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OFF120: MSExcel for Advocates-2003 September 18, 2009 Rachel R. Medina, LSNTAP

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OFF120: MSExcel for Advocates-2003 September 18, 2009 Rachel R. Medina, LSNTAP

Lists of data Contacts, dates, etc. Financial tracking Budgets Charts and graphs Grant Reporting Customized calcuation sheets Import and export data Salient Functions of Excel

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Spreadsheet program allowing data entry into rows and columns Very useful for managing certain types of data Your funders and partners expect you to be able to use it! What is Excel and Why Use It?

Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Name Box Formula Bar Cell References Making Formulas Workbook and Worksheets Excel Fundamentals

Formula Bar and Name Box

A colon indicates a range of cells B1:B5 (B1 through B5) A comma indicates only individually listed cells B1, B2, B3, B5 (does not include B4) Cell References

Cell Range

Formulas contain An = sign Cells or cell references Calculation symbol Creating Formulas

=(B1+B5)Addition =(B1-B5)Subtraction =(B1*B5)Multiplication =(B1/B5)Division =(B1%B5)Percentage =(B1^B6) Exponential Equations =SUM (B1:B5) =AVERAGE (B1:B5) Calculation Symbols

Example: =SUM(….)

Excel documents are called workbooks which contain worksheets Worksheets are meant to contain sets of data that can be linked to another Workbook and Worksheets

Worksheets

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Managing worksheets Renaming Moving Adding/Deleting Linking worksheets together Why? How? Using Worksheets

Managing Worksheets

Why link worksheets? How do you link worksheets? Move the cursor to the desired cell on the other sheet, type = and select the cell you want referenced. Linking Worksheets Together

Manual link with Excel code: =sheetname!cell reference; For example =Budget!B13 will give you the contents of cell B13 in worksheet named Budget Make sure to use single quotes if the title has a space Ex. Worksheet Budget Summary will be linked as =Budget Summary!A1 You can also rename cells in the name box for easier linking codes No numbers or spaces Manually Linking Worksheets

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill and Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Unformatted Worksheet

Formatted Version

Formatting Cells AutoFit Number Merge and Center Background Fill Font Alignment Sort Border Protection Formatting Worksheets

Freezing a row and/or column can make spreadsheets much easier to edit, by keeping your primary headers always in view Freeze Panes

To Freeze a Row: Put cursor in first cell immediately below the row you want to freeze. Go To Window on the Menu Click Freeze Panes Notice the Line that demarks it as frozen To Unfreeze: Go to Window on the Menu Click Unfreeze How to Freeze Panes

Freeze Panes

File Menu|Page Setup|Sheet Repeat Rows/Columns Prints your primary headings on every page Header/Footer Creates a header/footer for each page Add/remove gridlines Add or removes cell grid lines Adjust margins Adjusts page margins Page Setup for Printing

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Allows you to conveniently replicate content and formulas across columns or rows Saving Time: The Fill Function

Fill Function

Click on lower right-hand corner until a + shape appears. Keeping your mouse button depressed, drag below to the cells you want filled. Fill Function

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Relative is the default. Relative: Copies formulas across a worksheet, but does not copy a fixed value in a static cell. Absolute: Copies a specific cell reference and its value to other cells. Relative v. Absolute References

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Click Insert | Chart Pick type of Chart or Graph Type Enter Data Range Add Legends and other frills Charts

Pie Chart

Highlight Data Range

Title, Axis Names

Data Labels

Finished Result

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Survey Tool Data Contact Lists from other Databases PIKA Reports Contact Lists Importing and Exporting Data

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

Excel 2003 vs. Excel 2007

BONUS TIPS!

Excel – Calculate Days Between Dates (NETWORKDAYS)

NETWORKDAYS – how it works… # of Business Days (or court days) =NETWORKDAYS(B17,B18,A3:A14) B17 First Day B18 Last Day A3:A14 refers to the range of dates included in the list of holidays A3 A4 A5... A14 B17 B18

Excel – paste special/transpose Flip your data! Highlight and Copy the spreadsheet Select Paste Special Check Transpose Click OK

Excel - Shortcuts Switch from absolute to relative reference & vice-versa F4 Line break within a single cell Alt+Enter Reveal formula format Ctrl+Shift+A Formula wizard Ctrl+A Auto subtotal and grand total lines inserted by Excel; simply sort your data, then select ! Data/Subtotal

Excel - Shortcuts Ctrl+A gives you the formula wizard!

Data/Subtotal Creates Quick Subtotals and a Grand Total!

Collapse to view just the totals

THANK YOU Dont forget to complete our survey Rachel R. Medina Training Coordinator LSNTAP