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Excel Tutorial 1: Getting Started with Excel - PowerPoint PPT Presentation

Excel Tutorial 1: Getting Started with Excel. Objectives. Understand the use of spreadsheets and Excel Learn the parts of the Excel window Scroll through a worksheet and navigate between worksheets Create and save a workbook file Enter text, numbers, and dates into a worksheet

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Excel Tutorial 1: Getting Started with Excel

• Understand the use of spreadsheets and Excel

• Learn the parts of the Excel window

• Scroll through a worksheet and navigate between worksheets

• Create and save a workbook file

• Enter text, numbers, and dates into a worksheet

• Resize, insert, and remove columns and rows

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• Select and move cell ranges

• Insert formulas and functions

• Insert, delete, move, and rename worksheets

• Work with editing tools

• Preview and print a workbook

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New Perspectives on Microsoft Office 2010

New Perspectives on Microsoft Office 2010

• Computer program used to enter, store, analyze, and present quantitative data

• Creates electronic versions of spreadsheets

• Collection of text and numbers laid out in a grid

• Displays values calculated from data

• Allows what-if analysis

• Ability to change values in a spreadsheet and assess the effect they have on calculated values

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New Perspectives on Microsoft Office 2010

• A workbook can have two kinds of sheets:

• Worksheet contains a grid of rows and columns into which user enters data

• Chart sheet provides visual representation of data

• Cell reference identifies column/row location

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• To navigate between worksheets

• Use sheet tabs

• To navigate within a worksheet

• Use mouse, keyboard, GoTo dialog box, or type cell reference in Name box

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New Perspectives on Microsoft Office 2010

• Use a planning analysis sheet to define:

• Goal or purpose of workbook

• Type of data to collect

• Formulas needed to apply to data you collected and entered

• Appearance of workbook content

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• Text data

• Combination of letters, numbers, and symbols

• Often referred to as a text string

• Number data

• Numerical value to be used in a mathematical calculation

• Date and time data

• Commonly recognized formats for date and time values

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• New data appears in both the active cell and the formula bar

• Truncation

• AutoComplete feature

• To enter multiple lines of text within a cell

• Create a line break with Alt + Enter

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New Perspectives on Microsoft Office 2010

New Perspectives on Microsoft Office 2010

• To make data easier to read:

• Modify size of columns and rows in a worksheet

• To modify size of columns or rows:

• Drag border to resize

• Double-click border to autofit

• Format the Cells group to specify

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• Column width

• Expressed in terms of number of characters or pixels (8.43 characters equals 64 pixels)

• Note: Pixel size is based on screen resolution

• Row height

• Measured in points (1/72 of an inch) or pixels

• Default row height: 15 points or 20 pixels

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New Perspectives on Microsoft Office 2010

• Inserting a column or row

• Existing columns or rows shift to accommodate

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• Deleting and clearing a row or column

• Deleting removes both the data and the cells

• Clearing removes the data, leaving blank cells where data had been

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New Perspectives on Microsoft Office 2010

New Perspectives on Microsoft Office 2010

• Range reference indicates location and size of a cell range

• Selecting a range

• Work with all cells in the range as a group

• Moving and copying a range

• Drag and drop

• Cut and paste

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• Inserting and deleting a range

• Existing cells shift to accommodate the change

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• Formula

• An expression that returns a value

• Written using operators that combine different values, resulting in a single displayed value

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• Entering a formula

• Click cell where you want formula results to appear

• Type = and an expression that calculates a value using cell references and arithmetic operators

• Cell references allow you to change values used in the calculation without having to modify the formula itself

• Press Enter or Tab to complete the formula

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• Order of precedence

• Set of predefined rules used to determine sequence in which operators are applied in a calculation

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• Viewing a formula

• Select cell and review expression displayed in the formula bar

• Each cell reference is color coded in the formula and corresponding cell in the worksheet

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• Copying and pasting formulas

• Cell references adjust to reflect new location of the formula in the worksheet

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• Guidelines for writing effective formulas:

• Keep them simple

• Do not hide data values within formulas

• Break up formulas to show intermediate results

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• Function

• Named operation that returns a value

• Simplifies a formula, reducing a long formula into a compact statement; for example, to add values in the range A1:A10:

• Enter the long formula: =A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 - or -

• Use the SUM function to accomplish the same thing: =SUM(A1:A10)

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New Perspectives on Microsoft Office 2010

• Fast, convenient way to enter commonly used functions

• Includes buttons to quickly insert/generate:

• Sum of values in column or row (SUM)

• Average value in column or row (AVERAGE)

• Total count of numeric values in column or row (COUNT)

• Minimum value in column or row (MIN)

• Maximum value in column or row (MAX)

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New Perspectives on Microsoft Office 2010

• Inserting a worksheet

• Name of new worksheet is based on number and names of other sheets in the workbook

• Deleting a worksheet

• Renaming a worksheet

• 31 characters maximum, including blank spaces

• Width of sheet tab adjusts to length of name

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• Moving and copying a worksheet

• To move:

• Click and drag

• To copy:

• Ctrl + drag and drop

• Place most important worksheets at beginning of workbook (leftmost sheet tabs), less important worksheets toward end (rightmost tabs)

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• Use Edit mode to edit cell contents

• Keyboard shortcuts apply only to text within selected cell

• Undoing and redoing an action

• Excel maintains a list of actions performed in a workbook during current session

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• Using find and replace

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• Using the spelling checker

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• Changing worksheet views

• Normal view

• Page Layout view

• Page Break Preview

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New Perspectives on Microsoft Office 2010

New Perspectives on Microsoft Office 2010

• Working with page orientation

• Portrait orientation (default)

