LECTURE 10. SPREADSHEET

Transcription

1 LECTURE 10. SPREADSHEET Those who excel in virtue have the best right of all to rebel, but then they are of all men the least inclined to do so. Aristotle S.M. Sitompul (2016 version) MODULE OVERVIEW Part 1 What is A Spreadsheet? Part 2 Gaining Proficiency: Copying and Formatting Part 3 Using Formulas & Functions Part 4 Graphs and Charts: Delivering A Message 1

2 Part 1 What is A Spreadsheet? LEARNING OUTCOMES After the completion of the lecture and mastering the lecture materials, students should be able to 1. Describe what a spreadsheet is and potential applications 2. Distinguish between a formula and a constant 3. Open, save, print a workbook; insert and delete rows and columns 4. Use Page Setup to print worksheet and preview before printing 2

3 DEFINITION 1. A spreadsheet is a program that allows you to use data to forecast, manage, predict, and present information. 2. A spreadsheet is an electronic document in which data is arranged in the rows and columns of a grid and can be manipulated and used in calculations 3. A spreadsheet is a computer program that calculates numbers and organizes information in columns and rows 4. A spreadsheet is a document that has columns and rows which are used to calculate numbers and organize information 5. A spreadsheet is a document that stores data in a grid of horizontal rows and vertical columns. 6. A spreadsheet application is a computer program such as Excel, OpenOffice Calc, or Google Docs Spreadsheets. 7. Excel is an electronic spreadsheet program that can be used for storing, organizing and manipulating data. 8. Excel is spreadsheet software that lets you create tables, and calculate and analyze data. 3

4 SPREADSHEET BASICS Cell - the intersection of a row and column form a cell in a spreadsheet. Cell references - each cell has a unique address or reference such as A9 (cell located at column A and row 9). Rows run horizontally in an Excel worksheet, and each row is identified by a number in the row header. Columns run vertically in a worksheet, and each column is identified by a letter in the column header starting with Column A and running through to Column XFD. 4

5 Constant - an entry that does not change and may be numeric or descriptive text. Formula - a combination of numeric constants, cell references, arithmetic operators, and/or functions that produces a new value from existing values. Function - a predefined computational task or calculation. A worksheet is an Excel spreadsheet A workbook contains one or more worksheets The Ribbon Replaces the previous Menu Bar and Tool Bar The Office Button-Save, Open and Print commands Modifying the Worksheet 1. Insert Command To add individual cells, rows or columns 5

6 Modifying the Worksheet 2. Delete Command To delete individual cells, rows or columns Modifying the Worksheet 3. Page Setup Dialogue Box Page, Margins, Header/Footer, and Sheet Tabs Click the Dialogue Box Launcher at the Page Setup Frame of the Page Layout Tab 6

7 Part 2 Gaining Proficiency: Copying and Formatting LEARNING OUTCOMES After the completion of the lecture and mastering the lecture materials, students should be able to Define, select and deselect cell ranges Differentiate between relative, absolute and mixed addresses Format a worksheet Change column widths 7

8 Getting around the Worksheet Range Range Range - rectangular group of cells, which are specified by indicating the diagonally opposite corners. Getting around the Worksheet Absolute reference - a reference that does not change when copied. It is specified with a dollar sign in front of both the row and column ($A$1). Relative reference - a reference that adjusts during a copy operation and is specified without dollar signs (A1). Mixed reference - a reference that adjusts either the row or column reference but not both. It is specified with a single dollar sign ($A1 or A$1). 8

9 Getting around the Worksheet Relative Reference for Cell E5 = C5-D5 Cell E6 = C6-D6 Cell E7 = C7-D7 etc Absolute Reference for Cell F5 = D6*$B$15 Cell F6 = D6*$B$15 Cell F7 = D7*$B$15 etc Excel 2007 Formatting Select a row and move your cursor to the row s border to use the row height handler. Right-click a row to access the Row Height attribute. Row height - the height of a row in a worksheet. The row height changes automatically as the font size changes. 9

10 Row height - the height of a row in a worksheet. The row height changes automatically as the font size changes. Double- click the row height handler so that the row height is the minimum height that can make the row s cells content visible vertically. Column width - the width of a worksheet column can be changed the same way that row height can be changed. Excel 2007 Formatting Format Cells Dialog Box The most commonly used formatting commands are available as buttons at the Home tab or by right-clicking the cell to be formatted. 10

11 Excel 2007 Formatting Number tab enables you to specify the type of value contained in a cell and how it should be displayed. Alignment tab - you may align text within the cells either horizontally or vertically and then choose left, center, right, justify or centered. Fonts tab you may format the size, colour, style, and font family to be used. Border tab - enables you to create a border around a cell or range. Fill tab - lets you choose a different color to shade the cell or range The Number Tab in the Format Cells Dialogue Box General - the default format for numeric entries and displays the way it was entered. Number - displays a number without the thousands separator comma and with any number of decimal places. Currency - displays a number with the 1000 separator comma and an optional dollar sign and negative values (in red or minus sign). Accounting - displays a number with the thousand separation, optional dollar sign (leftmost aligned) negative values in ( ) and zero values as hyphens. Date - displays a date in various date formats. 11

