JF MSISS Excel 2010 Tutorial 1 In this session you will learn how to: Enter data into a spreadsheet Format data. Enter formulas. Copy formulas.
1. What is a Spreadsheet? A spreadsheet is best thought of as a series of boxes or cells, each identified by its position in the relevant row or column. Rows are identified by numeric characters and columns are identified by alphabetic characters. Open the application Microsoft Excel 2010 by choosing it off the Start Menu. You immediately see that a grid of columns and rows is already set up. A new spreadsheet document is like a blank columnar pad - the type of pad used by accountants and scorekeepers. Cell reference Formula Bar Text typed into an active cell appears in the Formula Bar. Its contents can be edited here and the changes are reflected in the cell. The Formula Bar also displays the cell reference for the active cell. The Standard Ribbon is displayed below Home Tab. The other Tabs are displayed alongside this. These tabs contain a series of ribbons and groups for common facilities used in Excel. JF MSISS - 2 - Excel Tutorial 1
2. Standard Toolbar The following table describes some of the tools on the Home tab. Tool Name Description Save Save changes made to the active document. Cut Copy Paste Format Painter Removes the selection and copies to the Clipboard Copies the selection to the Clipboard Pastes the selection from the Clipboard Copies and pastes formats for cells and objects Undo Repeat AutoSum Sort Ascending Sort Descending Undoes last action or command Repeats last action or command Insert SUM function and proposes sum range Sorts selected rows in ascending order Sorts selected rows in descending order 3. Formatting Tools The following table describes the tools on the font and alignment groups on the Home tab Font Font Size Applies font Applies font size Bold Italic Underline Left Align Applies bold formatting to the current selection. Applies italic formatting to the current selection. Applies underlining formatting to the current selection Aligns the selection to the left. JF MSISS - 3 - Excel Tutorial 1
Center Align Right Align Centers the selection. Aligns the selection to the right. Centre Across Columns Centers the text from one cell horizontally across the selected columns. Borders Colour Font Colour Applies borders to the selection Applies colour to the selection Applies font colour to the selected text The following table describes the tools on the Number group on the Home tab Currency Style Percent Style Comma Style Increase Decimal Decrease Decimal Applies currency style to selected cells Applies percent style to selected cells Applies comma style to selected cells Adds one decimal place to number format Removes one decimal place from number format 4. Formula Bar A cell must be selected before data can be entered. Data are typically typed into the data entry box of the formula bar Cell address/reference Select the cell B1 by clicking on the cell with the mouse A heavy border indicates that the cell is selected. The text insertion point blinks in the data entry bar as soon as you start to type. Type the text title "January". This gives you a label for the first column. Press the TAB key to confirm the entry and move to the next cell on the right. You can also press ENTER or click the check mark cancel the entry, click the in the data entry box. Add the headings February and March to cells C1 and D1 respectively. Data Entry box Insert Formula button in the data entry bar to confirm. To JF MSISS - 4 - Excel Tutorial 1
5. Adding a row of cells After typing the month headings you realise you forgot to put in a title for the report. To do this you need to add a row to the top of the spreadsheet. Select row 1 by clicking on the row number 1. Choose INSERT SHEET ROWS from the INSERT Button on the CELLS group. Excel inserts a blank row above the one selected. Add the title 2011 First Quarter in cell A1. 6. Making Room for Data You can see the title is too wide for the cell A1 so we wish to widen column A. Move the pointer into the column header (A) and carefully place it over the line between columns A and B. The pointer should change its shape. Drag the column border to the right until the width is sufficient. Another way is to double-click the left mouse button while the pointer shape has changed 7. Typing Data You are now ready to fill in some numbers for expenses. Select cell A3 and enter the following data: JF MSISS - 5 - Excel Tutorial 1
