E D T 3 2 E D T 3. Slide 1

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1 Slide Spreadsheets Using Microsoft xcel Reminder: We had covered spreadsheets very briefly when we discussed the different types of software in a previous presentation. Spreadsheets are effective tools for storing a lot of data in a very efficient manner. hey also help us manipulate numerical data and make decisions based on the data. Spreadsheet functions allow users to perform mathematical and statistical processes on data these can be very sophisticated and when set up correctly can save enormous amounts of time and effort in the analysis of data. Because it is so easy to change data and perform analysis we often use spreadsheets to perform simulation or what if activities to help us make decisions. ata can also be converted to charts and graphs very easily. Slide xcel Objectives Use xcel (xcel Skill Checklist) Create and format spreadsheets Use formulas and functions Create charts and graphs Analyze data in spreadsheets Use analysis to make decisions hese are the objectives the students should to be able to accomplish when they have completed the xcel unit. his presentation will help you get started. If you are new to xcel, it is suggested that you go through the Microsoft 000 book to practice with the skills listed in the xcel skill check list. We ll spend three sessions on the remaining objectives. he next slide has the objectives for Session of xcel.

2 Slide Session Objectives Use xcel (xcel Skill Checklist) Create and format spreadsheets Use formulas and functions Create charts and graphs Analyze data in spreadsheets Use analysis to make decisions hese are the objectives for Session of xcel. his presentation will show the basic workings of xcel. We ll also focus on formatting spreadsheets and creating charts and graphs from the data in a spreadsheet. Formulas and functions will be covered in detail in the next session. Slide 4 Introducing xcel Who uses spreadsheets? Accountants Communication or broadcasting majors working with statistics eachers tracking student grades tc. 4 o you know who else uses spreadsheets. Slide 5 he Purpose of xcel Process information Automatically perform calculations Update calculations rack data Create graphs and charts Create simulations 5 lectronic spreadsheets help users process information in many ways. Complicated calculations can be made very quickly and can be saved for use at a later time. Spreadsheets can save a lot of time when they are set up properly. Because numbers and formulas can be copied they are less error prone for performing repeated recalculations. Spreadsheets also allow us to track data and create graphs and charts that help us understand our data. xcel is often used to create simulations that can help us make decisions.

3 Slide 6 Creating Spreadsheets Planning ata to be used Formulas to be used Charts and graphs to be created Format Column and row labels ocumentation of entries Legend and chart/graph labels 6 Planning a spreadsheet is the most important step in creating a spreadsheet. Figuring out what data will be captured and what will be done with it is critical to success. It is important to have a purpose for the information you will be capturing and working with. Figuring out the formulas that will be used is also very important it can help the user put the data in the right places on the spreadsheet we ll cover formulas next week. Having the data in a good form within the spreadsheet makes creating charts and graphs much easier. Formatting a spreadsheet and the charts and graphs that go with it help others understand and use the data that is provided. Putting documentation within a spreadsheet about the data that it includes helps others use and understand our work. You can do that by using a text box or by entering information in cells, by adding comments, or by adding a worksheet that explains the spreadsheet. It is important to use legends or labels for charts and graphs so that anyone who reads them knows what the data says.

4 Slide 7 xcel Basics he main screen Rows and Columns Cells and Ranges ata ypes and Formulas Formatting Charts and Graphs 7 hese are the basic parts of xcel that students should be familiar with we ll cover each of them in more detail with the next few slides. Slide 8 he Main Screen Menu Bar ool Bar Workbook / File Name Row Worksheet abs Cell A Column 8 Many kinds of electronic spreadsheets are available, but they all have common features. It is more important that you learn the general structure and principles of how spreadsheets operate. xcel calls files workbooks. hese workbooks store data and allow users to organize groups of related spreadsheets into logical form. Individual spreadsheets within a workbook are called worksheets. A workbook can contain only spreadsheet or up to 5 individual spreadsheets or worksheets. A worksheet is the area of a workbook in which data is entered and manipulated in cells. Check out the basics of this screen as listed on the slide. he Menu Bar and ool Bar are very similar to other Microsoft products. he Workbook name is the file name. Columns are labeled with letters (there are 56 columns in a worksheet). Rows are labeled with numbers (there are 65,56 rows in a worksheet) ata is entered into cells that are formed by the intersection of columns and rows (see next slide ) Look at the Sheet abs, these

