Excel Teaching NotesExcel 2003

5/8/2023

Session 1: Tutorial 1 and Tutorial 3Managing Data and Worksheet Navigation

Formatting Cells and Worksheets

Spread sheets:Are used to analyze and report on information.They are used for budgeting, inventory management, and decision making.

What-if analysis: where one or more values can be changed and then recalculated to determine the effect of the change

Workbook: Made up of worksheets

Worksheet: Individual sheets

Cells: Intersection of Column and Row

Columns: Runs top to bottom and contains the headers

Row: Runs left to right and contains the records

Cell Reference: The location identifier for a cell

Active Cell: Cell currently being used

Formula Bar: Located above the workbook window where the contents of a cell is displayed

Ranges: Can be either adjacent or nonadjacent and is a group of cells

Range Reference: Indicates the location and size of a cell range

Function: Redefined formula that performs calculations using specific values call arguments

Syntax: Is the rule specifying how the function should be written

General Syntax rule: Where FUNCTION is the name of the Excel function and arugment1, argument2 and so forth are arguments specifying the cell reference used by the function to calculate a value: FUNCTION(argument1,[argument2=value2])

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Entering Data: Ctrl+home takes curser to top left of worksheet Auto Fill: Months, Days, Quarters, Patterns Select styles: click and drag, click/shift/click, click/ctrl/click, black arrow for whole

column or row ( )

New Spreadsheet - Enter the Following Data:A1: NameB1: AddressC1: DateD1: ItemE1: PriceF1: QuantityG1: Total

A B C D E F GAlison Wilson

45 Lincoln StreetMidtown Fl 80481

4/18/2006 Red Grape 14 2

Carl Ramirez

900 South StreetCrawford, FL 81891

4/17/2006 Navel Oranges

17 2

David Wu 315 Oak LaneMidtown FL 80422

4/16/2006 Navel Oranges

17 1

Jerry Dawson

781 Tree LaneMidtown FL 80422

4/18/2006 Deluxe Combo

21 4

Formula for G2:=E2*F2Copy down column

Change Width of Columns:Move pointer to dividing line between column A and B until it changes to double headed arrow and double-click

SaveAs: Dalton

Select Data: Click and Drag Click/Shift/Click Click/Ctrl/Click

Select A1:G5Move to A5:G9Select A1 Type: Dalton Food Co-op

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Select A2 Type: List of OrdersSelect A3 Type: April 2006(Note that the formula typed earlier (G6) has changed to refer to the correct cells when it

was moved)

Auto SumA10: TOTALF10: Click the auto Sum button on the toolbar (∑) Sum cells above

Insert Row:Select A10: Right-click and insert row

Delete Row:Select row 7 with to highlight whole row/right-click and delete rowSelect E8Change 21 to 23

Undo/Redo last actionDelete Sheet2 and Sheet3Right-click sheet tab/delete

Insert a new worksheetInsert/Worksheet/ Right-click to name the sheet / DocumentationRename Sheet1: Orders

Reposition sheets by dragging so that Documentation is ahead of OrdersInsert the following information on the Documentation sheet:In A1: Dalton Food Co-op     In A3: Date: In B3 (enter current date)In A4: Created By: In B4: (your name)In A5: Purpose In B5: To enter orders for the Dalton Food Co-op

Spell Check:Switch to ‘Orders’ SheetClick G5Type: Totale (spell it wrong)Click A1 and start spell checker using the ABC spell check button from the toolbarSpell Checker always starts at the active cell and moves down the pageClick: ‘spelling’ button on the toolbar/accept change to Total/OK

Print PreviewFile/print previewSetup will allow changes to Orientation, Margins/Centering table/Gridlines/Rows or

Columns to repeat

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Printing Worksheet Formulas:Display formulas:

Ctrl + ` (the second symbol is a grave accent and is found above the ‘tab’ key: be sure and use it, NOT the ‘ key next to enter)

OR: Tools/Options/View/FormulasPrint Preview will show if the formulas are printing

Setup: will allow you to use the ‘Fit to’ optionIf you have the ‘fit to’ option checked: page break sets will not workCtrl + ‘ will remove the formulas from sight (grave accent is found above the ‘tab’ key).

