Chapter 1 Creating a Worksheet and a Chart Microsoft Excel 2013 Chapter 1 Creating a Worksheet and a Chart

Objectives Describe the Excel worksheet Enter text and numbers Use the Sum button to sum a range of cells Enter a simple function Copy the contents of a cell to a range of cells using the fill handle Apply cell styles Format cells in a worksheet Creating a Worksheet and a Chart

Objectives Create a 3-D pie chart Change a worksheet name and worksheet tab color Change document properties Preview and print a worksheet Use the AutoCalculate area to display statistics Correct errors on a worksheet Creating a Worksheet and a Chart

Project – Worksheet and a Chart Creating a Worksheet and a Chart

Worksheets and Charts An Excel worksheet allows data to be summarized and charted easily A chart conveys a visual representation of data

Entering Data Into a Cell To enter data in a cell, you must first select the cell. To do this use the mouse to move the block plus sign pointer to the cell and then click

Entering Data Into a Cell You know a cell is selected, or active, when a heavy border surrounds the cell and the active cell reference appears in the Name box on the left side of the formula bar

Entering Worksheet Titles Worksheet title and subtitles should be as brief and meaningful as possible A worksheet title could include the name of the organization, department, or a description of the content of the worksheet A worksheet subtitle could include a more detailed description of the content of the worksheet Creating a Worksheet and a Chart

Formula Bar When you begin typing a cell entry, Excel displays the text in the formula bar and the cell itself Excel also displays two additional boxes in the formula bar: the Cancel box and the Enter box Clicking the Enter box completes and entry Clicking the Cancel box cancels an entry

When Text is Wider Than the Column When the text is longer than the width of a cell, Excel displays the overflow characters in adjacent cells to the right as long as those adjacent cells contain no data If the adjacent cells contain data, Excel hides the overflow characters Excel displays the overflow characters in the formula bar whenever that cell is the active cell

AutoCorrect The AutoCorrect feature corrects common mistakes when you complete a text entry in a cell. AutoCorrect makes three types of corrections for you: Corrects two initial uppercase letters by changing the second letter to lowercase. Capitalizes the first letter in the names of the days. Replaces commonly misspelled words with their correct spelling

Entering Text When you enter text, Excel automatically left-aligns the text in the cell Excel treats any combination of numbers, spaces, and nonnumeric characters as text For example, Excel recognizes the following entries as text: 401AX21, 921-231, 619 321, 883XTY

Entering Numbers You can enter numbers into cells to represent amounts. A number can contain only the following characters: 0 1 2 3 4 5 6 7 8 9 + - ( ) , / . $ % E e Creating a Worksheet and a Chart

Entering Numbers You are not required to type dollar signs, commas, or trailing zeros When you enter a dollar value that has cents, however, you must add the decimal point and the numbers representing the cents You can then format the cells using cell styles which include dollar signs, commas and trailing zeros to improve the appearance and readability of the numbers

Entering Numeric Data When you enter numeric data in a cell, Excel recognizes the values as numbers and right-aligns the values in order to properly vertically align decimal values

Summing a Column of Numbers The SUM function adds all the numbers in a range of cells A range is a series of two or more adjacent cells in a column or row or a rectangular group of cells You enter a range by typing the beginning cell reference, a colon (:), and the ending cell reference Creating a Worksheet and a Chart

Summing a Column of Numbers Creating a Worksheet and a Chart

Copying a Cell to Adjacent Cells in a Row A relative reference is an adjusted cell reference in a copied and pasted formula The fill handle is the small black square located in the lower-right corner of the heavy border around the active cell Creating a Worksheet and a Chart

Copying a Cell to Adjacent Cells in a Row Creating a Worksheet and a Chart

Auto Fill Options When you copy one range to another, Excel displays an Auto Fill Options button The Auto Fill Options button allows you to choose whether you want to copy the values from the source area to the destination area with formatting, do so without formatting, or copy only the format Creating a Worksheet and a Chart

To Enter a Formula Using the Keyboard The equals sign preceding a formula alerts Excel that you are entering a formula or function and not text

To Enter a Formula Using the Keyboard Because the most common error when entering a formula is to reference the wrong cell in a formula, Excel colors the borders of the cells referenced in the formula The coloring helps in the reviewing process to ensure the cell references are correct The minus sign (-) in a formula directs Excel to perform the subtraction operation

