CMPF124 Productivity With Information Technology Module 3 Microsoft Office Suite Microsoft Excel Microsoft Office Suite Microsoft Excel

MODULE OVERVIEW Part 1 What is A Spreadsheet? Part 2 Gaining Proficiency: Copying and Formatting Part 3 Using Formulas & Functions Part 4 Graphs and Charts: Delivering A Message

CMPF124 Productivity With Information Technology Part 1 What is A Spreadsheet?

Objectives Describe what a spreadsheet is and potential applications Distinguish between a formula and a constant Open, save, print a workbook; –insert and delete rows and columns Use Page Setup to print worksheet and preview before printing

Spreadsheet Basics The spreadsheet is the microcomputer application that is most widely used by managers and executives (i.e. a computerized ledger) Annual Report with Graph can be created easily with Excel

Spreadsheets Example

Excel 2007 Worksheet worksheets Columns Rows Cell Cell A1 (Column A, Row 1) is also the Active Cell The Ribbon

Spreadsheet Basics  Cell - the intersection of a row and column form a cell in a spreadsheet.  Cell references - each cell has a unique address or reference such as A9 (cell located at column A and row 9).

 Function - a predefined computational task or calculation.  SUM(B2:B8), =MAX(H1:M1)  Other would be MIN(),MAX, Spreadsheet Basics

 Formula - a combination of numeric constants, cell references, arithmetic operators, and/or functions that produces a new value from existing values.  = B3+2 =10-C5 + SUM(B2:B8)  = A1+A2  Constant - an entry that does not change and may be numeric or descriptive text.  For numeric usually example in a Formula it is in form of value (= B2 * 10)  For descriptive use the Formula Tab to determine a constant name (= B2 * Test) Spreadsheet Basics

Excel 2007 Basics Common user interface on all Office 2007 applications A worksheet is an Excel spreadsheet A workbook contains one or more worksheets The Ribbon—Replaces the previous Menu Bar and Tool Bar The Office Button-Save, Open and Print commands

Modifying the Worksheet Insert Command (using ribbon) To add individual cells, rows or columns

Delete Command To delete individual cells, rows or columns Modifying the Worksheet

Right click Menu

Page Setup Dialogue Box Page, Margins, Header/Footer, and Sheet Tabs Modifying the Worksheet Click the Dialogue Box Launcher at the Page Setup Frame of the Page Layout Tab

CMPF124 Productivity With Information Technology Part 2 Gaining Proficiency: Copying and Formatting

Objectives Define, select and deselect cell ranges Differentiate between relative, absolute and mixed addresses Format a worksheet Change column widths

Getting around the Worksheet Range - rectangular group of cells, which are specified by indicating the diagonally opposite corners. Range

C4:F6 RANGE

RANGE Range C4:F4 Range C4:C6

Getting around the Worksheet Absolute reference - a reference that does not change when copied. It is specified with a dollar sign in front of both the row and column ($A$1). Relative reference - a reference that adjusts during a copy operation and is specified without dollar signs (A1). Mixed reference - a reference that adjusts either the row or column reference but not both. It is specified with a single dollar sign ($A1 or A$1).

Getting around the Worksheet Absolute Reference for Cell F5 = D6*$B$15 Cell F6 = D6*$B$15 Cell F7 = D7*$B$15 etc Relative Reference for Cell E5 = C5-D5 Cell E6 = C6-D6 Cell E7 = C7-D7 etc

Excel 2007 Formatting Row height - the height of a row in a worksheet. The row height changes automatically as the font size changes. Right-click a row to access the Row Height attribute. Select a row and move your cursor to the row’s border to use the row height handler.

Excel 2000 Formatting Double- click the row height handler so that the row height is the minimum height that can make the row’s cells’ content visible vertically. Column width - the width of a worksheet column can be changed the same way that row height can be changed.