Session 1 (Cont’d): Tutorial 3Formatting cells worksheets

OPEN: Sales

Apply Comma style and remove training zeros:B7:E19Click ‘Comma Style’ on the formatting toolbarClick ‘Decrease Decimal’ on formatting toolbar

Apply Currency Style:B23:D25, F23:G26Click ‘Currency Style’ button on formatting toolbar

Apply Percent style and increase the number of decimal places:H23:H25Click ‘Percent Style’ button on the formatting toolbarClick ‘Increase Decimal’ button on the formatting toolbar

Copying Formats:B7: Click the ‘Format Painter’ button (paintbrush) on the formatting toolbarDrag pointer over the range: E23:E26

Format Cells Dialog Box:B23:D25, F23:G26Click format on the menu/Cells/Number/Currency(If you choose ‘currency from the toolbar the $ aligns on the left side of the cell. If you

choose ‘currency’ from the ‘format cells’ menu, the $ aligns on the figure directly to its left)

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Change Font and Font Size:A1: change font to ‘Times New Roman’ and size to 18A6:E6, A22:H22 BoldA19:A26 ItalicA1:A3 Font color to Red

Aligning Cell contents:B6:E6, B22:H22 Center

Center titles and subtitles across the first 8 columnsA1:H3 Format/Cells/Alignment/Horizontal/Center Across Selection/OK

IndentA7:A18, A23:A25 Increase Indent button on the formatting tool bar

Text Wrap:A22:H22 Format/Cells/Check in Wrap text/OK

Automatically resize columnsHighlight columns use the double-headed arrow between any two column letters/ double-

click

Borders:A6:E19, A22:H26Click ‘Borders’ on the toolbar choose all bordersSame range: choose thick Box border form ‘borders’ button on toolbarDouble border lines:A18:E18, A25:H25Format (on the menu)/cells/Border/Double line Bottom Border/OK

Fill/Patterns:A6:E6, A22:H22Click Fill Color button on formatting toolbarLook at colors and patterns/ choose one

Formatting Worksheet:Merge and center cell ranges containing titlesA5:E5/ click the ‘merge and center’ button on the formatting toolbar/BoldA21:H21: same procedure as above

(Cannot choose nonadjacent cells to merge)

Hide Columns:Select Headings for rows 7 through 18Right-click/’Hide’

Unhide:Select row headings fro rows 6-19/ Right-click/’Unhide’

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Hide Documentation Sheet:Click documentation sheet tab/Format/Sheet/Hide

Unhide Documentation Sheet:Format/Sheet/’Unhide’

Formatting Sheet Tabs:Right-click ‘Sales’ tab/tab color/ choose a color/OK

Clearing Formats:A1:Edit/clear/Formats

Format: Find and replaceEdit/Replace/Options>>/Format/Font/Bold/OK

Replace with: Format/Bold/Blue OKFind next/ Replace All after you are sure that it is working correctly

AutoFormat:A5:E19Format/Autoformat/Choose one/OK

Change Margins and Center Worksheet on page:Print Preview/Setup/Margins/Change left to 1”/Right to 1”/Center Horizontally/OK

Change Page Orientation:Print Preview/Setup/Page/Landscape/OK

Header/Footer:Print Preview/Setup/Header. Footer/Custom HeaderLeft Section type: Filename: <space> click the ‘filename’ buttonRight Section: click the date button/ OKCenter Section: type Page <space> click page numberClose

Page Break Preview:A1/View/Page Break Preview/OKInsert page break:Click row 20/Insert/Page Break/OKChange view back to normal

Repeat Rows:File/Page Setup/Sheet/Rows to repeat at top/A1:A3

End of Session 1

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Session 2: Tutorial 5Excel Lists

