Microsoft Excel Diane M. Coyle Spring 2009 CS 105

Objectives Exploring the Application Window Exploring the Application Window Data Entry & Worksheet Navigation Data Entry & Worksheet Navigation Selecting Cells and Text Selecting Cells and Text Simple Formulas Simple Formulas Relative & Absolute Cell References Relative & Absolute Cell References Working with Functions Working with Functions Financial, Logical & Date Functions Financial, Logical & Date Functions

Microsoft Excel Microsoft Excel is a spreadsheet application Microsoft Excel is a spreadsheet application Used to manipulate and analyze data (usually numeric), create graphs & charts, reports, etc. Used to manipulate and analyze data (usually numeric), create graphs & charts, reports, etc. Start > Programs > Excel Start > Programs > Excel

The Excel Window Common Windows Elements Common Windows Elements Title Bar Title Bar Menu Bar (2003) Menu Bar (2003) Toolbars (2003) Toolbars (2003) Ribbon (2007) Ribbon (2007) Status Bar Status Bar Task Bar Task Bar Scroll Bars Scroll Bars

The Excel Window Excel Elements Excel Elements Worksheet/Workbook Window – Document window Worksheet/Workbook Window – Document window Column & Row Headings Column & Row Headings Name Box & Formula Bar Name Box & Formula Bar Sheet Tabs & Tab Scrolling Buttons Sheet Tabs & Tab Scrolling Buttons Cursor and Insertion Point Cursor and Insertion Point

Workbook Navigation Cell Reference Cell Reference Intersection of a column & row Intersection of a column & row Cell A1 – Home cell (top left corner) Cell A1 – Home cell (top left corner) Active Cell Active Cell Selected cell – Dark border, ready for data input Selected cell – Dark border, ready for data input Cell reference appears in Name box Cell reference appears in Name box

Workbook Navigation Navigate Within Worksheet Navigate Within Worksheet Enter – Moves down one cell Enter – Moves down one cell Tab – Moves to the right one cell Tab – Moves to the right one cell Mouse Mouse Keyboard shortcuts (see handout on wiki site) Keyboard shortcuts (see handout on wiki site) Ctrl-Home – Moves to cell A1 Ctrl-Home – Moves to cell A1 Enter desired cell in the Name box Enter desired cell in the Name box

Workbook Navigation Navigate Between Worksheets Navigate Between Worksheets Default = 3 worksheets per workbook Default = 3 worksheets per workbook Click sheet tab to choose Click sheet tab to choose Use tab scrolling buttons to view additional worksheet tabs Use tab scrolling buttons to view additional worksheet tabs

Data Entry Text Text Letters, symbols, numbers, spaces Letters, symbols, numbers, spaces May be data, but is usually descriptive – i.e. Labels May be data, but is usually descriptive – i.e. Labels Default = Left aligned Default = Left aligned Dates Dates Treated differently than text Treated differently than text Format can be changed Format can be changed

Data Entry Values Values Numbers representing quantity Numbers representing quantity Currency, percentages, negative numbers, etc. Currency, percentages, negative numbers, etc. Default = Right aligned Default = Right aligned Some numbers (phone numbers, SS#) may be treated as text Some numbers (phone numbers, SS#) may be treated as text

Correcting Data While cell is still active – Backspace key While cell is still active – Backspace key After data has been entered: After data has been entered: Click on cell, re-enter correct info OR Click on cell, re-enter correct info OR Select cell, edit data in Formula bar OR Select cell, edit data in Formula bar OR Double-click cell to open in edit mode Double-click cell to open in edit mode

Selecting Cells, Text & Ranges Range – Group of worksheet cells Range – Group of worksheet cells Adjacent – Single rectangular block Adjacent – Single rectangular block Example – A1:B10 Example – A1:B10 Select by clicking a corner cell, hold left mouse button down and drag to last desired cell. Release button once range is highlighted. Select by clicking a corner cell, hold left mouse button down and drag to last desired cell. Release button once range is highlighted. Non-Adjacent – Two or more separate blocks Non-Adjacent – Two or more separate blocks Example: A1:B10;A12:B15 Example: A1:B10;A12:B15 Select first range as above, then hold Ctrl key and select next range. Select first range as above, then hold Ctrl key and select next range.