5 allow us to move between spreadsheets (worksheets) within a file (Workbook). Slide 9 Cells and Ranges ata is entered in cells Cells have reference names UNIQU names RANGS are grouped multiple cells Cell reference A Cell range A5:C6 9 Numbers, text and formulas can be entered into individual cells. Cells can be locked or protected to prevent users from accidentally changing formulas when entering data. o navigate between cells press the ab key. o navigate to the next row, press nter Cell reference names are used in formulas it is important to begin using cell names when working with spreadsheets. Ranges of numbers are often used in formulas and are written with a colon between the top left cell reference number and the bottom right cell reference number. All cells in a range must be in a rectangular form (there can t be any gaps or missing rows or columns in a range).

6 Slide 0 Cell Reference Practice Give the reference names for these groups:. A. B:C. C5:C7 4. A8:B0 4 0 Give the answers in order. he answers will come up on this slide as you click the mouse. Slide Format Options ntire sheet Columns Rows Cells Format Painter Merge cells icon Font Border Color rawing ools Width and Height he same type of formatting options are available in xcel as in other Microsoft products. Formatting can be applied to the entire sheet, to columns, to rows, and to individual cells. he kinds of formatting that are available are the common Microsoft ones: font, border, color, and drawing tools. he width and height of columns and rows are also easily formatted. We ll look at some of these options on the next few slides. We ll also look at two shortcuts that can be useful the format painter icon and the merge cells icon. Slide Format Icons 4 hese are special formatting areas and icons in xcel.. If the format toolbar is not already visible on the screen, select View oolbars Formatting from the menu bar. All format options for cells, columns, rows, and entire sheet are found here.. he format painter is a very useful tool. It transfers the formatting of a selected cell, row, or column to another cell, row, or

7 column. Select the formatting to be copied, click the format painter once to change one item, or double click it to change multiple areas on the spreadsheet, then click the area that will be changed. his icon exists in Microsoft Word and Microsoft PowerPoint also.. he merge cells icon merges the contents of selected cells and centers them within the selected cells. 4. Clicking on the blank cell at the upper left corner of the table an xcel user can select the entire worksheet and apply formatting to an entire worksheet. his blank cell is highlighted on the slide. Slide Columns and Rows Click and drag height and width ntire column or row Format from Menu Bar he height and width of columns and rows can be changed by clicking within the column or row label area and dragging the border to make it larger or smaller Clicking on the column or row label area will select entire columns or rows and formatting can be applied to them. Formatting from the menu bar gives options that can be applied to entire rows or columns. he autofit feature is a good one to know about it makes the column or row exactly the size needed to show the contents of the largest cell in the column or row.

8 Slide 4 Cell Formatting Number Alignment Font Border Pattern Protection 4 hese are the formatting options for cells (found under the Format > Cell option on the menu bar). he next few slides show each of these option dialog boxes. Slide 5 Cell: Numbers Numbers Currency ate or time ecimals Percentages Fractions Scientific ext Formula Special and custom 5 Cells can be formatted to fit the data that will be entered in these special ways. his is yet another way to save time. For example, dollar signs and decimals can be used automatically to indicate currency data. When the Number tab is clicked these choices for number formatting are available. When an option is selected (Number is selected in this example) an explanation is given and options are presented for that format choice. Numbers: can be currency, dates, decimals, time, fractions, or scientific notation. Formatting a cell to be one of these options means that whenever information is entered into that cell it will be formatted using that option. ext: letters and characters that are not handled mathematically, if numbers shouldn t be added, subtracted, etc. then they can be used as text characters. Formulas: directions for the program to follow we ll work on formulas next week. Special and custom: zip code, phone number, social security number, etc. hese can be set by

9 the user. Slide 6 Cell: Alignment Horizontal Vertical Orientation Control 4 6. he characters inside cells can be aligned horizontally left, right, centered, etc.. he characters inside cells can also be aligned vertically top, middle, bottom.. Orientation allows text to be placed diagonally or vertically. Putting text labels diagonally in the first row of a spreadsheet can save lots of room if the labels are longer than the data in the cells in a column 4. he text control option allows text to wrap within a cell this expands a row to hold all the text necessary in the chosen cell and holding the width of the column the same as other cells in that column. ext can also be shrunk to fit the size of a cell, or the option for merge cells can be used here rather than using the icon on the tool bar. NO: if cells are merged, they must be UNMRG at this dialog box.

