Exploring Microsoft Office Excel 2007

Exploring Microsoft Office Excel 2007
Chapter 1: Introduction to Excel What Can I Do with a Spreadsheet Robert Grauer, Keith Mulbery, Judy Scheeren Committed to Shaping the Next Generation of IT Experts. Copyright © 2008 Pearson Prentice Hall. All rights reserved. Copyright © 2008 Prentice-Hall. All rights reserved. 1 1

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall
Objectives Define worksheets and workbooks Use spreadsheets across disciplines Plan for good workbook and worksheet design Identify Excel window components Enter and edit data in cells The objectives of Chapter 1 include: Defining worksheets and workbooks Using spreadsheets across disciplines Planning for good workbook and worksheet design Identifying Excel window components Entering and editing data in cells Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Objectives (continued)
Describe and use symbols and the order of precedence Display cell formulas Insert and delete rows and columns Use cell ranges, move, copy, paste, paste special, and AutoFill Manage worksheets Additional objectives include: Describing and using symbols and the order of precedence Displaying cell formulas Inserting and deleting rows and columns Using cell ranges, move, copy, paste, paste special, and AutoFill Managing worksheets Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives (continued)
Format worksheets Select page setup options for printing Manage cell comments And more objectives include: Formatting worksheets Selecting page setup options for printing Managing cell comments Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Define Worksheets and Workbooks
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 Excel is a spreadsheet application used to build and manipulate worksheets and workbooks. VisiCalc was the first spreadsheet program introduced in 1979. A worksheet is one spreadsheet that may contain data, values, formulas, and/or charts. Information on a worksheet is organized in a grid layout of rows and columns. A workbook is a collection of related worksheets within one file. An electronic spreadsheet like MS Excel allows for quicker, more accurate changes than were possible with a manual ledger. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Define Worksheets and Workbooks Excel workbook The Excel workbook starts with a default file name of Book1. Sheet1, Sheet2, and Sheet3 are the default worksheets created in every workbook. Each worksheet is a grid of rows and columns enabling users to organize data. This workbook currently has three worksheets Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Using Spreadsheets Across Disciplines
Spreadsheets have applications in varied disciplines Used for business applications, such as accounting Used for “what-if” analysis in business planning Can also be used in scientific applications Geologists can use to chart data about scientific phenomena Social Scientists can use to predict voting results An example of a “what-if” analysis might be sales projections. If you project sales to be 5% higher next month, you can project sales for next month. Then, you can compare the projection with the actual sales figure for that month. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.

