Using Excel in the Library Instructor Sandy Lamoureux An Infopeople Workshop Fall 2004

This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis.

Introductions Name Library Position at the library How do you want to use Excel?

Agenda Introduction to Excel Creating a worksheet Formatting a worksheet Working with formulas Managing data in a worksheet Creating graphs and charts Saving and printing a worksheet

What is Excel? An electronic spreadsheet program. Store, summarize, evaluate, share, and present relevant information in an organized format.

Worksheets are made up of: Rows - designated by numbers Columns – designated by letters Cells –  an intersection of a row and a column  a single addressable unit in a spreadsheet Worksheets - Individual spreadsheets

Workbook Workbooks are made up of one or more worksheets.

Moving Between Cells to move to the next cell to the right in a row. to move to the next cell down in a column. You may also use the arrow keys to move to adjacent cells.

Creating a Worksheet Plan What information do you want to organize?  What problem do you want to solve?  What would be the best way to present your information?  Determine row and column labels

Open a new worksheet Name and save the worksheet Enter column and row labels Enter and format data Change column width Sort information

Items to Format in a Worksheet Data Numbers Dates Cells AutoFit Borders and Shading

Working With Formulas A Formula in Excel, is the equation that produces a new value from existing values. Use formulas to calculate a value to be displayed. When a cell contains a formula, the formula is displayed in the Formula Bar. The result of the formula displays in the cell.

A Formula always begins with = A1+B1+C1 Add cells A1, B1, C1 = A1 – D2 Subtract cell D2 from A1

Order of Calculations 1. All calculations inside parentheses (nesting) are done first. 2. Exponents (^) 3. Multiplication (*) and Division (/) 4. Addition (+) and Subtraction (-)

= A1+B1+C1 = A1+B1*C1 = (A1+B1)*C1 = A1/B1*C1 = A1/(B1*C1)

Troubleshooting Formulas = sign Cell references  Relative  Absolute - $ Order of calculation  Parentheses Punctuation Number formatting

Charts and Graphs Definition: A chart or graph is a graphical representation of values in the worksheet.

Chart Wizard Excel offers many types of charts and graphs Use the Chart Wizard to create For greatest impact:  keep charts simple  label them clearly

Use the Chart Wizard Use the Chart Wizard Select data to include in the chart. Run the chart Wizard from the tool bar. Select the type of chart for the data. Label components of the chart. Try different chart types. Refine the chart after the wizard is finished.

Why would you use excel to organize information in a list? Columns and rows Organizing information Sort and filter information

Shelf reading Desk schedules Items to order Friends addresses and phone numbers Volunteer hours

Managing Information in a List Sort Rearrange the order of rows based on the contents of one or more columns. Filter Hide rows in a list so only rows that meet a certain criteria are visible.

Make the List Readable Format column labels so they are easy to read Use cell borders Avoid blank columns and rows in the list Don’t type leading or trailing spaces

Create Your Own Spreadsheet Plan Plan  What would be the best way to present your information?  Organize data  Determine row and column labels Enter your information into Excel  Format worksheet  Enter available information  Calculations

Use Page Setup Set the Print Area Print comments, gridlines Print row and column headings Repeat headings on each page Fit printed document to the page Use Print Preview Printing a Worksheet

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