Resize the columns if necessary to accommodate all the data you have entered. 8. Formatting Cells Having entered the data into the spreadsheet we wish to improve its appearance by making titles stand out. The next few steps show you how to make the main title 12pt and bold, the headings bold and add currency signs to the numbers, as below. Click on the title cell A1 and choose 12pt from the Size submenu of the Font group. Next we are going to change the entire first column to bold text. To select the entire column click on the cell title A above the first cell. Now select the Bold button on the Font group. The text of the entire first row should now be in bold. Similarly select our entire month headings row by clicking on the row number 2. Again make the row text bold by choosing Bold as above. To add currency signs select the range of cells to be changed (cells B3 to D7). Choose the Currency Style, English (Ireland) from the Number goup. Do not be surprised if your cells appear as This just means that the data does not fit in the cell. Select the range of cells B3 to D7 again and click the Decrease Decimal button on the Number group until no decimal places are displayed. JF MSISS - 6 - Excel Tutorial 1
Save your spreadsheet to your filestorage area. 9. Entering a Formula Formulae are used to perform simple or complex calculations on a cell or range of cells, each of which may be numbers, text or other formulae. The result of the calculation appears in the formula s cell. Then, if any data in the cells used by the formula changes, the formula is recalculated (usually) automatically. Click on cell A8 and enter the title 'Total Expenses'. Select B8 and type an equals sign ('='). This tells the spreadsheet you are entering a formula. Click on each cell from B3 through to B7 and include a + sign between each cell reference. As you click the spreadsheet adds the address of the cell you have selected to the formula. Click on the Accept Icon to confirm the formula. The total is now calculated and the result appears in the formula cell B8. 10. Doing the Same Addition Faster Excel has a comprehensive set of built in functions for most of the more popular operations. We shall now use one of these functions to repeat the totals calculation. Select cell B8 again and type an equals sign. Click on the Insert Function button, which is displayed beside the data entry box. You will then see a dialog box that allows you search for Excel functions. Search for the SUM function. JF MSISS - 7 - Excel Tutorial 1
Select the SUM function and click OK. A dialog box is displayed, where you are prompted to fill in the values for the function. You can drag this box to a suitable part of the spreadsheet so that you can see the values you want to sum, as shown below: Click on the Number1 box in the Sum function and highlight the cells on the spreadsheet you want to add. Excel automatically adds the cell references as shown below: Click the OK button to enter the answer. 11. Filling in Formulae We now want to total the remaining columns. We can use a shortcut so we don't have to enter the same formula for each of the columns. This method is called filling. Click on the cell that contains the formula to copy, B8, and drag across the range of cells where you want the formula to be copied to, i.e. C8 and D8. Select Fill, Right from the EDIT group to copy the formula to these cells. JF MSISS - 8 - Excel Tutorial 1
Click on cell C8. Its formula should appear in the data entry bar. Notice that it is slightly different from the formula in B8 in that the column references are all C instead of B. This is because Filling defaults to relative addressing, where the addresses are calculated using offsets rather than fixed locations. We shall discuss this in more detail later 12. Adding More Data We now want to add more numbers and categories to the report to produce a more comprehensive report as below. Follow the instructions below carefully. First insert three new rows after the month headings. Then type in Turnover in row 4 and enter the relevant values. Note that formulae references are automatically modified to take account of inserted rows. Insert a new row at 11. Enter the Gross Earnings heading and formulae in the cells of row 14. The general formula is: Gross Earnings = (Turnover - Total Expenses). *Note:- Use the values for these items not the words themselves. You should apply this formula to the individual months. Enter the values for the Tax & VAT row. Enter the Net Earnings row using the general formula: Net Earnings = (Gross Earnings - Tax & VAT). JF MSISS - 9 - Excel Tutorial 1
To Do!! Answer the following questions (see next page for solution) 1. Enter a new row that calculates what percentage Tax&VAT are of gross earnings. Make sure to display the result as a percentage. 2. Enter another row that calculates what percentage Tax&VAT are of total expenses. 3. Create another new column, which calculates the average of total expenses, gross earnings, tax & VAT and net earnings over the three months. Use the built in function. 4. Create another new column and get the standard deviation for these averages, again use the built in function stdev. 5. In yet another new column calculate the median for the same values. You will have to look for the median function in the Insert Functions dialog box. The complete spreadsheet appears as follows: JF MSISS - 10 - Excel Tutorial 1