MSOffice EXCEL 1 Part 1 ® Microsoft® Office 2010: Illustrated Introductory

Objectives Understand the use of spreadsheets and Excel Learn the parts of the Excel window Scroll through a worksheet and navigate between worksheets Create and save a workbook file Enter, analyze, and present data Enter text, numbers, and dates into a worksheet 2 Microsoft® Office 2010: Illustrated Introductory

Objectives Resize, insert, and remove columns and rows Select and move cell ranges Insert formulas and functions Insert, delete, move, and rename worksheets Insert and format custom borders Preview and print a workbook 3 3 Microsoft® Office 2010: Illustrated Introductory

Objectives 4 Change fonts, font style, and font color Add fill colors and a background image Create formulas to calculate sales data Apply Currency and Accounting formats and the Percent style Format dates and times Align, indent, and rotate cell contents Merge a group of cells Microsoft® Office 2010: Illustrated Introductory

5 Use the AVERAGE function Apply cell styles Copy and paste formats with the Format Painter Find and replace text Change workbook themes Microsoft® Office 2010: Illustrated Introductory Objectives

Highlight cells with conditional formats Format a worksheet for printing Set the print area, insert page breaks, add print titles, create headers and footers, and set margins Microsoft® Office 2010: Illustrated Introductory 6 Objectives

Microsoft Excel Program Microsoft Excel is the electronic spread sheets program within the Microsoft Office suite. An electronic spread sheets is an application you use to perform numeric calculations and to analyse and present numeric data. 7 3 Microsoft® Office 2010: Illustrated Introductory

The Excel Window 8 Microsoft® Office 2010: Illustrated Introductory

Worksheet Navigation A workbook can have two kinds of sheets: – Worksheet contains a grid of rows and columns into which user enters data – Chart sheet provides visual representation of data Cell reference identifies column/row location 9 Microsoft® Office 2010: Illustrated Introductory

Planning a Workbook Use a planning analysis sheet to define: – Goal or purpose of workbook – Type of data to collect – Formulas needed to apply to data you collected and entered – Appearance of workbook content 10 Microsoft® Office 2010: Illustrated Introductory

Creating a New Work Book You create new workbooks from the New screen in Backstage view from the Blank workbook template – On the ribbon, click the File tab to display Backstage view. – Click New in the navigation bar to display the New screen – Click the Blank workbook Ale. 11 Microsoft® Office 2010: Illustrated Introductory

Working with Worksheets Inserting a worksheet – Name of new worksheet is based on number and names of other sheets in the workbook Deleting a worksheet Renaming a worksheet 12 Microsoft® Office 2010: Illustrated Introductory

Working with Worksheets Moving and copying a worksheet – To move: Click and drag – To copy: Ctrl + drag and drop 13 Microsoft® Office 2010: Illustrated Introductory

Entering Text, Numbers, and Dates Text data – Combination of letter, numbers, and symbols – referred to as a text string Number data – Numerical value to be used in a mathematical calculation Date and timedata – Commonly recognized formats for date and time values 14 Microsoft® Office 2010: Illustrated Introductory

Entering Text, Numbers, and Dates 15 Microsoft® Office 2010: Illustrated Introductory

Editing Cell Content As you work, you might find entries you need to change or correct. – If you want to replace all of the content in a cell, you simply select the cell and then type the new entry to overwrite the previous entry. – If you need to replace only part of a cell’s content, you can work in Edit mode. 16 Microsoft® Office 2010: Illustrated Introductory

Working with Columns and Rows To make data easier to read: – Modify size of columns and rows in a worksheet To modify size of columns or rows: – Drag border to resize – Double-­‐click border to autofit – Format the Cells group to specify 17 Microsoft® Office 2010: Illustrated Introductory

Working with Columns and Rows Column width – Expressed in terms of number of characters or pixels (8.43 characters equals 64 pixels) – Note: Pixel size is based on screen resolution Row height – Measured in points (1/72 of an inch) or pixels – Default row height: 15 points or 20 pixels 18 Microsoft® Office 2010: Illustrated Introductory

Working with Columns and Rows 19 Microsoft® Office 2010: Illustrated Introductory

Working with Columns and Rows Deleting and clearing a row or column – Deleting removes both the data and the cells – Clearing removes the data, leaving blank cells where data had been 20 Microsoft® Office 2010: Illustrated Introductory

Working with Cells and Ranges Range reference indicates location and size of a cell range – Adjacent (A1:G5) – Nonadjacent (A1:A5;F1:G5) Selecting a range – Work with all cells in the range as a group Moving and copying a range – Drag and drop – Cut and paste 21 Microsoft® Office 2010: Illustrated Introductory