Excel 2007 Formatting The most commonly used formatting commands are available as buttons at the Home tab or by right-clicking the cell to be formatted. Format Cells Dialog Box

Excel 2007 Formatting

Number tab – enables you to specify the type of value contained in a cell and how it should be displayed. Alignment tab - you may align text within the cells either horizontally or vertically and then choose left, center, right, justify or centered. Fonts tab – you may format the size, colour, style, and font family to be used. Border tab - enables you to create a border around a cell or range. Fill tab - lets you choose a different color to shade the cell or range

Excel 2007 Formatting

The Number Tab in the Format Cells Dialogue Box General - the default format for numeric entries and displays the way it was entered. Number - displays a number without the thousands separator comma and with any number of decimal places. Currency - displays a number with the 1000 separator comma and an optional dollar sign and negative values (in red or minus sign). Accounting - displays a number with the thousand separation, optional dollar sign (leftmost aligned) negative values in ( ) and zero values as hyphens. Date - displays a date in various date formats.

The Number Tab in the Format Cells Dialogue Box Time - displays the time in various time formats. Percentage - the number is multiplied by 100 before is displayed with a % sign. Fraction - displays a number as a fraction such as ¼. Scientific - displays a number as a decimal followed by the exponent of base 10. Text - left aligns the entry; useful for numbers that are not used in calculations such as zip codes. Special - displays a number with extra characters such as ( ) around a phone number area code. Custom - allows you to develop your own formats.

CMPF124 Productivity With Information Technology Part 3 Using Formulas & Functions

Objectives Write simple formula for basic calculations Use existing function of Excel : –SUM –AVERAGE –MAX –MIN –PMT function –Use Goal Seek Create, view and print large spreadsheets

Formulas A formula is an entry that performs calculation The result of the calculation is displayed in the cell containing the formula A formula always begin with an “=“(equal) sign, which defines it as a numeric entry In a formula that contains more than one operator, Excel performs the calculation in a specific order or precedence. –Formula = 5*4–3 = 17 –Formula = 5*(4–3) = 5 The values on which a numeric formula performs a calculation are called operands (numbers, cell references).

Formulas Formulas use the following arithmetic operators to specify the type of numeric operation to perform : + for addition - for subtraction / for division * for multiplication ^ for exponentiation

Formulas Let say we have a range of cells (B1  B10) with value (1  10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 as follow B11=B1+B2+B3+B4+B5+B6+B7+B8+B9+B10

Functions Functions are built-in formulas that perform certain types of calculations automatically The syntax or rules of structure for entering all functions is = Function name(argument1, argument2,…) Common functions are : =SUM()  Total of arguments =AVERAGE()  Average of arguments =MAX()  Maximum value in argument =MIN()  Minimum value in argument

Functions (SUM) Let say we have a range of cells (B1  B10) with value (1  10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 which is quite lengthy = B1+B2+B3+B4+B5+ B6+B7+B8+B9+B10 Using functions =SUM(), we can just use a simpler formula which is =SUM(B1:B10)

Functions (AVERAGE) Let say we have a range of cells (B1  B10) with value (1  10). To get the average value ( / 10 = 5.5) in an array of numbers we can use the =AVERAGE() function, which is =AVERAGE (B1:B10)

Functions (MAX & MIN) Let say we have a range of cells (B1  B10) To get the MAX or MIN value in an array of numbers we can use the =MAX() or MIN() function, which is =MAX(B1:B10) = 10 =MIN(B1:B10) = 1 =MAX(B1:B10) = 10 =MIN(B1:B10) = 1

What-If Analysis A technique used to evaluate the effects of changing selected factors in a worksheet. This is a common accounting function that has been made easier with the introduction of spreadsheet programs By substituting different values in cells that are referenced by formulas, you can quickly see the effect of the changes when the formulas are calculated. Car Loan You can change the value of the down payment to determine your monthly payment to the bank

Analysis of a Car Loan Can I afford it? How do I calculate for: rebates down payments interest rates years of loan

Using a Worksheet for Analyzing a Car Loan Using a Worksheet for Analyzing a Car Loan Set up a worksheet template with initial conditions Use the PMT function to computes the associated payment for a loan. To calculate PMT we need to know interest rates divided by 12, length of the loan, and amount of the loan B7=PMT(B5/12,B6*12,B4) Use Goal Seek to set an end result

