Laboratory 1. Part 1: Introduction to Spreadsheets

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1 Laboratory 1 Part 1: Introduction to Spreadsheets By the end of this laboratory session you should be familiar with: Navigating around a worksheet. Naming sheets and cells. Formatting. The use of formulae. Functions.

2 Laboratory Topics Page (Click on a topic to jump to the appropriate page) 1. Introduction 3 2. Navigating around a worksheet 3 3. Renaming Sheets 5 4. Formulas 5 5. Absolute and Relative Cell References 6 6. Functions 9 7. Displaying Formulae 9 8. Naming Cells or Ranges Formatting Text Formatting Styles Alignment Borders Patterns Format Painter Drawing Lab 1 Assignment (Part 1) 15 Page 2

3 1. Introduction These notes serve as a guide to some of the useful features of Excel. They are not intended to be exhaustive, but to give some starting points for further discovery and application. Microsoft Excel uses the concept of Workbooks. A workbook is a bound collection of sheets. These sheets may include Worksheets, Charts, and special report sheets. A worksheet consists of a grid of "cells" which has 1,048,576 rows and 16,384 columns. Each cell is identified by its column letter and its row number eg. A1, H5, AA197 etc. Locate and launch the Excel application as instructed by your tutor. Click on the File menu at the left near the top of the Excel application window. From the menu that appears, choose Save As and then select the top option from the list of document formats (Excel Workbook). Save the default blank workbook to your own Home Directory, naming it as Production.xlsx At intervals (say 10 minutes) during the lab you should Save via the File menu (or use Ctrl S) so that your work is being updated to your Home Directory - in case anything untoward happens to your computer. 2. Navigating around a worksheet The following step-by-step instructions are designed to give you some experience at moving around the worksheet and entering information. The active cell on a new worksheet is initially A1. If your active cell is not A1 then use the mouse to position the pointer over cell A1 and click the left mouse button to make cell A1 the Active Cell. Type Production figures and press the Enter key. Move the mouse to cell B2 and click, making this the active cell. Type Auckland Press the right arrow key to move to C2 (the Tab key will have the same effect). Type Hamilton Right arrow to D2. Type Christchurch Tab to E2 and type Dunedin Use the mouse to position the cursor over A3 and click the left button. Type Steel Page 3

4 Use the down arrow key to move to A4. Type Timber Down arrow to A5 Type Ceramic Move the mouse to B3, click, and enter values into the appropriate cells until your sheet looks like the following illustration. Notice the names of particular parts of the worksheet; such as: menu bar, tool bars, active cell, name box, formula bar, sheet tabs, and scroll bars. Practice using the scroll boxes to move the view of the sheet. Drag the vertical scroll box from top to bottom of the scroll bar. Then click on the up and down arrows to move one row at a time. Try the corresponding controls for the horizontal scroll bar. Other useful navigation tools include: Hold the Control (Ctrl) key down and press Home to jump to the top left of the data area. Control End moves to bottom right cell of data area. Page 4

5 Control and cursor keys (eg left arrow, right arrow) will move to the next change in data in that direction. So if you are on an empty cell Ctrl-> will move to the next non-empty cell in that direction. If you are on a cell containing data then Ctrl-> will take you to the last cell containing data in that direction. Simply double-clicking on the edge of a cell has a similar effect and jumps to the last cell of data in that particular direction. Experiment with this technique. Holding the Control key while clicking on required cells, or ranges of cells, allows a selection of non-adjacent cells to be created. These cells can then be formatted as a selection instead of individually. 3. Renaming Sheets Instead of accepting the default names Sheet1, Sheet2 etc you can designate our own names for the sheets. Double click on the tab at the bottom of the sheet containing the name Sheet1 and type the new name Production figures. Press Enter. 4. Formulas We will now build some formulae to calculate totals. In cell B6 type the formula =sum(b3:b5) and press the Tab key. All formulae are preceded with an = symbol to distinguish them from ordinary text or numbers. Type similar formulas into cells C6, D6 and E6 Now select these four cells by dragging across B6 to E6 Press the Delete key on the keyboard to clear the contents of these cells. We will now use a faster method for adding up columns of numbers. Select cell B6 and click the AUTOSUM button in the Editing section of the home toolbar. Now click the tick to the left of the formula bar to enter (or complete) this formula while keeping B6 as the active cell. Page 5