12 The Number Tab in the Format Cells Dialogue Box Time - displays the time in various time formats. Percentage - the number is multiplied by 100 before is displayed with a % sign. Fraction - displays a number as a fraction such as ¼. Scientific - displays a number as a decimal followed by the exponent of base 10. Text - left aligns the entry; useful for numbers that are not used in calculations such as zip codes. Special - displays a number with extra characters such as ( ) around a phone number area code. Custom - allows you to develop your own formats. Part 3 Using Formulas & Functions 12

13 LEARNING OUTCOMES 1. Write simple formula for basic calculations 2. Use existing function of Excel : SUM AVERAGE MAX MIN PMT function Use Goal Seek 3. Create, view and print large spreadsheets Formulas A formula is an entry that performs calculation The result of the calculation is displayed in the cell containing the formula A formula always begin with an = (equal) sign, which defines it as a numeric entry In a formula that contains more than one operator, Excel performs the calculation in a specific order or precedence. Formula = 5*4 3 = 17 Formula = 5*(4 3) = 5 13

14 Formulas The values on which a numeric formula performs a calculation are called operands (numbers, cell references). Formulas use the following arithmetic operators to specify the type of numeric operation to perform : + for addition - for subtraction / for division * for multiplication ^ for exponentiation &??? Formulas Let say we have a range of cells (B1 B10) with value (1 10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 as follow B11=B1+B2+B3+B4+B5+B6+B7+B8+B9+B10 14

15 Functions Functions are built-in formulas that perform certain types of calculations automatically The syntax or rules of structure for entering all functions is = Function name(argument1, argument2, ) Common functions are : =SUM() Total of arguments =AVERAGE() Average of arguments =MAX() Maximum value in argument =MIN() Minimum value in argument Functions (SUM) Let say we have a range of cells (B1 B10) with value (1 10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 which is quite lengthy = B1+B2+B3+B4+B5+ B6+B7+B8+B9+B10 Using functions =SUM(), we can just use a simpler formula which is =SUM(B1:B10) 15

16 Functions (AVERAGE) Let say we have a range of cells (B1 B10) with value (1 10). To get the average value ( / 10 = 5.5) in an array of numbers we can use the =AVERAGE() function, which is =AVERAGE (B1:B10) Functions (MAX & MIN) Let say we have a range of cells (B1 B10) To get the MAX or MIN value in an array of numbers we can use the =MAX() or MIN() function, which =MAX(B1:B10) = 10 is =MIN(B1:B10) = 1 16

17 Functions (PMT) Calculates the payment for a loan based on constant payments and a constant interest rate Syntax PMT(rate,nper,pv,fv,type) Rate is the interest rate for the loan. nper is the total number of payments for the loan. pv is the present value, or the total amount that a series of future payments is worth now; also known as the principal. fv is the future value, or a cash balance you want to attain after the last payment is made. If fv is omitted, it is assumed to be 0 (zero), that is, the future value of a loan is 0. Type is the number 0 (zero) or 1 and indicates when payments are due [made at the start (1) or the end of the period (0)]. PMT(rate,nper,pv,fv,type) A2/12: Rate is the interest rate for the loan. A3: nper is the total number of payments for the loan. A4: pv is the present value, or the total amount that a series of future payments is worth now; also known as the principal. 17

18 What-If Analysis The real power in Excel lies in its ability to perform multiple mathematical calculations for you. One of the tools in Excel that you can use to perform these calculations is a Data tool called what-if analysis. What-if analysis allows you to see the effect different values have in formulas. Have you ever thought, "What interest rate do I need to qualify for to have a car payment of $400 on the car I want?" This question can be answered using what-if analysis. Example You need a loan to buy a new car, and you know how much money you want to borrow ($20,000 ) how long of a period of time you want to take to pay off the loan (the term, 60 months), and what payment you can afford to make each month. What you need to know is what interest rate you need to qualify for to make the payment $400 per month. If you didn t have interest, the $20,000 is just divided by 60 monthly payments = $ per month. The what-if analysis tool will allow you to easily calculate the interest rate. 18

19 No interest Managing a Large Worksheet Scrolling shows specific rows and columns Freezing Panes keeps headings in sight AutoFill capability enter series into adjacent cells Repeat specific rows as headings for printouts 19

20 Freeze Panes 1. Select the first row below the rows that should be frozen (Row 5). 2. At the View tab, click on Freeze Panes. 3. Rows 1-4 are frozen and visible no matter how far you scroll. AutoFill Handler 1. Select the cells that can 1. Select the cells that can specify the pattern of the succeeding cells. 2. Drag the fill handler until it previews the last of the required value. You can move the handler back and forth. 3. Release the fill handler when you re done. 20

21 Printing Repeating Rows If a worksheet spans more than one page, you can print row and column headings or labels (also called print titles) on every page to ensure that the data is properly labelled. 1. Select the worksheet that you want to print. 2. On the Page Layout tab, in the Page Setup group, click Print Titles. 3. On the Sheet tab, under Print titles, do one or both of the following: - In the Rows to repeat at top box, type the reference of the rows that contain the column labels. - In the Columns to repeat at left box, type the reference of the columns that contain the row labels. For example, if you want to print column labels at the top of every printed page, you could type $1:$1 in the Rows to repeat at top box. 1. Launch the Page 1. Launch the Page Setup Dialogue Box. 2. At the Sheet tabs, specify the rows to be repeated. $1:$4 specifies Rows 1 to 4 3. Press OK. 21

22 Bird animation source: Spreadsheet Basics The spreadsheet is the microcomputer application that is most widely used by managers and executives (i.e. a computerized ledger) Annual Report with Graph can be created easily with Excel 22

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