Working with Cells and Ranges Inserting and deleting a range 22 Microsoft® Office 2010: Illustrated Introductory

Moving a cell or a Range of Cells Select the cell or range you want to move or copy Move the pointer over the border of the selection until the pointer changes shape To move the range, click the border and drag the selection to a new location 23 Microsoft® Office 2010: Illustrated Introductory

Copying a Cell or Range of Cells Select the cell or range you want to move or copy On the Home tab, click the Cut or Copy button – Or right-­‐click the selection, and then click Cut or Copy on the shortcut menu Select the cell or the upper-left cell of the range where you want to paste the content Click the Paste button 24 Microsoft® Office 2010: Illustrated Introductory

Worksheet Data 25 Microsoft® Office 2010: Illustrated Introductory

Working with Formulas Formula – An expression that returns a value – Written using operators that combine different values, resulting in a single displayed value 26 Microsoft® Office 2010: Illustrated Introductory

Working with Formulas Entering a formula – Click cell where you want formula results to appear – Type = and an expression that calculates a value using cell references and arithmetic operators Cell references allow you to change values used in the calculation without having to modify the formula itself – Press Enter or Tab to complete the formula 27 Microsoft® Office 2010: Illustrated Introductory

Working with Formulas 28 Microsoft® Office 2010: Illustrated Introductory

Working with Formulas Copying and pasting formulas – Cell references adjust to reflect new location of the formula in the worksheet 29 Microsoft® Office 2010: Illustrated Introductory

Introducing Functions Function Named operation that returns a value – Simplifies a formula, reducing a long formula into a compact statement; for example, to add values in the range A1:A10: Enter the long formula: =A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 Use the SUM Function to accomplish the same thing: =SUM(A1:A10) 30 Microsoft® Office 2010: Illustrated Introductory

Entering Function with AutoSum Fast, convenient way to enter commonly used Function Includes buttons to quickly insert/generate: – Sum of values in column or row (SUM) – Average value in column or row (AVERAGE) – Total count of numeric values in column or row (COUNT) – Minimum value in column or row (MIN) – Maximum value in column or row (MAX) 31 Microsoft® Office 2010: Illustrated Introductory

Entering Function with AutoSum 32 Microsoft® Office 2010: Illustrated Introductory

Previewing a Workbook Changing worksheet views – Normal view – Page Layout view – Page Break Preview 33 Microsoft® Office 2010: Illustrated Introductory

Page Layout View 34 Microsoft® Office 2010: Illustrated Introductory

Page Break Preview 35 Microsoft® Office 2010: Illustrated Introductory

Previewing a Workbook Working with page orientation – Portrait orientation(default) Page is taller than wide – Landscape orientation Page is wider than tall 36 Microsoft® Office 2010: Illustrated Introductory

Printing a Workbook Print tab provides options for choosing what to print and how to print – Printout includes only the data in the worksheet – Other elements (e.g., row/column headings, gridlines) will not print by default 37 Microsoft® Office 2010: Illustrated Introductory

Printing a Workbook 38 Microsoft® Office 2010: Illustrated Introductory

Viewing Worksheet Formulas Switch to formula view 39 Microsoft® Office 2010: Illustrated Introductory

Scaling Worksheet Scaling the printout of a worksheet forces contents to fit on a single page 40 Microsoft® Office 2010: Illustrated Introductory

Worksheet Formatting Microsoft® Office 2010: Illustrated Introductory 41

Formatting Cell Text Formatting – Process of changing workbook’s appearance by defining fonts, styles, colors, and graphical effects Only the appearance of data changes, not data itself Themes – Named collections of Formatting effects Microsoft® Office 2010: Illustrated Introductory 42

Formatting Cell Text Microsoft® Office 2010: Illustrated Introductory You can add Formatting to a workbook by choosing its fonts, styles, colors, and decorative features through the use of themes. – A theme is a collection of Formatting for text, colors, and graphical effects that are applied throughout a workbook to create a specific look and feel. 43

Applying Fonts and Font Styles Theme fonts and non-­‐theme fonts Character styles (serif fonts and sans serif fonts) Font styles, special effects, font size Microsoft® Office 2010: Illustrated Introductory 44

Applying a Font Color Microsoft® Office 2010: Illustrated Introductory 45

Working with Colors and Backgrounds Microsoft® Office 2010: Illustrated Introductory 46 Changing a fill color

Working with Colors and Backgrounds Microsoft® Office 2010: Illustrated Introductory 47 Background images do not print

Changing a Fill Color Microsoft® Office 2010: Illustrated Introductory 48 Select the range you wish to apply a fill color to On the Home tab, in the Font group, click the Fill Color button arrow, and then click the specific color you wish to use in the Standard Colors selection.

