Tutorial 1: Getting Started with Excel

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1 Tutorial 1: Getting Started with Excel Microsoft Excel 2010

2 Objectives 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 Excel Office 2010 Excel

3 Objectives 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 Excel Office 2010 Excel

4 Visual Overview New Perspectives on Microsoft Excel

5 The Excel Window New Perspectives on Microsoft Excel

6 Introducing Microsoft Excel 2010 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 Excel

7 Spreadsheet Data in Excel New Perspectives on Microsoft Excel

8 Worksheet Navigation 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 Excel

9 Worksheet Navigation 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 Excel

10 Worksheet Navigation Keys New Perspectives on Microsoft Excel

11 Planning a Workbook 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 Excel

12 Entering Text, Numbers, and Dates 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 Excel

13 Entering Text 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 Excel

14 Entering Text New Perspectives on Microsoft Excel

15 Entering Numbers New Perspectives on Microsoft Excel

16 Working with Columns and Rows 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 Excel

17 Working with Columns and Rows Column width Expressed in terms of number of characters or pixels (8.43 characters equals 64 pixels) Default is 8.43 characters 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 Excel

18 Working with Columns and Rows Inserting a column or row Column inserts to the left Rows inserts above Existing columns or rows shift to accommodate New Perspectives on Microsoft Excel

19 Working with Columns and Rows 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 Excel

20 Visual Overview New Perspectives on Microsoft Excel

21 Worksheet Data New Perspectives on Microsoft Excel

22 Working with Cells and Ranges 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 Excel

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

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

25 Working with Formulas 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 Excel

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

27 Working with Formulas 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 F New Perspectives on Microsoft Excel

28 Working with Formulas Copying and pasting formulas Cell references adjust to reflect new location of the formula in the worksheet New Perspectives on Microsoft Excel

29 Introducing Functions 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 Excel

30 Entering a Function New Perspectives on Microsoft Excel

31 Entering Functions with AutoSum 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 Excel

32 Entering Functions with AutoSum New Perspectives on Microsoft Excel

33 Working with Worksheets 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 Excel

34 Working with Worksheets 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 Excel

35 Editing Worksheet Content Use Edit mode (F2) 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 Excel

36 Editing Worksheet Content Using find and replace New Perspectives on Microsoft Excel

37 Editing Worksheet Content Using the spelling checker New Perspectives on Microsoft Excel

38 Previewing a Workbook Changing worksheet views Normal view Page Layout view Page Break Preview New Perspectives on Microsoft Excel

39 Page Layout View New Perspectives on Microsoft Excel

40 Page Break Preview New Perspectives on Microsoft Excel

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

42 Do Before Printing Page Layout, Page Setup Page (Fit to one) Margins (Center vertically and horizontally Header/Footer(Worksheet name is the header and workbook is the footer) Sheet (Gridlines; direction of columns) New Perspectives on Microsoft Excel

43 Printing a Workbook 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: Print preview before printing to ensure that printout looks exactly as you intended New Perspectives on Microsoft Excel

44 Printing a Workbook New Perspectives on Microsoft Excel

45 Viewing and Printing Worksheet Formulas Switch to formula view (Ctrl + ~) Useful when you encounter unexpected results and want to examine underlying formulas or to discuss your formulas with a colleague New Perspectives on Microsoft Excel

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

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