10 Slide 7 Cell: Font Font Font Style Size Underline Color ffects 7 All of the font options in other Microsoft programs are available in xcel. he options may look a little different in xcel than they do in Word, but they will work the same way. he Preview box will show what the formatting will look like when it is selected. Slide 8 Cell: Border Presets Line Border Color 8 Selected Cell, Row, and Column borders are set at this dialog box. here are preset icons for no box, an outline, or the inside lines of a box. At the Line option a style can be chosen as well as a color. NO: this line should be chosen before the border or presets (from the left) are selected. he line boxes that surround the text window can be selected one at a time in order to apply special formatting to individual cells, rows, or columns. he text window will show a preview as border lines are selected. Always make sure to look at the preview window before clicking OK. If changes do not show up in the preview window then they will not show up in the final version

11 Slide 9 Cell: Patterns Shading Pattern 9 Selected cells can have color or patterns applied at this screen. A preview is shown in the Sample box. his formatting can help organize and highlight important data in a spreadsheet. Slide 0 Cell: Protection Lock cells Hide cells 0 hese are advanced features that we won t be discussing in this course. hey are only shown here because we have been explaining all of the tabs on this dialog box. Slide Charts and Graphs Answer a question Choose chart Icon or Insert Chart Advice Preview Good help! We use charts and graphs to help us figure out what our data means. We need to begin with a question to be answered. he Chart wizard helps us figure this out. Use either the Chart Icon (pictured) or the Insert function on the tool bar. he Chart wizard opens and walks us through creating a chart. his wizard gives us information about what each chart will help us visualize. A preview is also available.

12 Slide ata Answers Red Green Yellow Blue Jelly Beans 5 9 Gum Balls 8 6 M&Ms Build a spreadsheet yourself Here s some data about candy. We have three types of candy (in the columns) and four colors of candy (in the rows). ach cell shows the number of the color of each type of candy. Let s think about what questions we can answer about this data. What percentage of the candy is red (green, blue, yellow)? What percentage of the candy is jelly beans (gum balls, M&Ms)? What percentage of jelly beans are red? tc. hese are non-serious questions, but we are trying to show how to choose a chart to use. Let s see the percentage of each color of jelly bean. (example is built on the next few slides) Students are encouraged to build this spreadsheet on their computers as you go through the presentation. Slide Chart xample What is the percentage of each color of jelly bean? What chart should we use? Select cells of interest Use Chart Wizard When we decide on a chart to use we need to state our question, decide what data to use then choose the type of chart. We have to select the cells we are interested in then go to the Chart Wizard. Next slide shows this.

13 Slide 4 Red Green Blue Selecting ata Yellow Jelly Beans 5 9 Gum Balls 8 6 M&Ms he first step in making a chart is to select the proper data that needs to be used to obtain our desired outcome. Slide 5 Chart xample ata What percentage does each color of jelly bean contribute to the total? Select range A:B5. Click Insert Chart icon 5 When we decide on a chart to use we need to state our question, then choose the type of chart. We have to select the cells we are interested in then go to the Chart Wizard. he data which has to be to be selected for plotting the graph is indicated on this slide. In this case we select the range of cells A:B6, which gives us all the jelly beans and the names of the colors we are interested in. We need to select the colors so that the chart legend will include that information. When large spreadsheets are used we need to organize the spreadsheets to make selecting the data easier for making charts. In order to select data which is in separate columns or rows and not adjacent to one another data can be selected by using the Ctrl key and making data selections.

