Part 1. Module 3 MODULE OVERVIEW. Microsoft Office Suite. Objectives. What is A Spreadsheet? Microsoft Excel

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1 Module 3 MODULE OVERVIEW Part 1 What is A Spreadsheet? Part 2 Gaining Proficiency: Copying and Formatting Microsoft Office Suite Microsoft Excel Part 3 Using Formulas & Functions Part 4 Graphs and Charts: Delivering A Message Part 1 What is A Spreadsheet? Objectives Describe what a spreadsheet is and potential applications Distinguish between a formula and a constant Open, save, print a workbook; insert and delete rows and columns Use Page Setup to print worksheet and preview before printing 1

Spreadsheet Basics 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 Cell - the intersection of a row and column form a cell in a spreadsheet.

2 Spreadsheet Basics 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 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). 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. Excel 2007 Basics Excel 2007 Worksheet The Ribbon Common user interface on all Office 2007 applications 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 Cell Cell A1 (Column A, Row 1) is also the Active Cell Rows worksheets Columns 2

Page Setup Dialogue Box Page, Margins, Header/Footer, and Sheet Tabs Part 2 Click the Dialogue

3 Modifying the Worksheet Insert Command To add individual cells, rows or columns Modifying the Worksheet Delete Command To delete individual cells, rows or columns Modifying the Worksheet Page Setup Dialogue Box Page, Margins, Header/Footer, and Sheet Tabs Part 2 Click the Dialogue Box Launcher at the Page Setup Frame of the Page Layout Tab Gaining Proficiency: Copying and Formatting 3

4 Objectives Getting around the Worksheet Define, select and deselect cell ranges Differentiate between relative, absolute and mixed addresses Format a worksheet Change column widths Range Range Range - rectangular group of cells, which are specified by indicating the diagonally opposite corners. Getting around the Worksheet 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$1). Relative Reference for Cell E5 = C5-D5 Cell E6 = C6-D6 Cell E7 = C7-D7 etc Absolute Reference for Cell F5 = D6*$B$15 Cell F6 = D6*$B$15 Cell F7 = D7*$B$15 etc 4

Excel 2007 Formatting Excel 2000 Formatting Select a row and move your cursor to the row s border to use the row height handler.

Column width - the width of a worksheet column can be changed the same way that row height can be changed. Right-click a row to access the Row Height attribute.

Excel 2007 Formatting 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.

5 Excel 2007 Formatting Excel 2000 Formatting Select a row and move your cursor to the row s border to use the row height handler. 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. 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. Excel 2007 Formatting 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. 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 5

6 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. 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 Objectives Write simple formula for basic calculations Use existing function of Excel : SUM AVERAGE MAX MIN PMT function Use Goal Seek Create, view and print large spreadsheets 6

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

7 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 The values on which a numeric formula performs a calculation are called operands (numbers, cell references). Formulas 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 Functions 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 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 7

8 Functions (SUM) Functions (AVERAGE) 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) 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) What-If Analysis 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 is =MAX(B1:B10) = 10 =MIN(B1:B10) = 1 A technique used to evaluate the effects of changing selected factors in a worksheet. This is a common accounting function that has been made easier with the introduction of spreadsheet programs By substituting different values in cells that are referenced by formulas, you can quickly see the effect of the changes when the formulas are calculated. Price of car $67,677 Manufacturer's rebate $0 Down payment $13,000 Amount to finance $54,677 Interest rate 3.85% Term (years) 7 Monthly payment ($743.60) Car Loan You can change the value of the down payment to determine your monthly payment to the bank 8

Analysis of a Car Loan Using a Worksheet for Analyzing a Car Loan Can I afford it?

with initial conditions Use the PMT function to computes the associated payment for a loan.

