COMPUTING AND DATA ANALYSIS WITH EXCEL

Transcription

1 COMPUTING AND DATA ANALYSIS WITH EXCEL Lesson 1: Introduction to the Excel Environment

2 1 Scheme Introduction to spreadsheets The Excel Interface Menus Toolbars Built-in Help tool Workbooks, Worksheets, and Cells Fundamentals of Excel Entering values into cells, copying one or more cells Saving workbooks Formatting cells Entering formulas, arithmetic operations, precedence, Relative and absolute cell references Data Validation Professional spreadsheet design issues

3 Lesson Objectives understand what an electronic spreadsheet is understand what Excel is and what it can do identify elements on the Excel screen understand basic terminology use the Quick Access Toolbar move around in Excel CCI Learning Solutions Inc. enter text, numbers, dates, times, formulas, formatting cells, relative & absolute referencing, data validation move around a worksheet use Office BackStage to save, create new, open, and close a workbook switch between workbooks save in a previous Excel version format select cells 3

4 What is an Electronic Spreadsheet performs many math calculations simultaneously solving financial and statistical problems performing what-if analysis displaying charts or diagrams similar to a large piece of paper with rows and columns intersection of each row and column is a cell information is entered into cells calculations are performed in cells using values in other cells Apart from MS Excel, other less commonly used spreadsheets include OpenOffice, VisiCalc, Google Sheet, LibreOffice, etc. CCI Learning Solutions Inc. 4

5 What is Excel Consists of three programs in one: Spreadsheet Enter and analyze data Graphics Create charts Database Compile and sort lists CCI Learning Solutions Inc. 5

6 Starting Microsoft Excel Windows 8: Start screen: All Apps screen: Quick Launch icon on Desktop: CCI Learning Solutions Inc. 6

7 Looking at the Screen Close File Quick Access Ribbon Title Maximize/Restore Tab Toolbar Bar Minimize Name Box Insert Function Formula Bar Help Ribbon Column Display Headings Options Active Cell Row Headings Scroll Bars CCI Learning Solutions Inc. Tab Sheet Status Bar View Buttons Zoom Slider Scrolling Tab Buttons

8 Understanding Basic Terminology Workbook Worksheet Excel file containing one or more worksheets. Two dimensional arrangement of cells in rows and columns Cell Intersection of a row and column. Cell Address Column X at row #7, e.g., X7. Sizing Changing size of active window by dragging a corner to required size. CCI Learning Solutions Inc. 8

9 Mouse Symbols CCI Learning Solutions Inc. 9

10 Using the Quick Access Toolbar Located at top left of Excel screen Contains buttons for frequently used commands Can be customized Excel Control Icon Undo Redo Save Customize Quick Access Toolbar CCI Learning Solutions Inc. 10

11 Using the Ribbon Commands are group into tabs Each tab relates to a type of activity such as inserting item or changing view Buttons Appear in different color or has a border when active Can be toggle buttons ScreenTip can be activated to show name of button Contextual tabs only appear when applicable CCI Learning Solutions Inc. 11

12 Using the Ribbon Formatting tabs have quick style box with a More button Clicking this button displays the full list of styles available CCI Learning Solutions Inc. 12

13 Using the Ribbon Dialog box launcher button will display that dialog box Some open as Task Pane CCI Learning Solutions Inc. 13

14 Using the Ribbon Menu can also be activated using ALT or F10 Keyboard buttons appear over each command Continue with keyboard until command is executed CCI Learning Solutions Inc.

15 Identifying Screen Symbols Appears in status bar if circular reference found in current worksheet. Double-headed blue arrow displays between offending cells. (AutoFill options) (Paste Options) Appears when you use AutoFill feature to copy data or formulas into adjacent cells. Excel identifies pasted item in current location and provides other options for paste action. 15

16 Entering Data Types of Information Three types of information that can be entered: Numeric Text Formulas 123, 12-Mar-13, 12:30 pm ABC, R2D2, Microsoft =B3, =B2+C2+F4, =sum(b3:b6) Numeric are numbers, date, or time values entered directly into worksheet cell and defaults to right aligned Text are alphabetic, numeric characters, and most printable symbols and defaults to left aligned Formulas are comprised of values, cell references, arithmetic operators and special functions to calculate new result values 16

17 Entering Text To enter data, point and click at cell, then type entry Use BACKSPACE or DELETE for any typing errors To move automatically to cell below, press Enter or click cell Enter column or row titles to identify purpose of numeric data Edit data in active cell or in Formula bar Maximum of 32,767 characters allowed maximum column width is

18 Entering Numbers Constant values are typically used in calculations By default, values are aligned to right side of cell and with no formatting Can be formatted to preference A mixture of alphabetic characters and numeric digits are treated as text 18

19 Entering Dates and Times If entering full date value including month, day, and year value, date value displays as dd-mmm-yy by default, e.g. 15-Sep-13 Date value can be just day and month, or month and year If entering name of month only, Excel treats as text value If entering day or year value only, treated as numeric not date value When entering date, Excel will try to interpret what is entered If entering date using only numeric values, must match date sequence specified in Windows Control Panel - Regional and Language Options Time must consist of hours and minutes in format of hh:mm Can add seconds and AM/PM indicator or use 24-hour clock format 19

20 Entering Formulas Excel refers to formulas as functions. You may enter formulas in one of two ways, either use already existing function or create one yourself. A formula is always preceded by an equal sign. See examples below Arithmetic operators & example Other functions + (plus sign), =3+10 LOG (of specified base), =log() - (minus sign), =7-2 LN (Natural log), =ln() *(asterisk), =6*9 SIN (sine of an angle), =sin() / (forward slash), =6/2 Cumulative Normal Dist. =NORMDIST() % (percent sign), =10% LEFT (numb of characters from start of text), =left() CCI Learning Solutions Inc. 20

