Download - Intro to Excel
Microsoft ExcelMicrosoft Excel
Presented by:Presented by:Diane M. CoyleDiane M. Coyle
JEVS Career StrategiesJEVS Career Strategies
ObjectivesObjectives
Exploring the Application WindowExploring the Application WindowData Entry & Worksheet NavigationData Entry & Worksheet NavigationSelecting Cells and TextSelecting Cells and TextSimple Formulas Simple Formulas Relative & Absolute Cell
ReferencesWorking with FunctionsFinancial, Logical & Date Functions
Microsoft ExcelMicrosoft Excel
Microsoft Excel is a Microsoft Excel is a spreadsheet applicationspreadsheet application
Used to manipulate and Used to manipulate and analyze data (usually analyze data (usually numeric), create graphs numeric), create graphs & charts, reports, etc.& charts, reports, etc.
Start > Programs > Start > Programs > ExcelExcel
The Excel WindowThe Excel Window
Common Windows ElementsCommon Windows ElementsTitle BarTitle BarMenu Bar (2003)Menu Bar (2003)Toolbars (2003)Toolbars (2003)Ribbon (2007)Ribbon (2007)Status BarStatus BarTask BarTask BarScroll BarsScroll Bars
The Excel WindowThe Excel Window
Excel ElementsExcel ElementsWorksheet/Workbook Window – Document Worksheet/Workbook Window – Document
windowwindowColumn & Row HeadingsColumn & Row HeadingsName Box & Formula BarName Box & Formula BarSheet Tabs & Tab Scrolling ButtonsSheet Tabs & Tab Scrolling ButtonsCursor and Insertion PointCursor and Insertion Point
Workbook NavigationWorkbook Navigation
Cell ReferenceCell Reference Intersection of a column & rowIntersection of a column & rowCell A1 – Home cell (top left corner)Cell A1 – Home cell (top left corner)
Active CellActive CellSelected cell – Dark border, ready for data Selected cell – Dark border, ready for data
inputinputCell reference appears in Name boxCell reference appears in Name box
Workbook NavigationWorkbook Navigation
Navigate Within WorksheetNavigate Within WorksheetEnter – Moves down one cellEnter – Moves down one cellTab – Moves to the right one cellTab – Moves to the right one cellMouseMouseKeyboard shortcuts (see handout)Keyboard shortcuts (see handout)Ctrl-Home – Moves to cell A1Ctrl-Home – Moves to cell A1Enter desired cell in the Name boxEnter desired cell in the Name box
Workbook NavigationWorkbook Navigation
Navigate Between WorksheetsNavigate Between WorksheetsDefault = 3 worksheets per workbookDefault = 3 worksheets per workbookClick sheet tab to chooseClick sheet tab to chooseUse tab scrolling buttons to view additional Use tab scrolling buttons to view additional
worksheet tabsworksheet tabs
Data EntryData Entry
TextTextLetters, symbols, numbers, spacesLetters, symbols, numbers, spacesMay be data, but is usually descriptive – i.e. May be data, but is usually descriptive – i.e.