Pivot Table and Validation

Open Vehicle 1

Freezing Rows and Columns:B2Click ‘Window’ on the menu barClick Freeze panesScroll right and down: The header row and the first column stay visible

Find & Replace:Select column FEdit/ReplaceType Telecomm in the ‘Find’ boxType Telecommunications in the ‘Replace’ boxFind Next/ReplaceWhen it is determined that the search is working correctly, ‘Replace all’ can be used‘Options’ in the dialog will allow closer defining of the search

Creating a List Range:Select a range of cells/Highlight the Name Box/Type a ‘range name’ (NO

spaces)/<enter>Sort:Click any cell in DEPARTMENT ASSIGNED column

A single cell can be selected to sort. NEVER select a whole column. Excel will sort ONLY that column. OR select the list/data/sort/ choose the fields to be sorted. Selecting a single cell and sorting from the toolbar allows for only one sort.

Maintaining a List:Insert record using ‘data form’Make sure the active cell is within the listClick ‘Data’ on the menu/Form/NewID: 2525 Year: 2005 Make: Chevrolet Type: Sedan

Odometer: 1203 Dept Assigned: Police & Security Price: 22400 Maintenance: 76

Close

Search using Data Form:Data/Form/Criteria/ID# 2142/Find NextChange the odometer to 3456Close

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Search and Delete using Data Form:Data/Form/Criteria/ID# 678/Find Next/Delete button/OK/Close

Filter: using AutoFilter:Make sure the active cell is within the listData/Filter/AutoFilterClick ‘Make’/Ford

Custom AutoFilter:Allows specific relationships other than ‘equal to’Click YEAR on the filter/Custom‘Is Greater than’/2000/And/’is less than or equal to’/2005/OKShow all records from filtered list:Data/filter/Show All

If you close your workbook with the filter on, the next time you open the workbook, the filter will still be on. It will appear that you have lost tons of data, remove the filter.

Conditional Formatting:Formatting that appears in a cell when data in the cell meets conditions that are specified or is the result of a formula

E2:E73/Format/Conditional FormattingSpecify the condition: Cell Value Is/Greater than/100000/Format/Patterns/choose a color/OK

This chooses a cell color: Font color is also a choiceAdd>>/ between 80,000 and 100000/choose different color/OKDeselect range:

Calculate Summary stats on a filtered list:Click ‘Type’ AutoFilter arrow/truck to display only trucksClick ‘Year’ AutoFilter/custom/Select ‘is greater than or equal to’/2000/OK

Add a total row to calculate the average maintenance costClick the ‘Toggle Total Row’ button on the list toolbar (Shown on left side of sheet)Select H75/click the list arrow/Average

Remove the total row for list range:Data/Filter/Show All/Click ‘Toggle Total Row’ button/scroll down to bottom of list:

Total row is removed from list range

Calculate Subtotals:Sort list by department/AscendingData/List/Convert to range/yesData/Subtotals/At each change in ‘Department Assigned/Use function/SumIn the Add subtotal list box, scroll and select ‘Price’ check box (Remove check from

‘Maintenance’)/Summary below data/OK

Subtotals Outline View:Click level buttons to display different levels

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Remove Subtotals:Data/Subtotals/Remove AllData/List/Create List/OK

Pivot Table used to create a data validation list.A validation list is needed for the Department Assigned Column.The Department Assigned is a data column that needs to be filled in correctly to allow the filtering and sorting to function properly.Create a pivot table and move the Department Assigned Tag to the row location on the pivot table.Open Vehicle.xls

Use the Pivot table to build a validation list. Click Data Pivot Table and Chart Wizard choose Microsoft Excel List or

DatabasePivot TableNextSelect entire A1:H72 cells from Vehicle.xlsclick Finish

Drag Department Assigned group to Row Areahighlight all department Names and click copypaste values on new worksheetHighlight all namesclick InsertNameDefine and type TheList

Go back to Vehicle worksheet highlight all Department Assigned Rowclick DataValidationcheck Listand then under source type =TheListOk

The Validation rule now applies for the data entered in the column. Typing anything other than the values in ‘TheList’ will be in error and not allowed to be entered.

