CUA Spreadsheets Laboratory

Transcription

1 CUA Spreadsheets Laboratory Microsoft Excel 97 Basic Introduction Excel is spreadsheet capable of storing tables of data and text values and providing a range. Most Microsoft Products have similar menu systems - you will already be familiar with many of the options available in Microsoft Excel 97 from experience with Microsoft Word 97. Beginning Excel Excel works with workbooks consisting of several sheets, these can be work sheets, chart sheets or visual basic modules. Switch between sheets using sheet tabs at the bottom of the workbook. Workbooks consist of rows and columns of cells, select a cell using the mouse and it becomes the active cell. After selecting a cell type in the cell. Text appears in the cell and on the formula bar. Use ESCAPE or cancel box to cancel. Press ENTER or enterbox to accept. Edit the contents of the cell from formula bar or from cell itself. (Double click). No matter what you are doing the procedure is always the same. Select an item to work with and then choose the command or button to apply. Note most text formatting options work as they do in Word. Have a go at resizing the text, changing fonts, making text bold, italic and underlined. Examine the Format Cell Option. Copying and Pasting Shortcuts Select a range of cells to work with. A range is a rectangular group of cells. Position mouse over one cell, hold down mouse button and drag to another cell. Then choose a command from the menus or buttons (try a formatting option). Choose copy from the Edit menu (or button) - Note that a moving border appears. Select a free cell and choose Paste (or button). Note that you can move a range of cells by dragging the border. Select a cell or range of cells and click the right mouse button for menu. Select the whole row, click on number at left of screen. When row selected, click the right mouse button and choose delete. The toolbars above the work book are very similar to the Word toolbars. Autosum button (Σ) will add a column of figures. The automatic range generated by Autosum can selecting a different range. Use Autofill to drag the fill handle along the cells (this repeats the cell). Select the Currency button ($) to add currency information. Select the Increase / Decrease Decimal Buttons ( ) to change decimal places. Formulae Formulae permit operations such as addition, subtraction, multiply and compare on work sheet values. Using formulas can help you analyse data on a work sheet. A formula always begins with a equals sign (=). There is also a function wizard to help in selecting and entering the type of function you need. As with Microsoft Word a full range of Help facilities and Examples and Demos are Available.

2 Exercise 1 - Basic Skills Entering Information Type in your name in the First Cell and format the text, (Bold and Resize). Adjust the width of column A. Select the top cell of column B, and click on the function wizard. Select the date / time option, TODAY to insert the present date. Enter the headings Student 1-8 and Exam 1-6. Note - use Autofill to make this easier. Enter the marks, you do not have to use these marks - make some up if you want. Next type in the total (%) column and fill the top cell with the following formula : value = sum(row of marks) / 6 Note: the mouse can be used to specify the range. Use Autofill to complete the rest of the column. Use the function wizard to complete the average mark and standard deviation rows. Then create two cells one to display the maximum mark, one the minimum. Create the Pass/Fail column - Use the logical IF function from the function wizard. A student will fail if Total (%) < 40. Insert a zero for a fail and a 1 for a pass. Use Autofill to complete the rest of the column. Create a cell to display the number of failures. Note that the formula for the number of failures will be = 8 - sum(pass/fail) Formatting the Page Use Print Preview to see how the page will appear. Enter Page Setup to convert the page to landscape. While in Page Setup - Edit the Headers and Footers and the margins. Note : The special Excel Page Setup Command - Zoom. Turn off the Gridlines using the Tools (Options) View Tab. Then use the borders command (either Format (Cell) or button on toolbar). Adjust the alignments of some of the text in the sheet and the font sizes. Show the lab assistant your spreadsheet proving that the cells contain formulae not numbers.

3 Exercise 2 - Intermediate Skills Top Dog Mining Company Using the Excel 97 techniques learned in the last lecture build the worksheet and graphs for the Top Dog Mining Company. Note the following: The only rows entered as numbers are the Tonnes of Ore Mined, The Price of Ore and The Cost of Running the Mine. All other rows are Formulae. The rows where numbers do not change can be filled using Autofill. The cumulative rows can be entered using a formula Jan. total = Jan. amount Feb. total = Jan. total + Feb. amount March total = Feb. total + March amount etc. The profit is the cumulative money made minus the cumulative cost of running the mine. To create the first line chart you must select the appropriate rows. The Monthly Headings The Cumulative Tonnes Mined The Cumulative Money Made The use the chart wizard to create a line graph When the chart is created double click on the Cumulative Money Made Line to create a secondary Y-axis. Rescale the primary Y-axis to a maximum value of 200 tonnes. The second graph is a bar chart created with the chart wizard by selecting the monthly headings and the profit figure. Once the worksheet and graphs have been created try some sensitivity analysis with the following scenarios. Production stops during the months of June, July, August and September. The price of ore fluctuates - increasing to $10 in March but then lowing to $7 in August. The Production Increases in October, November and December to 15 tonnes. Notice that the graphs also change this is because they are LINKED to the worksheet info. Linking to Microsoft Word With the linking and embedding features available in Word, you can include information, or objects, created in other applications. The main difference between linking and embedding is where the data is stored. Embedded objects become part of the Word document. Linked information, on the other hand, is stored in the source file; the Word document stores only the location of the information in the source file but displays a graphic representation of the linked data. Select one of the charts in Excel. Copy it. Open a new Document in Word. Chose Paste Special from the Edit Menu. Select the Paste Link Option. Notice that as the Excel Original is altered the Word image changes. Show the Lab Assistant that changing a value in the spreadsheet alters the graph in word

