Tutorial 1: Getting Started with Excel

Tutorial 1: Getting Started with Excel

Excel Tutorial 1: Getting Started with Excel Microsoft Office 2010 Objectives XP 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 New Perspectives on Microsoft Office 2010 2 Objectives

XP Select and move cell ranges Insert formulas and functions Insert, delete, move, and rename worksheets Work with editing tools Preview and print a workbook New Perspectives on Microsoft Office 2010

3 Visual Overview New Perspectives on Microsoft Office 2010 XP 4 The Excel Window New Perspectives on Microsoft Office 2010

XP 5 Introducing Microsoft Excel 2010 XP 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 New Perspectives on Microsoft Office 2010 6 Spreadsheet Data in Excel New Perspectives on Microsoft Office 2010

XP 7 Worksheet Navigation XP 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 New Perspectives on Microsoft Office 2010 8 Worksheet Navigation XP 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 New Perspectives on Microsoft Office 2010 9 Worksheet Navigation Keys New Perspectives on Microsoft Office 2010 XP

10 Planning a Workbook XP 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

New Perspectives on Microsoft Office 2010 11 Entering Text, Numbers, and DatesXP 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 New Perspectives on Microsoft Office 2010 12 Entering Text XP 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 New Perspectives on Microsoft Office 2010 13 Entering Text New Perspectives on Microsoft Office 2010 XP

14 Entering Numbers New Perspectives on Microsoft Office 2010 XP 15 Working with Columns and Rows XP 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 New Perspectives on Microsoft Office 2010 16 Working with Columns and Rows XP 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 New Perspectives on Microsoft Office 2010 17 Working with Columns and Rows XP

New Perspectives on Microsoft Office 2010 18 Working with Columns and Rows XP Inserting a column or row Existing columns or rows shift to accommodate New Perspectives on Microsoft Office 2010 19

Working with Columns and Rows XP 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 New Perspectives on Microsoft Office 2010 20 Visual Overview

New Perspectives on Microsoft Office 2010 XP 21 Worksheet Data New Perspectives on Microsoft Office 2010 XP

22 Working with Cells and Ranges XP 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 New Perspectives on Microsoft Office 2010 23 Working with Cells and Ranges XP Inserting and deleting a range Existing cells shift to accommodate the change

New Perspectives on Microsoft Office 2010 24 Working with Formulas XP Formula An expression that returns a value Written using operators that combine different values, resulting in a single displayed value

New Perspectives on Microsoft Office 2010 25 Working with Formulas XP 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 New Perspectives on Microsoft Office 2010 26 Working with Formulas XP

Order of precedence Set of predefined rules used to determine sequence in which operators are applied in a calculation New Perspectives on Microsoft Office 2010 27 Working with Formulas XP

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 New Perspectives on Microsoft Office 2010 28 Working with Formulas

XP Copying and pasting formulas Cell references adjust to reflect new location of the formula in the worksheet New Perspectives on Microsoft Office 2010 29 Working with Formulas XP

Guidelines for writing effective formulas: Keep them simple Do not hide data values within formulas Break up formulas to show intermediate results New Perspectives on Microsoft Office 2010 30 Introducing Functions

XP 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) New Perspectives on Microsoft Office 2010

31 Entering a Function New Perspectives on Microsoft Office 2010 XP 32 Entering Functions with AutoSum XP 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) New Perspectives on Microsoft Office 2010 33

Entering Functions with AutoSum XP New Perspectives on Microsoft Office 2010 34 Working with Worksheets XP 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 New Perspectives on Microsoft Office 2010 35 Working with Worksheets

XP 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) New Perspectives on Microsoft Office 2010

36 Editing Worksheet Content XP 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

New Perspectives on Microsoft Office 2010 37 Editing Worksheet Content XP Using find and replace New Perspectives on Microsoft Office 2010 38

Editing Worksheet Content XP Using the spelling checker New Perspectives on Microsoft Office 2010 39 Previewing a Workbook

XP Changing worksheet views Normal view Page Layout view Page Break Preview New Perspectives on Microsoft Office 2010 40 Page Layout View

New Perspectives on Microsoft Office 2010 XP 41 Page Break Preview New Perspectives on Microsoft Office 2010 XP 42

Previewing a Workbook XP Working with page orientation Portrait orientation (default) Page is taller than wide Landscape orientation Page is wider than tall New Perspectives on Microsoft Office 2010

43 Printing a Workbook XP 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 New Perspectives on Microsoft Office 2010 44 Printing a Workbook New Perspectives on Microsoft Office 2010 XP

45 Viewing and Printing Worksheet Formulas XP Switch to formula view Useful when you encounter unexpected results and want to examine underlying formulas or to discuss your formulas with a colleague New Perspectives on Microsoft Office 2010

46 Viewing and Printing Worksheet Formulas XP Scaling the printout of a worksheet forces contents to fit on a single page New Perspectives on Microsoft Office 2010

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