Microsoft Excel 2007 and the Government Meeting Professional

Transcription

1 Microsoft Excel 2007 and the Government Meeting Professional Tips on how to manage, create, and utilize Excel to be more efficient and cost effective.

2 Excel 2007 Today s Topics Basic Organization Skills Sort and Filter Page Layouts Formulas Graphing Design Pivot Tables

3 Excel 2007 Basic Organization Default Workbook Grid Format - Battleship Print Areas Entering Data

4 Excel 2007 Default Workbook Three Empty Spreadsheets, One Workbook

5 Excel 2007 Battleship Cells are in a grid format First cell is always A1 Note locations of data for Hits Hits through multiple sheets, not workbooks Remember this later for Formulas

6 Excel 2007 Print Areas Preset cell size 64 x 20 pixels Preset print area A-I, 1-47 (letter) Does not include header/footer or print labels Formatting under Page Layout Tab For green offices, adjust data when printing in PDF for screen resolution

7 Excel 2007 Entering Data Good Habits Rename sheets Save regularly Title everything Plan out an expected result Use colors if necessary Devil is in the details

8 Excel 2007 Entering Data The miniature box in the bottom right hand corner of each cell can be used to copy similar information

9 Excel 2007 Entering Data Century Gothic 32, Black Century Gothic 32, Black 1. Century Gothic 32, Black Century Gothic 28, Black Or to continue a pattern (not just a sequence)

10 Excel 2007 Entering Data Data can also be imported Excel recognizes common file types: Excel spreadsheets (.xls,.xlsx) Comma separated values (.csv) Tab delimited files (.txt) For a full listing of supported files:

11 Excel 2007 Entering Data Format your cells! Text can be wrapped within a cell Cells can be auto expanded to show data Double check your labels, dates, percentages or other factors Select your cells and right click to find format cell option

12 Excel 2007 Sort and Filter

13 Excel 2007 Sort and Filter Filter automatically recognizes groups Sort can reorganize your groups by headings and colors When using sort make sure to have all fields selected or you may not be able to maintain the integrity of your data

14 Excel 2007 Sort and Filter When you filter groups out, you can use the tool to include or exclude certain groups. You can then sort with your new data set. This: Cuts down time searching and deleting groups, losing the integrity of your original data Allows for multiple levels of manipulation on one sheet

15 Excel 2007 Page Layouts An all too common complaint about Excel is due to a view glitch. With long data sheets, sometimes users experience what looks like multiple data sets being selected when clicking. This is typical of the view in the next page, which is ideal for printing, but not for data manipulation. To correct this issue, use Normal view in Excel 2007

16 Excel 2007 Page Layouts Page Layout view in Excel 2007

17 Excel 2007 Page Layouts The view tab has many options on how to present your tables in a worksheet. Let s look at a few: Freeze panes Hide and Unhide Split

18 Excel 2007 Page Layouts Freeze Panes Freeze panes is the tool which allows you to keep your titles on the screen while looking at a large set of data. Using our example

19 Excel 2007 Freeze Panes Here, we have selected row # 2 as our titles, and therefore highlighted row three with our cursor. We then selected freeze panes.

20 Excel 2007 Freeze Panes As we scroll through our data, the top two rows remain in place. This can be done for columns as well, or both simultaneously. To do both, select the first cell within your data set that is not a title. Then utilize the freeze panes tool. Practice makes perfect.

21 Excel 2007 Split Split allows you to view distant portions of a large data sheet while maintaining a local view of other cells. It is similar to taking the sheet and folding sections away to view others comparatively. When you split your data, you will have multiple scrolling abilities within the sheet, essentially looking at copies

22 Excel 2007 Split

23 Excel 2007 Hide For advanced users working in multiple workbooks The hide function helps you manage your workspace by hiding books you are not currently using. As a result you may treat Excel as its own operating system. Additional functions exist for multiple workbooks. Depending on your screen size and comfort level, many may be useful for your effort.

24 Excel 2007 Page Layout Switch windows similar to Alt+Tab function on your desktop, scrolls through open windows Save workspace save all open files as a workspace rather than individual files Arrange all tiled, horizontal, vertical or cascade Advanced users custom view define your own view for multiple workbooks

25 Excel 2007 Formulas Mathematical Formulas Text Formulas Statistical Formulas Logical Formulas

26 Excel 2007 Math Formulas Excel 2007 upgraded the formula capabilities significantly from 2003 in a user-friendly effort. The formula tab has a listing of many of the preloaded formulas. Excel has several add-in capabilities for more advanced statistics and math. Let s cover some of the basic formulas

