Spread Sheets and Excel Overview Introduction to the Basics of the Excel Spreadsheet application Entering Data Formatting Cells Using Formulas Overview

Terminology Spreadsheet / Worksheet: Processes information in the form or tables and charts. A grid of rows & columns used to enter data. Cell: The intersection of a row and column Cell Address: Used to locate/identify a cell uniquely Value: Refers to numerical data Workbook: A spreadsheet document that contains one or more worksheets, that should be related or linked in some way. Terminology

Row Column Tab Navigation Formula Bar Sheet Tabs Cursor Cell

Cell Referencing Column(Letter) then Row(Number) Selected Cell or Range of Cells C6 F1 Cell Referencing

Navigation Home: Move to beginning of row Ctrl+Home: Move to “A1” End+(r. arrow): Move to last used cell in row End+(d. arrow): Move to last used cell in column TAB: Move one cell to the right Shift+TAB: Move one cell to the left In addition to the intuitive mouse and arrow- key movement between cells, these shortcuts can make lots of data easier to input: Navigation

Goal Enter some data Use cell formatting Use formulas to calculate our totals automatically Goal

Entering Data To enter simple data into a cell we can either: Position the cursor in the cell (mouse or keyboard), type on the keyboard and press Enter, or Position the cursor in the cell, then click on the Formula bar, type the data, and click on the or press Enter to accept the data or to Cancel. Entering Data

Step 1: Entering text Position the cell cursor to A1, Type “Teddy’s Restaurant”, Hit Enter, Repeat this for all the titles shown to the right. Step 1: Entering text

Step 2: Merging Cells Center the title “Teddy’s Restaurant” over the whole table : Position cursor in A1 (start of range), click and drag to D1 (end of range) Click on the Merge button. Repeat this for “First Quarter Final”, merging the range A2-D2 this time. Step 2: Merging Cells

Step 3: Formatting Make the two titles BOLD and size 18 Highlight the two large title cells and use the toolbar buttons for bold and text-size Make the background of the cells yellow Click on the Fill Colour button on the toolbar. Step 3: Formatting

Step 3: Formatting Cont’d Center, BOLD, Underline, and change the size to 12 for the row containing “Jan”, “Feb, “Total” Click the row number to highlight and apply changes to the whole row Use the toolbar buttons to change the text properties, just as in Word. Step 3: Formatting Cont’d

Make “Sales” BOLD, and size 12. Make the whole 4 th (Sales) row Yellow Step 3: Formatting Cont’d

Step 4: Alignment Indent “Beverages”, “Food”, and “Merchandise” Highlight the 3 cells ( A5, A6, A7 ) Click on the ‘Increase Indent’ button. There is a similar button to ‘Decrease’ (or ‘Demote’) the indentation of the text. Step 4: Alignment

Step 4: Alignment Cont’d Make the “Total Sales” text red, BOLD, and Right-Justified: Click the “Total Sales” cell. Select Format, and then Cells… from the menu bar On the Font Tab, modify the properties of the text To Right-Justify, use the familiar toolbar button. Step 4: Alignment Cont’d

Step 5: Column Width Make the first column, A, wide enough to accommodate the width of the text labels Place your cursor between A and B Until you have a double headed arrow. Click and drag to fit. Shortcut: Double click the line between column letters and it will autofit. Step 5: Column Width

Step 5: Column Width Cont’d Notice now that the width changes to accommodate the cell with the longest entry in that column Step 5: Column Width Cont’d

Step 6: Insert Row Click on row 8, which contains “Total Sales”. The whole row should be highlighted Right-click on the row and pick Insert to create a new row above the current one. OR click on the insert icon and sheet row. Type “Staff” in cell A8. *Notice that it gets indented automatically. Step 6: Insert Row

Step 7: Insert Column Select the entire row D, which contains “Total” Click on the Insert icon-> select insert Columns. *Notice the titles resize to accommodate the new cells Type “MAR” in cell D3. *Notice again the auto-formatting to match the other titles in that column Step 7: Insert Column

Step 8: Cell Borders Click on cell A1 and drag the mouse to the bottom-left of our work, E9. Home-> border icon-> outside borders Step 8: Cell Borders

Now change the line to a double line by clicking Home-> border icon-> line styles and select the double line.

Step 9: Numeric Data Add the following numbers to the cells shown: Step 9: Numeric Data Staff Merchandise Food Beverages Sales MARFEBJAN

Step 9: Numeric Data Cont’d Verify that your worksheet looks exactly as shown: Step 9: Numeric Data Cont’d

Step 10: Summation We will use a formula to automatically add together our rows/columns Choose cell B9, in the “Total Sales” row, under “JAN” Click the AutoSum button: If the correct cells (B5  B8) are outlined in a moving border, hit Enter If not, drag and highlight the correct cells Repeat for the FEB, MAR, and TOTAL columns Step 10: Summation

Step 10: Summation Cont’d Similarly, repeat the same steps for the sum of each row in the “TOTAL” column. Click on cell E5 (TOTAL of Beverages) Click the AutoSum and fix the selection area if necessary Repeat for “Food”, “Merchandise”, and “Staff” Step 10: Summation Cont’d

Step 11: Currency We can change the format of numerical data to appear as currency. Highlight all the columns which contain numbers Click the Currency button on the toolbar. Note there are also buttons for Percentage Style, and Comma Style. Use the Decrease Decimal button twice to remove decimal places Step 11: Currency

Step 12: Making Changes Imagine we have incorrectly stated our February Beverage sales Click on cell C5. Double-click on the cell to edit the value (Change to 16600), or type in the Formula bar, and hit Enter Notice that the “TOTAL” and “Total Sales” information is automatically updated to reflect the new sum Step 12: Making Changes

Step 12: Making Changes Cont’d Fix the title “First Quarter Final” to read “First Quarter Sales”, and we’re done:

Renaming Sheets Rename the sheet: Right-click on the “Sheet1” Tab at the bottom of the window and choose Rename Rename it to “Teddy’s” The right-click menu allows us to insert, delete, and move sheets around Renaming Sheets

Calculating Averages In cell A10 write the title Average Monthly Sales. As you can see this title is too long for our column width. While this cell is still highlighted I want you to click on the wrap text icon in the home menu bar. Calculating Averages

Calculating Averages Cont… Now I want you to click on Cell B10, because this is where we want the average to go. Click on the arrow beside the auto sum icon, then select average Then click and drag to highlight E5-E8, hit enter and voilà!