6 Move the mouse to the bottom right corner of cell B6. When the cursor changes shape (to a cross), hold down the left mouse button and drag across to E6. This will Autofill the formula to the other cells. An alternative to this would be to select all four cells first and then press the AUTOSUM button, hence placing the appropriate formula simultaneously into each cell. Clear the cells and try this method. Notice that Excel works out for us what the appropriate range of cells should be within each SUM function. 5. Absolute and Relative Cell References A formula can contain references to a cell or a range of cells. The data stored in these cells is then used to compute the formula. There are four types of references; relative, absolute, mixed, and circular. A relative reference gives the location of a cell relative to the location of the current cell. If you copy a formula with a relative reference to another cell, the reference changes to reflect the relative position from the new source cell. Examine the formulae you created in row 6. These contain examples of relative addresses which have changed appropriately to suit the column to which they were "filled". An absolute reference stays the same when you copy and paste a formula. To enter an absolute cell reference type a dollar sign ($) before each part of the cell address e.g. $B$1. [You can also toggle the $ symbol on and off by positioning the insertion point anywhere within the reference (in the formula bar) and pressing the F4 function key.] A particularly useful application of absolute referencing is where you define a set of constants at the top of your worksheet and refer to them, in formulae, by their absolute address. You would reference the Interest Rate as $B$1 and the Principal as $B$2 and the formula would always point to these cells even when the formula is filled down or across to other cells. Alternatively, an elegant way of creating absolute references is to name a particular cell and then simply put the name in your formulae, rather than using a cell reference. Page 6

7 Select a fresh worksheet (just click on the Sheet2 tab). Type content into the cells as illustrated above. Now select B1. In the menu bar area, click on the Formulas tab. Click on the drop down list just to the right of Defined Names and in turn choose Define Name from the list. You will see that it has looked at the cell to the left and used that as the Name to give to cell B1. Notice also that the reference is absolute ie $B$1. Now click OK to accept this new name definition. Repeat to create a name for B2. Now begin a formula by typing = in B4. From the Defined Names area of the Formulas menu choose Use In Formula and you will be presented with the currently defined names to choose from. Select the variable named Principal. Page 7

8 Now within your formula create a multiplication by pressing * and then again choose Use In Formula and select the variable named Interest_Rate. Complete your formula by pressing the Enter key or the tick beside the Formula Bar. Note, you could also have just typed the names if you knew them. Another very convenient way to use named variables is to choose (and define) them directly from the Name Box to the left of the Formula Bar. You may have created names which are no longer required, or which refer to incorrect cells. From the Defined Names area of the Formulas menu choose Name Manager and you will be presented with the currently defined names to choose from. Select the names you want to delete and press the delete button in the dialogue box You will perhaps see the merits of using named variables, as your formulae can be more descriptive and easier to interpret. You can also have a mixed reference employing absolute and relative addresses in the same formula e.g. =A$1+B1. If the dollar sign is placed in front of only part of the reference, as in A$1, then only part of it is held constant. In this case the row reference 1 is absolute and won't change wherever it's copied, but the column reference A is relative and will change accordingly. A circular reference occurs when two or more cells refer to each other. For example when cell A1 contains =B2*3 and cell B2 contains =A1+4. A circular reference also occurs when a cell refers to itself. Circular references are not good so try to avoid them. Page 8

