Staff Development Daze June 27 & 28 Tony Gauvin

Schedule  Monday June 27  Monday June 27  9:00 – 12:00 Basic Excel  12:00 – 1:00 Lunch for all workshop participants  1:00 – 4:00 Advanced Excel  Tuesday June 28  9:00 – 12:00 Basic Access  12:00 – 1:00 Lunch for all workshop participants  1:00 – 4:00 Advanced Access  Thursday June 30  Thursday June 30  Time TBA (2hrs.) Outlook Highlights  All materials available at 

Working with computers  Some basic rules 1.Computers are stupid! 2.Computers do exactly what you tell them to do because of rule 1 3.If you get a wrong answer or result it is because you gave the computer bad data or bad instructions (GIGO) 4.Most applications have self-help features, use them 1.Hit F1 2.Look for “?” 3.Top–right corner of application or toolbar

Difference between Spreadsheets and Databases  Spreadsheets (Excel) are electronic ledgers  Store, manipulate and present numbers  Databases (Access) are electronic file cabinets  Receive, store, organize and present data  Use the right application  Save time and effort  Decrease frustration

Quick history of spreadsheets  1978 –  Robert Frankston & Dan Bricklin invented VisiCalc, the first spreadsheet. It came out with the Apple II computer. VisiCalc did very well in its first year because it could run. On personal computers, could perform simple math formulas, and gave immediate results.  1983  Lotus 123 was introduced. It allowed people to chart information and identify cells. For example cell A1.  1985  Lotus 123 number 2.  1987  New spreadsheet programs such as Excel and Corel Quattro Pro were introduced. This allowed people to add graphics. They are different because they include graphic capabilities.  2001  Spreadsheet programs in use today are Excel, Appleworks, Filemaker, and Corel Quattro Pro. Source:

The Spreadsheet abstraction  An (near) infinite series of rows and columns called Cells that  Store numbers (and other stuff)  Store formulas that use other information in other cells and produce a results to be displayed  A bunch of other neat stuff  Formatting  Charting  What-if scenarios

Basic Excel  To learn Excel we will build a simple worksheet (Microsoft’s name for spread sheet)

Advanced Excel (afternoon)  Topics  Formulas and Functions  Formatting  Importing and exporting data  Working with Large Spread Sheets  Anything else anyone wants to cover

Excel Project 1 Creating a Worksheet and an Embedded Chart

Objectives  Start and Quit Excel  Describe the Excel worksheet  Enter text and numbers  Use the AutoSum button to sum a range of cells

Objectives  Copy a cell to a range of cells using the fill handle  Format a worksheet  Create a 3-D Clustered column chart  Save a workbook and print a worksheet

Objectives  Open a workbook  Use the AutoCalculate area to determine statistics  Correct errors on a worksheet  Use the Excel Help system to answer questions

Starting Excel  Click the Start button on the Windows taskbar, point to All Programs on the Start menu, point to Microsoft Office on the All Programs submenu, and then point to Microsoft Office Excel 2003 on the Microsoft Office submenu  Click Microsoft Office Excel 2003  If the Excel window is not maximized, double-click its title bar to maximize it

Starting Excel

Customizing the Excel Window  Right-click the Language bar  Click Close the Language bar  Click the Getting Started task pane Close button in the upper-right corner of the task pane  If the toolbars are positioned on the same row, click the Toolbar Options button  Click Show Buttons on Two Rows

Customizing the Excel Window

Entering the Worksheet Titles  Click cell A1  Type Extreme Blading in cell A1 and then point to the Enter box in the formula bar  Click the Enter button to complete the entry  Click cell A2 to select it. Type Second Quarter Sales as the cell entry. Click the Enter box to complete the entry

Entering the Worksheet Titles

Entering Column Titles  Click cell B3  Type Direct Mail in cell B3  Press the RIGHT ARROW key  Repeat the last two steps for the remaining column titles in row 3, as shown on the following slide

Entering Column Titles

Entering Row Titles  Click cell A4. Type Inline Skates and then press the DOWN ARROW key  Repeat the previous step for the remaining row titles in column A, as shown on the following slide

Entering Row Titles

Entering Numbers  Click cell B4  Type and then press the RIGHT ARROW key  Enter in cell C4, in cell D4, and in cell E4  Click cell B5  Enter the remaining fourth quarter sales provided on the next slide for each of the three remaining product groups in rows 5, 6, and 7

Entering Numbers

Summing a Column of Numbers  Click cell B8  Click the AutoSum button on the Standard toolbar  Click the AutoSum button a second time

Copying a Cell to Adjacent Cells in a Row  With cell B8 active, point to the fill handle  Drag the fill handle to select the destination area, range C8:E8  Release the mouse button

Determining Multiple Totals at the Same Time  Click cell F4  With the mouse pointer in cell F4 and in the shape of a block plus sign, drag the mouse pointer down to cell F8  Click the AutoSum button on the Standard toolbar  Select cell A9 to deselect the range F4:F8

Determining Multiple Totals at the Same Time

Changing the Font Type  Click cell A1 and then point to the Font box arrow on the Formatting toolbar  Click the Font box arrow and then point to Arial Rounded MT Bold  Click Arial Rounded MT Bold

Changing the Font Type

Bolding a Cell  With cell A1 active, click the Bold button on the Formatting toolbar

Increasing the Font Size of a Cell Entry  With cell A1 selected, click the Font Size box arrow on the Formatting toolbar  Click 24 in the Font Size list

Changing the Font Color of a Cell Entry  With cell A1 selected, click the Font Color button arrow on the Formatting toolbar  Click Violet (column 7, row 3) on the Font Color palette