Any corrections needed for ‘TheList’ may be applied to the named range.

End of Session 2

Session 3: Tutorial 4Charts and Graphs

Charts:Open Vega1

Chart Wizard:Clustered Column Chart:A5:D9Click ‘Chart Wizard’ button/Column/Clustered ColumnHold the ‘View Sample’/NextIf the data source is not chosen or is incorrect, select the source

A data series consists of data values which are plotted on the chart’s vertical axis (y-axis). The horizontal axis(x-axis) is the data series’ category values. In this chart the data values are the sales values and the category values are the names of the different telescope models.

Click Rows:

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Excel changes the orientation of the data source. The category values now represent the three regions rather than the four telescope models.

Click the ‘Series’ tab:The Series tab lists all of the data series used in the chart and the corresponding cell references for the cell that contains the name of the data series, the cells that contain the values for the data series, and the cells that contain the category labels.

Chart Options:Insert Titles:Choose ‘Titles’ from the chart wizardChart title: Telescope Sales by Region <tab>

Category (X): Region

Value (Y): Sales ($US)Check Gridlines tab/Major gridlines for Value (Y) to remove major gridlinesNext

Choosing Chart Location:-Choose Embedded:

Embedded Chart is a chart that is displayed within a worksheet A Chart sheet is a new sheet that is automatically inserted into the workbook. The chart occupies the entire worksheet window and thus provides more space and details for the chart.

-If a Chart is highlighted with ‘sizing handles’ that is what will print and what you will see in ‘print preview’.-Resizing a chart using the ‘corner’ handles will keep it in perspective. Using ‘side’ handles will pull it longer or taller. A 4-headed arrow will allow relocation of a chart.

Pie Chart:A6:A9; E6:E9Chart Wizard/Pie/NextTitle: Total Telescope SalesClick ‘Data Labels’/‘Percentage’Next/ As new sheet/Sheet Title: Pie Chart of Sales/Finish

Rotate pie chart:Double-click the chart/OptionsDouble-click the value in the angle of the first slice text box/click Degrees up arrow change to 180/ OK

Explode Slice:Double-click slice and drag outward

Modify Chart:Edit Data source:

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Switch to ‘Sales’ worksheet/select column chartClick ‘Chart’ on the menu bar/Source Data/Series/NightVision 16/remove/OKSwitch to ‘Pie chart of Sales’/select the chart/click ‘Chart’ on the menu bar/Click Source Data/verify that the series tab is selectedClick ‘Collapse dialog box’ button select the range A6:A8Click expand dialog box/ new chart will display

Change Chart Options:Click ‘chart’ on the menu/Chart Options/Data Labels/Value/OK

Values are now added to chart

Format data labels:Double-click data label $1858,000/Font/color/YellowAlignment/change to 90Label position/Inside Base/OKRight-click $2,160,000 Format data Labels/font/color/white/90 degrees/label inside base of each columnSelect data labels for the NightVision 12 data series by:Click ‘Chart Objects’ list arrow on the Chart toolbar select NightVision12 data labelsFormat data/font/color/choose a color/ 90 degrees/label inside base of each column/OK

Insert Unattached TextSelect Column chartClick in the Formula bar above the chart/ type Vega Sales from the Last Fiscal Year <enter>Font Color/IvoryDrag text box to the upper-right corner of plot area

