatting a Worksheet Objective: to format a worksheet using boldface, italics, shading, and borders; to change the font and/or alignment of a selected entry  Input file: Better Grade Book  Output file: Better Grade Book

Exploring Office Grauer and Barber 36 Summary Spreadsheet - the computerized equivalent of an accountant’s ledger  Divided into rows and columns  Worksheet - an Excel spreadsheet  Workbook - contains one or more worksheets Cells can contain either a formula or a constant Use the Insert and Delete commands to add or remove cells, rows, or columns The Page Setup command provides complete control over the printed page

Exploring Office Grauer and Barber 37 Summary (continued) Range - a cell or range of cells Formulas in a cell may be copied or moved to other cells  Absolute reference remains the same when it is copied  Relative reference adjusts when it is copied Cells can be formatted in a variety of ways  Select cells, then apply formatting

Exploring Office Grauer and Barber 38 End-of-chapter Exercises Multiple Choice Practice Exercises  Exercise 1 – Isolate Assumptions  Exercise 2 – Practice with Formatting  Exercise 3 – The Calendar  Exercise 4 - The Checkbook  Exercise 5 - Judson Ford Realty  Exercise 6 - The Solar System  Exercise 7 - Student Budget  Exercise 8 - Excel Templates

Exploring Office Grauer and Barber 39 End-of-Chapter Exercises (continued) Mini Cases  The Movies  The Cost of Smoking  Accuracy Counts  The Housing Office

Exploring Office Grauer and Barber 40 Questions?