1. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. Office Excel 2003 Lab 1 Creating and Editing Worksheet

2. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-2 Objectives 1.Introducing Excel. 2.Creating New Worksheets. 3.Enter, edit, and clear cell entries. 4.Adjust column widths. 5.Save, close, and open workbooks. 6.Spell-check a worksheet.

3. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-3 Objectives 6. Use the thesaurus (glossary). 7.Copy and move cell entries. 8.Specify ranges. 9.Enter formulas and functions. 10.Insert rows. 11.Change cell alignment.

4. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-4 Objectives 11.Format cells. 12.Enter and format a date. 13.Preview and print a worksheet.

5. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-5 Concept Preview Text and Numeric Entries AutoCorrect Column Width Spelling Checker Thesaurus Copy and Move Range Formula Relative Reference Function Recalculation Alignment Fonts Number Formats

6. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-6 Outline Objectives Case Study Concept Preview Introducing Excel 2003

7. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-7 Outline Starting Excel 2003 –Exploring the Excel Window –Exploring the Workbook Window –Moving Around the Worksheet Creating New Worksheets –Developing a Worksheet Entering and Editing Data

8. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-8 Outline Entering Text –Clearing an Entry –Editing an Entry –Using AutoCorrect –Entering Numbers Changing Column Widths –Dragging the Column Boundary –Using AutoFit

9. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-9 Outline Saving, Closing, and Opening Workbooks –Saving a New Workbook –Closing a Workbook –Opening an Existing Workbook Using Language Tools –Checking Spelling –Using the Thesaurus

10. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-10 Outline Duplicating Cell Contents –Using Copy and Paste –Selecting a Range –Using the Fill Handle –Inserting Copied Cells –Moving Entries

11. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-11 Outline Working with Formulas –Entering Formulas –Copying Formulas –Entering Functions –Using Pointing to Enter a Formula –Recalculating the Worksheet Inserting Rows

12. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-12 Outline Formatting the Worksheet –Changing Cell Alignment –Indenting Entries –Centering Across a Selection –Changing Fonts and Font Sizes –Applying Character Effects

13. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-13 Outline Formatting the Worksheet cont. –Using Undo –Using Format Painter –Formatting Numbers –Adding Color Entering the Date

14. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-14 Outline Previewing and Printing a Worksheet –Previewing the Worksheet –Printing the Worksheet Exiting Office Excel 2003 FAQs Discussion Questions

15. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-15 Introduction Spreadsheet is the PC application that is used most frequently by business managers. Worksheet is stored within a workbook. Divided into rows and columns –Columns identified with alphabetic headings (A-Z, AA- ZZ, BA- BZ and so on and to last of 256 column) –Rows identified with numeric headings (1 to 65536) Cell references. Constants--entries that do not change (grade, name) Formulas--combination of constants and functions =(B3+C3+D3). Numeric constance, cell refrences, arithematic operators and /or functions (Average (C3:C7)

16. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-16 Introducing Excel 2003

17. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-17 Exploring the Excel Window Workbook window Formatting Toolbar Formula Bar Edit Formula Bar Standard Tool Bar

18. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-18 The Workbook Window Workbook window Status bar displays current mode Numlock is on

19. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-19 Exploring the Workbook Window

20. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-20 Spreadsheet/Worksheet Sheet – displays financial data or charts Spreadsheet –Rectangular grid of rows and columns –Also called a worksheet –256 columns –65, 536 rows

21. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-21 Cell selector Sheet tabs Row Workbook Terms Column

22. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-22 Moving Around the Worksheet Keyboard Mouse Voice commands

23. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-23 Cell Selector Cell selector Name box displays cell reference Highlighted row number and column letter

24. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-24 Creating New Worksheets Plan –Purpose –Input –Calculations –Output Enter and edit Test Format

25. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-25 Concept 1 Data you enter in a cell –Text Letters, numbers, spaces, & special characters –Numbers Only the digits 0 to 9 Characters + - (),. / $ % ? = –Formulas Number entries can be used in calculations Text and Numeric Entries

26. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-26 Entering Text Move to the cell where you want data Enter information Cancel or complete entry Formula bar displays entry

27. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-27 Modifying an Entry Clearing an entry –Use DELETE key –Use the x in the formula bar Editing an entry –Ready mode –Edit mode Use to change only a part of an entry Double-click on the cell to change

28. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-28 Concept 2 A feature that makes some basic assumptions about the text you are typing Automatically corrects the entry Automatically corrects many common typing and spelling errors Makes corrections by … –Checking against a built-in list –Looking for certain types of errors –Examples: HAni, DCC AutoCorrect

29. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-29 Entering Data Long text entry is interrupted because cell to the right contains an entry Entry is fully displayed in formula bar

30. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-30 Concept 3 Size of column controls the amount of information displayed in a cell When numbers are entered in a cell, width is automatically increased When text larger than the column width is entered in a smaller cell, data may be interrupted Worksheet is printed as it appears on the screen Column Width

31. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-31 Changing Column Width Dragging the column boundary –Dragging to the left decreases the width –Dragging to the right increases the width Using AutoFit (format  column, row) –Double-click the boundary to the right of the column heading –Column width is resized to just slightly larger than the longest cell contents

32. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-32 Saving, Closing, and Opening Workbooks Saving –Use Save or Save As used to save files Closing –Use File/Close or click Close Window Opening –Use File/Open –Use View/Task Pane Can quickly open a recently used file

33. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-33 Using Language Tools Spelling Checker –Locates spelling and typing errors –Suggests the correct spelling Thesaurus (glossary) –Suggests better words to clarify meaning –On the Tools menu, click Research. –In the Search for list, select Thesaurus. –Press ALT and click the word you want to look up.

34. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-34 Concept 4 Locates –Misspelled words –Duplicate words –Capitalization irregularities Proposes the correct spelling Compares words to a dictionary –Main dictionary –Custom dictionary Spelling Checker

35. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-35 Check the Spelling in a Worksheet Locates misspelled word Suggested replacements Starts spelling checker

36. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-36 Spelling Options OptionEffect Ignore OnceLeave selected word unchanged Ignore AllLeaves this word and all identical words in worksheet unchanged Add to DictionaryAdds selected word to a custom dictionary to avoid subsequent spell checks ChangeChanges the selected word to the word highlighted in Suggestions text box Change AllChanges this word and all identical words to the word in Suggestions text box AutoCorrectAdds a word to the AutoCorrect list so that the word is corrected as you type

37. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-37 Concept 5 The Excel thesaurus provides –Synonyms (words with a similar meaning) –Antonyms ( words with an opposite meaning) –Related words for a selected word or phrase Helps to liven up documents by adding interest and variety to the text Thesaurus

38. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-38 Thesaurus Suggested replacement for the word drink Word to be replaced

39. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-39 Concept 6 Copy and Move Contents of worksheet cells can be duplicated (copied) or moved to other locations Entry that is copied leaves the original –Called the source or copy area Entry at the new location –Called the destination or paste area Entry that is moved is cut from original area

40. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-40 System Clipboard & Office 2003 Clipboard When a selection is moved or copied, selection is stored in the system Clipboard –Temporary Windows storage area in memory System Clipboard contents are inserted at new location Office 2003's Office Clipboard can store up to 24 items

41. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-41 Copy and Paste Copies selection Moving border indicates the source has been copied Status bar displays instructions on how to complete commands

42. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-42 Concept 7 A selection of two or more cells on a worksheet Cells can be –Adjacent: A rectangular block of adjoining cells –Nonadjacent: A range consisting of two or more selected cells or ranges that are not adjoining Range Check page 41

43. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-43 Using the Fill Handle Fill handle is a black box in the lower-right corner of the selection Used to copy a selection quickly Fill handle used to copy source

44. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-44 Concept 8 An equation that performs a calculation in a worksheet Result is a variable value –Can change if the data it depends on changes Formulas always begin with an equal sign (=) Formulas use arithmetic operators Formula

45. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-45 More on Formulas An operator is a symbol that specifies the type of numeric operation to perform Excel uses the order of precedence –Percent, exponentiation, multiplication, division, addition, subtraction –Can be overridden by using parentheses

46. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-46 Entering Formulas Formula is entered in the cell where you want the calculated value to be displayed Formula is displayed in formula bar

47. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-47 Concept 9 A cell or range reference in a formula whose location is interpreted in relation to the position of the cell that contains the formula When a formula is copied, referenced cells automatically adjust to reflect the new location Relative Reference Copied formula Page:49

48. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-48 Concept 10 Function is a prewritten formula Performs certain types of calculations automatically Function name identifies the type of calculation to be performed Argument is the data the function uses to perform the calculation Function

49. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-49 Using the Sum Function Function nameRange argument Moving border identifies proposed range to sum

50. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-50 Mode indicator Moving border surrounds selected (cell pointed to) cell Using Pointing to Enter a Formula

51. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-51 Concept 11 When a number in a referenced cell in a formula changes, Excel automatically recalculates all formulas dependent upon changed value Recalculation Value changed Dependent formulas automatically recalculated

52. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-52 Inserting Rows Range reference includes data from inserted row Row inserted

53. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-53 Formatting the Worksheet Format controls how entries are displayed in a cell –Position of data in a cell –Text font –Color –Patterns –Borders –Number formats Improves the appearance of data

54. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-54 Concept 12 Alignment Horizontal – Affects text and number entries –Left, right, center Vertical placement of cell contents –Top –Bottom –Center Orientation of text changes angle

55. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-55 Alignment Tab

56. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-56 Indenting Entries Indents entry Entries in nonadjacent selection are indented

57. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-57 Merges cells and centers contents Cell reference of merged cell Cell entry centered in merged cell Centering Across a Selection

58. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-58 Concept 13 A font is a set of characters with a specific design Types –Serif( have a flair at the base of each letter ) Roman and Times New Roman –Sans serif (Arial) Fonts

59. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-59 Other Format Options Applying character effects? Using undo Using Format Painter

60. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-60 Concept 14 Number formats change the appearance of numbers Does not change the way the number is stored or used in calculations When a number is formatted… –Formatting appears in the cell –Value without formatting appears in the formula bar Number Formats

61. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-61 Entering the Date When a date is entered as text, Excel converts the entry to numeric Can also use Excel's date and time functions

62. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-62 Previewing & Printing the Worksheet No gridlines

63. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-63 Printing the Worksheet

64. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-64 Exiting Office Excel 2003 To quit an Excel program, use the Exit command in the File menu Alternatively, click the Close button in the application window title bar

65. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-65 Key Terms active cell active sheet adjacent range alignment antonym argument AutoCorrect AutoFit cell cell reference cell selector character effect column column letter constant copy area

66. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-66 Key Terms cont. custom dictionary default destination fill handle font format Format Painter Formatting toolbar formula formula bar function heading main dictionary merged cell Name box nonadjacent range

67. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-67 Key Terms cont. number number format operand operator order of precedence paste area point range range reference recalculation relative reference row row number sans serif serial value serif

68. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-68 Key Terms cont. sheet sheet tab size source spelling checker spreadsheet Standard toolbar synonym syntax tab scroll buttons text thesaurus typeface variable workbook workbook window worksheet

69. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-69 FAQs 1.What is a workbook? A worksheet? A spreadsheet? 2.Why is there a heavy border around a cell? 3.How many columns and rows are in a worksheet? 4.I'm not sure how to use the Name box. How is it used?

70. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-70 FAQs 5.Help! I want to clear an entry from a cell. How can I do this? 6.What is AutoCorrect? 7.Is it necessary to type a comma when entering numbers? 8.The columns on my worksheet are too small. How can I widen them? 9.What is the file extension for Excel workbooks?

71. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-71 FAQs 10.I want to preview a file before I open it. Can I do this in Excel? 11.When I copy a cell, a moving border appears around the cell. What does this mean? 12.What is a range? 13.How do I use the fill handle? 14.What is the difference between copy and move?

72. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-72 FAQs 15.What is a formula? Formulas are equations that perform calculations on values in your worksheet. A formula starts with an equal sign (=). 15.What is a function? Give examples. 16.I'm not sure I understand a relative reference. What is it? 17.I read that I can enter a formula using pointing. How does this work? 18.Help! I changed some cell values in my worksheet. Are my calculations still correct?

73. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-73 FAQs 15.I can't center the worksheet title across a selection of cells. What can I do? 16.I formatted my worksheet and I don't like the way it looks. Is there anyway to reverse this? 17.How do I enter the date? 18.How can I print a range of cells in Excel?

74. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-74 Discussion Questions 1.Describe formula bar and discuss how it is used. 2.Discuss the different ways to enter text and numbers Excel cells. 3.How do you open an existing workbook using the Task Pane? 4.How does Copy and Paste work? 5.What is the difference between Copy and Move?

75. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-75 Discussion Questions 6.Explain how to select nonadjacent cells in Excel? 7.What order does Excel use when performing calculations? 8.What are the operator symbols for calculations in Excel? 9.Give examples of using a relative reference in a formula.

76. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 1-76 Discussion Questions 10.Look at the Help function in Excel and discuss some of the functions available. 11.Your worksheet needs to be enhanced. What can you do to make it more attractive? 12.Discuss the three alignment features available in Excel.