1. 1 Dream Your Life,life your dream. Sari Mustonen-Kirk Chapter 1 – Introduction to Excel: What is a Spreadsheet? Exploring Microsoft Excel 2003

2. 2 Objectives Describe potential spreadsheet applications Distinguish between a constant, a formula, and a function Distinguish between a workbook and a worksheet Explain how rows and columns are labeled

3. 3 Objectives (continued) Insert or delete rows and columns Print a worksheet to show displayed values or cell contents Distinguish between relative, absolute, and mixed references Copy and/or move cell formulas Format a worksheet

4. 4 Introduction to Spreadsheets Spreadsheet – a computerized ledger Divided into rows and columns  Columns identified with alphabetic headings  Rows identified with numeric headings Cell – the intersection of a row and a column  Cell reference uniquely identifies a cell Consists of column letter and row number

5. 5 Rows, Columns, and Cells Cell referenced by column, then number Active cell surrounded by heavy border Column headings above each column. Columns designated with letters Row headings to the left of each row. Rows designated with numbers

6. 6 Types of Cell Entries Constant – an entry that does not change  Can be a numeric value or descriptive text Function – a predefined computational task Formula – a combination of numeric constants, cell references, arithmetic operators, and functions  Always begins with an equal sign

7. 7 Introduction to Microsoft Excel Common user interface with other Office applications  Menus and toolbars are similar to Word and Power Point Workbook – contains one or more worksheets Worksheet – an Excel spreadsheet

8. 8 4 Worksheet Add or delete worksheet Right click mouse

9. 9 Toolbars Appear beneath the menu bar Contain buttons that perform commonly-used commands Standard toolbar – buttons correspond to most basic commands in Excel  Examples include opening, closing, and saving a workbook Formatting toolbar – buttons correspond to common formatting operations  Examples include boldface and cell alignment

10. 10 The File Menu Contains most common commands related to Excel files Examples:  New command creates a new workbook  Open command opens an existing workbook  Save command saves a workbook  Save As command saves a copy of an existing workbook under a different name or file type  Print command prints all or part of a worksheet

11. 11 An Excel Workbook Title bar shows name of workbook Standard toolbar Menu bar gives lists of commands Formatting toolbar

12. 12 Opening a Workbook Use the Look In list box to specify the folder containing the file you want to open Double-click the file you want to open

13. 13 The Save As Command Type the new file name Use the Save In list box to specify the folder/disk the file will be saved in

14. 14 The Active Cell, Formula Bar, and Worksheet Tabs Click tabs to move to a different worksheet Active cell is highlighted Formula bar displays contents of active cell

15. 15 Using the Help System Click the Help menu Type a question and click Search Select one of the search results and it will appear in the Help pane

16. 16 Modifying the Worksheet: The Insert Command Can be used to add rows, columns, or cells

17. 17 Modifying the Worksheet: The Delete Command If deleting a cell, specify whether to move other cells up or to the left Specify whether you’re deleting cell, row, or column

18. 18 Page Setup Page tab controls print orientation and scaling Margins tab is used to set top, bottom, left and right margins

19. 19 Page Setup (continued) Header/Footer tab allows user to create headers and footers for each printed sheet Sheet tab is used to control repeating rows or columns or print gridlines

20. 20 Display the Cell Formulas

21. 21 The Print Preview Command View and adjust margins by clicking the Margins button

22. 22 Using Cell Ranges Range – a rectangular group of cells  May be a single cell or the entire worksheet  May consist of a row (or part of a row), a column (or part of a column) or multiple rows and/or columns To select a range:  Click left mouse button at the beginning of the range  Hold left mouse button as you drag the mouse  Release left mouse button at the end of the range

23. 23 Copying and Moving Cells Copy command – duplicates the contents of a cell or range of cells  Source range – the cell(s) you are copying from  Destination range – the cell(s) you are copying to You can copy to more than one destination ranges Move operation – transfers the contents of a cell or range to another cell or range You must use both the Copy (or Cut) command and the Paste command

24. 24 Cell Referencing Absolute reference: remains constant when copied  Specified with dollar signs before the column and row Relative reference: adjusts during a copy operation  Specified without dollar signs, i.e. B4 Mixed reference: either the row or the column is absolute; the other is relative  Specified with a dollar sign before the absolute part of the reference, i.e. B$4