• Page is taller than wide

• Landscape orientation

• Page is wider than tall

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• Print tab provides options for choosing what to print and how to print

• Printout includes only the data in the worksheet

• Other elements (e.g., row/column headings, gridlines) will not print by default

• Good practice: Review print preview before printing to ensure that printout looks exactly as you intended and avoid unnecessary reprinting

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New Perspectives on Microsoft Office 2010

• Switch to formula view

• Useful when you encounter unexpected results and want to examine underlying formulas or to discuss your formulas with a colleague

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• Scaling the printout of a worksheet forces contents to fit on a single page

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Excel Tutorial 2: Formatting a Workbook

Format text, numbers, and dates

Change fonts and font colors

Add fill colors and background images

Create formulas to add, subtract, and divide values

Apply number formats

Align, indent, and rotate cell contents

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Merge a range into a single cell

Copy and paste formats

Apply built-in cell styles

Change the theme of a workbook

Create formulas to add and subtract values

Apply a built-in table style and select table style options

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Highlight cells with conditional formats

Hide worksheet rows

Define the print area, insert page breaks, and add print titles

Select page margins

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New Perspectives on Microsoft Office 2010

Formatting

Process of changing workbook’s appearance by defining fonts, styles, colors, and graphical effects

Only the appearance of data changes, not data itself

Live Preview shows the effects of formatting options before you apply them

Themes

Named collections of formatting effects

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Theme fonts and non-theme fonts

Character styles (serif fonts and sans serif fonts)

Font styles, special effects, font size

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Themes have 12 colors: 4 for text and backgrounds, 6 for accents and highlights, and 2 for hyperlinks

Standard colors (always available)

Custom colors

Automatic colors

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Changing a fill color

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Background images do not print

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Goal: Make workbook easier to interpret

Add a comma as a thousands separator

Control number of decimal places

Use percentage and currency symbols

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Create formulas to add, subtract, and divide values

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Applying number formats

Use General number format for simple calculations

Apply Excel’s additional formatting to make numbers easier to interpret

Accounting style

Lines up currency values within a column by currency symbol and decimal point

Encloses negative numbers within parentheses

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New Perspectives on Microsoft Office 2010

New Perspectives on Microsoft Office 2010

Formatting dates and times

Dates/times are stored as numbers, not as text

Applying different formats does not affect values

Makes it easier to calculate time intervals

Short Date format or Long Date format

12- or 24-hour time

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Format appearance of individual cells by:

Modifying alignment of text within the cell

Indenting cell text

Adding borders of different styles and colors to individual cells or ranges

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Aligning cell content

Default:

Cell text aligned with left bottom borders

Cell values aligned with right bottom borders

Buttons to set alignment options are in Alignment group on Home tab

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Indenting cell content

Useful for entries considered subsections of a worksheet

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Merging cells

Retains only content (and cell reference) from upper-left cell in the range

Merge options: Merge & Center, Merge Across, Merge Cell, and Unmerge Cells

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Rotating cell contents saves space and provides visual interest

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Add borders to left, top, right, or bottom of cell or range; around an entire cell; or around outside edges of a range

Specify thickness and number of lines in border

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Presents formats available from Home tab in a different way and provides more choices

Six tabs, each focusing on different options:

Number

Alignment

Font

Border

Fill

Protection

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Border tab

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Copying formats with Format Painter

Fast and efficient way of maintaining a consistent look and feel throughout a workbook

Copies formatting without duplicating data

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Use Paste Options Button to paste formatting from a copied range along with its contents

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Use Paste Special to control exactly how to paste the copied range

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New Perspectives on Microsoft Office 2010

New Perspectives on Microsoft Office 2010

Use styles to ensure that cells displaying same type of data use the same format

Style

Selection of formatting options using a specific font and color from the current theme

If style is later revised, appearance of any cell formatted with that style is updated automatically; saves time and effort

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New Perspectives on Microsoft Office 2010

Appearance of fonts, colors, and cell styles depends on workbook’s current theme

If theme is changed, formatting of fonts, colors, and cell styles changes throughout entire workbook

Only elements directly tied to a theme change when you select a different theme

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New Perspectives on Microsoft Office 2010

Use this data to identify trends

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Specifies formats (e.g., font color, fill color) for each element

More efficient than formatting individual cells

Ensures that table’s formatting reflects any changes made to the table

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Table style elements can be turned on or off

Total Row

First Column

Last Column

Banded Rows

Banded Columns

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New Perspectives on Microsoft Office 2010

Goal of highlighting: Provide strong visual clue of important data or results

Format applied to a cell depends upon value or content of the cell

Dynamic: If cell’s value changes, cell’s format also changes as needed

Excel has four conditional formats: data bars, highlighting, color scales, and icon sets

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Each conditional format has a set of rules that define how formatting should be applied and under what conditions format will be changed

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New Perspectives on Microsoft Office 2010

Always include a legend – a key that shows each color used in the worksheet and what it means

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Manage contents of a large worksheet by selectively hiding rows and columns of extraneous data

Allows you to focus attention on only a select few data points

Does not affect other formulas in workbook

Never hide data that is crucial to understanding a workbook

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Print options can be applied to an entire workbook or to individual sheets

Look at a worksheet in Page Layout view to see how it would print

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Defining the print area allows you to override default settings and print part of a worksheet

Region sent to the printer from the active sheet

Generally easiest to set in Page Break Preview

Fit a large worksheet on a single page by reducing size of the page margin

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Inserting page breaks

Automatic page breaks

Manual page breaks

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Add print titles (descriptive information) on each page of a printout in case pages become separated

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Create page headers and footers to include text not usually found within the worksheet (e.g., author, date, filename)

Headers and footers have three sections: left, center, right

Elements are dynamic

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