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

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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 2

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

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5.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 5

6.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 6

7.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 7

8.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 8

9.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 9

10.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 10

11. 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 11 Active Cell Formula Bar Name Box Sheet Tabs Status Bar Select All button Identifying Excel Window Components Row Heading Column Heading

12.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 12

13.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 13

14.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 14

15.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 15

16.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 16

17.  Press the Ctrl key plus the grave accent (`) key to display formulas in a worksheet 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 17

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19.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 19

20.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 20

21. 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 21

22.  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) 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 22

23. 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 23 Ranges are shown in red and yellow Ranges (continued)

24.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall. 24

25.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 25

26.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 26

27.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 27

28.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 28

29.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 29

30.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 30

31.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 31

32.  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 2010 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall 32

33.  Rather than typing a cell address, use an alternative method that involves minimal typing  Pointing uses the mouse or arrow keys to select the cell directly when creating a formula Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall33

34.  Use the fill handle, a small black square in the bottom right corner of a selected cell, to copy formulas  Provides a clear-cut alternative method for copying the contents of a cell  Can be used to duplicate formulas Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall34

35.  Relative cell references change relative to the direction in which the formula is copied  Absolute cell references are exact; they do not change when a formula is copied ◦ Indicated by dollar ($) signs in front of the column letter and row number ◦ Most often used when the value need not change, such as a sales tax percentage.  Use the F4 key to toggle between relative and absolute cell referencing Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall35

36.  A predefined formula that can be selected from a list  Already has the formula information; just requires cell references  Do not replace all formulas  Take values, perform operations, and return results Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall36

37.  SUM is the most commonly used function ◦ represented by a sigma (  ) ◦ Adds values within a specified range  Syntax refers to the grammatical structure of a formula ◦ Must adhere to stated structure of formula  Arguments are values ─ used as input and returned as output  Function Wizard automates entering the function formulas Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall37

38.  Automates the SUM function  Click the cell where you want the result  Click AutoSum button  Select the range of cells you want to sum  Press Enter to complete  An example of AutoSum, ◦ =Sum(C4:C10) represents sum of all the cells in the cell range C4 to C10 Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall38

39.  Perform a variety of calculations to aide in decision making process ◦ AVERAGE calculates the average of a range of numbers ◦ MIN calculates the minimum value in a range ◦ MAX calculates the maximum value in a range ◦ COUNT counts the number of values within a range ◦ MEDIAN finds the midpoint value in a range Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall39

40.  Efficiently handle time-consuming procedures  Help analyze data related to the passing of time  TODAY function places the current date in the selected cell =TODAY() ◦ Updates when file is opened again  NOW function displays current date and time, side by side Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall40

41.  Logical functions help in decision making  Lookup functions are very useful for looking up data entered in a specific range of cells ◦ Example: Well suited well for tax tables ◦ Searches for a value based on a cell reference ◦ Two types: VLOOKUP and HLOOKUP  VLOOKUP arranges data vertically  HLOOKUP arranges data horizontally Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall41

42.  Used to determine whether a condition has been met  Has three arguments: ◦ =IF(condition,value_if_true,value_if_false)  a condition tested to determine if it is true or false  the resulting value if the condition is true  the resulting value if the condition is false  When the condition is met, the formula performs one task; when it is not met, the formula performs another task Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall42

43.  Allows for lookup within a vertical table of information  Well suited for large tables of data, such as tax tables  Has three required arguments and one optional argument : ◦ VLOOKUP(lookup_value,table_array,col_index_num,ran ge_lookup)  a lookup value stored in a cell  a range of cells containing a lookup table  the number of the column within the lookup table that contains the value to return Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall43

44.  The lookup value ─ value to look up in a reference table  The lookup table ─ a range of cells containing the reference table ◦ A breakpoint ─ is the lowest numeric value for a category or series  The column index number ─ the column number in the lookup table that contains return values Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall44

45.  Used for decisions involving payments, investments, interest rates, etc.  Allows you to consider several alternatives Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall45

46.  Used to calculate loan payments  Has three arguments: ◦ PMT(rate,nper,pv,fv,type)  the interest rate per period  the number of periods  the amount of the loan  Computes the associated payment on a loan Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall46

47.  Used to determine the future value of an amount, such as an investment  Has three arguments: ◦ FV(rate,nper,pmt,pv,type)  The interest rate (also called the rate of return)  The number of periods (how long you will pay into the investment)  The periodic investment (how much you will invest per year) Copyright © 2010 Pearson Education, Inc. Publishing as Prentice Hall47