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November 2002Bent Thomsen - FIT 7-11 IT – som værktøj Bent Thomsen Institut for Datalogi Aalborg Universitet.

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Presentation on theme: "November 2002Bent Thomsen - FIT 7-11 IT – som værktøj Bent Thomsen Institut for Datalogi Aalborg Universitet."— Presentation transcript:

1 November 2002Bent Thomsen - FIT 7-11 IT – som værktøj Bent Thomsen Institut for Datalogi Aalborg Universitet

2 November 2002Bent Thomsen - FIT 7-12 Introduction to Spreadsheets Bent Thomsen

3 November 2002Bent Thomsen - FIT 7-13 What is an electronic spreadsheet? It is the electronic equivalent of an accounting worksheet, comprised of rows and columns to allow you to do many tasks in the organization of numbers in a clear, easy to understand format

4 November 2002Bent Thomsen - FIT 7-14 What is an electronic spreadsheet? It is a tool to help you calculate budgets, do economic analysis, statistics, engineering calculations, … Replaces pen, paper and pocket calculator Can show diagrams and graphs Can input data from other programs Can output data to other programs

5 November 2002Bent Thomsen - FIT 7-15 Some Advantages of Spreadsheets Spreadsheets are capable of exploring “what- if”scenarios (e.g. budgets, submitting bids) Once it is set up properly, the user can save time by never having to set up the spreadsheet again –Blank spreadsheets are called templates. –Monthly salaries,grade sheets

6 November 2002Bent Thomsen - FIT 7-16 Popular Spreadsheets Quattro Pro Lotus 1-2-3 Microsoft Excel

7 November 2002Bent Thomsen - FIT 7-17 Spreadsheet terminology Row - horizontal axis (designated by numbers) Column - vertical axis (designated by letters) Cell - intersection of row and column (designated by an address comprised of the column letter and row number e.g. A1) Block//Range - a rectangular group of one or more cells (identified by block coordinates (e.g. A1:G4)

8 November 2002Bent Thomsen - FIT 7-18 Spreadsheet terminology (con’t.) Label - alphanumeric Value - a number or formula result Formula - creates relationships among other cells Template - a notebook that has labels, formulas, and all of the formatting but no actual data (e.g. actual figures and numbers)

9 November 2002Bent Thomsen - FIT 7-19 How big is a spreadsheet? Normally you see 9 columns and 18 rows = 162 cells One sheet has 256 columns and 65536 rows = 1677216 cells That is more than 103000 screens Would take 34000 A4 pages to print Take 194 days to fill at one cell pr second

10 November 2002Bent Thomsen - FIT 7-110 Starting Excel Menu bar Blank worksheet in document window

11 November 2002Bent Thomsen - FIT 7-111 Exploring the Excel Screen Title bar Menu toolbar Standard toolbar Screen Tip Active worksheet in workbook window Formatting toolbar Task Pane: organizes related commands

12 November 2002Bent Thomsen - FIT 7-112 Activating Toolbars Click on View and Toolbars Toolbars sub- menu appears Click on desired toolbar Check indicates active item; click to deactivate

13 November 2002Bent Thomsen - FIT 7-113 Moving Around the Worksheet Working in an active cell (intersection of a row and column) Cell pointer I-beam: to place insertion point Insertion point: where text will be entered

14 November 2002Bent Thomsen - FIT 7-114 Moving Around the Worksheet Move cell pointer –arrow keys –scroll bars Change pages –click on tabs –tab scroll buttons

15 November 2002Bent Thomsen - FIT 7-115 Moving Around the Worksheet Consider cell B4 active Note –thick cross mouse pointer –row, column buttons highlighted After scrolling to right, note … –row button still highlighted –name box still shows B4 as active cell

16 November 2002Bent Thomsen - FIT 7-116 Moving Around the Worksheet Using the Go To dialog box –Named cell references show here –specify name or cell reference –Special button to go to other kinds of objects

17 November 2002Bent Thomsen - FIT 7-117 Moving Around the Worksheet To select a column Click on the column heading button Whole column is highlighted

18 November 2002Bent Thomsen - FIT 7-118 Entering Labels Click desired cell to make it active Label is displayed both in cell and in formula bar as you type Label displays out of its column –as long as other columns are empty

19 November 2002Bent Thomsen - FIT 7-119 Worksheet with Labels Note –Documentation section –Label cut off, next cell occupied –Labels aligned left

20 November 2002Bent Thomsen - FIT 7-120 Editing a Cell's Information Click on desired cell –Cell pointer moves there –Contents displayed in formula bar Click mouse pointer (I-beam) to location within text –type, delete, copy, paste as needed I

21 November 2002Bent Thomsen - FIT 7-121 Entering Values When entering numbers –do not use commas –numbers are right justified by default To proceed to next cell right use [Tab] or right arrow key To proceed down, use [Enter] key

22 November 2002Bent Thomsen - FIT 7-122 Entering Formulas Formulas are mathematical equations –perform calculations –always start with an equal sign (=) Formula shows in formula bar Note color references in formula...

23 November 2002Bent Thomsen - FIT 7-123 Entering Formulas After formula entered and cell pointer moved –Formula does not show in formula bar –Result of calculations shows in cell where formula entered

24 November 2002Bent Thomsen - FIT 7-124 Operators ^ - exponents + - addition * - multiplication / - division - - subtraction = - function

25 November 2002Bent Thomsen - FIT 7-125 Example =5+1*3 8

26 November 2002Bent Thomsen - FIT 7-126 Order Calculations are Performed First exponents Then any multiplication and division in the order they occur Then any addition and subtraction in the order they occur

27 November 2002Bent Thomsen - FIT 7-127 Parentheses Operations within parentheses are performed before those outside. Within the parentheses the basic rules are followed. Multiple sets of parentheses, the innermost are executed first followed by the next set.

