COMPUTER FOR HEALTH SCIENCES –COMP101 Lecture 11 : Spread sheet software Excel.02 1 Lecturer.Dalia Mirghani Saadabi

Spreadsheet Software Using Microsoft Excel

Working with Basic Functions  The parts of a function: Each function has a specific order, called syntax, which must be strictly followed for the function to work correctly.  Syntax order:  All functions begin with the = sign.  After the = sign, define the function name (e.g., Sum).  Then there will be an argument. An argument is the cell range or cell references that are enclosed by parentheses. If there is more than one argument, separate each by a comma. 3

 An example of a function with one argument that adds a range of cells, A3 through A9:  An example of a function with more than one argument that calculates the sum of two cell ranges: 4 Working with Basic Functions…

There are many different functions in Excel Some of the more common functions include: 1) Statistical functions:  SUM: Adds a range of cells together.  AVERAGE: Calculates the average of a range of cells. 2) Financial functions:  Interest rates.  Loan payments. 3) Date and time functions:  DATE: Converts a serial number to a day of the month.  MONTH: Converts a serial number to a month. You don't have to memorize the functions, but you should have an idea of what each can do for you. 5 Excel's different functions

To calculate the sum of a range of data using AutoSum  Select the Formulas tab.  Locate the Function Library group. From here, you can access all available functions.  Select the cell where you want the function to appear. In this example, select B7.  Select the drop-down arrow next to the AutoSum command.  Select Sum. A formula will appear in the selected cell, B7  This formula, =SUM(A2:A6), is called a function. The AutoSum command automatically selects the range of cells from A2 to A6, based on where you inserted the function. You can alter the cell range if necessary. 6

 Select the range from A2 to A6 then Press the Enter key or Enter button to see the total. 7

Select the cell where the function is defined.  Insert the cursor in the formula bar.  Edit the range by deleting and changing necessary cell numbers.  Click the Enter icon. 8 To edit a function

Select the cell where you want the function to appear—in this example, C5.  Click the Insert Function command on the Formulas tab. A dialog box appears.  SUM is selected by default. 9 To calculate the sum of two arguments

 Click OK, and the Function Arguments dialog box appears so you can enter the range of cells for the function.  Insert the cursor in the Number 1 field.  In the spreadsheet, select the first range of cells—in this example, A1 through A4. The argument appears in the Number 1 field.  To select the cells, left-click cell A1 and drag the cursor to A4, then release the mouse button.  Insert the cursor in the Number 2 field. 10

 In the spreadsheet, select the second range of cells—in this example, B1 through B4. The argument appears in the Number 2 field.  Notice that both arguments appear in the function in cell C5 and the formula bar when C5is selected.  Click OK in the dialog box, and the sum of the two ranges is calculated. 11

CountIF in Excel Kindly do the same picture below and write the formula in cell B11 =COUNTIF(B2:B9;"F") Then press Enter

CountIF in Excel…  Kindly do the same picture below and write the formula in cell B12 =COUNTIF(B2:B9;“M")  Then press Enter

IF Function  =IF(A1 > 5, “Nice", “bad")  Hit the enter key on your keyboard and your spreadsheet should look like ours below:

Create an Excel Chart From the tabs on the Excel Ribbon, click on Insert  Locate the Charts panel:  Choose the chart according to the problem you are worked on.

Formatting the chart 16  To Change the chart’s style  design tab.  To Change the chart’s details  Layout tab.  To Change the chart’s font  Format tab  To Move the chart.  To Resize the chart.

How to use AutoFill  we'll fill in the days of the week using something called AutoFill. This allows you to quickly fill in things like days of the week, months, and consecutive numbers.  Click inside cell B3 of your spreadsheet, and type Monday, as in the image below:

How to use AutoFill….  Position your mouse pointer to the bottom right of the B3 cell  The mouse pointer will change to a black cross, as in the images below. The image on the left shows the normal white cross; the image on the right, the black cross, tells you AutoFill is available:

How to use AutoFill….  When you can see the AutoFill cursor, hold down your left mouse button and drag to the right  Drag your mouse all the way to cell H3, as in the following image:  When your cursor is in the H3 cell, let go of the left mouse button  Excel will now complete the days of the week:

Printing Workbooks  To View the Spreadsheet in Print Preview: 20

Wish you all the best 21