25. 25 Absolute and Relative References Absolute references are used to refer to the weight of each exam. These weights do not change for each student, so absolute references are needed to keep those references constant as the formula is copied Relative references are used to refer to each student’s exam scores. These scores do change for each student, so relative references are needed to make sure each student’s average reflects his/her scores

26. 26 Compute the Student Semester Averages Absolute and relative references used in formulas Create the formula in cell E4 and copy to other cells

27. 27 Isolating the Assumptions Enter new exam weights in row 13 New student averages are automatically recalculated

28. 28 Formatting Cells Format Cells command – controls the formatting for numbers, alignment, fonts, borders, and patterns (color) Select-then-do  Select the cells to which the formatting will apply  Execute the Format Cells command

29. 29 The Format Cells Command Number tab allows you to specify appearance of numbers Alignment tab specifies vertical and horizontal alignment Font tab allows you to specify font type and size Borders and Patterns tabs allow you to create special effects

30. 30 The Completed Worksheet Shading is used to identify labels and assumptions, and to show class averages.

31. 31 Printing Headers and Footers Use Page Setup dialog to create a Header

32. 32 Summary Spreadsheet - the computerized equivalent of an accountant’s ledger  Divided into rows and columns  Worksheet - an Excel spreadsheet  Workbook - contains one or more worksheets Cells can contain either a formula or a constant Use the Insert and Delete commands to add or remove cells, rows, or columns The Page Setup command provides complete control over the printed page

33. 33 Summary (continued) Range - a cell or range of cells Formulas in a cell may be copied or moved to other cells  Absolute reference remains the same when it is copied  Relative reference adjusts when it is copied Cells can be formatted in a variety of ways  Select cells, then apply formatting

34. 34 Chapter 2 – Gaining Proficiency: The Web and Business Applications Exploring Microsoft Excel 2003

35. 35 Objectives Gain proficiency in using relative and absolute references Explain the importance of isolating the assumptions in a worksheet Use the fill handle to copy a range of cells Use pointing to enter a formula Describe the Today() function and its use in date arithmetic

36. 36 Cell Referencing Absolute reference: remains constant throughout a copy operation  Specified with a dollar sign before the column and row, i.e. $B$4 Relative reference: adjusts during a copy operation  Specified without dollar signs, i.e. B4

37. 37 Absolute and Relative Cell References Use relative cell references for each employees gross pay Use absolute cell references for withholding rate and FICA rate

38. 38 Isolate Assumptions Base your formulas on cell references, not values The cells containing the values (assumptions) should be clearly labeled and set apart Change the assumptions in the worksheet and see the effects instantly  Also minimizes the chance for error: you change the assumptions in one place

39. 39 Example of Isolated Assumptions Assumptions are isolated and clearly labeled

40. 40 Using Excel Effectively Enter cell addresses in formulas and functions by pointing  Use the mouse to select the cell(s)  More accurate than typing cell references Use the fill handle to copy  Select the cell(s) and drag to copy to a destination range Insert comments

41. 41 Pointing Use the mouse to select the cells to be included in the formula Notice the color coding between the borders around the selected cells and the formula in the formula bar

42. 42 Using the Fill Handle Select cells E2:H2. Dragging the fill handle will copy all four cells to lower rows. Border around selected area. Release the mouse and formulas are copied

43. 43 Inserting Comments Comments provide explanation for values and/or descriptions of formulas

44. 44 Selecting a Non-Contiguous Range Drag through cells to select destination range Hold the Ctrl key, then select additional cells

45. 45 Conditional Formatting Use this dialog to set criteria, in this case <0 Select cells to apply conditional formatting Click Format button to open Format Cells dialog

46. 46 Date Arithmetic Excel stores all dates as integers  Serial numbers, beginning with January 1, 1900  The difference between dates is determined by subtracting one number from another Today() function always returns the current date

47. 47 Summary Absolute, mixed, and relative references Isolate your assumptions from the rest of the worksheet Enter cell references into formulas by pointing to them with the mouse Use the fill handle to copy a formula to adjacent cells The Insert Comment command creates the equivalent of a screen tip

