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Exploring Microsoft Office Excel 2007
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Objectives
Define worksheets and workbooks Use spreadsheets across disciplines Plan for good workbook and worksheet
design Identify Excel window components Enter and edit data in cells
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Objectives (continued)
Describe and use symbols and the order of precedence
Display cell formulas Insert and delete rows and columns Use cell ranges, move, copy, paste,
paste special, and AutoFill Manage worksheets
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Objectives (continued)
Format worksheets Select page setup options for printing Manage cell comments
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Microsoft Excel is an electronic spreadsheet program An electronic spreadsheet program allows
you to perform numeric calculations The spreadsheet is called a worksheet
Individual worksheets are stored in a workbook which is the Excel file
Understanding Spreadsheet Software
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Define Worksheets and Workbooks (other definition)
Spreadsheet ─ computerized equivalent of a ledger Excel ─ a computerized spreadsheet application
used to build and manipulate worksheets and workbooks
Worksheet ─ a spreadsheet that may contain data, values, formulas, and/or charts
Workbook ─ a collection of related worksheets within one file
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Excel workbook
This workbook currently has three worksheets
Define Worksheets and Workbooks
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Using Spreadsheets Across Disciplines
Spreadsheets have applications in varied disciplines
Used for business applications, such as accounting
Used for “what-if” analysis in business planning Can also be used in scientific applications
Geologists can use to chart data about scientific phenomena
Social Scientists can use to predict voting results
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Understanding Spreadsheet Software
Advantages of using Excel Enter data quickly and accurately Recalculate data easily Perform what-if analysis Change the appearance of information Create charts Share information Build on previous work
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Planning for Good Workbook and Worksheet Design
Plan before you start entering data Steps to ensure a good design:
Decide on the purpose of the spreadsheet and how it will be constructed
Make it obvious where data is to be entered Enter data and set up formulas wherever possible
Allow Excel to do what it was designed for – automatic calculation
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Planning for Good Workbook and Worksheet Design
Test multiple times to make sure the results are what you expect Know what your results should be, so that you know
your result is correct Format the worksheet so it looks appealing Document the worksheet as thoroughly as
possible Save and print the results
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Identifying Excel Window Components
Worksheet is divided into a grid of rows and columns Rows are numbered; columns are lettered
Cell ─ an intersection of a column and a row Cell reference ─ the address of that
intersection Designated by column letter, then row number
Navigate worksheets using either the mouse or keyboard
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Identifying Excel Window Components Active cell
The cell you are working in; where data will be input
Formula bar Shows the active cell’s contents
Name box Displays active cell’s address or name it has
been given Sheet tabs
What sheets of workbook are available
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Identifying Excel Window Components Status Bar
Displays information about a selected command or operation in progress
Select All button used to select all elements of the worksheet
Ribbon Primary replacement for menus and toolbars made
up of tabs, groups, and commands Tab
Designed to be task-oriented Each one is made up of several groups to facilitate
viewing all of its functions without opening menus
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Active Cell
Formula Bar
Name Box
Sheet Tabs
Status Bar
Select All button
Identifying Excel WindowComponents
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Enter Data in a Cell
Create a new workbook and enter data Three types of data you can enter:
Text ─ letters, numbers, symbols, and spaces
Values ─ numbers that represent a quantity, an amount, a date or time
Formulas ─ combination of numbers, cell references, operators, and/or functions
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Edit Data in a Cell
Three most common methods to edit data in a cell: Select the cell you want to edit, click in the
Formula Bar, make changes, press Enter Double-click in the cell to be edited, make the
changes, press Enter Select the cell, press the F2 key, make the
changes, press Enter Two options to clear the contents of the
cell: Click on the cell and delete Click on Clear arrow in the Editing group on
the Home tab
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Using Save and Save As
Click the Office button, then select Save or Save As
Use the Save As option if you need to assign a name to the file Provides the Save As dialog box
Once named, use the Save command
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Mathematical Operations and Formulas
Mathematical operations are the backbone of Excel
Formulas are used to perform mathematical operations and arrive at a calculated result