Selecting Cells, Text & Ranges Alternate Selection Methods Alternate Selection Methods Select large blocks by clicking first cell, hold Shift key and click last cell Select large blocks by clicking first cell, hold Shift key and click last cell Entire worksheet – Click Select All button (upper left corner of worksheet) Entire worksheet – Click Select All button (upper left corner of worksheet) Entire row or column – Click row or column heading Entire row or column – Click row or column heading

Selecting Cells, Text & Ranges Moving Data Moving Data Select desired range Select desired range Position cursor on border, look for 4-headed arrow Position cursor on border, look for 4-headed arrow Left click and drag to new location Left click and drag to new location

Using the Fill Tool Fill Handle – Bottom right corner of cell Fill Handle – Bottom right corner of cell Drag fill handle to copy cell information to other designated cells Drag fill handle to copy cell information to other designated cells Copy text, numbers, formulas, dates Copy text, numbers, formulas, dates Smart tag – Provides additional options Smart tag – Provides additional options

Using the Fill Tool Fill Series Fill Series Menu: Edit > Fill > Series (2003) Menu: Edit > Fill > Series (2003) Home tab > Editing group > Fill button > Series (2007) Home tab > Editing group > Fill button > Series (2007) Numbers increase by constant value Numbers increase by constant value Dates Dates Days of Week Days of Week Months Months

Using Formulas Formulas Formulas Expression used to calculate a value Expression used to calculate a value Always begin with the equal sign (=) Always begin with the equal sign (=) Arithmetic Operators Arithmetic Operators +, -, *, / +, -, *, / Order of Precedence – Determines which operator is calculated first Order of Precedence – Determines which operator is calculated first Please Excuse My Dear Aunt Sally Please Excuse My Dear Aunt Sally Parentheses, Exponents, Multiplication, Division, Addition, Subtraction Parentheses, Exponents, Multiplication, Division, Addition, Subtraction

Using Formulas Always begin with the equal sign Always begin with the equal sign Order of Precedence (see handout on wiki) Order of Precedence (see handout on wiki) Whenever possible, don’t use numbers! Whenever possible, don’t use numbers! Type cell references OR Type cell references OR Use “point and click” – reduces input errors Use “point and click” – reduces input errors

Using Formulas Addition: + Addition: + Subtraction: - Subtraction: - Multiplication: * Multiplication: * Division: / Division: /

Using Formulas Copying and Pasting Formulas Copying and Pasting Formulas Reduces input errors Reduces input errors Saves time Saves time Cell references change as required Cell references change as required Select cell or range > Click Copy button Select cell or range > Click Copy button Select desired location > Click Paste button Select desired location > Click Paste button

Using Formulas Using the Fill Tool Using the Fill Tool More efficient than Copy/Paste More efficient than Copy/Paste Fill handle – Right bottom corner of active cell Fill handle – Right bottom corner of active cell Left click and drag fill handle to copy cell contents Left click and drag fill handle to copy cell contents

Cell References Relative – Changes when copied or moved to new location Relative – Changes when copied or moved to new location A1 A1 Absolute – Does not change when copied or moved Absolute – Does not change when copied or moved $A$1 $A$1 Mixed – Combines both Mixed – Combines both $A1 or A$1 $A1 or A$1

Cell References Indicate by manually entering $ symbols where needed OR Indicate by manually entering $ symbols where needed OR Select cell reference, press F4 key Select cell reference, press F4 key

Cell References Relative – Use when cell information will need to be adjusted depending on location Relative – Use when cell information will need to be adjusted depending on location Absolute – Use when information always needs to refer to a specific location Absolute – Use when information always needs to refer to a specific location

Working with Functions Function – Pre-defined formula for commonly used calculation Function – Pre-defined formula for commonly used calculation Name – SUM, AVERAGE, MIN, MAX, etc. Name – SUM, AVERAGE, MIN, MAX, etc. Syntax – Order in which different parts are entered Syntax – Order in which different parts are entered Argument – References used to calculate value (numbers, text or cell references) Argument – References used to calculate value (numbers, text or cell references) =FUNCTION(argument 1, argument 2,…)

