By: Phuong Nguyen 1

 Menu Bar Options Menu Bar Options  Columns, Rows, and Cells Columns, Rows, and Cells  Format Cells Format Cells  Rename Worksheet Rename Worksheet  Data Entry Data Entry  AutoComplete AutoComplete  AutoFill AutoFill  Charts Charts  Formulas Formulas  PivotTables PivotTables *Note: You can click on any of the above links to learn more about that topic and you can click on the table of contents image to return to this slide. 2

 Home – Clipboard, Font, Alignment, Number, Styles, Cells, and Editing  Insert –Tables, Illustrations, Charts, Links, and Text  Page Layout – Themes, Page Setup, Scale to Fit, Sheet Options, and Arrange  Formulas – Function Library, Defined Names, Formula Auditing, and Calculation  Data – Get External Data, Connections, Sort & Filter, Data Tools, and Outline  Review – Proofing, Comments, and Changes  View – Workbook Views, Show/Hide, Zoom, Window, and Macros  Nuance PDF – PDF Converter 6 and PDF Create! 6 Excel  Design – Type, Data, Chart Layouts, Chart Styles, and Location  Layout – Current Selection, Insert, Labels, Axes, Background, Analysis, and Properties  Format – Current Selection, Shape Styles, WordArt Styles, Arrange, and Size 3

In this example, the active cell, which is outlined in black, is ‘A1’. The corresponding column heading ‘A’ and row heading ‘1’ are highlighted to indicate the active cell. *Note: Right-click on a column heading or a row heading to view available options such as Cut, Copy, Paste, Insert, Delete, Format Cells, Column Width, Hide/Unhide, etc. 4 Identify Rows and Columns:  Columns – Alphabets  Rows – Numbers *Note: Identify cell address (or cell reference) by Column letter, then by Row number. The cell reference is displayed in the upper left corner of the work-sheet.

 Select column(s), row(s), or cell(s)  Right-click your selection and click on Format Cells…  View and select from available options  Number  Alignment  Font  Border  Fill  Protection 5

Rename a Worksheet:  Double-click to rename it or  Right-click and select ‘Rename’ 6

How to Enter Data:  Date – Use forward slash ( / )or hyphen ( - ); stored as serial number  Time – Use ‘a’ or ‘p’ to designate AM or PM, respectively  Monetary – Use dollar sign ( $ )  Fraction – Enter a zero ( 0 ) and space before fraction  Fraction – Enter space between whole number and fraction  Parentheses and Numbers – Indicates a negative number Example: (100) equals

AutoComplete: If the first few letters you type in a cell match an entry you’ve already made in that column, Excel will fill in the remaining characters for you. Just press ENTER when you see them added. AutoComplete works for text or text with numbers. It does not work for numbers only (dates or times). 8

AutoFill: Type one or more entries in an intended series, and then extend the series. With AutoFill, you can quickly enter data in a series. Extend the series by clicking and dragging the Fill Handle (tiny box in bottom right corner of active cell) to populate the data in column or row. 9

Create a Column Chart: *Note: Enter data information. Subject headings are important. 1. Select/highlight all data inform-ation to be included in the chart 2. Click ‘Insert’ tab 3. Click ‘Column’ and select from available options *Note: The Menu Bar Options expand to include the following tabs:  Design – Types, Layouts, Data, Styles, etc.  Layout – Titles, Legend, Labels, etc.  Format – Shape and WordArt Styles, Size, etc Click Design, Layout, and Format tabs 5. Select from available options

11 Chart Toolbars: Nothing More – Society 6 "Explore. Explore. Explore - Until there's nothing more"

12 Mathematical Operators:  Addition – plus sign ( + )  Subtraction – minus sign ( - )  Multiplication – asterisk ( * )  Division – forward slash ( / )  Exponentiation – caret ( ^ ) Order of Operations (BEDMAS):  Brackets  Exponentiation  Division  Multiplication  Addition  Subtraction

Enter Formula in Cell: 1. Enter equal sign ( = ) 2. Enter number 3. Enter operator ( + - * / ^ ) 4. Enter another number 5. Repeat Steps 2-4 for complex mathematical equations 6. Press Enter or Tab key Example 1: = (1 + 4) × ÷ 3 – 4 Example 2: = 5 × ÷ 3 – 4 13