Border for the text box:Select text box/Format text box/Colors and Lines/Color/Ivory/OKFill color of chart columns:Click on a bar (data series) [One click selects all bars of the same type, two clicks selects

the bar clicked on]Choose a color or fill effect/OK

End of Session 3

Session 4: Tutorial 6Multiple Worksheets

Open LBC1

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Grouping Worksheets:With January worksheet selected Click the ‘Last Sheet’ Button (| ) /<shift>/DecemberClick the ‘First Sheet’ Button (|) to return to first sheet without loosing selectionEnter same information in all the sheets in the workgroup:B12: =SUM(B8:B11) calculates the total cash inflow amt.B19: =SUM(B14:B18) calculates total cash outflow amt.B20: =B12-B19 calculates net change in cashB22: =B21+B20 calculates the ending cash balanceCheck each sheet to review formulas

Ungroup Worksheets:Right-click January tab/Ungroup Sheets

Referencing Cells and Ranges in other Worksheets:Insert cell reference to the January worksheet in the February worksheet:February tab/B21: = (click the January tab) click B22 <enter>3-D Cell Reference from multiple worksheets:Add worksheet to the left of January named Annual

Copy values and formats from the January worksheet across the worksheet group:

January tab/<shift> & hold/Annual tab to select Jan and Annual sheetsIn Jan worksheet: A1:B22: Edit/Fill/Across Worksheets/All/OKUngroup worksheets: he formats and data have been copied

Enter formula that includes the 3-D reference:Annual tab: B:8 =SUM (Click the Jan. tab/‘Last Sheet’ Button (| ) /<shift>/DecemberIn the December worksheet click B:8 <enter>The formula should read: =SUM (January-December!B:8)Use the fill handle to copy the formula to B:11Annual tab: B5 type All Months

End of Session 4

Session 5: Tutorial 2 Formula and Functions

Validation Rule

Open: Budget1

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Function: redefined formula that performs calculations using specific values call arguments

Calculate totals using the SUM function (∑)Click B8Type the formula (Formulas ALWAYS begin with =)

=SUM(B6:B7): indicates that the first and last cell and everything in between are used in the calculation, indicates that only the cells listed are included in the calculationClick B22 and type the formula

=SUM then use the mouse to select the range B11:B21 <enter>

Calculate the net income for the first month:Click A24 and type Net Income <tab>In B4 enter the formula:

=B8-B22 <enter>

Formulas can be copied and pasted or filled using the + handleCopy the formula from B8 to the range: C8:M8Copy the formula from B22:B24 to C22:M24‘ESC’ removes the marching ants from the selected range

Calculate total using Absolute reference cellClick A25 type: Running Total <tab> <tab>C25: type the formula:

=SUM(B24:C24) <enter>Change B24 to an absolute reference ($B$24) This can be done by positioning the curser

in front of B24 and pressing the F4 key. This will cause the B24 reference to remain constant while the second reference remains referential as the formula is copied down the column.

Paste Special determines what is pasted into a cell: Edit->Paste Special

Zoom feature: determines what you see: It does NOT change the print size Change the 100% on the toolbar to another setting

Copy the Income and Expense categories:A27: YEAR-END SUMMARY <enter>Copy: A5:A24 and Paste it into A29:A48B28: TotalB30: Formula:

=SUM(B6:M6) <enter>B30: copy into: B31:B32,<Ctrl> B35:B46 , B48/ Paste

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Functions: Average / Minimum / MaximumC28: type Average <enter>C30: ‘Insert Function’ button from tool bar/Statistical/Average/OKB6:M6 are the cells to average/OKC30: copySelect (using Ctrl) C31:C32, C35:C36, C46:C48/ PasteFill HandleCalculate the year-end minimum and maximum amountsD28: Minimum <tab> E28: Maximum <enter>D30: formula

=Min(B6:M6)E30: formula

=Max(B6:M6)(The amount 2,400 will appear in both cells)Select the range: D30:E30Use the fill handle (+) in the lower-right corner to fill from D30:E48Select: D33:E34, D47:E47 and delete the contentsUsing the delete key will delete the contents: Right-clicking and choosing delete will

delete the whole cell causing the sheet to change shape by moving cells into the vacant space

