Excel tutorial 1 getting started with excel
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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

Excel Tutorial 1: Getting Started with Excel


Objectives

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

  • Resize, insert, and remove columns and rows

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2


Objectives1

Objectives

  • 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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3


Visual overview

Visual Overview

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The excel window

The Excel Window

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Introducing microsoft excel 2010

Introducing Microsoft Excel 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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Spreadsheet data in excel

Spreadsheet Data in Excel

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Worksheet navigation

Worksheet Navigation

  • 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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Worksheet navigation1

Worksheet Navigation

  • 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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Worksheet navigation keys

Worksheet Navigation Keys

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Planning a workbook

Planning a Workbook

  • 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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Entering text numbers and dates

Entering Text, Numbers, and Dates

  • 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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Entering text

Entering Text

  • 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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Entering text1

Entering Text

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Entering numbers

Entering Numbers

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Working with columns and rows

Working with Columns and Rows

  • 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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Working with columns and rows1

Working with Columns and Rows

  • 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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Working with columns and rows2

Working with Columns and Rows

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Working with columns and rows3

Working with Columns and Rows

  • Inserting a column or row

    • Existing columns or rows shift to accommodate

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Working with columns and rows4

Working with Columns and Rows

  • 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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Visual overview1

Visual Overview

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Worksheet data

Worksheet Data

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Working with cells and ranges

Working with Cells and Ranges

  • Range reference indicates location and size of a cell range

    • Adjacent (A1:G5)

    • Nonadjacent (A1:A5;F1:G5)

  • 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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Working with cells and ranges1

Working with Cells and Ranges

  • Inserting and deleting a range

    • Existing cells shift to accommodate the change

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Working with formulas

Working with Formulas

  • Formula

    • An expression that returns a value

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

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Working with formulas1

Working with Formulas

  • 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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Working with formulas2

Working with Formulas

  • Order of precedence

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

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Working with formulas3

Working with Formulas

  • 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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Working with formulas4

Working with Formulas

  • Copying and pasting formulas

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

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Working with formulas5

Working with Formulas

  • 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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Introducing functions

Introducing Functions

  • 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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Entering a function

Entering a Function

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Entering functions with autosum

Entering Functions with AutoSum

  • 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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Entering functions with autosum1

Entering Functions with AutoSum

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Working with worksheets

Working with Worksheets

  • 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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Working with worksheets1

Working with Worksheets

  • 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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Editing worksheet content

Editing Worksheet Content

  • 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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Editing worksheet content1

Editing Worksheet Content

  • Using find and replace

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Editing worksheet content2

Editing Worksheet Content

  • Using the spelling checker

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Previewing a workbook

Previewing a Workbook

  • Changing worksheet views

    • Normal view

    • Page Layout view

    • Page Break Preview

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Page layout view

Page Layout View

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Page break preview

Page Break Preview

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Previewing a workbook1

Previewing a Workbook

  • Working with page orientation

    • Portrait orientation (default)

      • Page is taller than wide

    • Landscape orientation

      • Page is wider than tall

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Printing a workbook

Printing a Workbook

  • 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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Printing a workbook1

Printing a Workbook

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Viewing and printing worksheet formulas

Viewing and Printing Worksheet Formulas

  • 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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Viewing and printing worksheet formulas1

Viewing and Printing Worksheet Formulas

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

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Excel tutorial 2 formatting a workbook

Excel Tutorial 2: Formatting a Workbook


Objectives2

Objectives

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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Objectives3

Objectives

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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Objectives4

Objectives

Highlight cells with conditional formats

Hide worksheet rows

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

Create headers and footers

Select page margins

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Visual overview2

Visual Overview

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Worksheet formatting

Worksheet Formatting

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Formatting cell text

Formatting Cell Text

Formatting

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

Only the appearance of data changes, not data itself

Enhances readability and appeal

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

Themes

Named collections of formatting effects

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Applying fonts and font styles

Applying Fonts and Font Styles

Theme fonts and non-theme fonts

Character styles (serif fonts and sans serif fonts)

Font styles, special effects, font size

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Applying a font color

Applying a Font Color

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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Working with colors and backgrounds

Working with Colors and Backgrounds

Changing a fill color

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Working with colors and backgrounds1

Working with Colors and Backgrounds

Background images do not print

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Formatting calculated values

Formatting Calculated Values

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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Formatting calculated values1

Formatting Calculated Values

Create formulas to add, subtract, and divide values

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Formatting calculated values2

Formatting Calculated Values

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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Applying number formats

Applying Number Formats

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Applying number formats1

Applying Number Formats

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Formatting calculated values3

Formatting Calculated Values

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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Formatting worksheet cells

Formatting Worksheet Cells

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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Formatting worksheet cells1

Formatting Worksheet Cells

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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Formatting worksheet cells2

Formatting Worksheet Cells

Indenting cell content

Useful for entries considered subsections of a worksheet

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Formatting worksheet cells3

Formatting Worksheet Cells

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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Formatting worksheet cells4

Formatting Worksheet Cells

Rotating cell contents saves space and provides visual interest

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Formatting worksheet cells5

Formatting Worksheet Cells

Adding cell borders enhances readability of rows and columns or data

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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Options in the format cells dialog box

Options in the Format Cells Dialog Box

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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Options in the format cells dialog box1

Options in the Format Cells Dialog Box

Border tab

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Copying and pasting formats

Copying and Pasting Formats

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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Copying and pasting formats1

Copying and Pasting Formats

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

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Copying and pasting formats2

Copying and Pasting Formats

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

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Visual overview3

Visual Overview

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Table styles and page formatting

Table Styles and Page Formatting

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Applying cell styles

Applying Cell Styles

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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Applying cell styles1

Applying Cell Styles

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Working with themes

Working with Themes

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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Working with themes1

Working with Themes

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Creating formulas to add and subtract values

Creating Formulas to Add and Subtract Values

Use this data to identify trends

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Working with table styles

Working with Table Styles

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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Working with table styles1

Working with Table Styles

Table style elements can be turned on or off

Header Row

Total Row

First Column

Last Column

Banded Rows

Banded Columns

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Selecting table style options

Selecting Table Style Options

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Highlighting cells with conditional formats

Highlighting Cells with Conditional Formats

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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Highlighting rules

Highlighting Rules

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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Highlighting cells with conditional formats1

Highlighting Cells with Conditional Formats

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Highlighting cells with conditional formats2

Highlighting Cells with Conditional Formats

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

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Hiding worksheet data

Hiding Worksheet Data

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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Formatting the worksheet for printing

Formatting the Worksheet for Printing

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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Formatting the worksheet for printing1

Formatting the Worksheet for Printing

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

Can cover adjacent or nonadjacent range in current worksheet

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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Formatting the worksheet for printing2

Formatting the Worksheet for Printing

Inserting page breaks

Automatic page breaks

Manual page breaks

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Formatting the worksheet for printing3

Formatting the Worksheet for Printing

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

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Formatting the worksheet for printing4

Formatting the Worksheet for Printing

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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