Introductory Excel Walpole Public Schools. Professional Development Day March 6, 2012

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1 Introductory Excel 2010 Walpole Public Schools Professional Development Day March 6, 2012 By: Jessica Midwood

2 Agenda: What is Excel? How is Excel 2010 different from Excel 2007? Basic functions of Excel 2010 o Open Excel 2010 o Open a new, blank workbook o Open existing workbook o Save a workbook o Copy a worksheet o Insert rows/columns o Delete rows/columns o Format cells Font size Font type Cell shading Bold, underline, italicize Font color Border Alignment Formatting numbers Sorting Filtering Page Layout o Margins o Orientation o Print titles Review o Spell check o Add a comment box to cell o Protect worksheet o Protect workbook 2

3 Backstage view commands o o o Print Page setup Save & Send Basic formulas Charting/Graphing Definition of terms: Workbook An Excel Workbook is a file used by a Microsoft Excel spreadsheet application. Excel workbooks are actually sets of spreadsheet 'pages', each of which can include separate or codependent data. These files are usually generated by Microsoft Excel software, but many other programs are capable of reading and even editing them. Worksheet A sheet is a short name for a single worksheet or spreadsheet in a Microsoft Excel workbook. The worksheet is a table or grid composed of rows and columns that make it convenient to enter, organize, calculate and consolidate data. 3

4 What is Excel? Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create and format workbooks (a collection of spreadsheets) in order to analyze data and make more informed business decisions. Specifically, you can use Excel to track data, build models for analyzing data, write formulas to perform calculations on that data, pivot the data in numerous ways, and present data in a variety of professional looking charts. Common scenarios for using Excel include: Accounting-You can use the powerful calculation features of Excel in many financial accounting statements for example, a cash flow statement, income statement, or profit and loss statement. Budgeting-Whether your needs are personal or business related, you can create any type of budget in Excel for example, a marketing budget plan, an event budget, or a retirement budget. Billing and sales-excel is also useful for managing billing and sales data, and you can easily create the forms that you need for example, sales invoices, packing slips, or purchase orders. Reporting-You can create various types of reports in Excel that reflect your data analysis or summarize your data for example, reports that measure project performance, show variance between projected and actual results, or reports that you can use to forecast data. Planning-Excel is a great tool for creating professional plans or useful planners for example, a weekly class plan, a marketing research plan, a year-end tax plan, or planners that help you organize weekly meals, parties, or vacations. Tracking-You can use Excel to keep track of data in a time sheet or list for example, a time sheet for tracking work, or an inventory list that keeps track of equipment. Using calendars-because of its grid-like workspace, Excel lends itself well to creating any type of calendar for example, an academic calendar to keep track of activities during the school year, or a fiscal year calendar to track business events and milestones. 4

5 How is Excel 2010 different from Excel 2007? Versions 2010 and 2007 share many similarities in terms of basic functionality and appearance, but some improvements and new features exist only in Some 2007 features are discontinued in The new and improved features can help you be more productive, but only if you can find them when you need them. Improved User Interface o Excel 2010 continues with the ribbon user interface see ribbon below as directed by red arrows. The ribbon was introduced in 2007 but perfected and really put to good use in Excel This new ribbon allows you to see and find commands that were previously buried in a complex set of menus and toolbars. 5

6 Microsoft Office Backstage View o Backstage view is where you can create new files, open existing files, save and save as, send, protect your worksheet/book, print preview, print files, set options for Excel 2010, and more. Performance Enhancements o General Improvements In response to customer feedback, Excel 2010 improves performance in a number of areas. For example, Excel 2010 is more responsive when you move and resize charts, work in Page Layout view, and interact with shapes on the worksheet. o Support for large data sets Excel 2010 handles workbooks that contain massive amounts of data more efficiently. Specifically, it takes less time to perform activities commonly performed on large data sets, such as filtering and sorting the data, copy and pasting it from one worksheet to another, and using the Fill feature to copy formulas. o Multicore improvements Multithreading improvements in Excel 2010 help to speed up the process of retrieving, sorting, and filtering data in PivotTables and Excel tables. In addition, opening and saving large files is generally faster than before. o Faster calculation If workbooks are critical to key business processes in your organization or daily activity, it s important that calculation speed doesn t become a bottleneck. To achieve faster calculation performance, Excel 2010 includes support for asynchronous user-defined functions, which can run simultaneously without using multiple Excel calculation threads. This is valuable when you are importing data into worksheets in custom ways, and in high-performance computing (HPC) scenarios. 6

