Data Should Not be a Four Letter Word Microsoft Excel QUICK TOUR

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1 Toolbar Tour AutoSum + more functions Chart Wizard Currency, Percent, Comma Style Increase-Decrease Decimal Name Box Chart Wizard QUICK TOUR Name Box AutoSum Numeric Style Chart Wizard Formula Bar Active Cell Column Heading Row Heading Worksheets Right-click the tab to change style o INSERT new worksheet o DELETE worksheet o RENAME worksheet o TAB COLOR Basics Worksheet Window 256 Columns by 65,536 Rows (16,777,216 Cells) Cursors Big Plus Four-way Arrow Small Plus (and I-Beam) Data Values (numbers, dates, times), Text, Math Functions, Formulas Selecting text highlight, control key to select non-adjacent cells Selecting column or row click in the column heading or row heading Changing row or column sizes click and drag between row or column heading. (Double click to auto-adjust) Freeze Panes to view column and row header information Select intersection Click WINDOW FREEZE PANE To center text across cells highlight area cells to center across click on the MERGE AND CENTER icon Smart Tags Mouse over the icon for information Click on the icon for options Auto Fill Select the bottom right fill handle Drag the fill handle to the specified range Page 1 of 11

2 Format Cell Select data to format Click FORMAT - CELL o Number o Alignment o Font o Border o Patterns o Protection Custom Cell Format Select data to format Click FORMAT - CELL o Select Custom o Choose nearest type o Enter format code to format cell o (In sample, entering new month, day year format) Find - Replace Click EDIT FIND o * replace series of characters o? replace single character Name a Range Highlight a range of cells Click INSERT NAME DEFINE Use the Name of the range for calculations Name box to select the data quickly Auto Range Labels Highlight a range of cells Click INSERT NAME CREATE Choose the label options Page 2 of 11

3 Protect Worksheet Click TOOLS PROTECTION PROTECT SHEET Choose from Options Form Entry Select the one cell in the row Click DATA FORM Sort Click DATA SORT o Choose Sort by: o Ascending or Descending o If header row Create Custom Sort Click TOOLS - OPTIONS Click CUSTOM LISTS tab Click CREATE NEW LIST o Type list order o When complete click ADD BEYOND THE BASICS Page 3 of 11

4 Custom Sort Click DATA SORT o Choose Sort by: o Ascending or Descending Select OPTIONS o Dropdown box to custom sort list Conditional Formatting Click FORMAT CONDITIONAL FORMAT o Choose Cell Value o Desired Operator o Enter Value Click FORMAT o Choose the formatting Subtotal Click DATA - SUBTOTAL o Choose column name o Choose function o Subtotal what? Toggle - + to collapse or expand spreadsheet Auto Filter Click DATA FILTER - AUTOFILTER o Use the dropdown arrow to select filter value o You can apply multiple filters from other columns (Excel hides other data) Page 4 of 11

5 Custom Filter Choose CUSTOM from the list of Auto Filter Dropdown options Select type and value (Excel hides other data) Validate Data Entry Click DATA - VALIDATION o Enter the validation criteria Click Error Alert o Enter an error message (optional) Insert Function (Pre-built Formulas) Click cell where you want the function result Click INSERT FUNCTION or click the function icon o Choose the function o Enter the arguments Evaluate Formula Click cell containing the formula Click TOOLS FORMULA AUDITING EVALUATE FORMULA o Click evaluate o Each click of evaluate steps through Use TRACE ERROR in the same menu to find an error in a formula Lookup Value Click cell where you want the function result Click INSERT FUNCTION o Select VLOOKUP (Vertical Lookup) o Enter Lookup cell, table, column Page 5 of 11

6 Rank Value Click cell where you want the formula result Click INSERT FUNCTION o Select RANK o Enter Lookup cell, table, column Relative Absolute References Excel defaults to relative references Change to absolute by entering a $ in front of the formula component Import Text File Select worksheet for import Click Open o Change file type to ALL o Select the text file Text Import Wizard o Choose Delimited o Click Next Set the delimiters (Usually tab or comma) o Preview data o Click Next Optional select the format for each column Text to Columns Click DATA TEXT TO COLUMNS Text to Column Wizard o Choose Delimited o Fixed Width Page 6 of 11

7 Import Web Data Click DATA IMPORT EXTERNAL DATA NEW WEB QUERY Type the URL of website (or browse to website) Click yellow arrow to select data to import Column Charts Clustered Column Stacked Column 1% Stacked Column CHARTS Tent h Sevent h Four t h 1% 9% 8% 7% 6% % 4% 3% 2% 1% T enth Sevent h Four t h % Bar Charts Clustered Bar Stacked Bar 1% Stacked Bar Line Charts Line Line with Markers 3D Line % 1% 2% 3% 4% % 6% 7% 8% 9% 1% Pie Charts Pie 3D Pie Exploded Pie XY Scatter Scatter Scatter Smooth line Scatter - connected Add Trend Line Click on series to plot trend line Right-click on plot o Choose ADD TRENDLINE Choose type o Linear o Logarithmic Page 7 of 11

8 PIVOT TABLES Pivot Table Basics Used for filtering and simplifying large amounts of data Each column MUST have a label 1 row high FIRST ROW Maximum of total items 32, (8, Earlier Excel) Ensure the data is in a tabular layout Simple formatting (No vertical text) Delete column and row gaps Simplify data (Change all columns to similar data Aug, August, 8) If the pivot table toolbars disappear, click on the Pivot Table Create a Pivot Table Click on a cell containing data Click DATA PIVOT TABLE & PIVOT CHART Wizard will start up Select next on Step 1 (Source) Next on Step 2 (Data) Next on Step 3 (New Worksheet) Pivot Table Layout Dialog Box Blank Pivot Table Window Pivot Table Field List Pivot Table Toolbar You will be dragging fields from the Field List to the Table Window Pivot Table Toolbar Format Report Chart Wizard Hide Detail Show Detail REFRESH DATA! Include hidden items in total Always Display Items Field Settings Hide Field List Page 8 of 11

9 Dragging Fields to Pivot Table Window The Drag Icon will display where the field label will appear Dragging Fields to Pivot Table Window Drag School to Drop Row Fields Here Dragging Fields to Pivot Table Window Drag School to Drop Column Fields Here Dragging Fields to Pivot Table Window Drag Type to Drop Data Items Here Close Look at Pivot Table School is in the ROW Ram is in the COLUMN Type is in the DATA Count of Location - Excel used COUNT because the data in TYPE is alpha Page 9 of 11

10 Pivot Table Data Type Double-click on Count Type to bring up the PivotTable Field dialog box If the data was numeric, you could still count it by selecting count. Data can be summarized by: - Sum, Count, Average, Max, Min, Product, Count Nums, StdDev, StdDevp, Var, Varp Pivot Table Data Double-click on one cell containing information Pivot Table Data Double-click on one cell containing information The data items will be displayed on a new worksheet Dragging MORE Fields to Pivot Table Window Drag Proc Speed on top of the School Data ( Drop Data Items Here ) Page 1 of 11

11 Pivot Table Summarized by another field Data is now summarized by School and Processor speed Pivot Table Filter Data Filter the data by using the Drop Down arrow next to the field name Check the boxes of the data you would like displayed Pivot Table Chart Wizard Chart Toolbar allows different charts to be displayed Page 11 of 11

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