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5 Exercise 3 - Advanced Skills Overview of Managing Lists in Microsoft Excel Microsoft Excel provides a powerful set of commands to make it easy to manage a list or a database. Sorting You can use the Sort command on the Data menu to arrange rows in a list according to the contents of selected columns. You select the data and the sort order you want, or you create and use a custom sort order. Filtering You can use the Filter command on the Data menu to find and work with a subset of the data in your list. A filtered list displays only the rows that contain a certain value or rows that meet a set of criteria, while temporarily hiding the other rows. On the Filter submenu, Microsoft Excel provides both the AutoFilter and Advanced Filter commands to filter your data. AutoFilter meets most needs. Data Form A data form provides a simple way to see, change, add, and delete records from a list or database, or to find specific records based on criteria you specify. When you choose the Form command from the Data menu, Microsoft Excel reads your data and creates a data form dialog box. When you enter or edit data in these fields, Microsoft Excel changes the corresponding cells in your list. Automatic Subtotals You can use the Subtotals command on the Data menu to insert subtotal rows in a list, summarising the data any way you choose. When you insert subtotals, Microsoft Excel automatically inserts a Grand Total row at the bottom of the list. To use the list management features in Microsoft Excel, just create a list on a worksheet. When you select a cell in your list and choose one of the list management commands from the Data menu, Microsoft Excel automatically identifies and selects your entire list. Data arranged in columns and rows is then treated as a set of fields and records. Using Database Functions Create a simple database such as the one shown below: age price a a a a a a a a a a a a a Now use the features described above to Sort, Filter, Form and Subtotal the data. Show the lab assistant you doing this

6 Overview of Writing and Editing a Macro The Macro Recorder creates a macro for you by observing your actions, converting those actions into Visual Basic code, and storing the code in a Visual Basic module in your workbook. However, you will often need to customise a recorded macro or create a new one yourself, since the Macro Recorder doesn't always record exactly what you want. The steps you follow to edit an existing macro or write a new one are similar to those for creating a user-defined function. You can also use the Macro Recorder to record new code into an existing macro. You are now going to use the following commands to create a macro : 1) Select a range of data. 2) Record New Macro (Tools Menu). 3) Type in Macro Name (no spaces) 4) Select the data sort option. 5) Stop Recording Macro. Now use Macro Edit to look at the Visual Basic code. Then use Macro Run to execute the code. Try Altering the Macro and Re-running the code Show the lab assistant your macro running and the code for it Exercise 4 - Writing up You should answer the following questions by circling or highlighting your chosen answer: Work on your own

7 CUA Excel Laboratory Your Name ID Date Exercise 1 complete signed by lab assistant: Exercise 2 complete signed by lab assistant: Exercise 3 complete signed by lab assistant: Exercise 4: Note: You may use Excel to help you with these questions 1. Cell F6 contains the formula =Average(B6:D6). If F6 is copied to G8, what is in cell G8? a. =Average(B6:D6) b. =Average(C8:E8) c. =Average(B6:E8) d. =Average(C8:D6) 2. Cell F6 contains the formula =Average(B6:D6). If F6 is moved to G8, what is in cell G8? a. =Average(B6:D6) b. =Average(C8:E8) c. =Average(B6:E8) d. =Average(C8:D6) 3. F5 and F6 contain the numbers 10 and 20, respectively. The current cell is F7, and you type F5+F6. What is displayed in F7? a. 30 b. F5+F6 c. an error (specifically it will display #Name?) d. =F5+F6 4. A cell has been given a format of currency with 2 decimal places. After the value is entered in the cell it displays a series of # characters. What happened? a. You forgot to enter the $ sign with your entry. b. The cell width is too narrow and the entered value was replaced by a series of # characters. c. The cell width is too narrow, but the entered value is correctly stored in the cell. d. The currency format requires the cell to be aligned right to be displayed correctly.

8 5. The value $12.34 is entered in F4 of a new worksheet. If you then enter 123% in F4, what is displayed? a..123 b.123% c. $ d. $ If you want to calculate the average of the contents in cells A1, A2 and A3, which of the following would not work? a. =Average(A1,A2,A3) b. =Average(A1:A3) c. =Average(Sum(A1,A2,A3)/3) d. =Sum(A1:A3)/3 e.all of the above are valid 7. Automating a task that must be performed repeatedly can be done with an Excel a. macro b. chart c. what if feature d. Paste Function 8. Using Excel, the calculation 4/2+3*2^3-1 evaluates to a. 25 b c. 217 d Given cells A1, B1 and C1 contain the values 10, 20 and 30 respectively, and A2 and B2 contain 40 and 50, respectively. Cell C2 is selected, the Autosum toolbar button is selected, and the enter key is pressed. What is displayed in cell C2? a. 30 b. 90 c. 150 d Given that cells B6, C6 and D6 contain 10, 20, 30 respectively, what value is returned by the function =IF(B6>10,C6*2,D6*3)? a. 10 b. 40 c. 60 d. 90

9 11. "What If" analysis is the process of changing one or more spreadsheet values and observing the resulting calculated effect. 12. Spreadsheet rows have numeric labels, while columns have alphabetic labels. 13. You can move through a spreadsheet vertically only. 14. SUM and AVG are examples of spreadsheet functions. 15. You can define a spreadsheet range by specifying the upper-right and lowerleft cells of the block. 16. You have options for displaying numbers in a spreadsheet, but all numbers in the spreadsheet must be in the same format. 17. You want to change the number value in a spreadsheet column from whole numbers to percentages. Unfortunately, you will have to change the format, one cell at a time. 18. Cell D10 in a spreadsheet contains the formula SUM(A10..C10), and the displayed value is 500. The value in B10 is changed, and the displayed value in D10 is now 400. This means the value of B10 was increased by Graphics programs automatically scale the x-axis and y-axis so the graph is nicely proportioned and easy to read. 20. Give an example of a spreadsheet cell address or cell reference. Identify which part refers to the column, and which to the row.