7 Basic Functions of Excel Open Excel 2010: - To open Excel 2010 you will double click on the icon on your desktop. If you do not have an icon on your desk top you will want to: o Click Start-All Programs-Microsoft Office-Microsoft Excel 2010 This will bring up a blank workbook for you to begin your project. Open a new, blank workbook: - Click file (Or backstage view button)-new-blank Workbook(Double click) Open existing workbook: -Click file (Or backstage view button)-open-find the drive and name of your file (Double click) 7

8 Save an existing workbook: -Click file (Or backstage view button)-save or Save As Save As allows you to save to a new destination or destination of your choice. Clicking just Save will save in same destination as it was the last time the file was accessed. Copy a worksheet: -Move your mouse to the worksheet you wish to copy (as indicated by the red arrow in the illustration below)-right click-a menu will then appear where you can select Move or Copy-another menu box will then appear, click the box in the bottom left corner that says create a copy -Then click OK 8

9 Insert or delete rows/columns: Insert - To insert rows or columns click the cell below the row you would like to insert (there should be an outline around the box selected)-click the insert button in the top right corner of the ribbon (as indicated by the blue arrow above). A menu will then appear where you can select whether you want to insert a row or column. If you insert a row it will be above the cell you have selected. If you insert a column it will insert to the left of the cell you have selected. Delete - To delete rows or columns click on the cell of the row or column you would like to delete (there should be an outline around the box selected)-click the delete button in the top right corner of the ribbon (as indicated by the blue arrow above). It will give you a menu where you select whether you want to delete a row or column. Click the appropriate function you would like to perform. If you make an error in deleting/inserting a row or column you can always undo your previous task. This is done by clicking once on the arrow at the top left corner of your Excel 2010 window (as indicated by the yellow arrow above.) Formatting Cells: Changing font size/type There are approximately 50 different fonts in Excel 2010 to choose from and the font size is only limited by your page size. It is very easy to change the font for a particular cell, group of cells or the entire worksheet. The default for Excel 2010 workbook is Calibri 11point font. Font type and size is located in the top left of the Excel ribbon at the top of the page under the Home tab. Selecting all cells within the worksheet Tip To quickly select the whole worksheet, click the Select All button. Change font size/type for cell -Select the cell which you would like to change the font, click the arrow located to the right of the font type. This will drop down a box with a list of possible fonts. The great 9

10 thing about Excel is that the font style and look is shown in the name of the font within the list. You will be able to see what the font you choose will look like by just scanning through the list of fonts. -The font size is located to the right of the font type in the font group of the Home tab. There is also a drop down arrow located to the right of the size. Click this arrow for a drop down menu of the different font sizes. If you do not see the desired font size you can type it into the box and click enter. Applying cell shading -Select the cell or range of cells that you want to apply cell shading to. -On the Home tab, in the Font group within the Excel ribbon, click the arrow next to Fill Color, and then under Theme Colors or Standard Colors, click the color that you want from the list of colors. Bold, Underline, Italicize -Beneath the font type you will see three boxes. B=Bold, I=Italicize and U=Underline -The same procedure as above to select cells or range of cells. Once you ve done so you can select the B, I or U to apply. Font Color -To the right of the fill color tab is the font color tab (see below green arrow) -Apply the same procedure as cell shading to change font color described above. - You can also select one or more portions of the text within a cell and apply different text colors to those sections. Apply cell border -Select the cell or range of cells that you want to add a border to. -On the Home tab, in the Font group, click the arrow (see yellow arrow below) next to Borders, and then click from the list the border style that you want. 10

