1. Mr. O’Leary DO_Leary@itt-tech.edu 1 TB133 Strategies for the Technical Professional

2. Unit Six Summary This unit introduced and explained steps in critical and creative thinking. It also covered various information sources and how to evaluate sources. 2

3. Unit 7 Objectives Effectively and efficiently use selected productivity software tools. Demonstrate selected skills of Microsoft Excel elements. Key concepts will covered in class to achieve the course objectives: Excel basics Formulas and functions Charts 3

4. Excel 2007 Microsoft Excel This spreadsheet tool will help you: Create schedules Prepare budgets Track expenses Create lists 4

5. Worksheets and Workbooks Spreadsheet—Computerized equivalent of a ledger Excel is 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 5

6. Worksheets and Workbooks 6 6 Excel workbook This workbook currently has three worksheets

7. 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. Social scientists can use to predict voting results. 7

8. Good 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. 8 8

9. Good 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. 9

10. Excel Window Components A worksheet is a grid of rows and columns. Rows are numbered; columns are lettered. A cell is an intersection of a column and a row A cell reference is the address of that intersection Designated by column letter, then row number Navigate worksheets using either the mouse or keyboard. 10

11. Excel Window Components Active cell The cell you are working in; where data will go Formula bar Shows the active cell’s contents Name box Displays active cell’s address or name it has been given Sheet tabs What workbook sheets are available 11

12. Excel Window Components 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 functions without opening menus 12

13. 13 Active Cell Formula Bar Name Box Sheet Tabs Status Bar Select All button Row Heading Column Heading

14. Enter Data in a Cell Create a new workbook and enter data. You can enter three types of data: 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 14

15. 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 cell contents: Click on the cell and delete. Click on Clear arrow in the Editing group on the Home tab. 15

16. Mathematical Operations and Formulas Mathematical operations are the backbone of Excel. Formulas are used to perform mathematical operations and arrive at a calculated result. Formulas must begin with an equal sign (=). They automate calculations that were done manually. 16

17. Operator Symbols and Order Precedence Operator symbols include: Addition (+) Subtraction (-) Multiplication (*) Division (/) Exponentiation (^) Order of Precedence controls the sequence in which arithmetic operations are performed: Basic rules: Perform anything in parenthesis first; then exponents, then multiplication and division; then addition and subtraction. 17

18. Displaying Cell Formulas Press the Ctrl key plus the grave accent (`) key to display formulas in a worksheet. 18

19. Insert/Delete Rows or Columns To make changes in a worksheet, you may need to insert rows and columns. 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. 19

20. Insert/Delete Individual Cells You may need to insert and delete individual cells instead of an entire row or column. You can shift cells to the left, right, up, or down to insert and/or delete individual cells. 20

21. Insert/Delete Individual Cells 21

22. Ranges A range is a rectangular group of cells in a worksheet. Can be one cell; may be entire worksheet To 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. Cells in a range can be contiguous (together) or noncontiguous (not together). 22

23. Ranges 23 Ranges are shown in red and yellow

24. Move and Delete The move operation transfers the contents from one location to another. Drag and drop Cut and paste The delete operation removes all contents from the cell or range of cells. Select the range and click Delete. 24

25. Copy and Paste Copy makes a duplicate of the contents in the selected range and places it on the Clipboard. Paste places the contents of the Clipboard in the selected range. 25

26. 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. 26

27. 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. 27

28. Formatting Worksheets Formatting 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. 28

29. Formatting Worksheets 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. 29

30. Formatting Worksheets Insert clip art. Use it to represent most important aspect of spreadsheet content. Use sparingly; it can be distracting or take large amounts of disk space. Format cells. Control formatting for numbers, alignment, fonts, borders, colors, and patterns. 30

31. Page Setup and Printing Orientation 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 31

32. 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. 32

33. Formula Basics Formulas are used to perform mathematical operations and arrive at a calculated result. Must begin with an equal sign (=). Contain mathematical operators. Automate calculations that were once done manually. 33

34. Creating a Formula 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. 34

35. Copy Formulas with Fill Handle 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. 35

36. Relative vs. Absolute Addressing Relative cell references change relative to the direction in which the formula is copied. (A2:A10)  (B2:B10) Absolute cell references are fixed; 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 will not change, such as a sales tax percentage, or when formula always calculates from a fixed starting point, like a running average Use the F4 key to toggle between relative and absolute cell referencing. 36

37. Functions A predefined formula that can be selected from a list Already has the formula information; just requires cell references Cannot not replace all formulas – just common/routine ones in specific disciplines Take values, perform operations, and return results 37

38. Functions (continued) 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. 38

39. Using AutoSum (  ) 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 39

40. Basic Statistical Functions Perform a variety of calculations to aid in decision- making: 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. 40

41. Date Functions 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 41

42. Logical and Lookup Functions 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 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. 42

43. IF Function Used to determine whether a condition has been met Format: IF(condition,value_if_true,value_if_false) Has three arguments: 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. 43

44. Financial Functions Used for decisions involving payments, investments, interest rates, etc. Allows you to consider several alternatives 44

45. PMT Function 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. 45

46. FV Function 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) 46

47. Charts A chart is a graphic or visual representation of data. Multiple chart types can enhance information, adding visual appeal and making it easier to analyze data. 47

48. Choosing a Chart Type Graphic representation of data Attractive, clear way to convey information Select the type of chart that best presents your message. Add enhancements to better communicate your information. 48

49. Choosing a Chart Type (continued) Data point is a numeric value that describes a single item on a chart. Data series is a group of related data points. Category label describes a group of data points in a chart. 49

