1 Intro to Info Tech EXCEL Copyright 2013 by Janson Industries 1 2 3 ----- TOTAL6 Assg1Assg1...

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Intro to Info TechEXCEL

Copyright 2013 by Janson Industries

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2

3

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TOTAL 6

Assg1 Assg2

Copyright 2013 by Janson Industries2

Objectives Explain

Basic spreadsheet concepts

Relative/Absolute addresses

Charts

Expressions

Show how to:

Create, edit, and save spreadsheets using Excel


Concepts Spreadsheet is made up of rows and

columns (cols), essentially a table

Excel calls this a worksheet

Col(s) identified with a letter(s): A

Row(s) identified with a number(s): 1

Intersection of row & col is a cell

Cells identified by col letter followed by the row number: A1


Concepts Cells hold the contents of the

spreadsheet

Use the arrow keys to move between cells or click on a cell

SS will scroll when you reach the bottom of the screen

To enter data, move the cursor to the cell and start typing

Multiple worksheets can be stored in a single PC file called a workbook


Like Word, when first started can create from a template or create blank SpreadSheet (SS)


Standard tabs and ribbons

Active cell (where cursor is) has border around and address displayed in Name box

Border shows row numbers, column letters, and active

row/col is highlighted SS can have many

sheets


Moving In the Spreadsheet Up, down, right, and left arrows

move one cell at a time

Page down and Page up moves 1 screen of rows (default)

When at the edge of the screen, up, down, right, and left arrows scroll one row/column at a time

Ctrl+Home moves cell A1 to upper left of SS

Go to a cell: enter cell address in Name box and press Enter


Spreadsheet Data Two general categories

Text: descriptive info

Values: can perform logic and mathematical functions against

Values broken into

Static numbers/Fixed Constants

Formulas

Functions


When entering data Excel will distinguish between text and

values.

E.g. text is left justified in the cellbut values are right justified


SS Data Text can consist of numeric

characters

Phone numbers

Social security numbers

Why are these considered text?

No mathematical functions will be performed against them!


SS Data There are some special values

that SS’s recognize

Dates

Times

SS’s will uniquely format these values and provide special functions


SS Data and Formulas Formulas begin with an = and are

composed of standard mathematical functions: Exponents ^ Multiplication & Division * / Addition & Subtraction + –

This is also the order of precedence (and within the formula, left to right)

Can change OOP with ()

Examples: =1+2 , = 2+4/2 , =(2+4)/2


SS Data - Formulas Formulas can also include cell

addresses instead of static numbers Example: =G6+G7

Formulas with static numbers (instead of cell addresses) are considered “hard coded”

Formulas with cell addresses are considered “soft coded”

Hard coding BAAAADDDD! Soft coding GOOOODDDD! Why? Because of recalculation!


Recalculation

If the content of a cell is changed, any dependent cells will automatically be recalculated

Good? Why?


Cell G11 contains a hard coded formula

If we changed the Car value in cell G5 to 1000, the total would be

incorrect

Cell G11 contains a hard coded formula

Change a cell value by clicking and typingG5 changed to 1000, the total is now incorrect


We substituted cell addresses for the static values in the formula

When the Car value in cell G5 is changed, the total in G11 is recalculated automatically by Excel


Formulas

Lots of different ways to specify cell address

For instance, as you enter the formula, click on a cell and it will be added to the formula


Copy and Move Standard cut, copy, & paste

Click on cell to be copied

Click cut or copy

Click on target cell

Click paste

When a cell is copied, its border changes to a moving dashed line


G5 has been copied


Copy and Move

To get rid of the dashed border press the Esc key

Keystroke short cuts still work

Crtrl+C or Crtrl+X then Crtrl+V

You can also cut or copy a RANGE of cells


Ranges A rectangular set(s) of adjacent cells

To identify a range, click on the upper leftmost cell and drag to the lower rightmost cell (or visa versa)

The range will be “selected” All selected cell’s (except the current cell)

background color will change and a border will surround the cells

Range identified by: Upper left cell address A colon Lower right address


Once selected you can cut/copy and paste just like a

single cell

Range is I4:I9


Ranges

Ranges can be moved by dragging:

Select the range

Click and hold on the ranges’ border

Drag to the new location

Release


Non-adjacent Ranges You can select and manipulate

multiple non-adjacent ranges

Select the first range

Press and hold the CTRL key

Select a non-adjacent range

Continue until all ranges are selected

Format, delete, copy/cut and paste


Selected non-adjacent ranges

Result of a copy/paste to K13


Manipulating the SS To insert a row or column

Position the cursor at the row or column were you want to insert before

Click Home tab Display Insert menu Select Insert Sheet Rows/Columns

You can also: Right click a cell Select Insert Click Entire Row or Column





Manipulating the SS To delete a row or column

Position the cursor at the row or column to delete

Click Home tab

Display Delete menu

Select Delete Sheet Rows/Columns

To clear a row or column Click on the row number or column

letter (to select)

Press Delete key




Manipulating the SS

Change row height or column width

Move cursor over row bottom or column right border divider

Changes cursor to

Click and drag

Of course, Undo and Redo still work


Before you release will show you the effect



Manipulating the SS Can also change the contents of a

cell by

Double clicking the cell to edit Puts cursor in the cell in insert mode

Click cell and click formula window to edit

Puts cursor in the formula window in insert mode

Delete, Backspace to delete a character before or after cursor


Viewing the SS

Display formulas

Show the formula/function instead of the result of the formula/function

A lot of formatting not shown

Click Ctrl + ` (grave accent)

