Excel Spreadsheet basics

Excel Sheets and Books  Spreadsheet: tool to analyze, chart and manage data for personal, business and financial use Worksheet: individual sheet within a workbook, default name Sheet1, default total 3 sheets  Workbook: spreadsheet file, default name Book1, extension.xls

Interface  The spreadsheet is laid out as a grid of rows and columns.  Columns are vertical and are labeled with letters.  Rows are horizontal and are labeled with numbers.  Cells are the intersection of columns and rows.

The Excel Window  The name box  The active cell  The formula bar  Sheet tabs

The Cell  The basic unit of a spreadsheet is a cell, it is rectangular shaped.  Cells are used as containers.  A cell is referenced by letter/number, such as: A3, K908  Numbers, text or formulas can be stored in a cell.

Entering Data into a Cell  Data is entered into the active cell by typing or pasting it.  The data appears both in the cell and in the formula bar  Pressing Enter, Tab or an arrow key completes the entry.  No other work can be done until the entry of data into a cell is completed.  Editing cells Changing the data stored in a cell go to the active cell, double click in cell, or hit F2 or go to the formula bar

Text & Number Data Types  Excel determines if the data entered is numeric, text or formula.  If the data entered is only numbers (in correct form) the data is numeric.  If the data contains any non number characters the data is treated as text.  If the data entry starts with an “=“ the data is a formula.

Formula Data Type  A formula is a math expression the spreadsheet calculates and show the result of in the cell where the formula is stored.  All formulas begin with an “=“ sign.  The math operators are: Multiplication * Division / Addition + Subtraction –

Formula Example  Start a formula with the equal sign  Use cell references to add the cells If you use the cell reference instead of the number in the cell you can change the number and the answer will change  Note that Excel color codes the cells involved.

Formatting  Formatting is used to make it possible to "see" data.  Organizing data in columns and rows helps but you need to use more color, fonts and size to "direct the eyes".

Autocalc Σ  Uses functions and ranges to make formulas.  A function is a math machine that produces answers. Use because the math is very high level and we don't know how to do it. Use for the connivance of it. Data given to functions is called arguments  Ranges are groups of cells that can be used to provide numbers (arguments) to a function.

Replication (copy/paste or fill)  When should a copy not be the same as the original?  Should the formula for B3 be a “copy” of the formula in A3 that adds the 2 numbers above the formula? ABC =A1+A2 =? Add numbers above Add numbers above Yes, but different because “the above” is different cells.

Replication (copy/paste or fill)  If you copy a formula and paste it in another cell. The cell references in the formula can change  to similar references based on the new position.  If A3 contained =A1+A2 it would become =B1+B2 if pasted into B3  Cell references that change are called relative.

Replicate (relative vs. absolute)  Some times you don’t want a portion of the formula to be changed.  The formula in C3 should use the same tax as the formula in C2 ABC 1PriceTaxCost 2$105% =A2*B$2+A2 3$15 Copy formula here

Replicate (relative vs. absolute)  Cell references that do not change when copied are absolute.  A $ placed in front of a part of a cell reference makes that part absolute.  For example, in =A1*A2, if you did not want the 2 in A2 to change when copied, place a $ in front of the part of 2, A$2.

Percent Calculations  To calculate a percentage Multiple the number by the percent (as decimal) For example 5% of 25 becomes 25*0.05  To increase a number by a percentage Add the number calculated in the step above to the original number For example increase 25 by 5% becomes *0.05

Percent Formulas  Let the calculation from the previous slide: * 0.05 be replaced with: A+A*Bwhere A=25 & B=0.05 becomes  A+AB  A(1 + B)factor A Note: Excel will not accept the above form.  A and B must be cell references.  The multiplication must be explicitly stated.  For example: F3*(1+B2).

Charts  Charts allow numbers to be shown (represented) pictorially.  Multiple chart types are available in Excel – column, bar, line, pie, etc.  A chart wizard leads you thru the steps of making a chart  A chart toolbar and a chart menu are available to help in formatting the chart

Planning a Chart  Decide what data should be used in the chart. Ask yourself these questions  What is my purpose in making the chart?  What numbers measure my purpose?  Create a table in Excel to arrange the numbers. Put all measurements of the same type in one column.  Identify the measurement type with a column header.  List the subject measured alongside each measurement If several measurements are involved, list each in its own column.

Planning a Chart (cont.)  Measurements – duh and ah duh  Subjects – abc, def, hij, klm, nop, qrs, tuv, wxy

Making the Chart  Highlite the measurements and their column headers  Click the Chart Wizard button  Choose the chart type best suited Chart Wizard Button

Making the Chart (cont.)  Use the series tab to set the X axis labels. Click in box and highlite the subject labels.

Making the Chart (cont.)  Set chart options  Locate the chart and

Modifying the Chart  Change the data in the table and the charts changes automatically  Use the chart menu or the chart toolbar

Interest  Simple interest uses the formula, A(1+B)  A is the capital  B is the interest rate.  Compound interest modifies the above to A(1+B) C  A & B are as above  C is the number of compoundings. Adjust the rate if it is not on the same schedule as the compounds. For example,  interest rates are often quoted as annual rates,  compoundings may occur monthly,  the interest rate needs to be divided by 12.

Pmt Function  Determines monthly loan payments Needs rate, amount and number of payments  Click on fx in the formula bar select financial and pmt in dialog box fields click “help on this function” link  Help offers an example of use  Modify the example to your use

If function - Alternatives  Allows program to choose between alternatives.  If such’n’such is true do this else do that Computer can choose to do this or do that Make decision based on the truth of such’n’such If such’n’such turns out to be true do this But If such’n’such turns out to be false do that

If Function - Excel If function used to determine driving eligibility based upon age. ABC 1DriveAgeMinimum 2Yes Yes17 4Yes18 5No14 6No13 7Yes20

If function – Excel  =If(condition,true,false) Condition is the comparison involved in the statement of fact. Data placed in the true section appears in the cell if the condition is true Data placed in the false section appears in the cell if the condition is false  = if(B2=>C$2,”Yes”,”No”) Yes or no appears in the cell

Nested if  To use a nested “if” you need to recognize the boundaries  (floor / ceiling) use only one boundary per level  use either all floors or all ceilings  above the floor / below the ceiling check boundaries in an order to eliminate levels  start at one end and work to the other =if(A2>=D2,”A”,if(A2>=D3,”B”,if(A2>=D4,”C”,if(A2>=D5,”D”,”F”)))) =if(A2>=D2,C2,if(A2>=D3,C3,if(A2>=D4,C4,if(A2>=D5,C5,C6))))