Adding a Background Image On the ribbon, click the Page Layout tab to display the page layout options. In the Page Setup group, click the Background button. Click the Browse button. The Sheet Background dialog box opens allowing you to navigate to the file location Click the file, and then click Insert. The image is added to the background Microsoft® Office 2010: Illustrated Introductory 49

Using Function and Formulas Microsoft® Office 2010: Illustrated Introductory 50 A primary feature of Excel is the ability to easily perform many mathematical and calculations through functions and formulas. A functions is a formula pre-­‐established by Excel A formula is created by the Excel user as needed

Formatting Calculated Values Microsoft® Office 2010: Illustrated Introductory Create formulas to add, subtract, and divide values 51

Formatting Calculated Values Applying number formats – Use General number format for simple calculations – Apply Excel’s additional Formatting to make numbers easier to interpret Accounting style Microsoft® Office 2010: Illustrated Introductory 52

Applying Number Formats Microsoft® Office 2010: Illustrated Introductory 53

Applying Number Formats Microsoft® Office 2010: Illustrated Introductory 54

Formatting Calculated Values Microsoft® Office 2010: Illustrated Introductory 55 Formatting dates and times – Dates/times are stored as numbers, not as text

Formatting Dates and Times Excel provides many formats for dates and Times in the worksheets depending on user requirements – Select the cell in which the date and time should appear – On the ribbon, select the HOME tab – In the Number group, click the Number Format button arrow to display a list of number formats, and then select the preferred format. – The date is displayed with the selected format Microsoft® Office 2010: Illustrated Introductory 56

Formatting Worksheet Cells Microsoft® Office 2010: Illustrated Introductory 57 Format appearance of individual cells by: – Modifying alignment of text within the cell – Adding borders of different styles and colors to individual cells or ranges

Formatting Worksheet Cells Microsoft® Office 2010: Illustrated Introductory 58 Aligning cell content – Default: Cell text aligned with left bottom borders Cell values aligned with right bottom borders – Button to set alignment options are in Alignment group on Home tab

Formatting Worksheet Cells Microsoft® Office 2010: Illustrated Introductory 59 Merging cells – Retains only content (and cell reference) from upper-left cell in the range – Merge options: Merge & Center, Merge Across, Merge Cell, and Unmerge Cells

Formatting Worksheet Cells Microsoft® Office 2010: Illustrated Introductory Rotating cell contents saves space and provides visual interest 60

Formatting Worksheet Cells 61 Adding cell borders enhances readability of rows and columns or data – Add borders to left, top, right, or bottom of cell or range; around an entire cell; or around outside edges of a range – Specify thickness and number of lines in border Microsoft® Office 2010: Illustrated Introductory

Options in the Format Cells Dialog Box Microsoft® Office 2010: Illustrated Introductory 62 Border tab

Finding and Replacing Text Microsoft® Office 2010: Illustrated Introductory 63 The Find and Replace commands let you make content and design changes to a Worksheet or the entire workbook quickly. The Find command searches through the current worksheet or workbook for the content or formatting you want to locate The Replace command then substitutes it with the new content or formatting you specify.

Finding and Replacing Text Microsoft® Office 2010: Illustrated Introductory 64

Working with Themes Microsoft® Office 2010: Illustrated Introductory 65 Appearance of fonts, colors, and cell styles depends on workbook’s current theme If theme is changed, formatting of fonts, colors, and cell styles changes throughout entire workbook Only elements directly tied to a theme change when you select a different theme

Working with Themes Microsoft® Office 2010: Illustrated Introductory 66

Highlighting Cells with conditional Formats Microsoft® Office 2010: Illustrated Introductory 67 Goal of Highlighting : Provide strong visual clue of important data or results Format applied to a cell depends upon value or content of the cell Dynamic: If cell’s value changes, cell’s format also changes as needed Excel has four conditional formats: data bars, highlighting, color scales, and icon sets

Highlighting Rules Microsoft® Office 2010: Illustrated Introductory 68 Each conditional format has a set of rules that define how formatting should be applied and under what conditional format will be changed

Microsoft® Office 2010: Illustrated Introductory 69 Highlighting Cells with conditional Formats