Post on 24-Dec-2015
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Formatting Cells
Can change property and aesthetics of cells: orientation, size, colour ...
Implications of formatting: Only certain text can be entered into cell without
receiving error message Can affect formulas (ex. Percentage)
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Formatting Cells
Generally speaking, finance spreadsheets would use accounting or currency formats, each with additional formatting options
Formulas: The Basics
Add: +
Subtract: -
Multiply: *
Divide: /
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Formulas: The Basics
To create a formula: In the cell that you want the answer to be entered, put an equals sign
Formulas: The Basics
Then click the cell that holds the information that you want in the formula—a letter:number combination will show up in the formula cell and the top bar
Formulas: The Basics
Enter the sign representing the action you want to complete [+, -, *, /] then click on the cell that represents the second number in the formula or type in the values required for your formula
This formula means cell B2
will always equal what is in
cell A2 multiplied by 5
Formulas: The Basics
To complete the formula, hit ‘Enter’ When you click on the cell, the answer will be in the cell
and the formula will be visible in the top content bar
Formulas: The Basics
To have same formula in other cells, right click to copy the cell and paste it where you want the formula to show up or simply click on the cell and drag from the box in the bottom right of the highlighted cell
When you click on the cell, a small box will
appear at the bottom right—drag that box to
copy the formula
Formulas: The Basics
An Example involving more complex calculations Shows the calculation of a salary including MERC
Auto Features
The Auto Sum button is the upper right hand corner of your Excel Menu bar—it has a drop down menu to select other functions
Auto Features
Auto functions can calculate different pieces of information related to your data: ex. Sum, average, min...
Once you click on an auto function,
it will highlight the data to be included. Use your cursor to highlight the correct data.
How can you build a table that captures the information you need for your finances?
For Financial Management
Building a Table
Base headings and columns on information you need to know
Insert formulas Test them out!
Build a table that is easy for you to read and use!
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Protecting a Table
Formulas are safe If you know the
password, you can still revise as necessary
If you don’t know the password, you cannot revise the formulas Cannot account for
changes or mistakes in formulas
PROS CONS
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Protecting a Table
Purpose: the cells with formulas are protected (ie. you can’t revise them, and the cells that require data are unprotected)
All cells are locked by default, meaning if you protect a sheet ALL of the cells are protected
Unlock cells that require data input first then protect the worksheet
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Unlocking Cells
Click on cells you want to remain open, go to ‘format cells’ and click on ‘Protection’
Uncheck the
‘Locked’ box
Revising a Table
WHY? Finances:
Tax rates have changed Budget items or details have changed
Statistics Tracking New funders or changes in funding practices mean
they want new/different information Your needs/wants have changed
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Revising a Table
In terms of finance, has much to do with revising formulas
Your sheet must be unprotected to change formulas
Go to the Review tab, click on unprotect sheet, and input your password Unprotect will only be an option if you’ve protected
your sheet or workbook!
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Revising a Table
Edit your formulas by clicking on the box with the formula
The formula
appears in the
content bar and the cell.
Revising a Table
Revise the formula in the content bar at the top or in the cell itself; drag or copy and paste to revise the formula in the whole table
Was multiplied by 5—now
multiplied by 10
Revising a Table
Once all the formulas are changed, the cell contents, including the auto sum, immediately change to reflect the new sum
Summary Sheet
Summary sheets total your data from previous sheets Useful when completing multi-term/multi-year
budgets
NB. Tables can be copied and pasted from one sheet to the next
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Summary Sheet
Create your summary sheet table in the format and style you deem appropriate to capture the information you need
Complete a separate table for
Year 1, 2, 3 of budget
Complete a summary sheet to
capture the total budget
Summary Sheet
To add total data, enter a = in your cell, then go back to the Year 1 sheet and click on the cell data that you require
Note that the content bar shows that you are
adding data from a different sheet
Summary Sheet
Before you move to the next sheet, click + Then go to Year 2 Sheet, click on data, hit +, go to Year
3 Sheet, click on data and press enter before going to the summary sheet.
The content bar shows your formula.
Summary Sheet
When you click on the data from the last sheet and hit enter, you will immediately be sent to the summary sheet the total is in the cell
If you click on the cell with the total, your
formula will show in the content bar. If you
change a value on one of your sheets, your
total on your summary sheet will change
automatically as well.
Hiding Panes
If you would like to see only specific information, you can hide sections of your chart. Make sure your sheet is unprotected to work on this
Hiding Panes
Highlight the columns or rows you’d like hidden by clicking on the lettered or numbered bars and right click
When you right click, make sure you do so on the letter bar at the top. A menu will pop up and you can click “hide”.
Hiding Panes
To unhide the panes, highlight the columns on either side of the hidden panes. Right click on the letter bar and click unhide.
Remember to use the letter bar to
highlight the panes.
Freezing Panes
This action keeps panes in place while others move when you scroll
If we freeze the ‘Position Title’ pane, it will stay in place as we scroll across the sheet.
Freezing Panes
Highlight the pane you want frozen by clicking on the letter or number bar; go to the view menu and click on ‘Freeze Panes’
It will provide you with three options: select the one most appropriate for your needs
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Freezing Panes
The first column has been frozen so as
you scroll across the ‘Position Title’ pane
remains in place.
Header/Footer
Go to the Insert menu Click the Header & Footer tab A number of menu
options are provided Insert titles, page numbers, dates.....
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Other Applications
Statistics tracking Creating graphs and charts Databases of donors, funders, participants.... Sorting and filtering information Project Management
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The Help Menu
The at the top right corner of the page
Browse function Search function
?
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Quiz: What did you learn?
1. What is the first thing you enter into a cell to create a formula?
2. How do you protect your formulas?3. Why would you create a summary page? How do
you do it?4. What else would you use Microsoft Excel?
CORE (Centre for Organizational Resilience), For Youth Initiative