Setting up Goal Seek Establish PMT –interest rate –term –down payment Use Goal Seek –change result changing one variable

PMT Function –A predefined formula that accepts one or more arguments as input, performs the indicated calculation and returns another value as output Goal Seek command –Enables us to set an end result in order to determine the input to produce that result Setting up Goal Seek (Cont…)

Managing a Large Worksheet Scrolling shows specific rows and columns Freezing Panes keeps headings in sight AutoFill capability enter series into adjacent cells Repeat specific rows as headings for printouts

Freeze Panes 1.Select the first row below the rows that should be frozen (Row 5). 2.At the View tab, click on Freeze Panes. 3.Rows 1-4 are frozen and visible no matter how far you scroll. 1.Select the first row below the rows that should be frozen (Row 5). 2.At the View tab, click on Freeze Panes. 3.Rows 1-4 are frozen and visible no matter how far you scroll.

AutoFill Handler 1.Select the cells that can specify the pattern of the succeeding cells. 2.Drag the fill handler until it previews the last of the required value. You can move the handler back and forth. 3.Release the fill handler when you’re done. 1.Select the cells that can specify the pattern of the succeeding cells. 2.Drag the fill handler until it previews the last of the required value. You can move the handler back and forth. 3.Release the fill handler when you’re done.

Printing Repeating Rows 1.Launch the Page Setup Dialogue Box. 2.At the Sheet tabs, specify the rows to be repeated. $1:$4 specifies Rows 1 to 4 3.Press OK. 1.Launch the Page Setup Dialogue Box. 2.At the Sheet tabs, specify the rows to be repeated. $1:$4 specifies Rows 1 to 4 3.Press OK.

CMPF124 Productivity With Information Technology Part 4 Graphs and Charts: Delivering A Message

Objectives Introduction to Excel charts Elements of an Excel chart How to create a chart

Introduction to Excel Charts A chart is a visual representation of numeric values (data on a worksheet) It helps viewers to spot trends or patterns from tabulated data more quickly What can you infer from this student’s historical CGPA? Period of StudyCGPA Trimester Trimester Trimester Semester Semester Semester

Introduction to Excel Charts What can you easily spot from the chart now?

Introduction to Excel Charts A chart is created from data on a worksheet The different parts of a chart are derived from the way the worksheet data is structured, e.g.: –the numeric CGPA values becomes the charted points –the names of the study periods become the points on the x-axis

Introduction to Excel Charts A chart can be embedded into the same worksheet that contains the data values

Introduction to Excel Charts It can also be placed in a separate chart sheet (better for large or complex charts)

Introduction to Excel Charts It can even be embedded into another Office document e.g. Word and remain dynamic

Introduction to Excel Charts A chart is dynamic because it is linked to the data values from which it was created If the a data value is edited, then the chart is automatically updated to reflect the edited value

Elements of an Excel Chart Legend y-axis or Value Axis Major Gridline Data Label Data Marker x-axis or Category Axis Axis Title Chart Title Axis Title Chart Area Plot Area Minor Gridline Category Scale Value

Elements of an Excel Chart ElementExplanation Chart AreaThe area occupied by the entire chart, including legends, labels, etc. Plot AreaThe area occupied by the data plotted on the chart. Data MarkerThe chart’s physical representation of a data value from a data series. In this chart, the data markers are columns. They could be squares on a line chart, or segments of a pie chart, etc. Data SeriesA set of related data values e.g. GPAs of students from Trimester 1 is one data series, GPAs of students from Trimester 2 is another data series. CategoryA grouping of comparable data values from each data series e.g. Chitra’s GPAs from the three data series are under one category since it is her personal performance trimester by trimester that we want to compare in this chart.

How to Create a Chart 1.Enter the data into the worksheet. 2.Structure it appropriately with headings. 3.Select the range of structured data (let’s say A1:D4) and press Alt + F1

How to Create a Chart 4.An unformatted chart is created on the same worksheet.

How to Create Chart 5.To add more chart elements, select the chart and click on the Chart Tools context menu, and choose Layout. Specify the chart title, axis labels, data labels, gridlines, etc as required.