9 6. Functions We have used the SUM function by simply typing =SUM() from our own memory but, of course, many other functions are available and we probably won t remember exactly how to use each one. On the Production Figures sheet, click on cell F3, then click on the button, just to the left of the Formula Bar. A short list of functions should appear. Clicking on select a category takes you to lists of all available functions, by category. Once you choose a function, the Function Wizard guides you through the arguments required to call that particular function. Investigate some of these and try applying them to the table of data on your worksheet. For example try applying some statistical functions such as Average or Max (under the Statistical category) to the rows of data on your Production Figures sheet. 7. Displaying Formulae Normally the resulting value from a formula will be displayed in the cell where you typed the formula. There are times where you need to display the underlying formulae rather than the results. Press CTRL + ` (grave accent) to display formulae. Use the same keystrokes to change back to displaying values. This may be useful if you are required to submit a printed version showing formulae, in addition to a version showing values. On the View menu tab there is a section called Show. Tick boxes here allow you to hide the row and column headings, the formula bar and the gridlines. This can also be done from the Page Layout tab in the Sheet Options area. This is useful if the page is to look less like a spreadsheet. Please note that when you print out a spreadsheet, for an assignment, with formulae displayed then the row & column headings should also be showing so that the marker can see which cells your formulae actually refer to. Page 9

10 8. Naming Cells or Ranges As we saw in an earlier section, a cell can be named for use within formulae. Any range of cells can also be given a name. This enables you to quickly jump to that selection from anywhere on the worksheet. Go back to your Production Figures worksheet. Select cells A1:E6. Click in the Name Box (to the left of the Formula bar) and type Table1 (with no spaces in the name) then press the enter key. Now this range is known by the name Table1. Make cell G1 active by clicking on it. From the drop-down list next to the Name Box choose Table1. Notice that the selection immediately changes to the range A1:E6. Access can also be gained to named ranges, or cells, or to recently visited cells, by using the Go To command. This can be activated by pressing Ctrl+G, or by pressing the F5 function key. As mentioned earlier, if you have created names which are no longer required, or refer to incorrect cells, use the Name Manager on the Formulas menu to select the names you want to delete and press the delete button in the dialogue box. 9. Formatting When you enter a value into a cell, Excel tries to decide what format the value should be. If it conforms to any sort of date then Excel will treat it as a date rather than text or a number. Some clever examples are the abbreviations for months. Example 1: Click on Sheet3 of your workbook. In cell A1 type the heading Months. In A2 type the abbreviation Jan. Page 10

11 Now autofill this value down to A13. You will see that Excel has guessed that Jan means January and has incremented the months for you (rather nice!) Autofill can be achieved by clicking on the bottom right corner of the source cell and dragging down the required number of cells. If a cell contains a formula (rather than a numeric value or fixed text, as in Example 1 above) which you want to fill down, then an alternative to autofill is to firstly select the source and all target cells and then the locate the Fill button in the Editing section of the Home menu tab. Another alternative is to use the short-cut keys Ctrl+D. Similarly, Fill Right has the short-cut Ctrl+R. Fill Up and Fill Left can also be used in certain circumstances (again by dragging or via the menus). Note: Fill Down used on the example above would fill the value Jan into each cell (because it is not a formula with any relative references). Example 2: In B2 type January. Autofill down to B13. Notice the full form of each month is produced. Example 3: In C2 type 1 Jan. Autofill down to C33 and see how each day is now produced up to 1-Feb. Once a date has been entered you can go back and reformat the cell (or range of cells). Select column C (click on the column heading C). Go to the Format button in the Cells section of the Home menu tab and choose Format Cells (or use the right mouse button and choose Format Cells from the context-sensitive menu). On the Number page select category Date. Choose from the list of date formats 14 March (or equivalent) Go back to Format Cells:Number... again. Page 11

