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Welcome
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Welcome!Welcome! If you joined the conference via
telephone, please enter your audio pin if you haven’t already. (The image on the right is an example - your audio pin will be different.)
If you joined with a microphone and headset or speakers (VoIP), please be sure your device volume settings are properly adjusted.
If your mic & headset is not working, please try unplugging and re-plugging in your device.
We will begin promptly at the top of the hour.
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OFF120: OFF120: MSExcel for Advocates-MSExcel for Advocates-20032003September 18, 2009
•Rachel R. Medina, LSNTAP
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Please, let us know your Please, let us know your questions and comments during questions and comments during the training the training Maximize/minimize your
screen with the chevron symbol
Telephone participants need to enter their audio pin
Ask a question in the questions log
Raise your hand
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Ensuring we can hear you Ensuring we can hear you Mic & Speakers users should
make sure the microphone volume is turned up.
You can always switch to telephone at anytime in the training.
Ensure that you have not muted yourself
Un-muted Muted
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Questions? Questions? Raise your hand, please!
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Today’s training…Today’s training…
…is being recorded…will be archived on our website
Registered attendees will receive an email with a link to this information once it has been posted
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OFF120: OFF120: MSExcel for Advocates-MSExcel for Advocates-20032003September 18, 2009
•Rachel R. Medina, LSNTAP
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Lists of data◦Contacts, dates, etc.
Financial tracking◦Budgets
Charts and graphsGrant ReportingCustomized calcuation sheets Import and export data
Salient Functions of ExcelSalient Functions of Excel
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Spreadsheet program allowing data entry into rows and columns
Very useful for managing certain types of data
Your funders and partners expect you to be able to use it!
What is Excel and Why Use It?What is Excel and Why Use It?
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Name BoxFormula BarCell ReferencesMaking FormulasWorkbook and Worksheets
Excel FundamentalsExcel Fundamentals
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Formula Bar and Name Formula Bar and Name Box Box
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A colon indicates a range of cells B1:B5 (B1 through B5)
A comma indicates only individually listed cells B1, B2, B3, B5 (does not include B4)
Cell ReferencesCell References
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Cell Range Cell Range
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Cell Range Cell Range
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Formulas contain ◦An = sign◦Cells or cell references◦Calculation symbol
Creating FormulasCreating Formulas
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=(B1+B5) Addition=(B1-B5) Subtraction=(B1*B5) Multiplication=(B1/B5) Division=(B1%B5) Percentage=(B1^B6) Exponential
Equations=SUM (B1:B5)=AVERAGE (B1:B5)
Calculation SymbolsCalculation Symbols
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Example: =SUM(….)Example: =SUM(….)
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Excel documents are called ‘workbooks’ which contain ‘worksheets’
Worksheets are meant to contain sets of data that can be linked to another
Workbook and Workbook and WorksheetsWorksheets
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WorksheetsWorksheets
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Managing worksheets◦Renaming ◦Moving◦Adding/Deleting
Linking worksheets together◦Why?◦How?
Using WorksheetsUsing Worksheets
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Managing Worksheets Managing Worksheets
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Why link worksheets?
How do you link worksheets?◦Move the cursor to the desired cell
on the other sheet, type = and select the cell you want referenced.
Linking Worksheets Linking Worksheets TogetherTogether
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◦Manual link with Excel code: =sheetname!cell reference; For example =Budget!B13 will give you
the contents of cell B13 in worksheet named ‘Budget’
Make sure to use single quotes if the title has a space Ex. Worksheet Budget Summary will be linked as =‘Budget Summary’!A1
You can also rename cells in the name box for easier linking codes No numbers or spaces
Manually Linking Manually Linking WorksheetsWorksheets
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill and Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Unformatted WorksheetUnformatted Worksheet
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Formatted VersionFormatted Version
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Formatting Cells◦AutoFit◦Number◦Merge and Center◦Background Fill◦Font◦Alignment◦Sort◦Border◦Protection
Formatting WorksheetsFormatting Worksheets
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Freezing a row and/or column can make spreadsheets much easier to edit, by keeping your primary headers always in view
Freeze PanesFreeze Panes
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To Freeze a Row:◦Put cursor in first cell immediately
below the row you want to freeze.◦Go To “Window” on the Menu◦Click ‘Freeze Panes’◦Notice the Line that demarks it as
frozenTo Unfreeze:
◦Go to “Window” on the Menu◦Click ‘Unfreeze’
How to Freeze PanesHow to Freeze Panes
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Freeze PanesFreeze Panes
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Freeze PanesFreeze Panes
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Freeze PanesFreeze Panes
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Freeze PanesFreeze Panes
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Freeze PanesFreeze Panes
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File Menu|Page Setup|Sheet Repeat Rows/Columns
Prints your primary headings on every page
Header/Footer Creates a header/footer for each page
Add/remove gridlines Add or removes cell grid lines
Adjust margins Adjusts page margins
Page Setup for PrintingPage Setup for Printing
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Allows you to conveniently replicate content and formulas across columns or rows
Saving Time: The Fill Saving Time: The Fill FunctionFunction
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Fill FunctionFill Function
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Fill FunctionFill Function
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Click on lower right-hand corner until a + shape appears. Keeping your mouse button depressed, drag below to the cells you want filled.
Fill FunctionFill Function
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Fill FunctionFill Function
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Fill FunctionFill Function
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Fill FunctionFill Function
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Relative is the default.Relative:
◦Copies formulas across a worksheet, but does not copy a fixed value in a static cell.
Absolute:◦Copies a specific cell reference and
its value to other cells.
Relative v. Absolute Relative v. Absolute ReferencesReferences
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Click Insert | ChartPick type of Chart or Graph TypeEnter Data RangeAdd Legends and other frills
ChartsCharts
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Pie ChartPie Chart
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Highlight Data RangeHighlight Data Range
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Title, Axis NamesTitle, Axis Names
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Data LabelsData Labels
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Finished ResultFinished Result
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Survey Tool DataContact Lists from other
DatabasesPIKA ReportsEmail Contact Lists
Importing and Exporting Importing and Exporting DataData
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What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007
Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training
Today’s Agenda
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Excel 2003 vs. Excel 2007Excel 2003 vs. Excel 2007
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Excel 2003 vs. Excel 2007Excel 2003 vs. Excel 2007
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BONUS TIPS!BONUS TIPS!
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Excel – Calculate Days Excel – Calculate Days Between Dates Between Dates (NETWORKDAYS)(NETWORKDAYS)
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NETWORKDAYS – how it NETWORKDAYS – how it works…works…# of Business Days (or “court”
days) =NETWORKDAYS(B17,B18,A3:A14)
B17 First DayB18 Last Day
A3:A14 refers to the range of dates included in the list of holidays
A3 → A4 → A5 → . . .
A14 →
←B17←B18
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Excel – paste Excel – paste special/transposespecial/transposeFlip your data!
Highlight and Copy the spreadsheet
Select Paste Special
Check “Transpose”
Click OK
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Excel - ShortcutsExcel - Shortcuts
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Excel - ShortcutsExcel - ShortcutsCtrl+A gives you the formula
wizard!
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Data/Subtotal Creates Quick Data/Subtotal Creates Quick Subtotals and a Grand Total!Subtotals and a Grand Total!
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Data/Subtotal Creates Quick Data/Subtotal Creates Quick Subtotals and a Grand Total!Subtotals and a Grand Total!
Collapse to view just the totals
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