21 Formatting Cells Refers to how data appears Formatting does not alter the underlying value Can format cells at any time Cell remains formatted when contents cleared unless format cleared or cell reformatted When pasting a cell value to another cell, formatting is also copied Most common formatting options on Home tab or Mini toolbar. On Home tab, in Font, Alignment or Number group, click appropriate button Live Preview Applies formatting to worksheet temporarily while pointing at formatting option on Ribbon When mouse is moved away, formatting reverts back to current Does not apply to all formatting buttons in Ribbon 21

22 Cell Referencing- Absolute and elative refs Most formulas use relative addressing when formula is copied, cells automatically adjusts for new location address is not adjusted if formula is moved to another location Absolute addressing - cell addresses are not adjusted when copied elsewhere on worksheet To change to absolute cell address: type dollar sign before row number and/or column letter, or press F4 22

23 Cell Referencing- Mixed refs Column Row Both Data must be from same column =C10*$D2 Data must be from same row =C10*D$2 Must always be this cell =C10*$D$2 23

24 Data Validation Displays icon and error message when incorrect data is entered Displays helpful message when user selects the cell 24

25 Moving Around the Worksheet 25

26 Saving Workbooks Click File, click Save to save all changes to same file, or click File, click Save As to save with new file name, or click (Save) from Quick Access Toolbar, or press CTRL+S 26

27 Creating a New Workbook Can create new workbook at any time Each Excel window can only have one workbook, but you can have more than one window open on screen Each window can be placed anywhere on the Desktop Each new workbook in current session shows as Book# To create new blank workbook: Click File, click New, click Blank workbook and then click Create, or press CTRL+N 27

28 Creating a New Workbook Using a pre-designed template 28

29 Switching Between Workbooks On View tab, in Window group, click Switch Windows Click button on Windows task bar: 29

30 Opening a Workbook To work with an existing workbook, you must first open it To open a workbook: In Excel startup screen, click in Recent list or click Open Other Workbooks, or Right-click Excel icon in the Taskbar, and select from the jump list, or click File, click Open, or press CTRL+O, or press CTRL+F12 30

31 Opening a Workbook If file was used recently, click File then click Recent to display list showing most recently used files, and double-click on file 31

32 Closing a Workbook Close file when no longer needed to clear the screen and prevent accidental changes to workbook To close workbook: Click File then click Close, or press CTRL+W or CTRL+F4, or click (Close) for Excel to close all open workbooks If there are unsaved changes: 32

33 Working with Compatibility Mode Different format for storing files, depending on Excel version: File Type Excel workbook.xlsx.xls Excel workbook with macros.xlsm.xls Excel workbook template.xltx.xlt XML spreadsheet and/or data.xlsx.xml Excel add-in.xlam.xla 33

34 Working with Compatibility Mode Click File tab, click Info, then click Check for Issues to find compatibility problems 34

35 Working with Compatibility Mode Excel able to open files created in earlier versions and preserves file format Workbook title bar displays [Compatibility Mode] indicator 35

36 Selecting Cells You must indicate a worksheet cell range before you can perform an action Range selection can be as small as single cell, or as large as entire spreadsheet Cells stay highlighted until you change or remove selection Clicking on cell or using arrow key will remove selection Can select: single cell range or rectangular section containing two or more cells multiple ranges Selected range displays the reversing color of cells Within selected range is one cell in normal color or active cell of range 36

37 Selecting Cells Single cell Extend the selection Entire row Entire column Entire worksheet Make a selection Click cell. Click cell, then drag to end of desired range. Click row heading. Click column heading. Click Select All button. Click beginning cell, press Shift and click ending cell in range. 37

38 Selecting Cells Extend/shrink a selection Non-adjacent columns, rows or cells Extend the row selection Extend the column selection Press SHIFT, then click inside selected range to shrink selection; or click outside range to extend selection. Click cell, column or row. Move pointer to next cell, column or row, press CTRL, then click and drag. Click row number and drag down to required number of rows. Click column letter and drag across to required number of columns. 38

39 Selecting Cells 39

40 Lesson Summary understand what an electronic spreadsheet is understand what Excel is and what it can do identify elements on the Excel screen understand basic terminology use the Quick Access Toolbar move around in Excel enter text, numbers, dates, and times move around a worksheet use Office BackStage to save, create new, open, and close a workbook switch between workbooks save in a previous Excel version format select cells 40

41 Review Questions 1. List some benefits of using an electronic spreadsheet. 2. Explain the difference between a workbook and a worksheet. 3. Explain how commands are grouped on the Ribbon and how you access them 4. Explain how you can access the Ribbon using the keyboard and then how to access the commands. 5. Explain when it is better to create a blank workbook and when it is better to create a new workbook using a template. 41

42 Review Questions 6. Explain the difference between using the Save and Save As commands. 7. Provide examples of different types of data. 8. List different formats you can use to enter a date so that Excel will recognize it as a date value. 9. Explain why you would save a workbook using a previous Excel version format. 10. Explain how you can select different areas of a worksheet at the same time and why you might want to use this feature. 42

43 Walk through: Open a new blank workbook Change theme in office Maximize, minimize, resize, move and close the Excel window Save a workbook to your work area or document folder Understand common file formats Pin a workbook Understand the ribbon components Customize the quick access toolbar Understand views Hide and show the formula bar and ribbon Use the help system CCI Learning Solutions Inc. 43