Option 1: 1. Select pre-written function a) Click Formulas tab b) Click Insert Function or AutoSum 2. Click cell reference *Note: Hold Ctrl key to select more cell reference(s) 3. Press Enter or Tab key Example: = SUM(A1:A5) / 2 Option 2: 1. Enter equal sign ( = ) 2. Click cell reference 3. Enter operator ( + - * / ^ ) 4. Click cell reference 5. Repeat Steps 2-4 for complex mathematical equations 6. Press Enter or Tab key Example 1: = (A1 + B2)× C3 + D4 ÷ E5 – F6 14

Helpful Hints:  Example of a series  A1:A5 (This selects Column A, Rows 1-5)  A1:E1 (This selects Row 1, Columns A-E)  A1:E5 (This selects Columns A-E, Rows 1-5)  Hold Ctrl key to select two or more cell reference(s)  Use cell reference(s) instead of an “absolute” value  Enter formulas manually versus pre-written functions  Comma-Separated-Value(s) for pre-written functions  Mathematical Operators for formulas entered manually  Dollar sign ( $ ) in front of alpha/numeric character or both makes the column/row or both an “absolute” value.  $A$1 (Absolute cell reference)  $A1 (Absolute column reference)  A$1 (Absolute row reference) 15 Pre-written Formulas

1. #### – The column isn’t wide enough to display the contents of the cell. To fix the problem, you can increase column width, shrink the contents to fit the column, or apply a different number format. 2. #REF! – A cell reference isn’t valid. Cells may have been deleted or pasted over. 3. #NAME? – You may have misspelled a function name or used a name that Excel doesn’t recognize. 16

FunctionUsed to Find NETWORKDAYSNet number of workdays between two dates WORKDAYDate that falls a specified number of workdays after another date DATEDate that falls a specified number of years, months, or days after another TODAYCurrent date 17

Subtract Dates: Enter ( = 8/15/2012 – 5/24/2012 ) Or Enter ( = E1 – E2 ) You should get 83. A great way to keep track of suspense. 18

1. Enter dates in Cell_1 and Cell_2 2. Enter dates for holidays in separate cells 3. Click AutoSum drop-down arrow and select More Functions… 4. Select Date & Time for category 5. Select NETWORKDAYS for function and click OK 6. Click Cell_1 for Start_date; click Cell_2 for End_date; and select holidays cell references for Holidays 7. Click OK In fiscal year 2012 example, you should get 252 workdays after subtracting ten holidays. 19

1. Enter Start Date in Cell_1 2. Enter Days to Completion in Cell_2 3. Enter dates for holidays in separate cells 4. Click AutoSum drop-down arrow and select More Functions… 5. Select Date & Time for Category 6. In Select a function box, scroll down and select WORKDAYS and click OK 7. Click Cell_1 for Start date; click Cell_2 for Days; and select holidays cell references for Holidays 8. Click OK *Note: Format cells as needed 20

 Date has 3 arguments  Year  Month  Day  Mathematical equations with dates, enter one of the following:  = DATE ( Year + ______, Month + _______, Day + _______ )  = DATE (Year - _______, Month - ________, Day - _______ )  Fill in the blank (optional) with a number or cell reference containing a number 21

1. Click on an empty cell 2. Click AutoSum drop-down arrow and select More Functions… 3. Select Date & Time for category 4. Select TODAY function and click OK  TODAY inserts the current date, which is updated each time a workbook is opened or recalculated.  You can use it to find out things like how many days old you are, based on today’s date. 22

 Use a PivotTable report to analyze and summarize your data.  Use a PivotTable to turn data into small, concise reports that tell you exactly what you need to know.  The subject heading in each column of source data becomes a field that you can use in the report.  Each row of data becomes a record that you can analyze; do not leave any rows empty or blank. 23

*Note: Must have a spreadsheet with data input. 1. Locate spreadsheet containing data 2. Click Insert tab 3. Click PivotTable and select PivotTable 4. Make a selection under ‘Choose where you want the PivotTable report to be placed’ 5. Click OK 24

1. ‘Choose fields to add to report’ under ‘PivotTable Field List’ on the right. 2. ‘Drag fields between areas below’ a. Report Filter b. Column Labels c. Row Labels d. Values Test and see the various reports you can build with your data source. 25