Planning for Good Workbook and Worksheet Design
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 Steps to ensure good design include: Deciding on the purpose of the spreadsheet and how it will be constructed. Making it obvious where data is to be entered. Entering data and setting up formulas, wherever possible. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Planning for Good Workbook and Worksheet Design
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 To plan for a good workbook, test multiple times to make sure that results are what you expect. Format the worksheet so it looks appealing. Document the worksheet as thoroughly as possible. Save and print the results. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Identifying Excel Window Components
Worksheet is divided into a grid of rows and columns Rows are numbered; columns are lettered Cell ─ an intersection of a column and a row Cell reference ─ the address of that intersection Designated by column letter, then row number Navigate worksheets using either the mouse or keyboard A spreadsheet is divided into rows and columns. Rows are given numeric headings to the left of the row and columns are assigned alphabetic headings above the column. Each cell has a unique cell reference which is designated by column letter followed by row number to which the cell belongs. An example of a cell reference might be A1. You can use vertical or horizontal arrow keys to navigate through a worksheet. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Active cell The cell you are working in; where data will be input Formula bar Shows the active cell’s contents Name box Displays active cell’s address or name it has been given Sheet tabs What sheets of workbook are available Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Status Bar Displays information about a selected command or operation in progress Select All button used to select all elements of the worksheet Ribbon Primary replacement for menus and toolbars made up of tabs, groups, and commands Tab Designed to be task-oriented Each one is made up of several groups to facilitate viewing all of its functions without opening menus The Ribbon is designed for easy browsing and consists of tabs that are organized around specific scenarios or objects. The controls on each tab are further organized into several groups. The Ribbon can host richer content than menus and toolbars can, including buttons, galleries, and dialog box content. Tabs are designed to be task-oriented. The contents of each tab are shown on the reference page. This defines the tabs, the groups they contain, and their general function. In addition to the standard tabs, there are two other types: The Contextual tabs provide controls for working with the selected item. When you click the object, the pertinent set of contextual tabs appear in an accent color next to the standard tabs. The Program tabs replace the standard set of tabs when you switch to certain authoring modes or views, including Print Preview. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Identifying Excel Window Components Column Heading Formula Bar Name Box Active Cell Select All button Row Heading The currently Active cell in this figure is D4. This is indicated by heavy border around it. The Name Box displays the name of the currently Active cell. The Formula bar displays the contents of active cell D4. The sheet that is currently displayed is Sheet1. There are two other worksheets─Sheet2, Sheet 3─ available in the workbook. Sheet Tabs Status Bar Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Enter Data in a Cell 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 To create a new Excel workbook, click the Office button, select New and then Blank Workbook. You can enter three kinds of data: Text which is any data that doesn’t need to be calculated. This is left-aligned by default. Values which are numbers that will be used in a calculation and/or a formula. Dates are also represented by values. Values are right-aligned by default. Formulas which always start with an equals (=) sign. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Edit Data in a Cell Three most common methods to edit data in a cell: Select the cell you want to edit, click in the Formula Bar, make changes, press Enter Double-click in the cell to be edited, make the changes, press Enter Select the cell, press the F2 key, make the changes, press Enter Two options to clear the contents of the cell: Click on the cell and delete Click on Clear arrow in the Editing group on the Home tab Even though there are multiple ways to edit data in a cell, most users will select one method and stay with it. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Using Save and Save As Click the Office button, then select Save or Save As Use the Save As option if you need to assign a name to the file Provides the Save As dialog box Once named, use the Save command The keyboard shortcut keys for Save command are Ctrl + S. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Mathematical Operations and Formulas
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 The basis of Excel are mathematical operations. For example, if you want to calculate the sum of contents of cells C2 and C3 in Cell C4, you would do the following: Click in cell C4 and type an = sign Click on cell C2 and type a + sign Click on cell C3 and press Enter The advantage of entering cell references in the formula instead of simply copying the values from C2 and C3 is that it allows you to change the values of cell C2 or C3 and the value in cell C4 still as the remains the sum of values in cells C2 and C3. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Operator Symbols and Order Precedence
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 The mathematical functions supported by Excel are addition, subtraction, multiplication, division and exponentiation. In an arithmetic expression that contains operators of different types, it is the operators’ order of precedence that controls the sequence in which these arithmetic operations are performed. For example, the following arithmetic expression is evaluated based on the rules of operator precedence: = * (5 – 3), We evaluate the expression in the parenthesis first; this results in a value 2. We evaluate the multiplication operation 11 * 2 that results in 22. Finally, we evaluate the addition operation that results in the final value 32. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Displaying Cell Formulas
Press the Ctrl key plus the grave accent (`) key to display formulas in a worksheet Excel shows the results of the formula in the spreadsheet you may want to display the formula instead of the calculated results The grave accent key, sometimes referred to as the tilde key is in the upper left corner of the keyboard, under Esc. To toggle back to displaying values, simply press the Ctrl key followed by the tilde key again. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Insert/Delete Rows or Columns
Due to modifications required in a worksheet, rows and columns may need to be inserted To insert a new row Click on the row number below where you want the new row inserted To insert a new column Click on the column letter to the right of where you want the new column inserted Click the Insert down arrow on the Cells group on the Home tab Select Insert Sheet Rows or Insert Sheet Columns If the active cell is E4, then row 4 is the current row. If a row is added, it is inserted above. If a column is inserted, it is inserted to the left of E4. The process is similar for deleting rows and columns except you begin by choosing the Delete down arrow in the Cells group. The row above the row selected is deleted or the column to the left of the selected column is deleted. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Insert/Delete Individual Cells
May need to insert and delete individual cells instead of entire row or column Can “shift cells” to the left, right, up, or down to insert and/or delete individual cells To insert or delete individual cells, click in the cell where you want to perform the operation. Click the Insert pull-down arrow in the Cells group on the Cells tab. Click Insert Cells to display the Insert dialog box. Click the appropriate option to shift cells right or down and click OK. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Insert/Delete Individual Cells
The first picture displays the Insert dialog box for performing the insert operation. The option selected is “Shift cells down”. This option would insert a new empty cell at the current active cell L6 and shift the rest of the cells in the column down by one cell. The active cell at the end of this operation is L7. The second picture displays the Delete dialog box for performing the delete operation. The option selected is “Shift cells left”. This option would delete the currently selected cell L7 and move the contents of M7 into this cell. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Ranges 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) A contiguous range is single rectangular block of cells. A non-contiguous range consists of two or more separate non-adjacent ranges. The cells within a range are specified by indicating the diagonally opposite corners, typically the upper-left and lower-right corners of the rectangle. For example, B4:I4. is a range of cells starting with cell B4 and ending with cell I4. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Ranges (continued) Ranges are shown in red and yellow The cells within a range are specified by indicating the diagonally opposite corners, typically the upper-left and lower-right corners of the rectangle. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.
Move and Delete The move operation transfers the contents from one location to another Use the drag and drop method Use Cut and Paste method The delete operation removes all contents from the cell or range of cells Select the range and click Delete The move operation transfers the contents of a cell or cell range from one location in the worksheet to another, emptying the cells where the move originated. The cell references within formulas are not changed when a cell containing a formula is moved. Excel does, however, adjust all of the cells making up the formula when a cell containing a formula is moved. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall.

