Practical Computing by Lynn Hogan

Practical Computing Chapter 8 Creating Spreadsheets (Using Microsoft Excel 2007)

Pearson Prentice Hall. All rights reserved.3 Objectives Understand the concept of spreadsheet software Be able to create and edit a worksheet Know how to select, copy, and move worksheet components Be able to create formulas and work with functions Know how to format a worksheet, making changes to the font, alignment, and column width

Pearson Prentice Hall. All rights reserved.4 What is Spreadsheet software? List of data arranged in columns and rows Easy to organize numbers in a table format Visually shows the relationship between the numbers Used to: Maintain records Explore the effect of changes Monitor expenses Budget Maintain records of transactions

Pearson Prentice Hall. All rights reserved.5 Keys to Creating Spreadsheets Being a mathematician is not necessary Organize the numbers Understand the dependencies between numbers Should be set up to answer questions Work upfront to create the spreadsheet Planning Pays off with automatic calculations Use to calculate Use for “what-if’s”

Pearson Prentice Hall. All rights reserved.6 Create and Manage a Workbook Made up of one or more worksheets Electronic grid of columns and rows One page of a workbook Saving an Excel file actually saves a Workbook Customize worksheet by formatting Similar to Word Print workbooks or worksheets

Pearson Prentice Hall. All rights reserved.7 Workbook Elements Grid of columns and rows Worksheet area Gray area at top (identified by letters) Column headings Gray area to left (identified by numbers) Row headings Intersection of column and row Cell Identified by cell reference or cell address

Pearson Prentice Hall. All rights reserved.8 The Ribbon Found along the top of the Excel window Replaces former Menu bar Provides a series of tabs Each tab divided into groups and commands Active tab highlighted

Pearson Prentice Hall. All rights reserved.9 Title Bar and Quick Access Toolbar Title Bar Shown at top of window Long shaded bar Name of document Name of Office program (Excel) Quick Access Toolbar Left side of Title bar Frequently used commands Save, Undo, Repeat Easily customized by clicking arrow on right side

Pearson Prentice Hall. All rights reserved.10 Office Button Left of Quick Access toolbar Common tasks Saving Printing

Pearson Prentice Hall. All rights reserved.11 Status Bar and Views Status bar Bottom of document Provides information about progress of commands Views Right side of Status bar Normal view – default view, shows worksheet grid Print Layout view – shows margin areas

Pearson Prentice Hall. All rights reserved.12 Name Box and Formula Bar Name Box Below the Ribbon Displays position of active cell Formula Bar Next to Name Box Displays content of active cell

Pearson Prentice Hall. All rights reserved.13 Navigating in a Worksheet ActionMouse CommandKeyboard Command Move to a cellClick the cellUse the arrow keys (directional keys on the right side of the keyboard) Move to cell A1Click the cellPress Ctrl+Home Move up one screenClick in the vertical scroll bar above the scroll box Press PgUp Move down one screenClick in the vertical scroll bar below the scroll box Press PgDn Move to a specific cell, even out of viewing space Press F5. Enter the cell reference and click Enter

Pearson Prentice Hall. All rights reserved.14 Saving a Workbook Saving a workbook saves all worksheets Click the Office button Click Save or Save As Save replaces existing file Save As allows a filename or location change First time a workbook is saved There is no difference between Save and Save As

Pearson Prentice Hall. All rights reserved.15 Correcting Mistakes Data entry mistake before pressing Enter key Backspace and retype Repairing data after data entry Click cell, retype entire entry Click cell, click Formula Bar, make changes, press Enter Click cell, press F2, make changes, press Enter Double-click cell, make changes, press Enter

Pearson Prentice Hall. All rights reserved.16 Clearing Contents Click cell, press Delete Right-click cell, click Delete, click OK Click the Clear arrow in Editing on Home tab Select from list of options