Entering a Formula Using the Keyboard Creating a Worksheet and a Chart

Formatting the Worksheet You format a worksheet to emphasize certain entries and make the worksheet easier to read and understand

Formatting the Worksheet Unformatted Worksheet Formatted Worksheet Creating a Worksheet and a Chart

Changing a Font The font, or font face, defines the appearance and shape of the letters, numbers and special characters Examples of fonts include Calibri, Cambria, Times New Roman, Arial, and Courier Different fonts often are used in a worksheet to make it more appealing to the reader and to relate or distinguish data in the worksheet Creating a Worksheet and a Chart

Changing a Font Creating a Worksheet and a Chart

Font Style, Size, Color Font style indicates how the characters are emphasized Common font styles include regular, bold, underline, and italic The font size specifies the size of the characters on the screen Font size is gauged by a measurement system called points The font color defines the color of the characters

Changing a Cell Style Excel includes the capability of changing several characteristics of a cell, such as the font, font size and font color, all at once by assigning a predefined cell style to a cell Creating a Worksheet and a Chart

Changing a Cell Style Creating a Worksheet and a Chart

Centering Cell Entries across Columns by Merging Cells Merging cells involves creating a single cell by combining two or more selected cells The opposite of merging cells is splitting a merged cell. After you have merged multiple cells to create one merged cell, you can unmerge, or split, the merged cell to display the original cells on the worksheet Creating a Worksheet and a Chart

Formatting Numbers in the Worksheet The accounting number format causes the cells to be displayed with two decimal places so that decimal places in cells below the selected cells align vertically The comma style format causes the cells to be displayed with two decimal places and commas as thousands separators Creating a Worksheet and a Chart

Adjusting the Column Width The last step in formatting the worksheet is to adjust the width of the columns because other formatting changes may affect the size of data in the cells in the column To adjust column width point to the boundary on the right side of a column heading to change the pointer to a split double arrow Click and drag to the desired width, or double-click the boundary to autofit the column, making the column width the size of the largest item in the column Creating a Worksheet and a Chart

Using the Name Box to Select a Cell To select any cell, you can click the Name box and enter the cell reference of the cell you want to select Creating a Worksheet and a Chart

Other Ways to Select Cells Creating a Worksheet and a Chart

Adding a 3D Pie Chart To add a pie chart, first select the data to be charted and then click the Insert Pie or Doughnut Chart button Creating a Worksheet and a Chart

Changing the Worksheet Tab Name You can double-click the sheet tab of the worksheet whose name you want to change Creating a Worksheet and a Chart

Document Properties Excel helps you organize and identify your files by using document properties, which are the details about a file such as the project author, title, and subject Document properties are valuable for a variety of reasons: Users can save time locating a particular file because they can view a file’s document properties without opening the workbook By creating consistent properties for files having similar content, users can better organize their workbooks Some organizations require Excel users to add document properties so that other employees can view details about these files

Previewing and Printing a Worksheet in Landscape Orientation Pages printed in portrait orientation have the short (8 ½”) edge at the top of the printout; the printed page is taller than it is wide. Landscape orientation prints the long (11”) edge at the top of the paper; the printed page is wider than it is tall Creating a Worksheet and a Chart

Using the AutoCalculate Area to Determine a Maximum You can easily obtain a total, an average, or other information about the numbers in a range by using the AutoCalculate area on the status bar Creating a Worksheet and a Chart

Correcting Errors after Entering Data into a Cell If you notice an error while you are entering data into a cell, press the BACKSPACE key to erase the incorrect character(s) and then enter the correct character(s) If the error is a major one, tap or click the Cancel box in the formula bar or press the ESC key to erase the entire entry and then reenter the data from the beginning

Correcting Errors after Entering Data into a Cell To correct errors after entering data into a cell using in-cell editing double-click the cell containing the error and Excel will display the active cell entry in the formula bar and a flashing insertion point in the active cell To insert new characters click where you wish to insert the characters. To delete a character use either the backspace or delete key When finished click the Enter box or press the ENTER key

Clearing the Contents of a Cell You can clear cell contents and formatting by tapping or clicking Clear Contents on the Clear button menu As you are clearing cell entries, always remember that you should never press the SPACEBAR to clear a cell Pressing the SPACEBAR enters a blank character A blank character is text and is different from an empty cell, even though the cell may appear empty