28 November 2002Bent Thomsen - FIT 7-128 Built-in functions Functions are pre-written formulas Functions must start with an equal sign Functions takes value(s), perform an operation, and returns a value(s) Values you use with a function are arguments =AVERAGE(D3:D7) –AVERAGE is the function –D3:D7 is the argument

29 November 2002Bent Thomsen - FIT 7-129 Using Functions Advantages of predefined functions –save time –more accurate Using AutoSum –Click cell at bottom of column –Click AutoSum button –Excel assumes it should total the column –SUM function inserted

30 November 2002Bent Thomsen - FIT 7-130 Using Functions AutoSum can also be used to right of a row of numbers

31 November 2002Bent Thomsen - FIT 7-131 Using Functions Note end results of using AutoSum Note: –Click AutoSum button once to display formula, again to apply –SUM formula displays in Formula bar

32 November 2002Bent Thomsen - FIT 7-132 Using the Function Insert Feature Click on Insert, and Function Insert Function dialog box appears Select function category Choose specific function desired

33 November 2002Bent Thomsen - FIT 7-133 Using the Function Insert Feature Note calculated result of inserted function Animated border shows selected range Formula appears in cell Arguments of function must be specified

34 November 2002Bent Thomsen - FIT 7-134 Using the Function Insert Feature Note calculated result of inserted function

35 November 2002Bent Thomsen - FIT 7-135 Creating a Chart Select series of numbers from worksheet Click Chart Wizard button –Dialog box opens Choose chart type, sub-type –Note preview button Click on Next button to proceed

36 November 2002Bent Thomsen - FIT 7-136 Creating a Chart Step 2 –Review and change series range as needed –Click CategoryLabels button to specify source of labels for chart

37 November 2002Bent Thomsen - FIT 7-137 Creating a Chart Labels now show in legend Range for labels now displayed Click on Next button to proceed

38 November 2002Bent Thomsen - FIT 7-138 Creating a Chart Step 3 –Enter titles (which will show on preview) –Specify legend details on legend tab –Specify Data Label details as shown Click on Next button to proceed

39 November 2002Bent Thomsen - FIT 7-139 Creating a Chart Step 4 –Specify where chart will appear –Click Finish

40 November 2002Bent Thomsen - FIT 7-140 Creating a Chart Chart is displayed as object in worksheet Note Chart toolbar displayed while chart is selected

41 November 2002Bent Thomsen - FIT 7-141 Moving, Resizing a Chart With chart selected, mouse cursor changes to when mouse key pressed –This is the "movement pointer"

42 November 2002Bent Thomsen - FIT 7-142 Formatting a Chart Chart features may be altered after the fact –Colors, patterns, fill effects, fonts, borders Area to be formatted must be selected –Be careful to click directly on the chart element Double Click on Pie wedge, Data Point dialog box appears

43 November 2002Bent Thomsen - FIT 7-143 Formatting a Chart Double click on title of chart and Format Chart Title dialog box appears Note options –Fonts –Patterns –Alignment

44 November 2002Bent Thomsen - FIT 7-144 Formatting a Chart Formatted chart shows changes –Box around title –Change in fonts –Pie slice pulled out Chart toolbar –Select items –Pull up dialog boxes

45 November 2002Bent Thomsen - FIT 7-145 Changing a Chart Type Possible to use the same data and change to a different chart –Column chart to bar chart –Bar chart to line chart Can also switch between sub-types –Flat pie chart to 3D pie chart Important to use a chart type which best represents what the data portrays

46 November 2002Bent Thomsen - FIT 7-146 Changing a Chart Type To change chart type –Select the chart –Click on Chart, then Chart Type –Opens Chart Type dialog box

47 November 2002Bent Thomsen - FIT 7-147 Changing a Chart Type Chart Type dialog box Choosing 3-D sub-type Specify a type as the default type

48 November 2002Bent Thomsen - FIT 7-148 Changing a Chart Type 3-D view can also be changed –Click Chart, then 3-D view –Opens 3-D View dialog box Change angle of elevation Rotate view

49 November 2002Bent Thomsen - FIT 7-149 Changing a Chart Type Resulting chart –3-D view –View has been elevated to 30 degrees

50 November 2002Bent Thomsen - FIT 7-150 Previewing and Printing a Worksheet Click the preview button on the standard toolbar Worksheet preview displayed –note mouse cursor is magnifier –click on area to zoom in

51 November 2002Bent Thomsen - FIT 7-151 Previewing and Printing a Worksheet Click the Print button Print dialog box appears –Note options

52 November 2002Bent Thomsen - FIT 7-152 Previewing and Printing a Worksheet Alternative ways to print Click File and the Print –Note Print Preview option here also Click Print icon on menu bar –(Print dialog box will not appear)

53 November 2002Bent Thomsen - FIT 7-153 Using the Office Assistant Click Help on the menu bar –choose Show Office Assistant Enter question in dialog balloon Select a help topic

54 November 2002Bent Thomsen - FIT 7-154 Using the Office Assistant Read the chosen help topic –Note possible multiple panes of information Office Assistant can be disabled –uncheck option box in dialog box

55 November 2002Bent Thomsen - FIT 7-155 Saving and Closing a Workbook Click File and Save from the menu bar Use the Save As dialog box Specify new folder as needed with New Folder dialog box With name of file entered click Save button

56 November 2002Bent Thomsen - FIT 7-156 Steps in Developing a Spreadsheet 1.Determining the purpose - what inputs, what outputs, what printed reports 2.Planning - plan it on paper first 3.Building and testing - make sure it manipulates the data correctly 4.Documenting - should include something within the worksheet itself (directions, name and date)

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