11 Alignment -To change the alignment of the text in the selected cells, on the Home tab, in the Alignment group, click the alignment option that you want. For example, to change the horizontal alignment of cell contents, click Align Text Left, Center, or Align Text Right. Formatting Numbers -Select the cells that you want to format. -On the Home tab, in the Number group, click the Dialog Box Launcher next to Number. -In the Category list, click the format that you want to use, and then adjust settings, if necessary. For example, if you re using the Currency format, you can select a different currency symbol, show more or fewer decimal places, or change the way negative numbers are displayed. Sorting Your Data: -Select a range of data, such as A5:I17 (multiple rows and columns) or A1:A17 (a single column). The range can include titles that you created to identify columns or rows. -Select a single cell in the column on which you want to sort. 11

12 -Click to perform an ascending sort (A to Z or smallest number to largest). -Click to perform a descending sort (Z to A or largest number to smallest). To sort by specific criteria, do the following: Select a single cell anywhere in the range that you want to sort. -On the Data tab, in the Sort & Filter group, click Sort. The Sort dialog box appears. -In the Sort by list, select the first column on which you want to sort. -In the Sort On list, select either Values, Cell Color, Font Color, or Cell Icon. -In the Order list, select the order that you want to apply to the sort operation alphabetically or numerically ascending or descending (that is, A to Z or Z to A for text or lower to higher or higher to lower for numbers). Filtering Your Data: Filtering is a quick and easy way to find and work with a subset of data in a range. A filtered range displays only the rows that meet the criteria you specify for a column. Unlike sorting, filtering does not rearrange a range. Filtering temporarily hides rows you do not want displayed. When Excel filters rows, you can edit, format, chart, and print your range subset without rearranging or moving it. -Select the data that you want to filter. -On the Data tab, in the Sort & Filter group, click Filter. 12

13 -Click the arrow in the column header to display a list in which you can make filter choices. -To select by values, in the list, clear the (Select All) check box. This removes the check marks from all the check boxes. Then, select only the values you want to see, and click OK to see the results. Page Layout: Margins Page margins are the blank spaces between the worksheet data and the edges of the printed page. Top and bottom page margins can be used for some items, such as headers, footers, and page numbers. In Excel 2010, margins are defaulted to 1 all around which is the APA preferred format. If you choose to have a different margin, follow the below instructions. To better align a worksheet on a printed page, you can use predefined margins, specify custom margins, or center the worksheet horizontally or vertically on the page. Note-Page margins that you define in a given worksheet are stored with that worksheet when you save the workbook. You cannot change the default page margins for new workbooks. -Select the worksheet or worksheets that you want to print. TO SELECT DO THIS A single sheet Click the sheet tab. If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab. Two or more adjacent sheets Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select. Two or more nonadjacent sheets All sheets in a workbook Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to select. Right-click a sheet tab, and then click Select All Sheets on the shortcut menu. 13

14 -On the Page Layout tab, in the Page Setup group, click Margins (Red arrow below). Do one of the following: -To use predefined margins, click Normal, Wide, or Narrow. To specify custom page margins, click Custom Margins and then, in the Top, Bottom, Left, and Right boxes, enter the margin sizes that you want. To set header or footer margins, click Custom Margins, and then enter a new margin size in the Header or Footer box. Setting the header or footer margins changes the distance from the top edge of the paper to the header or from the bottom edge of the paper to the footer. To center the page horizontally or vertically, click Custom Margins and then, under Center on page, select the Horizontally or Vertically check box. Orientation (Landscape or Portrait) - The two choices for page orientation are landscape (Horizontal) or portrait (Vertical) - Under the Page Layout tab you will see Orientation (as indicated by the orange arrow above) - Click either the landscape or portrait orientation choices, the picture available shows you the orientation that your page will print. This applies only to the worksheet that you are working on. You will have to change this for each worksheet within your workbook. Print Titles The print titles function allows you the ability to print the same rows/columns of information at the top of every page that you print. 14

15 -From the Page Layout tab select Print titles (as indicated by the green arrow above) -In the Page Setup menu you will see the Rows to repeat at top: and the Columns to repeat at left: under Print titles. -Click the box to the right of each menu, this will bring you to your worksheet (red and orange arrows above). -Highlight across or down the rows or columns you would like to print at the top of all of your pages. You will see a blinking dotted line around the cells that will be included. (see below) 15

