MS Excel Introduction to Excel; What Can I Do with a Spreadsheet? Unit 5

Define Worksheets and Workbooks 2 Spreadsheet ─ computerized equivalent of a ledger Excel ─ a computerized spreadsheet application used to build and manipulate worksheets and workbooks Worksheet ─ a spreadsheet that may contain data, values, formulas, and/or charts Workbook ─ a collection of related worksheets within one file

3 Excel workbook This workbook currently has three worksheets Define Worksheets and Workbooks

Planning for Good Workbook and Worksheet Design 4 Plan before you start entering data Steps to ensure a good design: Decide on the purpose of the spreadsheet and how it will be constructed Make it obvious where data is to be entered Enter data and set up formulas wherever possible Allow Excel to do what it was designed for – automatic calculation

Planning for Good Workbook and Worksheet Design 5 Test multiple times to make sure the results are what you expect Know what your results should be, so that you know your result is correct Format the worksheet so it looks appealing Document the worksheet as thoroughly as possible Save and print the results

6 Active Cell Formula Bar Name Box Sheet Tabs Status Bar Select All button Identifying Excel Window Components

Enter Data in a Cell 7 Create a new workbook and enter data Three types of data you can enter: Text ─ letters, numbers, symbols, and spaces Values ─ numbers that represent a quantity, an amount, a date or time Formulas ─ combination of numbers, cell references, operators, and/or functions

Mathematical Operations and Formulas 8 Mathematical operations are the backbone of Excel Formulas are used to perform mathematical operations and arrive at a calculated result Must begin with an equals (=) sign Used to automate calculations that were done manually

Operator Symbols and Order Precedence 9 Operator symbols include: Addition (+), Subtraction (-), Multiplication (*), and Division (/), Exponentiation (^) Order of Precedence controls the sequence in which arithmetic operations are performed: Basic rules – anything in parenthesis performed first; then multiplication and division; then addition and subtraction

Displaying Cell Formulas Press the Ctrl key plus the tilde (~) key to display formulas in a worksheet 10

Ranges 11 A range is a rectangular group of cells in a worksheet Can be one cell; may be entire worksheet Select a range Click and hold left mouse button and drag from beginning of range to end Select first cell, then hold the Shift key while clicking the last cell Can be contiguous (together) or noncontiguous (not together)

12 Ranges are shown in red and yellow Ranges (continued)

Copy, Paste, and Paste Special 13 The Copy command makes a duplicate of the contents in the selected range and places it on the Clipboard The Paste command places the contents of the Clipboard in the selected range The Paste Special command allows users several different options

Auto Fill 14 Enables you to copy the content of a cell or a range of cells Drag the fill handle over an adjacent cell or range of cells The fill handle is a small black square appearing in the bottom-right corner of a cell Use to repetitively copy contents of one cell Use to complete a sequence like years or months

Fill Handle 15 Fill Handle

Manage Worksheets 16 Rename worksheets Right-click sheet tab and select Rename Type the new name and press Enter Change Sheet Tab Color Right-click sheet tab and select Tab Color Select Theme Colors, Standard Colors, No Color, or More Colors Move, delete, copy or add worksheets Right-click sheet tab and select the desired operation

Formatting Worksheets (continued) 17 Adjust cell height and width Drag the border between two column headings Double-click on the border between two column headings AutoFit automatically adjusts Apply borders and shading Select a cell border from Borders in the Font group on the Home tab Use the Border tab in the Format Cells dialog box

Page Setup and Printing 18 Orientations Portrait prints vertically down the paper Landscape prints horizontally down the paper Margins Left, right, top, bottom Headers and footers Headers appear at the top of every page Footers appear at the bottom of every page Sheet options Show gridlines, row and column headings Print preview See how the spreadsheet will print

Managing Cell Comments 19 Adds documentation to the cell Provided to clarify thoughts and define formulas A red triangle appears in the cell containing the comment Comment is visible when you point at the cell

Unit 5 Project 20 Step 1: Create and format a row to show the months for the year (Jan-Dec). Step 2: Create and format a row, beneath the month row, to show yearly income for each month (Jan- Dec), and properly label the row and value. Step 3: Add each expense in a separate row (as identified in step 4) and properly label each row and value. Step 4: For the expenses and income, create a year's history by month. Use different values for each month. For example, for electric, you would pick a number between $125 and $142 for January, a different number between $125 and $142 for February, and so on. Feel free to make up the amounts you use for each expense. Step 5: Select an appropriate style for your budget and apply it to your worksheet. Step 6: Save your workbook and submit to the appropriate drop box.

Questions? 21