` is above the left Tab key

Sort of like reveal codes in Word


Shows the cell contents rather then the result of a formula/function


Manipulating the SS Based on the content of the selected cells,

autofill will guess what you want to input into adjacent cells

Select cells that have series of data

1,2,3

1/23/15, 1/24/15, 1/25/15

Mon, Tue, Wed

Click and drag on the fill handle

Solid square in lower right of selected cells border




Formatting Can use the Home ribbon or

Format box

Format box provides all the functions of the Home ribbon plus More numeric formats

More alignment options

Borders

Patterns


Can quickly change to $, %, add comma’s, change number of decimals but Home ribbon

options are limited

##### are displayed when a number can’t be displayed in the cell because cell is too small


Solution: make font smaller or change col width


Use Format box for most options Select range Right click range Click Format Cells

Notice the variety of number

formats


All sorts of crazy options


Font pane shows sample for choices selected






Need to merge title cells & center the text


Select the cells, display the Merge & Center menu and choose Merge & Center



Headers and footer can be definedSwitch to Page Layout view (not PAGE LAYOUT ribbon) and click in the header or footer area

Three areas in header/footer and Design ribbon provides buttons to insert page number, date,

time, etc.Can be formatted just like any other text


To leave header/footer view, click anywhere outside of the header or footer then click normal

view button


SS not printing out on one pageCouple solutions


Change Page Orientation to Landscape

Print options will be different for different printers!


Change Scale to Fit Sheet on One Page

Makes font smaller – sometime hard to read


Assignment

Unit G

Kite Sales Estimates

IC 2

Sales Analysis

VW

Holiday Sales Summary


Functions Better alternative than formulas

Can be performed against ranges

Function: a predefined calculation

Ex. =A1+A2+A3 vs. =SUM(A1:A3)

Syntax: Equal sign Function word (e.g. SUM, MAX, MIN) Opening parenthesis Range Closing parenthesis


Common functions include:

AVERAGE, MIN, MAX, COUNT


Functions Lots of ways to enter functions:

In a cell type: =, function, (, parameters, )

Type =, function, (, select parameters with mouse cursor, press Enter

Click INSERT, select function, fill in prompt window

Buttons on ribbon (e.g. Auto sum)


Click cell that will hold the functionDisplay Auto sum menu

Select the function


Excel will take a guess which cells, press Enter to accept or...


Select cells you want to sum or...


…type in the rangeNotice the different type of border when range

typed


If you select the cell to hold the formula first (C24) and then the range with data (C23:C20)

and ALT+=, the sum function will be inserted into the first cell (C24)


Go to the Formulas ribbon and either: display a category menu and select the function

or..


Click either of the Insert Function buttons, select a function, click OK


Either way, you get a prompt window where you enter the parameters and Excel will enter the

function

Notice that there is a short explanation of the function and the parameter (where the cursor is

located) More importantly, there is a link to more help

Bolded names are required

parameters


This help shows the syntax of the function, explanation of each parameter, valid values...


...and examples (which you can even copy into a SS)


What are valid values for a mortgage rate and nper?


Date Functions Excel stores dates as a number (but

displays them in date format)

So you can perform math on dates

Find elapsed number of days

Other functions:

=TODAY() returns the current date

=WEEKDAY(DATE(1988,2,27)) returns a number representing day of the week

1=Sunday, 2 = Monday, etc


Absolute vs. Relative Addresses Absolute Address:

123 Main St.

Relative Address: Next door

When you enter cell addresses the spreadsheet considers them relative

This is clearly shown when copying formulas/functions


Change to formula view to help explain

Absolute vs. Relative Cell addressing


Excel considers all three formulas the same

Advantage?

Copying the formula in C24 to D24:E24 results in:


Absolute vs. Relative Addresses To specify an absolute address

Precede the column letter with a $

Precede the row number with a $

Example:

$A$1

When use:

When you want to reference the same cell value in many formulas


Mixed Addresses One of the row and col

specifications is relative the other is absolute

Examples: $A1 A$1

When use: When you want to reference a

constant value in the same row or column


Sorting and Filters

Must put the data in a table

Select the Range

Click INSERT Tab then Table


Select Table



Each column gets a list arrow

Drop down menu provides sorting and filtering options


Sorting Largest to Smallest for Column1results in all the rows being sorted by the value in

Column1


Filters allow you to restrict which rows are displayed

Click column arrow, Number Filters, then the rule...


...fill in the value to compare to...

...click OK and …


...only those rows who's value in the column satisfy the condition will be shown


Conditional formatting based on value in the cells



Select the cells and pick the highlight rule


Default rule applied

If you don’t like the format options choose Custom Format…


… and specify your own





Numbers appear as pound signs (###)Column isn’t wide enough

Common problem


Simply make the column wider

Data will be displayed


Assignment Unit H

Northeast Region Sales

IC2 October Sales Rep Report

Send an email to [email protected] with all 5 files attached

Date post:	15-Jan-2016
Category:	Documents
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