Pearson Prentice Hall. All rights reserved.17 Printing Use Print Preview first to see printed document Click the Office button Point to Print Click Print Preview Use Page Setup before Printing Page Tab – set orientation – Portrait or Landscape Scaling - Adjust to or Fit to options Margin Tab – change right, left, top bottoms margins Headers and footers Sheet Tab – gridlines, row and column heading

Pearson Prentice Hall. All rights reserved.18 Selecting Ranges, Columns, and Rows Range is a group of one or more cells Select before you change rule Selecting a range Click and drag over the cells Release mouse and cell will be shaded Multiple cells appear in a box with a border To select a column Click on the column heading To select a row Click on the row heading

Pearson Prentice Hall. All rights reserved.19 Inserting Columns and Rows ToDo This Insert a column1. Click the column heading (or click and drag multiple column headings) 2. Right-click in the shaded area 3. Click Insert Insert a row1. Click the row heading (or click and drag multiple row headings) 2. Right-click in the shaded area 3. Click Insert

Pearson Prentice Hall. All rights reserved.20 Deleting Columns and Rows ToDo this Delete a column1. Click the column heading (or click and drag multiple column headings) 2. Right-click in the shaded area 3. Click Delete Delete a row1. Click the row heading (or click and drag multiple row headings) 2. Right-click in the shaded area 3. Click Delete

Pearson Prentice Hall. All rights reserved.21 Cutting, Copying, and Pasting Cell Contents Moving data is cutting Duplicating data is copying Both actions place the data on the clipboard Temporary holding location Holds 24 different items Paste places the data in its new location Leaves a copy on the clipboard

Pearson Prentice Hall. All rights reserved.22 Formula Group of instructions for performing a calculation Begins with an = sign Arithmetic operations same as Algebra Order of precedence the same as Algebra Variables in Algebra become cell addresses Functions are predefined complex calculations Have an unique name Have parameters enclosed in parentheses =AVERAGE(A1:A30)

Pearson Prentice Hall. All rights reserved.23 Absolute and Relative Cell References Cell reference of copied formula changes based on the new location Relative cell referencing A1 Cell reference of copied formula does not change Absolute cell reference User must enter $ sign in front of cell reference $A$1

Pearson Prentice Hall. All rights reserved.24 Formatting Changes the appearance Not the values Column Width Change if numbers spill over into the next cell Or ######### appear instead of the number Place mouse pointer on dividing line between columns in shaded area at top of worksheet Drag dividing line to increase or decrease

Pearson Prentice Hall. All rights reserved.25 Formatting (continued) Aligning data Number automatically aligned to left User can center or left align numbers Select column to align Click Home tab, click Alignment Select type of alignment

Pearson Prentice Hall. All rights reserved.26 Formatting (continued) Formatting numbers Apply numeric formatting to add $, % or extra zeros Select column or range of cells Click Home tab then click Number group Select formatting

Pearson Prentice Hall. All rights reserved.27 Making the Worksheet Great Formatting Bold, italics, font type and size, alignment, borders, shading Numbers Currency Commas Dates Number of places after the decimal Spell check Don’t forget! Grammar check AutoCorrect Automatically corrects many misspellings

Pearson Prentice Hall. All rights reserved.28 Don’t Forget Spreadsheet software simplifies the task of organizing numeric data on an electronic grid of columns and rows A workbook includes one or more worksheets Microsoft Excel is a spreadsheet program included in Microsoft Office suite You can type data in a worksheet as text, numbers, or formulas

Pearson Prentice Hall. All rights reserved.29 Don’t Forget Before making any changes to worksheet data, first select the cells to be affected A range is a group of one or more cells You can select ranges, columns, and rows A formula is a set of instructions that tells Excel how to perform a calculation

Pearson Prentice Hall. All rights reserved.30 Don’t Forget Functions are predefined formulas that simplify complex operations Absolute cell references in a formula do not change as the formula is copied to another location Relative cell references change relative to the position from which they are copied Formatting is changing the worksheet by using alignment, formatting numbers, or changing the appearance of worksheet data

Pearson Prentice Hall. All rights reserved.31 Questions?