48. 48 Chapter 3 Graphs and Charts: Delivering a Message

49. 49 Objectives Describe how a chart can be used to deliver a message. List several types of charts and describe the purpose of each Distinguish between an embedded chart versus a chart in its own sheet Use the Chart Wizard, and F11, to create and modify a chart

50. 50 Objectives (continued) Use the Drawing toolbar to enhance a chart by adding lines and objects Distinguish between data series in rows versus columns Differentiate between a stacked-column chart versus a side-by-side column chart Create a Word document that is linked to a worksheet and an associated chart

51. 51 What is a Chart? A graphic representation of data in a worksheet Chart elements  Category labels – descriptive text entries  Data points – numeric values  Data series: a grouping of data points

52. 52 Chart Types Keep it simple Use the appropriate chart type  Pie and Exploded pie charts display proportional relationships  Column charts display numbers rather than percentages  Bar charts display numbers horizontally

53. 53 Pie Charts Each slice of the pie represents the percentage of the dinner bill each person pays Slices are exploded Chart title

54. 54 Column Charts Row 4 contains column headings and forms labels for X axis Embedded chart shows both the chart and the data

55. 55 Creating A Chart Two ways to create  Embed chart in worksheet Sizing handles allow you to size, move, copy, or delete an embedded chart  Create in separate chart sheet Charts are linked to underlying data  A change in the data instantly updates the chart(s) created on that data

56. 56 Using the Chart Wizard Select the cells that contain the data Click the Chart Wizard button on the standard toolbar  Select the chart type  Check the data series  Complete the chart options  Choose the location

57. 57 Choose the Chart Type Select any of the standard chart types or click the Custom Types tab to create your own Sub-types change as a different chart type is selected Definitely use this button. If all you see is a blank screen, cancel and reselect data.

58. 58 Check the Data Series Preview the chart before going further The first row is used as a default for the X axis labels Collapse button hides the dialog and allows you to select a different range

59. 59 Complete the Chart Options Enter a title for the chart. If you want labels for the axes, enter them here Use the other tabs to add descriptive text to the chart and enhance its formatting

60. 60 Choose the Location Use this option to create the chart in a chart sheet. Remember F11 provides this result instantly Give the chart sheet a name Use this option to embed the chart

61. 61 Modifying a Chart Add labels, change the data type, or format the chart with the Chart toolbar Add text boxes, arrows and other objects for emphasis with the Drawing toolbar

62. 62 Enhancing a Chart Arrow with embedded text box highlights fourth quarter increase

63. 63 Moving and Sizing the Chart Sizing handles indicate a chart is selected and can be moved, sized, copied, or deleted Drag a corner handle to change height and width simultaneously and keep in proportion

64. 64 Multiple Data Series Select multiple data series when you want to see individual data points rather than totals Determine whether data series are in rows or columns  Data points plotted are the same either way, but grouping will be different.

65. 65 Rows Versus Columns If data series are in rows  First row is used for category labels  Remaining rows are used for data series  First column is used for the legend text If data series are in columns  First column is used for category labels  Remaining columns are used for data series  First row is used for legend text

66. 66 Data Series in Rows Data series in rows, so first row is used as category labels and remaining rows are data series First column used as legend text

67. 67 Data Series in Columns Data series in columns, so first column is used as category labels and the first row as legend text Data points are the same; different grouping allows you to make different comparisons

68. 68 Stacked Column Charts Depicts totals by category instead of each individual data point  Each data point is plotted as part of a whole  Useful when you want to compare totals by category

69. 69 Example of Stacked Column Chart Each category is graphed as a total. Denver is plotted beginning where Miami left off Data labels show the value associated with each piece of the column

70. 70 Object Linking and Embedding Create a document in one application that contains objects from another application Embedded object is stored in the document  an Excel chart becomes part of the Word document Linked object is stored in its own file  any change in this file is automatically reflected in the main document

71. 71 Linking A Worksheet Worksheet and embedded chart are linked into this document

72. 72 Updating Links Use this if changes to the linked document are not updated in the main document Change the source if the link becomes broken

73. 73 Summary Charts graphically represent data in a worksheet Select chart type based on the message you are trying to convey Create with the Chart Wizard Can be embedded onto a worksheet or created on a separate chart sheet

74. 74 Summary (continued) Multiple data series may be specified in either rows or columns  Same data points, but different grouping gives different comparison Object Linking and Embedding (OLE) creates a compound document  Contains objects from multiple applications  Embedding – the object is stored within the compound document  Linking – the object is stored as a separate file

75. 75 Chapter 4: Spreadsheets in Decision Making: What If?

