Microsoft ® Office Excel ® 2003 Training - PowerPoint PPT Presentation

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Microsoft ® Office Excel ® 2003 Training

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  1. CGI presents: Microsoft® Office Excel® 2003 Training Great Excel features

  2. Course contents • Overview: Five great features • Lesson 1: Freeze! • Lesson 2: Compare side by side • Lesson 3: Sum it up, and more (Continued on next slide.) Great Excel features

  3. Course contents, cont’d. • Lesson 4: Type less, get more • Lesson 5: Call attention to the good or the bad Each lesson includes a list of suggested tasks and a set of test questions. Great Excel features

  4. Overview: Five great features • Isn't it great when something is easier than you thought? Like keeping titles in view when scrolling down a worksheet, or adding up numbers just by selecting them? In this course you’ll learn about five great Microsoft® Office Excel® 2003 features that will help you to work faster and easier. Great Excel features

  5. Course goals • Freeze the upper and left panes to keep column or row titles in view while you scroll through data. • Compare two workbooks at the same time by using the new Compare Side by Side feature in Microsoft Office Excel 2003. • Add up numbers just by selecting them. • Use the fill handle instead of typing to complete repetitive series of numbers, dates, or text. • Make formatting changes automatically when values are at a certain point by using conditional formatting. Great Excel features

  6. Lesson 1 Freeze!

  7. Freeze! • Imagine scrolling down the Excel worksheet in the picture. As you scroll, the column titles disappear. Then you wonder, do the numbers in column G refer to Units in Stock or Units on Order? Column titles disappear upon scrolling. Great Excel features

  8. Freeze! • See the image at left. • Column titles in row 1. • Column titles disappear after scrolling down one or two rows. Column titles disappear upon scrolling. Great Excel features

  9. Divide and conquer • To keep titles in sight: • Divide or split the worksheet by freezing the titles in their own pane. • The title pane is then locked in place as you scroll through the rest of the worksheet. Freeze titles in their own pane. Great Excel features

  10. Divide and conquer • You can see the result in the picture. The titles, separated from the worksheet data by a horizontal line, are still visible over the top of row 10. • Click Freeze Panes on the Window menu. • Column titles are divided from the rest of the worksheet by a horizontal line. Freeze titles in their own pane. Great Excel features

  11. Freeze here • It's not just column titles that you can freeze in place. You can also freeze row titles, or you can freeze both at the same time to keep both column and row titles. Do not select titles to freeze panes Great Excel features

  12. Freeze here • To freeze: • Column titles, select the first row below the titles. • Row titles, select the first column to the right (for example, to keep supplier names in sight as you scroll across the worksheet). • Both column and row titles, click the cell that is both just below the column titles and just to the right of the row titles. Do not select titles to freeze panes Great Excel features

  13. Suggestions for practice • Freeze and unfreeze column titles. • Freeze and unfreeze row titles. • Freeze both column and row titles at the same time. • Keep titles in sight when you print. Online practice (requires Excel 2003) Great Excel features

  14. Test 1, question 1 • The Freeze Panes command is on the Format menu. (Pick one answer.) • True. • False. Great Excel features

  15. Test 1, question 1: Answer • False. Select what you want to freeze, and then click Freeze Panes on the Window menu. Great Excel features

  16. Test 1, question 2 • To freeze column titles, you would select: (Pick one answer.) • The row beneath the titles. • The second cell in the first row beneath the titles. • The first column. Great Excel features

  17. Test 1, question 2: Answer • The row beneath the titles. To freeze titles, select the row below, not the actual titles. Great Excel features

  18. Test 1, question 3 • To freeze both column and row titles, you would select: (Pick one answer.) • The second column. • The third column. • The cell that is below the column titles and to the right of the row titles. Great Excel features

  19. Test 1, question 3: Answer • The cell that is below the column titles and to the right of the row titles. Great Excel features

  20. Lesson 2 Compare side by side

  21. Compare side by side • Have you ever wanted to compare the content in two different workbooks at the same time? • This lesson shows you how to use the new Compare Side by Side feature to compare budgets for two departments in two workbooks. Comparing two workbooks Great Excel features

  22. See both workbooks at the same time • Imagine that you have two workbooks. One is the budget for the Sales department and the other is the budget for the Marketing department. • You'd like to compare both workbooks to see the differences in projected expenses between the two departments. Compare two workbooks at the same time. Great Excel features

  23. See both workbooks at the same time • In the picture on the left, the Window menu shows that both workbooks are already open. Because Marketing is in view, the name of the second worksheet, Sales, is listed after the Side by Side command. • To see both workbooks at the same time, you click Compare Side by Side with Sales. Compare two workbooks at the same time. Great Excel features