50. Choosing a Chart Type 50 Which chart type would best suit the data shown in the worksheet?

51. Column Charts Used to show actual numbers rather than percentages Displays data comparisons vertically in columns The X or horizontal axis depicts categorical labels. The Y or vertical axis depicts numerical values. The plot area contains the graphical representation of values in data series. The chart area contains entire chart and all of its elements. 51

52. Column Charts Column chart displays software sales revenue by city. The height of the column reflects revenue of each city. Pittsburgh has the highest revenue and Buffalo has the lowest revenue. 52

53. Column Charts 53 Height of column reflects value of the data point Chart title Plot area Y axis X axis Chart area

54. Clustered Column Chart 54 Shows totals for each software category in a uniquely colored column

55. Stacked Column Chart 55 Total sales in the Y- axis would go up as the total sales go up

56. Bar Charts Column charts with a horizontal orientation Emphasizes the difference between items 56

57. Bar Chart 57 Clustered bar chart shows totals for each software category in a uniquely colored bar 57

58. Pie Charts Effectively shows proportional relationships The pie denotes the total amount. The size of each slice corresponds to its respective percentage of the total. 58

59. Line Chart Shows trends over a long period of time A line is used to connect data points 59

60. Other Chart Types Doughnut chart Scatter (xy) chart Stock chart 60

61. Creating a Chart Six main steps to create a chart: 1. Specify the data series. 2. Select the range of cells to chart. 3. Select the chart type. 4. Insert the chart and designate the chart location. 5. Choose chart options/add graphics in charts. 6. Change the chart location and size. 61

62. Six Steps 1. Specify the data series. The rows and/or columns that contain the data you want to chart. 2. Select the range to chart. Can be a single cell, but most often is multiple cells. Cells may be adjacent or non-adjacent. Use Shift key to select adjacent cells; use Ctrl key to select non-adjacent cells. 62

63. Six Steps (continued) 3. Select the chart type. Each type presents data in a different way. Pick the type that will best visually illustrate the information you want to convey. 63

64. Select a Chart Type 64 Chart TypePurpose ColumnCompares categories, shows changes over time Bar Shows comparison between independent variables. Not used for time or dates Pie Shows percentages of a whole. Exploded pie emphasizes a popular category LineShows change in a series over categories or time Doughnut Compares how two or more series contribute to the whole ScatterShows correlation between two sets of values StockShows high low stock prices

65. Six Steps (continued) 4. Insert chart and designate location. Insert as an embedded object in the worksheet. Can print worksheet and chart on one page Insert the chart as a New Sheet. Will require you to print the worksheet and chart on separate pages You can choose the location to display the chart. 65

66. Six Steps (continued) 5. Choose chart options using the Design, Layout, and Format tabs. The Design tab can be used to display data in rows or columns. The Layout tab can be used to change the display of chart elements. The Format tab can be used to apply special effects. 66

67. Six Steps (continued) Add graphics to chart. May add company logos or representative clip art to personalize charts. Remember, less is sometimes more, so be sparing in use of graphics. 67

68. Add a Graphic To add a graphic to a chart: In the Illustrations section on the Insert tab, select the medium where the graphic will come from (Picture, Clip Art, Shapes, or SmartArt). Search for and insert the graphic. Size and move the graphic on the chart as desired. 68

69. Six Steps (continued) 6. To change the chart location and size Select the chart to reveal sizing handles. Drag the sizing handles to achieve desired location and size. 69

70. Print Charts You can print a chart: Including the worksheet in which it is embedded That is embedded, without printing the worksheet That was placed on a separate worksheet Always Print Preview to ensure you are printing what you intended. Select Print from the File menu or click the Print button on the Standard Toolbar. 70

71. Printing Large Worksheets Page Breaks, Page Orientation, Printing a selection, and the order in which pages print must be considered You can adjust column widths, margins, and page orientation before printing to avoid wasting paper. 71

72. Page Breaks Page Break Preview Shows where page breaks occur Gives you the opportunity to change them To adjust page breaks: Click the Page Break Preview button on the status bar. If the Welcome to Page Break Preview message box appears, check the Do not show this dialog again box and click OK. Watermark shows the page numbers. Move the dashed blue lines as needed to adjust the page breaks. 72

73. Page Orientation Printing an entire worksheet on a single page is more efficient. Can be accomplished by changing the page orientation. Page orientation can be either Portrait (tall) or Landscape (wide). To change page orientation to print more of a worksheet on a page: Click Orientation on the Page Setup group on Layout tab. Select Portrait or Landscape. 73

74. Print a Selection If you want to print only part of a worksheet, you can select an area to print. To print a selection or range of a worksheet: Select the portion of the worksheet you want to print. Click the Page Layout tab and then select the Page Setup dialog box launcher in the Page Setup group. Click Print; then click Selection in the Print what section. Verify the selection using Preview. Click Print in the Print group on the Print Preview tab. 74

75. Control Print Page Order Sometimes you need to change the order that pages print. Data may make more sense if the order is changed. Like data can be kept together. When you have four pages to print, you can print left to right or top to bottom. Choose order based on your worksheet data. To change the print page order: Click the Page Setup dialog box launcher on the Page Layout tab. Click the Sheet tab. Change the Page Order options, as appropriate. 75

76. Summary This unit demonstrated the basic features and tasks of the spreadsheet tool Microsoft Excel, including formulas and functions and using charts. This unit also showed how this tool will allow students to prepare schedules, set budgets, track expenses, and create lists. 76