Must begin with an equals (=) sign Used to automate calculations that
were done manually
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Operator Symbols and Order Precedence
Operator symbols include: Addition (+), Subtraction (-), Multiplication
(*), and Division (/), Exponentiation (^) Order of Precedence controls the
sequence in which arithmetic operations are performed: Basic rules – anything in parenthesis
performed first; then multiplication and division; then addition and subtraction
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Understanding Formulas
Formulas are equations in a worksheet Excel formulas allow users at every level
of mathematical expertise to make calculations with accuracy
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Understanding Formulas
When creating calculations in Excel, it is important to: Know where the formulas should be Know exactly what cells and arithmetic
operations are needed Create formulas with care Use cell references rather than values Determine what calculations will be needed
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Understanding Formulas
Excel arithmetic operatorsExcel arithmetic operators
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Displaying Cell Formulas
Press the Ctrl key plus the tilde (~) key to display formulas in a worksheet
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Insert/Delete Rows or Columns Due to modifications required in a worksheet,
rows and columns may need to be inserted To insert a new row
Click on the row number below where you want the new row inserted
To insert a new column Click on the column letter to the right of where you
want the new column inserted Click the Insert pull-down arrow on the Cells
group on the Home tab Select Insert Sheet Rows or Insert Sheet Columns
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Insert/Delete Individual Cells
May need to insert and delete individual cells instead of entire row or column
Can “shift cells” to the left, right, up or down to insert and/or delete individual cells
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Insert/Delete Individual Cells
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Ranges
A range is a rectangular group of cells in a worksheet Can be one cell; may be entire worksheet
Select a range Click and hold left mouse button and drag
from beginning of range to end Select first cell, then hold the Shift key
while clicking the last cell Can be contiguous (together) or
noncontiguous (not together)
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Ranges are shown in red and yellow
Ranges (continued)
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Move and Delete
The move operation removes the contents from one location to another Use the drag and drop method Use Cut and Paste method
The delete operation removes all contents from the cell or range of cells Select the range and click Delete
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Copy, Paste, and Paste Special
The Copy command makes a duplicate of the contents in the selected range and places it on the Clipboard
The Paste command places the contents of the Clipboard in the selected range
The Paste Special command allows users several different options
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Auto Fill
Enables you to copy the content of a cell or a range of cells
Drag the fill handle over an adjacent cell or range of cells The fill handle is a small black square appearing in
the bottom-right corner of a cell Use to repetitively copy contents of one cell Use to complete a sequence like years or
months
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Manage Worksheets
Rename worksheets Right-click sheet tab and select Rename Type the new name and press Enter
Change Sheet Tab Color Right-click sheet tab and select Tab Color Select Theme Colors, Standard Colors, No
Color, or More Colors Move, delete, copy or add worksheets
Right-click sheet tab and select the desired operation
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Formatting Worksheets
Draws attention to important areas of the worksheet
Change fonts, colors, styles Merge and center labels
Center text across a range of cells Merged cells are treated as one
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Formatting Worksheets (continued)
Adjust cell height and width Drag the border between two column headings Double-click on the border between two column
headings AutoFit automatically adjusts
Apply borders and shading Select a cell border from Borders in the Font group
on the Home tab Use the Border tab in the Format Cells dialog box
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Formatting Worksheets (continued)
Insert Clipart Used to represent most important aspect
of spreadsheet content Use sparingly; can be distracting or take
large amounts of disk space Format Cells
Control formatting for numbers, alignment, fonts, borders, colors, and patterns
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Page Setup and Printing
Orientations Portrait prints vertically down the paper Landscape prints horizontally down the paper
Margins Left, right, top, bottom
Headers and footers Headers appear at the top of every page Footers appear at the bottom of every page
Sheet options Show gridlines, row and column headings
Print preview See how the spreadsheet will print
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Managing Cell Comments
Adds documentation to the cell Provided to clarify thoughts and define
formulas A red triangle appears in the cell
containing the comment Comment is visible when you point at
the cell
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