B7=PMT(B5/12,B6*12,B4) Use Goal Seek to set an end result Setting up Goal Seek Setting up Goal Seek (Cont

Function A predefined formula that accepts one or more arguments as input, performs the indicated

9 Analysis of a Car Loan Using a Worksheet for Analyzing a Car Loan Can I afford it? How do I calculate for: rebates down payments interest rates years of loan Set up a worksheet template with initial conditions Use the PMT function to computes the associated payment for a loan. To calculate PMT we need to know interest rates divided by 12, length of the loan, and amount of the loan B7=PMT(B5/12,B6*12,B4) Use Goal Seek to set an end result Setting up Goal Seek Setting up Goal Seek (Cont ) Establish PMT interest rate term down payment Use Goal Seek change result changing one variable PMT Function A predefined formula that accepts one or more arguments as input, performs the indicated calculation and returns another value as output Goal Seek command Enables us to set an end result in order to determine the input to produce that result 9

Managing a Large Worksheet Freeze Panes Scrolling shows specific

capability enter series into adjacent cells Repeat specific rows as

Select the first row below the rows that should be frozen (Row 5).

Rows 1-4 are frozen and visible no matter how far you scroll.

Select the cells that can specify the pattern of the succeeding

Drag the fill handler until it previews the last of the required

10 Managing a Large Worksheet Freeze Panes 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 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 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. 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. Printing Repeating Rows 10

11 CGPA Part 4 Objectives Introduction to Excel charts Elements of an Excel chart How to create a chart Graphs and Charts: Delivering A Message Introduction to Excel Charts Introduction to Excel Charts A chart is a visual representation of numeric values (data on a worksheet) It helps viewers to spot trends or patterns from tabulated data more quickly What can you infer from this student s historical CGPA? Period of Study CGPA Trimester Trimester Trimester Semester Semester Semester Historical CGPA of Student X Trimester 1 Trimester 2 Trimester 3 Semester 1 Semester 2 Semester 3 Period of Study What can you easily spot from the chart now? 11

Introduction to Excel Charts Introduction to Excel Charts A chart is created from data on a worksheet

: the numeric CGPA values becomes the charted points the names of the study periods become the points

Introduction to Excel Charts Introduction to Excel Charts It can also be placed in a separate chart

12 Introduction to Excel Charts Introduction to Excel Charts A chart is created from data on a worksheet The different parts of a chart are derived from the way the worksheet data is structured, e.g.: the numeric CGPA values becomes the charted points the names of the study periods become the points on the x-axis A chart can be embedded into the same worksheet that contains the data values Introduction to Excel Charts Introduction to Excel Charts It can also be placed in a separate chart sheet (better for large or complex charts) It can even be embedded into another Office document e.g. Word and remain dynamic 12

Introduction to Excel Charts Elements of an Excel Chart A chart is dynamic because it is linked to the data values from which it was created If the a data value is edited, then the chart is

13 Introduction to Excel Charts Elements of an Excel Chart A chart is dynamic because it is linked to the data values from which it was created If the a data value is edited, then the chart is automatically updated to reflect the edited value Scale Value Axis Title y-axis or Value Axis Chart Title Plot Area Major Gridline Minor Gridline Data Label Data Marker Legend x-axis or Category Axis Chart Area Axis Title Category Elements of an Excel Chart How to Create a Chart Element Chart Area Plot Area Data Marker Data Series Category Explanation The area occupied by the entire chart, including legends, labels, etc. The area occupied by the data plotted on the chart. The chart s physical representation of a data value from a data series. In this chart, the data markers are columns. They could be squares on a line chart, or segments of a pie chart, etc. A set of related data values e.g. GPAs of students from Trimester 1 is one data series, GPAs of students from Trimester 2 is another data series. A grouping of comparable data values from each data series e.g. Chitra s GPAs from the three data series are under one category since it is her personal performance trimester by trimester that we want to compare in this chart. 1. Enter the data into the worksheet. 2. Structure it appropriately with headings. 3. Select the range of structured data (let s say A1:D4) and press Alt + F1 Ahmad Benjamin Chitra GPA for Trimester GPA for Trimester GPA for Trimester

How to Create a Chart How to Create Chart 3.5 3 2.5 2 1.5 GPA for Trimester 1 GPA for Trimester 2 GPA for Trimester 3 1 0.5 0 Ahmad Benjamin Chitra 4.

14 How to Create a Chart How to Create Chart GPA for Trimester 1 GPA for Trimester 2 GPA for Trimester Ahmad Benjamin Chitra 4. An unformatted chart is created on the same worksheet. 5. To add more chart elements, select the chart and click on the Chart Tools context menu, and choose Layout. Specify the chart title, axis labels, data labels, gridlines, etc as required. 14

LECTURE 10. SPREADSHEET

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