LabelsLabelsDefault = Left alignedDefault = Left aligned
DatesDatesTreated differently than textTreated differently than textFormat can be changedFormat can be changed
Data EntryData Entry
ValuesValuesNumbers representing quantityNumbers representing quantityCurrency, percentages, negative numbers, Currency, percentages, negative numbers,
etc.etc.Default = Right alignedDefault = Right alignedSome numbers (phone numbers, SS#) may Some numbers (phone numbers, SS#) may
be treated as textbe treated as text
Data EntryData Entry
FormulasFormulasExpression used to calculate a valueExpression used to calculate a valueAlways begin with the equal sign (=)Always begin with the equal sign (=)Arithmetic OperatorsArithmetic Operators
+, -, *, /+, -, *, /
Order of Precedence – Determines which Order of Precedence – Determines which operator is calculated firstoperator is calculated firstPlease Excuse My Dear Aunt SallyPlease Excuse My Dear Aunt SallyParentheses, Exponents, Multiplication, Division, Parentheses, Exponents, Multiplication, Division,
Addition, SubtractionAddition, Subtraction
Correcting DataCorrecting Data
While cell is still active – Backspace keyWhile cell is still active – Backspace keyAfter data has been entered:After data has been entered:
Click on cell, re-enter correct info Click on cell, re-enter correct info ORORSelect cell, edit data in Formula bar Select cell, edit data in Formula bar ORORDouble-click cell to open in edit modeDouble-click cell to open in edit mode
Selecting Cells, Text & RangesSelecting Cells, Text & Ranges
Range – Group of worksheet cellsRange – Group of worksheet cellsAdjacent – Single rectangular blockAdjacent – Single rectangular block
Example – A1:B10Example – A1:B10Select by clicking a corner cell, hold left mouse Select by clicking a corner cell, hold left mouse
button down and drag to last desired cell. Release button down and drag to last desired cell. Release button once range is highlighted.button once range is highlighted.
Non-Adjacent – Two or more separate blocksNon-Adjacent – Two or more separate blocksExample: A1:B10;A12:B15Example: A1:B10;A12:B15Select first range as above, then hold Ctrl key and Select first range as above, then hold Ctrl key and
select next range.select next range.
Selecting Cells, Text & RangesSelecting Cells, Text & Ranges
Alternate Selection MethodsAlternate Selection MethodsSelect large blocks by clicking first cell, hold Select large blocks by clicking first cell, hold
Shift key and click last cellShift key and click last cellEntire worksheet – Click Select All button Entire worksheet – Click Select All button
(upper left corner of worksheet)(upper left corner of worksheet)Entire row or column – Click row or column Entire row or column – Click row or column
headingheading
Selecting Cells, Text & RangesSelecting Cells, Text & Ranges
Moving DataMoving DataSelect desired rangeSelect desired rangePosition cursor on border, Position cursor on border,
look for 4-headed arrowlook for 4-headed arrowLeft click and drag to new Left click and drag to new
locationlocation
Using FormulasUsing Formulas
Always begin with the equal signAlways begin with the equal signOrder of Precedence (see handout)Order of Precedence (see handout)Whenever possible, Whenever possible, don’tdon’t use numbers! use numbers!Type cell references Type cell references ORORUse “point and click” – reduces input Use “point and click” – reduces input
errorserrors
Using FormulasUsing Formulas
Addition: Addition: ++Subtraction: Subtraction: --Multiplication: Multiplication: **Division: Division: //
Using FormulasUsing Formulas
Copying and Pasting FormulasCopying and Pasting FormulasReduces input errorsReduces input errorsSaves timeSaves timeCell references change as requiredCell references change as requiredSelect cell or range > Click Copy buttonSelect cell or range > Click Copy buttonSelect desired location > Click Paste buttonSelect desired location > Click Paste button
Using the Fill ToolUsing the Fill Tool
Using the Fill ToolUsing the Fill ToolMore efficient than Copy/PasteMore efficient than Copy/PasteFill handle – Right bottom corner of active cellFill handle – Right bottom corner of active cellLeft click and drag fill handle to copy cell Left click and drag fill handle to copy cell
contentscontents
Using the Fill ToolUsing the Fill Tool
Fill Handle – Bottom right corner of cellFill Handle – Bottom right corner of cellDrag fill handle to copy cell information to Drag fill handle to copy cell information to
other designated cellsother designated cellsCopy text, numbers, formulas, datesCopy text, numbers, formulas, datesSmart tag – Provides additional optionsSmart tag – Provides additional options
Using the Fill ToolUsing the Fill Tool
Fill SeriesFill SeriesMenu: Edit > Fill > Series (2003)Menu: Edit > Fill > Series (2003)Home tab > Editing group > Fill button > Home tab > Editing group > Fill button >
Series (2007)Series (2007)Numbers increase Numbers increase
by constant valueby constant valueDatesDatesDays of WeekDays of WeekMonthsMonths