Agenda Unit 1 Assessment Review Progress Reports Intro to Excel Learn parts of an Excel spreadsheet How to Plan a spreadsheet Create a spreadsheet Analyze data Create an embedded chart in spreadsheet In Class Assignments Homework See Course Schedule for today Spreadsheet Applications Excel is a spreadsheet application you can use to manage, analyze and present data. A spreadsheet can be considered an electronic version of an accounting ledger. Common spreadsheet applications (Quickbooks,, Peachtree) Spreadsheet Terminology A workbook consists of multiple worksheets. By default, a workbook has 3 worksheets. A worksheet (also called a spreadsheet) ) consist of rows and columns that intersect to form the cells in which you enter data. The intersection of each column and row is called a cell. A cell reference is a cell s s unique address which is the coordinates of the intersection of a column and a row (e.g., A1) The active cell is where the data you enter will appear. 1
Name Box Title Bar Menu Bar Standard Toolbar Help Formatting Toolbar Formula Bar R o w H e a d i n g s Active Cell Sheet Tabs Mouse Pointer Column Headings Auto-Calculate Keyboard Indicators Status Bar Navigating in a Worksheet Action Click a Cell Tab Shift + Tab Ctrl + Home Ctrl + End Ctrl + G What It Does Makes the cell Active Moves Active cell one column to right Moves Active cell one column to left Move the Active Cell to A1 Moves Active cell to intersection of the last row and last column of data within a worksheet Go To (choose cell) Types of Data A label is the text that identifies the data you enter in a row or column. A text entry is considered to be data that will not be used in a calculation, even if the entry is primarily numeric. Text entries are left-aligned in the cell A value is an entry that contains only numbers or mathematical operators, and can be used in calculations. 0 1 2 3 4 5 6 7 8 9 + - ( ), /. $ % E e Value entries are right-aligned in the cell. 2
Planning a Spreadsheet Analyze/Understand the requirements What is Purpose of Spreadsheet? Identify source of data What kind of analysis needs to be done with data? What kind of charting will best represent data and requirements? Entering and Editing Formulas Formulas are used to perform numeric calculations (eg( eg., adding, multiplying, averaging). Formulas contain operators that indicate the type of calculation that the formula will perform. The equal = sign tells Excel that you are about to enter a formula rather than a label or a value. Functions are predefined formulas that perform calculations (eg( eg., AutoSUM,, IF statements) Mathematical Operators Operator % ^ * Description Percentage Exponentiation Multiplication / + - Division Addition Subtraction 3
Most Common Functions Function Name Sum Average Max Min Result Automatically sums the values in column or row Returns the average of its arguments Displays the highest value in a range Displays the lowest value in a range Common Formula Error Messages ##### The formula produces a result that is too wide for the column #DIV/0! #REF! The formula attempts to divide by 0 (a referenced cell acting as a divisor may be empty, making its value 0) The formula contains an invalid cell reference (a referenced cell may have been deleted) #VALUE The formula has the wrong type of data (a referenced cell in an arithmetic formula may contain text) Embedded Charts An embedded chart is a chart which is drawn on the same worksheet as the data is located on. Values are displayed along the vertical axis (also called Y-Axis Y or Value Axis) Select range to be charted, then click chart icon on standard toolbar. 4
What is a Range? A range is a series of two or more adjacent cells in a column or row, or rectangular group of cells. A range is identified by the first cell reference A1 then a colon, then the last cell reference of the range A10 (A1:A10( A1:A10) By default the AutoSUM feature will choose the column above the active cell and then to the left, until an empty cell or text cell is reached. AutoSum Function key can also perform other common calculations such as Average, Min, Max. Copying the SUM Function An efficient way to place the SUM function in cells is to use the Fill Handle to copy the formula from the source area to the destination areas. Excel automatically adjust the cell references to represent the new column range to SUM. Each adjusted cell reference is called a relative cell reference. The Fill Handle is the small black square located in the lower right corner of the heavy border around the active cell. Drag the fill handle across cells you want to copy the SUM formula to. 5