Copy, Paste, and Paste Special
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 Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Auto Fill 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 The user clicks on the cell and uses the fill handle to repeat the content. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Manage Worksheets 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 point to 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 Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Formatting Worksheets
Draws attention to important areas of the worksheet Change fonts, colors, styles Merge and center labels Center text across a range of cells Merged cells are treated as one To merge cells, select the range of cells that needs to be merged and click on the Merge and Center in the alignment group in the Home tab. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Formatting Worksheets (continued)
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 When labels are longer than the cell width, they are displayed in the next cell if it is empty. If the adjacent cell is not empty, the label is truncated. Numbers appear as a series of pound signs (######) when the cell is not wide enough to display the complete number. Increasing the column width would display the numeric contents. To change the row height of many rows at one time, select the multiple rows and right-click to show the shortcut menu. Select Row Height, enter the required height in the Row Height dialog box and Click OK. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Formatting Worksheets (continued)
Insert Clipart Used to represent most important aspect of spreadsheet content Use sparingly; can be distracting or take large amounts of disk space Format Cells Control formatting for numbers, alignment, fonts, borders, colors, and patterns To insert Clip Art: Click Clip Art in the Illustrations group on the Insert tab to open the Clip Art Task Pane. Type a keyword in the Search for: text box and click Go to begin the search for images matching your keyword. Double-click on image to place it in your spreadsheet. Move and resize the image as desired. Use the Format Cells dialog box to control format of many spreadsheet features. The formatting will remain even when content has been deleted. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Page Setup and Printing
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 Portrait orientation is 8.5 x 11; landscape is 11 x Margin tab also allows you to center the page horizontally and/or vertically. It is recommended that you print preview before you print to make sure the spreadsheet fits the paper. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

Managing Cell Comments
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 To create a cell comment: 1. Click the cell requiring a comment. 2. On the Review tab, in the Comments group, click New Comment. 3. Enter the comment. 4. Click any other cell to complete the process. Instead of completing the above steps, you can right-click on the cell requiring a comment and select Insert Comment from the Shortcut menu. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall

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