Use AutoFill for months of the year:Ctrl+homeB4: type Jan. <enter>Use the fill handle (+) and drag from B4:M4 The computer will add the months in

abbreviation across the selection as you drag

Date Functions:Switch to the Documentation sheetB4: type formula

=TODAY() <enter>Today’s date will display

Insert a New Worksheet within ‘Budget’ and name it Loan AnalysisSaveAs: Budget3A1: Loan Analysis

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Copy the labels and the average values from the ‘Budget’ worksheet (A3:B22)

Switch to ‘Budget’ worksheet and select: A29:A48, C29:C48/CopySwitch to ‘Loan analysis’ worksheet A3: ‘Paste only the values’ (Edit/Paste Special)

Modify the layout and replace some of the values with formulas:Remove highlighting from pasted rangeB6: AutoSum (B4:B5) To calculate the total average monthly incomeB20: AutoSum (B9:B19) To calculate to total average monthly expenses B22: formula to calculate the average monthly net income

=B6-B20

Enter the conditions of the loan D3: Loan ConditionsD4: Loan AmountE4: -175,000D5: Length of LoanE5: 30D6: Annual Interest RateE6: 5.5%D8: Payment ConditionsD9: Payments per YearE9: 12 (for the number of payments per year)D10: Total PaymentsE10: =E5*E9D11: Payment Amount

Payment Function:PMT functions will calculate the monthly payment required to pay off a loan. The syntax of PMT: =PMT (rate, nper, pv)E11: ‘Insert Function’ (the pull-down arrow beside the sum button [∑] on the tool bar)Choose PMTRate: E6/12 (E6 is the annual rate; divide by 12 to get the monthly rate; [divide by the amount of payments per year; it would be 6 if you paid bimonthly])Nper (number of payments): E10 (Use E10 because you have already multiplied the years by months in the sheet: If that is not done you would use the years cell * 12)Pv: (present value): E4OKA9: House PaymentB9: formula to make the value of House Payment equal to the value Payment Amount=E11 (this recalculates the average total monthly expenses)What-if analysisE4: -250,000

The calculations change Undo changeE6: 6.5%Calculations change

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Undo ChangeSave

Calculate family’s yearly net income:D13: Is the loan affordableD14: required SavingsE14: 5,000D15: Calculated SavingsE15: formula to calculate how much the family saved in one year using the average monthly net income multiplied by 12 months

=B22*12 (approximately 4,672)

Logical Functions:A function that tests or evaluates whether a condition in the workbook is true or falseIF function:Gives you one evaluation if true and another if the value is falseD16: ConclusionE16: formula to determine if the loan is affordable

=IF(E14<E15,”yes”,”no”)E4: -165,000Save and Close

Understanding the ‘IF’ Statement:Set up the worksheet:Type the following entries into the cells in a new worksheet, this will give you the basic structure you can build on later:

F2 1G2 2H2 3I2 4A3 DateB3 Paid toC3 Check/VoucherD3 AmountE3 CodeF3 StationeryG3 PostageH3 ParkingI3 Sundry

An Example is below.

An Example is below.

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Create four sample entries so you have some data to work with:

Type this info in the following cells:

Entry 1: Entry 2:A4: 11/8/2004 A5: 11/08/04B4: USPS B5: Chevron - GasC4: 2045 C5: 2046D4: 9.50 D5: 40.00E4: 2 E5: 4

Entry 3: Entry 4:A6: 11/9/2004 A7: 11/09/04B6: Downtown parking B7: Cinema Tickets – Staff PartyC6: 2047 C7: 2049D6: 95.00 D7: 150.00E6: 3 E7: 4

While you could post each individual entry to the appropriate column, Excel can do it for you if you write an IF function to do the work.

F4 Type Formula:=IF($E4=F$2,$D4,0)

Copy and Paste in cells F4:I7

Ignore all the zeros for now. You'll see that all the figures from column D have been posted to the correct columns in the worksheet.

Add a Total line for the values in columns F thru I.

End of Session 5

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