# Working with Microsoft Excel. Touring Excel. Selecting Data. Presented by: Brian Pearson

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1 Working with Microsoft Excel Presented by: Brian Pearson Touring Excel Menu bar Name box Formula bar Ask a Question box Standard and Formatting toolbars sharing one row Work Area Status bar Task Pane 2 Selecting Data Click on any cell to select it Single cell Hold Shift down when selecting 1 cell and then another to select continuous.. All cells in between Use Control (Ctrl) key to select multiple separate cells Select as many as you want randomly 3

2 Search, Find, and Replace Finds a value and can replace it to any thing you want Find it first to preview Replace One or All 4 Format Painter Using Format Painter saves you that time and duplicated effort. Instead of having to manually apply the font, font effects, centered paragraph alignment, and other formatting to each new section heading, you can quickly copy all of the formatting attributes by using one toolbar button 5 Lesson Visual Tools Setting the Column Width Row Heights Page Set up options Margins Fit To Cell Borders Changing Tables and Styles Spell Checking 6

3 Lesson: Formulas Introducing Formulas Introducing Statistical Functions Formula Dialog Box Absolute / Relative References Naming Cells 7 What is a Formula? Formulas are one of the most useful features of the program. Formulas can be as simple as adding two numbers or can be complex calculations. Once you learn the basic format of creating a formula, Excel does all the calculations for you 8 Entering Formulas Notice that the bluehighlighted cell address in the formula expression corresponds with the cell outline immediately above. 9

4 Using AutoCalculate and AutoSum The sum total of the selected cells appears in the Status bar. 10 Using AutoCalculate and AutoSum Displaying the AutoCalculate right-click menu for choosing calculation methods. 11 Using AutoSum Entering totals using the AutoSum button ( ) 12

5 Using Built-In Functions Let Excel help you find the appropriate function by typing your request here. The selected function s syntax and description appear here. Select a function category to limit the display in the Select a function list box Select a function name to display its syntax and a brief description below. 13 Calculating Averages 14 Adding Values (SUM) 15

6 Absolute vs. Relative Excel uses references in what are called absolute and relative ranges. Absolute ranges have a \$ character before either the column portion of the reference and/or the row portion of the reference. Relative ranges do not use the \$ character. The \$ character indicates to Excel that it should change the column and/or row reference if you copy and paste or move a formula. If you select a formula, you can press F4 to cycle reference between the styles (relative and absolute). 16 Absolute Reference Review \$A\$1 Both the column and row reference is fixed. Neither will be changed during a copy. \$A1 Only the column reference is fixed. It will not change during copy, but the row will change. A\$1 Only the row reference is fixed. It will not change during or copy, but the column will change. 17 Using References in Formulas When the formula in cell B6 is copied to cell C6, the cell references in the formula also change to reflect their relative positions on the worksheet. Unfortunately, this was not the intention for this copy and paste operation. Cell C3 is empty. 18

7 Category Using Built-In Functions Description Financial Date & Time Math & Trig Statistical Lookup & Reference Database Text Logical Information Determine loan payments, present and future values, depreciation schedules, and rates of return Perform date and time calculations; input the current date and/or time into a cell Sum a range of values; perform trigonometric calculations; determine absolute and rounded values Determine the average, median, minimum, and maximum values for a range; calculate statistical measures, like variance and standard deviation Look up and select values from a range; return the active cell s column letter and row number Perform mathematical and statistical calculations on worksheet values in a table or list format Manipulate, compare, format, and extract textual information; convert values to text (and vice versa) Perform conditional calculations using IF statements; compare and evaluate values Return information about the current environment; perform error-checking and troubleshooting Ways to Edit: Click in the Formula bar.. Or use the F2 key.. Pivot Table Basics Imagine an Excel worksheet of sales figures with hundreds or thousands of rows of data. The worksheet lays out all the data about salespeople in two countries and how much they sold on individual days. But it's a lot of data to deal with listed in row after row and divided into multiple columns. How can you get information out of the worksheet? How can you make sense out of all of this data? Who sold the most overall? Who sold the most per quarter or per year? Which country has the most sales? You can get answers to all these questions with PivotTable reports it's like turning a mob into a marching band. Pivot tables are the way excel can re arrange data to view different criteria quickly Excel can rearrange tables so that it summarizes the data based on different column groups. The process of rearranging your table is known as pivoting your data You're turning the same information around to examine it from different angles.

8 Inserting Pivot Table Pivot Table Practice Practice Review Questions 24

9 Review Questions 5pts each What is the first character of ALL formulas? Name 5 formulas Excel can perform? What are the 2 types of references? Which one moves?? How can you name a cell or range?? 25 Lesson: Sorting and Filtering Auto Fill functioning Sort Feature and button Insert Comments Conditional Formatting Filter and Auto Filter Using Subtotals 26 Creating a Series Using AutoFill 27

10 Sorting Data 28 Inserting Comments in Cells Comments are used to add notes to cells or formulas for clarification later They do not print Appear after a mouse hovers over cell They can print when forced to be SHOW 29 Conditionally Formatting 30

11 Auto Filter Applying it to cells 31 Auto Filter Using in Worksheet 32 Practice Review Questions 33

12 Review Questions 10 pts each 1. What corner is the auto fill icon located??? 2. Give 2 ways to add a comment to a cell?? 3. How many conditional format values can you set up?? 4. What color is an unused Auto Filter triangle?? What color is it when used?? 34 Lesson: Graphs and Charts Graphs and Charts Printing Charts embedded or alone Linking sheets and tabs to charts Changing or editing charts 35 Creating a Chart Using the Chart Wizard 1.Highlight the range of cells you want to chart. 2.Click INSERT-CHART. 3.Follow Chart Wizard 36

13 Creating an Embedded Chart Vertical Y-axis Horizontal X-axis 37 Creating an Embedded Chart Plot area Chart area 38 Creating an Embedded Chart Legend 39

14 Creating an Embedded Chart Data points belonging to the same data series XY Chart 40 Creating a Chart Using the Chart Wizard 41 Practice Review Questions 42

15 Review Questions 10 pts each What is this icon for? Name 4 types of charts available in Excel? Can a chart have a legend?? How do you print only a chart in a sheet? How do you print the whole sheet?? 43 Thank You Enjoy the Conference! 44

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