14 Slide 6 Chart Wizard Step 6 For this example we ll pick a pie chart to show us how the amount of each candy color compares to the other types. Clicking on the Press and Hold to View Sample we can see what the chart will look like if we select this chart. Point out that the column label Jelly Beans is the name of the chart and the four row labels of individual colors are listed in the legend. Slide 7 Chart Wizard Step 7 In Step of the chart wizard, the ata Range tab shows the data that has been selected and allows us to change the data we will be using. We can click back to the spreadsheet and select other data. he preview chart allows us to determine if the chart tells us what we want to know. We can view the data by either row or column. In our case we want to see the column of numbers for jelly beans. he Series tab shows us where the information is coming from for the title, the data, and the legend. Again, these can be changed if we want them to be. xcel creates a chart when the appropriate information has been selected by the user. Click Next for step

15 Slide 8 Chart Wizard Step 8 At step labels can be added for the Chart title, legend and ata labels if they aren t already on the chart. On the ata Labels tab we can choose to show the percent of each color jelly bean. Click Next for the last step of the chart wizard. Slide 9 Chart Wizard Step 4 9 Step 4 allows the user to choose where to put the chart either on a new worksheet or on the original worksheet. Click finish. Slide 0 Finalize the Chart 0 Here s the final chart in the worksheet. It can be resized and moved if necessary. ouble clicking on the chart allows the user to make changes in the chart. If the data in the table is changed, the chart will be automatically changed to reflect the new information.

16 Slide What-if Scenarios If I get a scholarship for $,000 next semester will I be able to pay off my credit card bill or buy a new car? If my roommate leaves, can I afford to live by myself or do I need to find another roommate? Spread sheets are useful for answering what if questions by allowing data to be changed and results recalculated automatically. A college student might answer questions like this. he first xcel project is to format a spreadsheet of the expenses of a typical college student and to make charts that describe the data. he second part of the project is to create a budget for the student next year. Slide Budget Project Project: budget project.doc Project file: expense.xls Save the file using your firstname_lastname_budget project Complete the project and send it to your instructor through the igital drop Box Upload it your www folder and hyperlink it to your website he following slides give more information about how to complete this project Slide he Budget Look at how the spreadsheet has been planned and the role it plays in analyzing the data. he columns in this case represent the months for the budget. he rows for the budget are the income and expenses that this student had. Students can click on the cells in the total rows to see the formulas. hey will be learning these formulas in detail in the next class. asks to be done include a. Formatting the expense sheet using borders, font color, font type and fill colors (minimum two) to make the spreadsheet easy to read

17 and understand. b. Create charts and graphs see next slide Slide 4 Charts for Analysis Pie Charts (%) for Annual Income and xpense Categories Column Chart showing otal Income, xpense, ifference for each month 4 Students should think of charts they could build to analyze the expense sheet. A few charts have been recommended. hey could make more charts if they feel the need to. Create pie charts (one each for annual income and annual expense) showing the percentage contribution of each category (e.g. Salary, loan, etc) to the total annual income or expense. Create a column chart for all months to compare the monthly income, expense and amount of difference in each month. hese charts will help them analyze the expenses and answer questions such as - o they have enough money for their proposed expenses? Can they make other purchases? tc. An analysis paragraph should be included on the xpense worksheet that explains the charts and discusses problem areas if any.

18 Slide 5 Budget Project xamples on next slides Many ways to show data on a chart to answer questions Compare all monthly totals Compare monthly income and expense Compare monthly income, expense, and monthly totals 5 he next three slides show different ways to look at the difference between monthly income and expense. Slide 6 xample Cell ranges = months and monthly totals 6 Slide 7 xample Cell ranges = months, monthly income, and monthly expense 7

19 Slide 8 xample Cell ranges = months, monthly income, monthly expense, and monthly totals 8 You have to make this chart for question b Slide 9 Create a Budget Copy the expense worksheet to a new sheet and name it budget Make modifications to the income and expense based on your analysis Create a different type of chart to show the budget data 9 Students will create a new worksheet in the same file for budget 007. Make the modifications that were determined from the analysis of the expense spreadsheet, create a new chart for the budget. Slide 40 Copy and Rename Select All Active Sheet 40 o copy Click on the select all cell on the upper left hand corner From the edit menu, select copy Click on Sheet at the bottom on the spreadsheet From the edit menu, select paste o Rename Be sure the active sheet is in bold print. Go to the format menu, place the pointer on sheet and then click on Rename.

20 You ll see the new name on the bottom of the spreadsheet Slide 4 Making Changes You add new features on your phone. How will this affect your budget? 4