16 Document Review: Document Spellcheck Spelling check is used to check the spelling of any text written into an Excel worksheet. You can check the spelling of one particular cell or the entire worksheet. As indicated by the screen shot and red arrow above the Spelling Check function is found within the Review tab of the Excel ribbon. -Click Review tab-spelling Review the entire document or until you are satisfied that the worksheet spelling check is complete. Note: If you are prompted by Excel 2010 Do you want to continue checking at the beginning of the sheet? click yes. This is just prompting you to request a spelling check of the entire sheet. Comment box for individual cell Excel allows you to add a comment box to any cell. Comment boxes come in handy when you would like to add a particular important comment to a cell so that you may remember something at a later date. Comment boxes are hidden until you hover over the cell. You can tell that a cell contains a comment because after a comment has been added a red triangle will appear in the upper right hand corner of the cell. 16

17 To add a comment to a cell -Select the cell where you would like to add a comment-new Comment (as indicated with yellow arrow in above pictures) -A box will appear in which you will type your comment. To exit from the comment box click anywhere within the worksheet, to see the comment after exiting hover over the cell in which the comment has been added. Protect Sheet/Protect Workbook Excel provides the user the ability to protect a sheet or a workbook. Protection allows the creator of the workbook to prevent subsequent users of the worksheet/book from changing information contained within the document. It is an added level of security that can be provided to your document. Within the review menu there are buttons to Protect Sheet and Protect Workbook. These buttons are side by side within the Review tab. You can see them indicated by the green arrow in the screen shot above. 17

18 -Click Protect Sheet -From the Protect Sheet menu you can select which parts of the sheet you would like to protect, you do this by clicking the box next to each option. A check box should appear in the box when selected for protection. Place a password in the box provided and click OK to complete. Protect Workbook -From the Review tab-select Protect Workbook-make sure Protect Workbook for structure is checked-select password in the box provided-click OK Tip: Make sure to remember the passwords selected for both the sheet and workbook; you will need them to make changes to your own document after protecting them. 18

19 Backstage View Commands: Print From the File or Backstage View Commands select Print The following options are a part of the print screen menu: From the Print menu you can select the printer that you would like to use Select the sheets you would like to print Specify pages you would like to print Print for one sided or two sided document Paper orientation Paper size 19

20 You can also see a preview of your document to the right of the print menu options and the number of pages that will print on the middle bottom portion of the page. Page Setup -To get into the Page Setup menu select Page Setup from the Print menu, (it is indicated by the red arrow in the above) -After you ve selected Page Setup the above menu will pop up. This menu gives you the options of changing the page orientation, adjusting the scaling of the page, changing margins and the paper size if necessary. -Scaling a page allows you to fit the content of your worksheet to a specific size. This can come in handy when you have a document which you would like to fit on one page but it is slightly larger than the default size already selected by Excel

21 Save & Send a document After creating and finishing a workbook you have the option of saving the file then sending the workbook via multiple methods. To a document directly from Excel 2010 you will need to have access to Microsoft Outlook on your computer. Formulas: Formulas are used in excel to do everything from the basic mathematical functions like adding and subtracting to calculating the average of a group of numbers. The below article link provides you with a list to links to topics that show you detailed examples of the various types of formulas that you can create in Excel. HP aspx?CTT=1 The formulas section of the presentation will be based on the needs of the individual class. I will ask at the beginning of the session the formulas that you will like to learn and will show you from my computer how to do them. There is a page provided at the back of this package for note taking. 21

22 Charting/Graphing: It's easier to work with charts in Excel There have been some improvements made to the functionality and ease of the use of charts. Below is a link of the available chart types and information on the particular use for each chart. HA aspx?CTT=1 The basic way to get to the area within Excel where a chart is created -Select the data that you want to chart. -On the Insert tab, in the Charts group, click the chart type that you want to use, and then click a chart subtype. Use the Chart Tools to add chart elements such as titles and data labels, and to change the design, layout, or format of your chart. I will provide a demonstration of creating a chart with the dataset that I provided at the beginning of class. 22