1 Introduction to Spreadsheets Bent Thomsen

2 What is an electronic spreadsheet? It is the electronic equivalent of an accounting worksheet, comprised of rows and columns to allow you to do many tasks in the organization of numbers in a clear, easy to understand format

3 What is an electronic spreadsheet? It is a tool to help you calculate budgets, do economic analysis, statistics, planning, engineering calculations, … Replaces pen, paper and pocket calculator Can show diagrams and graphs Can input data from other programs Can output data to other programs

4 Some Advantages of Spreadsheets Spreadsheets are capable of exploring “what- if”scenarios (e.g. budgets, submitting bids) Once it is set up properly, the user can save time by never having to set up the spreadsheet again –Blank spreadsheets are called templates. –Monthly salaries,grade sheets

5 Spreadsheet terminology Row - horizontal axis (designated by numbers) Column - vertical axis (designated by letters) Cell - intersection of row and column (designated by an address comprised of the column letter and row number e.g. A1) Block//Range - a rectangular group of one or more cells (identified by block coordinates (e.g. A1:G4)

6 Spreadsheet terminology (con’t.) Label - alphanumeric Value - a number or formula result Formula - creates relationships among other cells Template - a notebook that has labels, formulas, and all of the formatting but no actual data (e.g. actual figures and numbers)

7 How big is a spreadsheet? Normally you see 9 columns and 18 rows = 162 cells One sheet has 256 columns and rows = cells That is more than screens Would take A4 pages to print Take 194 days to fill at one cell pr second

8 Exploring the Excel Screen Title bar Menu toolbar Standard toolbar Screen Tip Active worksheet in workbook window Formatting toolbar Task Pane: organizes related commands

9 Activating Toolbars Click on View and Toolbars Toolbars sub- menu appears Click on desired toolbar Check indicates active item; click to deactivate

10 Moving Around the Worksheet Working in an active cell (intersection of a row and column) Cell pointer I-beam: to place insertion point Insertion point: where text will be entered

11 Moving Around the Worksheet Move cell pointer –arrow keys –scroll bars Change pages –click on tabs –tab scroll buttons

12 Moving Around the Worksheet Consider cell B4 active Note –thick cross mouse pointer –row, column buttons highlighted After scrolling to right, note … –row button still highlighted –name box still shows B4 as active cell

13 Moving Around the Worksheet Using the Go To dialog box –Named cell references show here –specify name or cell reference –Special button to go to other kinds of objects

14 Moving Around the Worksheet To select a column Click on the column heading button Whole column is highlighted

15 Entering Labels Click desired cell to make it active Label is displayed both in cell and in formula bar as you type Label displays out of its column –as long as other columns are empty

16 Worksheet with Labels Note –Documentation section –Label cut off, next cell occupied –Labels aligned left

17 Editing a Cell's Information Click on desired cell –Cell pointer moves there –Contents displayed in formula bar Click mouse pointer (I-beam) to location within text –type, delete, copy, paste as needed I

18 Entering Values When entering numbers –do not use commas –numbers are right justified by default To proceed to next cell right use [Tab] or right arrow key To proceed down, use [Enter] key

19 Entering Formulas Formulas are mathematical equations –perform calculations –always start with an equal sign (=) Formula shows in formula bar Note color references in formula...

20 Entering Formulas After formula entered and cell pointer moved –Formula does not show in formula bar –Result of calculations shows in cell where formula entered

21 Operators ^ - exponents + - addition * - multiplication / - division - - subtraction = - function

22 Order Calculations are Performed First exponents Then any multiplication and division in the order they occur Then any addition and subtraction in the order they occur

23 Parentheses Operations within parentheses are performed before those outside. Within the parentheses the basic rules are followed. Multiple sets of parentheses, the innermost are executed first followed by the next set.

24 Built-in functions Functions are pre-written formulas Functions must start with an equal sign Functions takes value(s), perform an operation, and returns a value(s) Values you use with a function are arguments =AVERAGE(D3:D7) –AVERAGE is the function –D3:D7 is the argument

25 Using Functions Advantages of predefined functions –save time –more accurate Using AutoSum –Click cell at bottom of column –Click AutoSum button –Excel assumes it should total the column –SUM function inserted

26 Using Functions AutoSum can also be used to right of a row of numbers

27 Using Functions Note end results of using AutoSum Note: –Click AutoSum button once to display formula, again to apply –SUM formula displays in Formula bar

28 Using the Function Insert Feature Click on Insert, and Function Insert Function dialog box appears Select function category Choose specific function desired

29 Using the Function Insert Feature Note calculated result of inserted function Animated border shows selected range Formula appears in cell Arguments of function must be specified

30 Using the Function Insert Feature Note calculated result of inserted function

31 Creating a Chart Select series of numbers from worksheet Click Chart Wizard button –Dialog box opens Choose chart type, sub-type –Note preview button Click on Next button to proceed

32 Creating a Chart Step 2 –Review and change series range as needed –Click CategoryLabels button to specify source of labels for chart

33 Creating a Chart Labels now show in legend Range for labels now displayed Click on Next button to proceed

34 Creating a Chart Step 3 –Enter titles (which will show on preview) –Specify legend details on legend tab –Specify Data Label details as shown Click on Next button to proceed

35 Creating a Chart Step 4 –Specify where chart will appear –Click Finish

36 Creating a Chart Chart is displayed as object in worksheet Note Chart toolbar displayed while chart is selected

37 Statistical analysis in Excel you can do a range of statistics in Excel using the ‘Analysis ToolPak’ you can calculate a correlation matrix and undertaking regression analysis results of this analysis goes on additional sheets in the Excel workbook. remember to save this workbook often (as a.xls format file) note, Excel is powerful but it is not a statistics package. Alternatives are SPSS and Minitab which are full function statistics packages and will do lots more. they will read Excel spreadsheets and dbf format data files

38 Opening the ToolPak, Excel’s data analysis add-in go to ‘Tools’ -> ‘Add-Ins’ choose ‘Analysis ToolPak’ and click ‘OK’

39 Correlation analysis are A and B related? correlation coefficient provides a single numerical value describing a linear relationship, telling us the direction and strength

40 you can get Excel to add the ‘best fit’ line (Trendline) through the scatter of points to do this select the data points on the chart, right-click and choose ‘Add Trendline’ In the ‘Add Trendline’ box choose ‘Type’ - ‘Linear’ and click ‘OK’

41 now we want to calculate the actual Pearson’s correlation coefficient (the r value) for this relationship it is very easy to calculate with Excel What do you think r will be??

42 go back to the ‘Tools’ menu and select ‘Data Analysis’ In the ‘Data Analysis’ window choose ‘Correlation’

43 Correlation analysis this window allows you to define the variables you want to correlate you will correlate all your census variables to get a full correlation matrix the ‘Input Range:’ box defines the columns in the spreadsheet you want to run the correlation on. click in this box and then with the mouse select all the columns of census data check the ‘Labels in First Row’ box as well. make sure the ‘New Worksheet Ply:’ option is checked and call it ‘correlation’ and then click on ‘OK’

44 Steps in Developing a Spreadsheet 1.Determining the purpose - what inputs, what outputs, what printed reports 2.Planning - plan it on paper first 3.Building and testing - make sure it manipulates the data correctly 4.Documenting - should include something within the worksheet itself (directions, name and date)