Working with Functions Excel has over 350 functions, organized into 11 categories: Excel has over 350 functions, organized into 11 categories: Database Database Date and Time Date and Time Engineering Engineering Financial Financial Information Information Cube Cube Logical Logical Lookup & Reference Lookup & Reference Math & Trig Math & Trig Statistical Statistical Text Text

Working with Functions Commonly Used Functions Commonly Used Functions AVERAGE – Calculates average value AVERAGE – Calculates average value COUNT – Counts the number of cells containing numbers COUNT – Counts the number of cells containing numbers MAX – Calculates largest value MAX – Calculates largest value ROUND – Rounds a number to specified number of digits ROUND – Rounds a number to specified number of digits SUM – Calculates the sum of a specified range SUM – Calculates the sum of a specified range

Working with Functions AutoSum AutoSum Button on toolbar (2003) or Home tab in the Editing group (2007) Button on toolbar (2003) or Home tab in the Editing group (2007) Choose cell for total, click AutoSum Choose cell for total, click AutoSum Sums the cells adjacent to the active cell, either horizontally or vertically Sums the cells adjacent to the active cell, either horizontally or vertically

Working with Functions Calculate a Loan Payment Calculate a Loan Payment PMT function PMT function PMT(rate,nper,pv,[fv=0],[type=0]) Rate = Interest rate Rate = Interest rate Nper = Total number of payments Nper = Total number of payments PV = Present loan value PV = Present loan value FV = Future loan value (Optional) FV = Future loan value (Optional) Type = When payment is made during loan period (Optional) Type = When payment is made during loan period (Optional)

Working with Functions Possible to use PMT to calculate future interest earnings: Possible to use PMT to calculate future interest earnings: Data needed – Interest rate, Amount of time, Desired amount of savings Data needed – Interest rate, Amount of time, Desired amount of savings Present value = 0 Present value = 0 Future value = Desired amount Future value = Desired amount Example: How much money is required if it earns 6% annual interest rate compounded monthly over 5 years to yield $5,000? Example: How much money is required if it earns 6% annual interest rate compounded monthly over 5 years to yield $5,000?=PMT(0.06/12,5*12,0,5000)

Logical Functions Use to determine if a condition is True or False Use to determine if a condition is True or False IF – Decides the contents of a cell on a spreadsheet based on whether a test condition is true or false IF – Decides the contents of a cell on a spreadsheet based on whether a test condition is true or false AND – Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument is FALSE AND – Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument is FALSE OR – Returns TRUE if one or more of its arguments is true, otherwise it returns FALSE OR – Returns TRUE if one or more of its arguments is true, otherwise it returns FALSE

Logical Functions More Logical Functions More Logical Functions NOT – Returns TRUE if value is false, returns FALSE if value is true. Use NOT when you want to make sure a value is not equal to one particular value. NOT – Returns TRUE if value is false, returns FALSE if value is true. Use NOT when you want to make sure a value is not equal to one particular value. FALSE – Returns the value FALSE FALSE – Returns the value FALSE TRUE – Returns the value TRUE TRUE – Returns the value TRUE

Date Functions Dates are stored as integers Dates are stored as integers Integer values = number of days since January 1, 1900 Integer values = number of days since January 1, 1900 Allows dates to be used as numbers for inclusion in formulas Allows dates to be used as numbers for inclusion in formulas

Date Functions DATE – Returns integer for date (i.e. 6/24/2004 = 38162) DATE – Returns integer for date (i.e. 6/24/2004 = 38162) DAY – Yields day of the month from the date value (i.e. 1-31) DAY – Yields day of the month from the date value (i.e. 1-31) MONTH – Yields month from date value (i.e. 1-12) MONTH – Yields month from date value (i.e. 1-12) NOW(), TODAY() – Returns integer for current date and time, updates automatically NOW(), TODAY() – Returns integer for current date and time, updates automatically WEEKDAY – Calculates day of week (1-7) WEEKDAY – Calculates day of week (1-7) YEAR – Returns year number from date value YEAR – Returns year number from date value