76. 76 Objectives Use the PMT function to calculate the payment of a car loan or mortgage. Use the FV function to determine the future value of a retirement account Explain how the Goal Seek command facilitates the decision-making process Use mixed references to vary two parameters in a table Use the AVERAGE, MAX, MIN, and COUNT functions

77. 77 Objectives (continued) Use the IF and VLOOKUP functions to implement decision making Freeze, unfreeze, hide, and unhide, rows and columns in a worksheet Use the AutoFilter command to display selected records in a list Describe the options in the Page Setup command used with large worksheets

78. 78 Using Functions Function – a predefined computational task Requires arguments  Values the function uses to calculate answers Returns a value

79. 79 The PMT Function Calculates a periodic payment, such as a car or mortgage payment Based on:  Amount financed  Interest rate  Number of periods

80. 80 Using the PMT function Interest rate divided by 12 Number of payments multiplied by 12 Amount financed expressed as a negative number Amount financed, interest rate, and the term, are all isolated as assumptions. One or more assumptions can be changed

81. 81 The FV function Returns the future value of a series of payments  For example, contributions to your 401K Based on:  Number of periods  Expected rate of return  Amount invested each period

82. 82 Using the FV Function Amount of contribution, rate of return, and years contributing are all expressed as assumptions

83. 83 Inserting a Function Use the Insert Function command from the Insert menu Use the list box to select the name of the function  Functions are categorized Let the Wizard help you enter the arguments  Point to enter cell references  Use the Collapse button to collapse the dialog box

84. 84 The Function Wizard Enter arguments into text boxes Collapse button shrinks dialog box if necessary Value returned by the function (answer) is displayed

85. 85 The Goal Seek Command Allows you to set an end result and vary the inputs (assumptions) to produce that result  Only one input can be varied at a time All other assumptions remain constant  For example, set a desired monthly car payment Vary the amount financed Interest rate and number of months remain the same

86. 86 Using the Goal Seek Command Enter the cell containing the desired result Enter the desired value Enter the cell containing the desired result

87. 87 Developing Proficiency Use relative and absolute references correctly  Use relative cell references if the value will change when a cell is copied  Use absolute references if the value remains constant (typically assumptions) Mixed references  Use when either the row or the column will change Isolate your assumptions  Formulas in cells refer to the assumptions area, not to the actual values

88. 88 Using Mixed References Mixed references used for number of payments, rate of return Absolute reference used for amount of contribution

89. 89 Statistical Functions MAX, MIN, and AVERAGE functions  Return highest, lowest, and average values from an argument list Argument list may include cell references, cell ranges, values, functions, or formulas Cells that are empty or contain text are not included COUNT and COUNTA functions  COUNT returns number of cells containing numeric entries or formulas that return a number  COUNTA also includes cells with text

90. 90 Using Functions versus Formulas In general, use functions instead of formulas  Functions are adjusted as rows or columns are deleted or added within the range referenced by the function  With formulas Adding a row adjusts the cell references in the formula, but does not include the new row in the formula Deleting a row causes a #REF error message

91. 91 The IF Function Enables decision making in a worksheet Requires three arguments:  A condition  A value if the condition is true  A value if the condition is false Condition must be able to be evaluated as true or false  Uses relational operators (=, <, etc.)

