Chapter 4. Microsoft Excel

Transcription

1 Chapter 4 Microsoft Excel

2 Topic Introduction Spreadsheet Basic Screen Layout Modifying a Worksheet Formatting Cells Formulas and Functions Sorting and Filling Borders and Shading Charts

3 Introduction A spreadsheet is a computer application that simulates a paper, accounting worksheet. It displays multiple cells that together make up a grid consisting of rows and columns, each cell containing alphanumeric text, numeric values or formulas. Spreadsheets are frequently used for financial information because of their ability to re-calculate the entire sheet automatically after a change to a single cell is made.

4 Introduction Microsoft Excel is a spreadsheet application used to create and manage business transactions that deal with accounting. Accounting can be resumed as the system used to identify, record, and document the monetary transactions of any kind. Microsoft Excel is allows you to create professional spreadsheets and charts. It performs numerous functions and formulas to assist you in your projects.

5 Spreadsheet Basic Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The letters and numbers of the columns and rows (called labels) are displayed in gray buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells can contain either text, numbers, or mathematical formulas.

6 Screen Layout

7 Working with Worksheet Create a Workbook Click the Microsoft Office Toolbar Click New Choose Blank Document

8 Working with Worksheet Save a Workbook Click the Microsoft Office Button Click Save

9 Working with Worksheet Open a Workbook Click the Microsoft Office Button Click Open Browse to the workbook Click the title of the workbook Click Open

10 Working with Worksheet Entering Data To enter data in an active cell: Click in the cell where you want the data Begin typing

11 Working with Worksheet Entering Data To use the Auto Fill feature: Click the Fill Handle Drag the Fill Handle to complete the cells

12 Modifying a Worksheet Moving Through Cells Movement One cell up One cell down One cell left One cell right Top of the worksheet (cell A1) End of the worksheet End of the row End of the column Keystroke Up arrow key Down arrow key or ENTER Left arrow key Right arrow key CTRL+HOME CTRL+END CTRL+Right arrow key CTRL+Down arrow key

13 Modifying a Worksheet Adding Worksheet, Rows and Columns Worksheets - Add a worksheet to a workbook by selecting Insert Worksheet from the menu bar. Row - To add a row to a worksheet, select Insert Rows from the menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert. Column - Add a column by selecting Insert Columns from the menu bar, or highlight the column by click on the column label, right-click with the mouse, and choose Insert.

14 Modifying a Worksheet Resizing Rows and Columns Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize.

15 Modifying a Worksheet Selecting Cells To select a cell or data to be copied or cut: Click the cell

16 Modifying a Worksheet Selecting Cells To select a cell or data to be copied or cut: Click and drag the cursor to select many cells in a range

17 Modifying a Worksheet Selecting Cells To select a entire row or column: Click on the row or column header:

18 Modifying a Worksheet Delete Cells, Rows and Columns Place the cursor in the cell, row, or column that you want to delete Click the Delete button on the Cells group of the Home tab Click the appropriate choice: Cell, Row, or Column

19 Modifying a Worksheet Merge Cells Select the cells you want to merge and click the Merge & Center button on the Alignment group of the Home tab.

20 Modifying a Worksheet Merge Cells Merge & Center: Combines the cells and centers the contents in the new, larger cell Merge Across: Combines the cells across columns without centering data Merge Cells: Combines the cells in a range without centering Unmerge Cells: Splits the cell that has been merged

21 Formatting Cells To Add a Border: Select the cell or cells you want to format. Click the drop-down arrow next to the Borders command on the Home tab. A menu will appear with border options. Left-click an option from the list to select it. You can change the line style and color of the border.

22 Formatting Cells To add a Fill Color: Select the cell or cells you want to format. Click the Fill command. A color palette will appear. Select a color.

23 Formatting Cells To Format Numbers and Dates: Select the cell or cells you want to format. Left-click the drop-down arrow next to the Number Format box. Select one of the options for formatting numbers.

24 Formulas and Functions Formulas Formulas are entered in the worksheet cell and must begin with an equal sign "=". The formula then includes the addresses of the cells whose values will be manipulated with appropriate operands placed in between.

25 Formulas and Functions Formulas Operation Operator Exponentiation ^ Multiplication * Division / Addition + Subtraction - Equal to = Less than < Greater than >

26 Formulas and Functions Formulas To Create a Simple Formula that Adds Two Numbers: 1. Click the cell where the formula will be defined (C5, for example). 2. Type the equal sign (=) to let Excel know a formula is being defined. 3. Type the first number to be added 4. Type the addition sign (+) to let Excel know that an add operation is to be performed.

27 Formulas and Functions Formulas To Create a Simple Formula that Adds Two Numbers: 5. Type the second number to be added 6. Press Enter or click the Enter button on the Formula bar to complete the formula.

28 Formulas and Functions Functions Functions can be a more efficient way of performing mathematical operations than formulas

29 Formulas and Functions Functions Sum: Adds all cells in the argument Average: Calculates the average of the cells in the argument Min: Finds the minimum value Max: Finds the maximum value Count: Finds the number of cells that contain a numerical value within a range of the argument

30 Formulas and Functions Functions To calculate using Function: Select the Formulas tab. Select the cell where you want the function to appear. Select the drop-down arrow next to the AutoSum command. Select the function. Press the Enter key or Enter button on the formula bar.

31 Sorting and Filling Sorting Sorting lists is a common spreadsheet task that allows you to easily reorder your data. The most common type of sorting is alphabetical ordering, which you can do in ascending or descending order.

32 Sorting and Filling Sorting To execute a basic descending or ascending sort based on one column, highlight the cells that will be sorted and click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button on the standard toolbar.

33 Charts Charts Charts allow you to present data entered into the worksheet in a visual format using a variety of graph types. Before you can make a chart you must first enter data into a worksheet. Use Chart Wizard to create chart.

34 Charts Charts Charts allow you to present information contained in the worksheet in a graphic format. Excel offers many types of charts including: Column Line Pie Bar Area Scatter and more.

35 Charts Charts I II II Column A B C I II II Line A B C A A B C Pie

36 Charts To create a chart: Select the cells that you want to chart, including the column titles and the row labels. Click the Insert tab. Select one of the Chart options. Select a type of chart from the list that appears.

37 Charts To create a chart: Select the cells that you want to chart, including the column titles and the row labels. Click the Insert tab. Select one of the Chart options. Select a type of chart from the list that appears.

38 Charts To change the data: Click the Chart Click the Select Data button on the Design tab

39 Printing To view the spreadsheet in print preview: Left-click the Microsoft Office Button. Select Print. Select Print Preview. The spreadsheet will appear in Print Preview view.

40 Printing To change page orientation: Select the Page Layout tab. Left-click the Orientation command. Select either Portrait or Landscape.

41 Printing To define a print area: Left-click and drag your mouse to select the cells you wish to print. Click the Print Area command. Choose Set Print Area. Now, only the selected cells will print. You can confirm this by viewing the spreadsheet in Print Preview.

42 Printing To print: Left-click the Microsoft Office Button. Select Print > Print. The Print dialog box appears. Select a printer if you wish to use a printer other than the default setting. Click Properties to change any necessary settings. Select the number of copies to print. Click OK.