12 Click on Custom and this time try typing your own format code eg ddd d mmm yy. The number of d s, m s, and y s specify the degree of abbreviation. eg m will produce 1 for January. mm will produce 01. mmm will produce Jan. mmmm will produce January. d will produce 1 for the first day of the month. dd will produce 01 for the day. ddd will produce Mon for the day. dddd will produce Monday for the day. Similarly combinations of y can be used for year. 9.1 Text Formatting Type some text into cell E1 eg Month of the Year. Select just the word Month. Change the font from the list box in the Home menu tab. This may be to the left and above the Formula Bar (although the exact location of toolbars and buttons can vary.) Similarly change the font size. Select another word and press the B (bold) button. Select another word and try the I (Italics) and U for underline. To change font for a whole cell, select the cell and go to Format Cells... Try changing font, style, and size. Notice other effects available such as Strikethrough, Subscript etc. 9.2 Styles Choose a cell, type some text into it and alter the font, bold etc to your choice. Select Cell Styles from the Styles area on the Home menu tab. Page 12

13 This should list a variety of styles, as shown in the next figure. Select New Cell Style Type a name for this new style and click on OK. Go to a new cell on the worksheet. Type some text. Select Styles and then select your new style, by looking for its name in the array of available styles. Click on the name and this style will be applied to the active cell. 9.3 Alignment Buttons on the Home toolbar will give left, centre and right alignment. These can be applied to one cell, a range of cells, or a whole row or column. Page 13

14 These buttons are located in the Alignment area of the Home menu tab. An expansion button to the lower right of the Alignment area gives greater selection of alignments eg Horizontal:General, Vertical:Bottom, Oriebtation (specify angle for text), Wrap text, etc. 9.4 Borders Drag over a range of cells. Go to the Format button in the Cells section of the Home menu tab and choose Format Cells (or use the right mouse button and choose Format Cells from the context-sensitive menu). Select the Border tab. Styles and positioning of borders can then be chosen. 9.5 Patterns Select a cell or range of cells. From Format Cells select the Fill tab You can now choose a pattern, colour and style to shade your cells. 9.6 Format Painter The paintbrush button in the toolbar allows you to copy the format from any particular cell and apply it to other cells. Choose the cell with the desired format. From the Home menu click the format painter button. Click the target cell to apply this format. 9.7 Drawing Click the Insert menu tab. Explore the Illustrations tool area. Practice placing shapes such as circles and arrows on your worksheet. Change the colour, width, arrow style etc. This completes the tutorial section of the laboratory. Please turn to the assignment, complete the task and have your tutor check it. Page 14

15 10. Lab 1 Assignment (Part 1) Task 1 The task is to Evaluate an Exponential The exponential function can be defined as follows: e x n n 2 3 n x x x x 1 x... 0 n! 2! 3! n! Task Summary: Design a spreadsheet to obtain an approximate evaluation of e x using a finite number of terms from the above definition, say 11, and compare this to the actual value given by the built-in Excel exp() function. Steps to implement a spreadsheet solution: Construct a table with headings n, x n, n!, and term, where each row will be used to calculate one term in the series and hence will be based on the appropriate integer value for n (from 0 to 10). For each row (or term) x n and n! will be calculated using the current value of n for that row. The term will then be calculated according to the series provided above. Use formulae and cell references to evaluate each of these columns for a constant x defined at the top of your spreadsheet. This constant should be defined by name (as in the Lab Notes) and referred to simply as x within your spreadsheet formulae. Calculate the difference between the eleven term series approximation and the actual value of the exponential given by Excel's exp function (using a value of x=2). Try changing the value of x and observe the effect. Apply appropriate formatting (fonts, borders etc) to your table. Set the value of x back to 2 and then have your tutor check your work to obtain credit for completing the lab task. HINT: When constructing the 'x to the n' column note that the ^ symbol can be used. For example x n is represented in a formula as x^n. (Type shift-6 to enter a ^). Have your tutor check Task 1 which will contribute to credit for this part of Week 1. You should then move onto the notes for Lab 1 Part 2, which concludes with further assessed tasks (Task 2 and Task 3). You may need to complete some of these tasks during the next week and show your tutor at the beginning of your lab session in Week 2. Page 15

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