Centering a Cell Entry across Columns by Merging Cells  With cell A1 selected, drag to cell F1  Click the Merge and Center button on the Formatting toolbar

Formatting the Worksheet Subtitle  Select cell A2  Click the Font box arrow on the Formatting toolbar and then click Arial Rounded MT Bold  Click the Bold button on the Formatting toolbar  Click the Font Size box arrow on the Formatting toolbar and then click 16  Click the Font Color button on the Formatting toolbar

Formatting the Worksheet Subtitle  Select the range A2:F2 and then click the Merge and Center button on the Formatting toolbar

Using AutoFormat to Format the Body of a Worksheet  Select cell A3, the upper-left corner cell of the rectangular range to format  Drag the mouse pointer to cell F8, the lower-right corner cell of the range to format  Click Format on the menu bar  Click AutoFormat on the Format menu  When Excel displays the AutoFormat dialog box, click the Accounting 2 format

Using AutoFormat to Format the Body of a Worksheet  Click the OK button  Select cell A10 to deselect the range A3:F8

Using the Name Box to Select a Cell  Click the Name box in the formula bar and then type a3 as the cell to select  Press the ENTER key

Adding a 3-D Clustered Column Chart to the Worksheet  With cell A3 selected, position the block plus sign mouse pointer within the cell’s border and drag the mouse pointer to the lower-right corner cell (cell E7) of the range to chart (A3:E7  Click the Chart Wizard button on the Standard toolbar  When Excel displays the Chart Wizard – Step 1 of 4 – Chart Type dialog box and with Column selected in the Chart style list, click Clustered column with a 3-D visual effect (column 1, row 2) in the Chart sub-type area  Click the Finish button  If the Chart toolbar appears, click its Close button

Adding a 3-D Clustered Column Chart to the Worksheet  When Excel displays the chart, point to an open area in the lower-right section of the chart area so the ScreenTip, Chart Area, appears next to the mouse pointer  Drag the chart down and to the left to position the upper-left corner of the dotted line rectangle over the upper-left corner of cell A10  Release the mouse button  Point to the middle sizing handle on the right edge of the selection rectangle

Adding a 3-D Clustered Column Chart to the Worksheet  While holding down the ALT key, drag the sizing handle to the right edge of column F  If necessary, hold down the ALT key and drag the lower-middle sizing handle down to the bottom border of row 20  Click cell H20 to deselect the chart

Adding a 3-D Clustered Column Chart to the Worksheet

Saving a Workbook  With a floppy disk in drive A, click the Save button on the Standard toolbar  Type Extreme Blading 2nd Quarter Sales in the File name box  Click the Save in box arrow  Click 3½ Floppy (A:) in the Save in list  Click the Save button in the Save As dialog box

Saving a Workbook

Printing a Worksheet  Ready the printer according to the printer instructions and then click the Print button on the Standard toolbar  When the printer stops printing the worksheet and the chart, retrieve the printout

Quitting Excel  Point to the Close button on the right side of the title bar  Click the Close button  Click the No button

Starting Excel and Opening a Workbook  With your floppy disk in drive A, click the Start button on the Windows taskbar, point to All Programs on the Start menu, point to Microsoft Office on the All Programs submenu, and then click Microsoft Office Excel 2003 on the Microsoft Office submenu  Click Extreme Blading 2nd Quarter Sales in the Open area in the Getting Started task pane

Starting Excel and Opening a Workbook

Using the AutoCalculate Area to Determine an Average  Select the range B6:E6 and then right- click the AutoCalculate area on the status bar  Click Average on the shortcut menu  Right-click the AutoCalculate area and then click Sum on the shortcut menu

Using the AutoCalculate Area to Determine an Average

Clearing Cell Contents  Fill Handle  Select the cell or range of cells and point to the fill handle so the mouse pointer changes to a cross hair  Drag the fill handle back into the selected cell or range until a shadow covers the cell or cells you want to erase. Release the mouse button  Shortcut Menu  Select the cell or range of cells to be cleared  Right-click the selection  Click Clear Contents on the shortcut menu

Clearing Cell Contents  Delete Key  Select the cell or range of cells to be cleared  Press the DELETE key  Clear Command  Select the cell or range of cells to be cleared  Click Edit on the menu bar and then point to Clear  Click All on the Clear submenu

Clearing the Entire Worksheet  Click the Select All button on the worksheet  Press the DELETE key or click Edit on the menu bar, point to Clear and then click All on the Clear submenu

Deleting an Embedded Chart  Click the chart to select it  Press the DELETE key

Obtaining Help Using the Type a Question for Help Box  Type save a workbook in the Type a Question for help box on the right side of the menu bar  Press the ENTER key  When Excel displays the Search Results task pane, scroll down and then click the link Save a file  If necessary, click the AutoTile button to tile the windows  Click the Show All link on the right side of the Microsoft Excel Help window to expand the links in the window

Obtaining Help Using the Type a Question for Help Box  Double-click the Microsoft Excel Help title bar to maximize it  Click the Close button on the Microsoft Excel Help window title bar

Obtaining Help Using the Type a Question for Help Box

Quitting Excel  Click the Close button on the right side of the title bar, and if necessary, click the No button in the Microsoft Excel dialog box

Summary  Start and Quit Excel  Describe the Excel worksheet  Enter text and numbers  Use the AutoSum button to sum a range of cells  Copy a cell to a range of cells using the fill handle

Summary  Format a worksheet  Create a 3-D Clustered column chart  Save a workbook and print a worksheet

Summary  Open a workbook  Use the AutoCalculate area to determine statistics  Correct errors on a worksheet  Use the Excel Help system to answer questions

Questions??