27 Excel 2007 Math Formulas SUM The SUM function is a simple way to total a group of cells. Rather than adding each individually through =A1+A2+A3+A(n) Excel does the work for you with: =SUM(number_1, number_2 )

28 Excel 2007 Math Formulas SUM Select a destination cell and type =SUM( in the cell. Then with your cursor, select the range of data you wish to summate. To complete the equation, add the end parenthesis ) For example

29 SUM Excel 2007 Math Formulas

30 Excel 2007 Statistical Formulas AVERAGE Similar to the method you used for sum, except your function is =AVERAGE(number_1, number_2 ) This replaces the more complex, time consuming =(A1+A2+A3+An )/(a manual count of the number of total items)

31 DOLLAR Excel 2007 Text Formulas Text formulas have a tendency to be more complicated than valuable. For example, earlier, we learned that we can change a cell s format to several different types. One is currency.

32 Excel 2007 Logical Formulas IF Logical formulas are very similar to coding a computer in BASIC language. That does not mean this is a basic operation, but rather that it follows Boolean logic. This tool is useful when trying to get an at-aglance group that meets a criteria.

33 Excel 2007 Logical Formulas IF =IF(logical argument, [value_true], [value_false]) Place this in a destination cell. Using our previous examples, let s assume we want to know at a glance if the values in column E are greater than 20. This will require utilization of the earlier copying technique with the lower right hand corner of the selected cell.

34 Excel 2007 Logical Formulas IF Notice we had to use quotations to determine the result. Excel recognizes text as variables without additional direction.

35 Excel 2007 Logical Formulas IF When you use the trick we learned earlier, the value E3 will automatically incrementally increase for you to the corresponding cell.

36 Excel 2007 Logical Formulas IF With this new data set we can add a new filter and find the results we want, at-a-glance.

37 Excel 2007 Graphing Shortcut When looking to create a new chart in a new page with the data you are working with, press F11. This is useful when you have two columns of data (independent and dependent variable) Otherwise, you will want to select the fields you want to graph and the type of graph you want to make.

38 Excel 2007 Graphing You will want to select the type of graph based on your audience, and your intended result. Line typically to show a trend over time or temperature Bar good for representing numbers of things in a category Circle great for showing distribution of money

39 Excel 2007 Graphing Fundamental Graphing Title your graph Label your axes so people know what you re comparing Show a legend (for multiple comparisons) Always include units Independent vs. dependent variables Draw a conclusion

40 Chart Tools Excel 2007 Graphing Once you have the data appropriately selected and in a graph of your choosing, the chart tools will allow you to make changes to: Design Layout Format

41 Design Excel 2007 Graphing Here you can alter colors, labeling, and overall design like where titles and legends appear Layout This is a la carte design effort and changing of underlying figures and data sets. Format Here you can dress up the presentation with borders, etc.

42 Excel 2007 Graphing Temperature What is wrong with this graph? What information do you learn from this graph?

43 Excel 2007 Graphing Temperature in Degrees Celcius Heating Cement Time in Minutes What makes this graph better?

44 Excel 2007 Graphing Heating Cement Temperature in Degrees Celcius Time in Minutes What makes this graph worse?

45 Excel 2007 Graphing 15 2 Heating Cement Heating Cement Misuse of Graphs

46 Excel 2007 Design CEO Deputy Director Membership Education Resources Smart art is a tool that can be used to create organization charts, flow charts, and other useful tools. Excel 2007 provides easy to follow instructions to create charts like the one above.

47 Excel 2007 Design CEO Deputy Director Membership Education Resources Once you have created a chart, there are tools within Excel to manage the positions including promotion or demotion. Again, practice makes perfect.

48 Excel 2007 Pivot Tables Pivot tables are an advanced tool used to compare multiple variables. You need to predefine your need in order to create the appropriate pivot table. Let s continue our example

49 Excel 2007 Pivot Tables This has been simplified from 2003 as well, let s say we want to know the sum of the data series by day by region (East vs. West) We select these three categories in order. Excel will group them by the order you select. Our result

50 Excel 2007 Pivot Tables Values Row Labels Sum of Data 1 Sum of Data 3 Sum of Data 2 East /1/ /2/ /3/ West /2/ /3/ /4/ Grand Total Which can be also turned into a pivot table chart

51 Excel 2007 Pivot Tables 300 Revenue by Region and Date 250 Revenue in Dollars /1/2011 1/2/2011 1/3/2011 1/2/2011 1/3/2011 1/4/2011 East West Sum of Data 1 Sum of Data 3 Sum of Data 2

52 Excel 2007 Review Basic Organization Skills Sort and Filter Page Layouts Formulas Graphing Design Pivot Tables

53 Excel 2007 Questions Program created by: Michael Downard, CGMP Membership and IT Manager