92. 92 Using the IF Function Incorrectly Value_if_true entered as a conditional test. Function will return True or False

93. 93 Using the IF Function Correctly Value_if_true entered as a value. Value_if_false entered as a cell reference

94. 94 The VLOOKUP function Allows Excel to look up a value in a table and return a related value Requires three arguments:  the numeric value (or cell) to look up  the range of the table  the column number containing the value you want to return

95. 95 Using the VLOOKUP Function This argument tells the function where to look. Absolute references used for the table Look in the second column of the table, NOT in column J Look up the value found in cell I4, in this case, the semester average

96. 96 Working With Large Worksheets Scrolling causes the screen to move horizontally or vertically as you change the active cell  Drag the horizontal or vertical scroll bars  Click above or below vertical scroll bars  Click to the left or right of horizontal scroll bars Freezing Panes allows row and column headings to remain visible while scrolling Hiding rows and columns makes rows and columns invisible on the monitor or when printed

97. 97 Freezing Panes As you scroll back up, rows 4- 8 will become visible again

98. 98 Printing Large Worksheets Page Preview command (View menu) lets you see where the page breaks are Page Setup command (File menu) lets you change how the sheet prints  Change from portrait (8 ½ x 11) to landscape (11 x 8 ½)  Change margins  Scale the worksheet to print on one sheet

99. 99 The AutoFilter Command Allows you to display a selected set of rows within a worksheet  Displays rows that meet selected criteria  Other rows are hidden, not deleted Select Filter then AutoFilter from the Data menu Select criteria from the dropdown

100. 100 Using the AutoFilter Command Click the dropdown on the Homework column, then select Poor as the criteria

101. 101 Summary Financial functions (PMT and FV) Goal Seek enhances decision making Statistical functions (MAX, MIN, AVERAGE, COUNT, and COUNTA) Decision making functions (IF, VLOOKUP, and HLOOKUP) Isolate and clearly label initial assumptions

102. 102 Summary (continued) Copy using fill handle Use scrolling & the Freeze Panes command to work with large worksheets Page Setup controls how the worksheet prints AutoFilter command displays only rows that meet certain criteria

103. 103 Chapter 5 - Consolidating Data: Worksheet References

104. 104 Objectives Describe two ways to consolidate data from multiple workbooks Distinguish between a cell reference and a worksheet reference Select multiple worksheets to enter common formulas and formatting Use the AutoFormat command

105. 105 Objectives (continued) Explain the advantage of using a function rather than a formula to consolidate data Develop a spreadsheet model for a financial forecast Use the Scenario Manager to facilitate decision-making Use the Formula Auditing toolbar

106. 106 The Three-Dimensional Workbook Electronic equivalent of a 3-ring binder Tabs at bottom display worksheet names  Active worksheet is highlighted  Click a different tab to make that worksheet active Scrolling buttons allow easy movement among worksheets

107. 107 3-D Workbook Active worksheet is highlighted Each worksheet is represented by a tab

108. 108 Opening Additional Windows New Window command (Window menu) opens a new window Arrange command arranges open windows  Tiled – each window occupies part of the screen  Cascade – windows overlay each other, with the title bar of each window visible Only one window can be active  Commands apply to active window only  Click a window to make it active

109. 109 Arranging All Worksheets Arrange command controls layout of open windows New Window command opens a new window All open windows are displayed; active window is highlighted

110. 110 Copying Worksheets Copy cells from one workbook and paste in another Copy worksheet from one workbook to another  Click the worksheet tab for the worksheet you want to copy  Press and hold the Ctrl key and drag the worksheet to the new workbook

111. 111 Copying to Another Workbook Select Sheet1 in Atlanta workbook, hold down the Ctrl key and drag to Summary workbook Workbook name is displayed in the title bar. Active window is highlighted

112. 112 The Completed Workbook Rename worksheet after dragging to Summary workbook

113. 113 AutoFormat Command Applies a predefined format to selected cells  Select cells to apply AutoFormat to, then select a format  Enter additional formatting, if desired

114. 114 Grouping and AutoFormat Select an appropriate format. Don’t get carried away Uncheck any elements you do not want to apply to the selected area Title bar indicates that worksheets are grouped. AutoFormat will be applied to all grouped worksheets

115. 115 The Documentation Worksheet Helpful to detail the workbook with a documentation worksheet  Workbooks can contain many worksheets  Workbooks often created by one person, used by many others  Worksheets are modified over time Contains vital descriptive information Makes the workbook easier to use for all Print out cell formulas for added documentation

116. 116 Formatting the Documentation Worksheet Title is merged and centered. Font is bold, with an offsetting background Wrap text in this cell, in much the way a word processor wraps text Worksheets are listed and described