  24. Scroll through workbooks at the same time • Worksheets from both workbooks will open, with one at the top of the window and the other in the bottom of the window. That's right, in Excel “side by side” means one on top of the other, but you can change the orientation from one on top of the other to one next to the other if you want. Animation: Right-click, and click Play. Great Excel features

  25. Scroll through workbooks at the same time • Worksheets from both workbooks will open, with one at the top of the window and the other in the bottom of the window. That's right, in Excel “side by side” means one on top of the other, but you can change the orientation from one on top of the other to one next to the other if you want. Great Excel features

  26. Scroll through workbooks at the same time • As you scroll through the first worksheet, the second worksheet scrolls right along, keeping pace with you and making it easy to compare the differences between the two department budgets. Great Excel features

  27. Suggestions for practice • Compare two workbooks at the same time. • Change side by side orientation. • Close the side by side view. Online practice (requires Excel 2003) Great Excel features

  28. Test 2, question 1 • Where is the Compare Side by Side command located? (Pick one answer.) • On the Window menu. • On the Data menu. • On the View menu. Great Excel features

  29. Test 2, question 1: Answer • On the Window menu. You can see two workbooks clearly now. Great Excel features

  30. Test 2, question 2 • What does side by side mean in Excel? (Pick one answer.) • One next to the other. • Facing the music together. • One on top of the other. Great Excel features

  31. Test 2, question 2: Answer • One on top of the other. That's how Excel sees it. Great Excel features

  32. Test 2, question 3 • You can navigate only from the top worksheet. (Pick one answer.) • True. • False. Great Excel features

  33. Test 2, question 3: Answer • False. You can navigate from either the top or bottom worksheet. Click in the worksheet you want to navigate in to activate the scroll bars in that sheet. Great Excel features

  34. Lesson 3 Sum it up, and more

  35. Sum it up, and more • Quick: What's the sum of the selected numbers in the picture? Even if you're very fast at doing math in your head, Excel can probably get the answer before you do. What's the total of the selected numbers? Great Excel features

  36. And the total is • All you have to do is...wait, the total is already in the status bar at the bottom of the window: Sum=$235.35. As you select the numbers, Excel automatically adds them up and displays the total in the status bar. Great Excel features

  37. And the total is • See the image at left. • Selected numbers. • Total in the status bar at the bottom of the window. Great Excel features

  38. Want more? • Need an average? Select the numbers, and right-click the status bar. • Click Average on the shortcut menu, which gives you the arithmetic mean. • The answer in the status bar changes from a sum to Average=$39.23. Great Excel features

  39. Suggestions for practice • Select numbers and see the sum. • Add numbers that are not consecutive. • Do more than sum. Online practice (requires Excel 2003) Great Excel features

  40. Test 3, question 1 • How do you select numbers to add up that are scattered in different rows or columns? (Pick one answer.) • Press and hold down CTRL while you select each number. • Press and hold down SHIFT while you select each number. • Press and hold down CTRL+SHIFT while you select each number. Great Excel features

  41. Test 3, question 1: Answer • Press and hold down CTRL while you select each number. Great Excel features

  42. Test 3, question 2 • How do you change the result from Sum to Average? (Pick one answer.) • Click Validation on the Data menu. • Right-click the status bar. • Click Formula Auditing on the Tools menu. Great Excel features

  43. Test 3, question 2: Answer • Right-click the status bar. Great Excel features

  44. Test 3, question 3 • If you do not see the sum in the status bar, click Status Bar on the _____ menu to turn the feature on. (Pick one answer.) • Edit • Tools • View Great Excel features

  45. Test 3, question 3: Answer • View. That's where you'll find the Status Bar command. Great Excel features

  46. Lesson 4 Type less, get more

  47. Type less, get more • Tired of typing the same lists over and over again, or copying and pasting lists from one place to another? • Then stop. Instead, let Excel fill in the months of the year, days of the week, and even your company's sales regions or employee names. Don't type the same lists over and over again. Great Excel features

  48. Fill it up • Imagine that you're typing the first six months of the year for the umpteenth time. Only this time you'll do it the easy way: • Type "January" so that Excel knows what you want. • Select the January cell, and then position the mouse pointer over the lower-right corner of the cell until the black cross (+) appears. Drag the fill handle to fill in the list. Great Excel features

  49. Fill it up • Imagine that you're typing the first six months of the year for the umpteenth time. Only this time you'll do it the easy way: • Drag the fill handle over the range you want to fill. As you drag, the ScreenTip tells you what will be filled in. Drag the fill handle to fill in the list. • Release the mouse button to fill in the series. Great Excel features

  50. Make your own list for Excel to complete • Excel has all sorts of lists you can complete with the fill handle: 1, 2, 3; Mon, Tues; 9:00, 10:00; Quarter 1, Quarter 2; or 15-Jan, 15-Feb. • But Excel can also fill in custom lists that you create, such as a list of employees at your company. Fill in a list instead of typing the list. Great Excel features