117. 117 Objectives (continued) Track the editing changes that are made to a spreadsheet Resolve editing conflicts among different users in a workgroup Use conditional formatting Create a template based on an existing workbook

118. 118 Database Concepts Lists can be used as simple databases Record: individual information contained in a row  First row contains field names Field: unique information contained in a column for a record  Fields are the same for each record (row) Key is used to determine the sequence in which the rows appear

119. 119 List and Data Management List: an area of a worksheet that contains similar rows of data Need valid input to produce valid output  Verify spelling of field names and records (use the Spell Check) Edit the list through Insert Row and Columns command and Delete command

120. 120 Creating a List There must be a blank row and a blank column between the list and the rest of the worksheet

121. 121 The Data Form Command Data form: provides easy way to add, edit, and delete records in a list Select the Form command on the Data menu  Displays a dialog box based on the fields in the list  You need to enter the field names and one row manually to use the form

122. 122 A Data Form

123. 123 Sort Command Arranges records in a list according to the value in designated fields  Can sort on text, numeric, or date fields  Can sort in ascending or descending order  Can sort on up to three fields When sorting on more than one field, choose most important field as the primary sort key If you sort, then add names to the list, you need to re-sort the list

124. 124 Sorting Primary sort by location, ascending order Secondary sort by salary in descending order, lists highest salaries first

125. 125 Date Arithmetic A powerful tool for formulas The Today() function returns the current date The Now() function returns the current date and time Dates stored as integers  Calculate the interval between two dates (in days) by subtracting the earlier date from the later date  Convert the number of days between two dates to weeks, months, or years, as desired

126. 126 Filter commands Filter: a subset of records meeting a specific criteria Produce by using AutoFilter or the Advanced Filter command

127. 127 AutoFilter Set criteria for fields using the drop-down list for the field  Only rows meeting the criteria are displayed  Other rows are hidden, not deleted You may set criteria on multiple fields  If you set criteria on multiple fields, a row must meet all the criteria to be displayed

128. 128 Using the AutoFilter Command Create custom criteria, for example Atlanta or Boston Dropdown displays all values in that field. Select a value or create your own

129. 129 The Filtered List Only rows where the Title is Account Rep are displayed Row headers missing for rows not meeting the criteria

130. 130 Advanced Filter Extends AutoFilter in two important ways:  Create more complex criteria, such as the ability to set OR conditions  Copy the rows to another section on the worksheet, leaving the original list intact Requires the use of a criteria range  An area of the worksheet containing the criteria that must be met

131. 131 Defining Criteria Ranges Must contain at least two rows  First row contains field names  One or more rows containing values Text entries treated as though they were followed by a wildcard (*) Relational operators can be used to find a designated range  >40000 returns rows where the value is greater than 40,000

132. 132 Criteria Ranges Two criteria on the same row. Both criteria must be met Two criteria on separate rows. One criterion must be met.

133. 133 Criteria Ranges (continued) Two salary entries on same row define upper and lower boundaries Empty row in the criteria range returns all rows

134. 134 Pivot Tables Present data in summary form  Divides the records in a list into categories  Computes summary statistics for those categories  Can be refreshed when the underlying list is changed Use PivotTable Wizard in the Data menu Can also display pivot charts Can be saved as Web pages with full interactivity

135. 135 Pivot Tables Dialog Box Drop items that are to be totaled into the data area Row and column fields allow you to create a grid Drag fields where you want them or select and use the Add To button

136. 136 Viewing by Media and Sales Rep View all quarters or select a quarter from the dropdown Amount dragged to data area, Sum specified as function Media given as row field, Sales Rep as column field

137. 137 Viewing by Quarter and Sales Rep Sales Rep given as field, quarter as column field View all media or select one from the dropdown

138. 138 Pivot Chart Select one sales rep or view all. Drag to horizontal axis and drag media to vertical axis to change chart orientation Chart toolbar allows you to change formatting as you would a standard chart

139. 139 Summary A spreadsheet is often used as a decision- making tool Use Scenario Manager to test a spreadsheet with different sets of assumptions Use a style to set formatting  Apply conditional formatting Use the Formula Auditing toolbar to trace dependencies between cells

140. 140 Summary (continued) Use the Data Validation command to restrict data that can be entered into the cells Build a template to create other workbooks Protect the worksheet