Jump Right In! Essential Computer Skills Using Microsoft 2013 By Andrews, Dark, and West

Jump Right In! Essential Computer Skills Using Microsoft 2013 By Andrews, Dark, and West Chapter 10 Managing Numbers and Text Using Excel 1

Objectives Examine the Excel window and tools Enter and format titles and column headings Enter data in a worksheet Organize data in a worksheet 2

Objectives Cont d Use labels to make information easier to find Use formulas and functions Copy a formula that uses relative and absolute references Calculate a percentage Format a worksheet for printing 3

Understanding How to Use Excel Microsoft Excel is a spreadsheet program Build a worksheet made up of columns and rows One or more worksheets is a workbook Excel can be used for: Tracking numbers and text Sorting records Performing calculations Arranging information in a tabular format* 4

Understanding How to Use Excel Excel opens a blank workbook with one worksheet 5

Understanding How to Use Excel Open Excel, create a blank workbook, and maximize the window Click each ribbon tab and look at the buttons Click on a cell and enter a number 6

Understanding How to Use Excel Open an existing template The Family monthly budget planner template 7

Building a Worksheet with Titles, Headings, and Data The Excel worksheet is used to keep a roster for a softball team 8

Building a Worksheet with Titles, Headings, and Data Start with a blank workbook Defaults with one worksheet Enter titles, column headings When text is too wide for a cell Displays in adjacent cell Is truncated, or ######## Cell is not wide enough 9

Building a Worksheet with Titles, Headings, and Data A Cell Style Predetermined formatting that can be applied to a cell or group of cells The softball roster has titles and column headings entered with styles added 10

Building a Worksheet with Titles, Headings, and Data Cells can be formatted for data before or after data is entered Formatting depends on the type of data being entered Negative numbers Currency (dollars and cents) Date Percentage 11

Building a Worksheet with Titles, Headings, and Data You can format cells in the Format Cells dialog box 12

Building a Worksheet with Titles, Headings, and Data The column headings in Row 7 have been formatted using the Orientation button on the Home Ribbon. The dates in Row 8 have been formatted using the Format Cells dialog box 13

Building a Worksheet with Titles, Headings, and Data To increase or decrease the width of a column Press and drag the vertical bar on the right side of the column letter To AutoFit column width, use the Home ribbon and click AutoFit Column Width 14

Building a Worksheet with Titles, Headings, and Data You can use the Auto Fill Options tool to copy data, a series of data, or formatting to other cells 15

Building a Worksheet with Titles, Headings, and Data The Roster worksheet has team data added 16

Building a Worksheet with Titles, Headings, and Data We can easily sort rows of data, either ascending or descending, according to some column s entries We can even apply a subsort, to sort by more than one criterion 17

Adding Calculations to a Worksheet Add labels to help identify values and calculations in nearby cells Labels help organize and make sense of data Formulas perform calculations Formulas always begin with an equal sign Use numbers or cells that contain numbers in a formula Can contain +, -, *, and / operators Can use parentheses Order of operations is same as in math 18

Adding Calculations to a Worksheet Three ways to find the sum in a cell: Using numbers =25+8 Using cell addresses =D21+D22 Using a function =SUM(D21+D22) 19

Adding Calculations to a Worksheet Excel offers many functions including: SUM AVERAGE MIN MAX TODAY 20

Adding Calculations to a Worksheet Any formula can easily be edited AutoSum A command that automatically inserts a function into a cell to sum the cells 21

Adding Calculations to a Worksheet Relative reference A cell address in a formula that is relative to the location of the formula Example: =A1+A2 22

Adding Calculations to a Worksheet Using a relative reference, Excel changes a cell address in a formula when the formula is copied to a new location 23

Adding Calculations to a Worksheet Absolute reference A cell address in a formula that does not change when the formula is copied to a new location Example: =$A$1+$A$2 24

Adding Calculations to a Worksheet When you use an absolute reference, Excel doesn t change a cell address in a formula when the formula is copied to a new location 25

Adding Calculations to a Worksheet A percentage is calculated by using a formula A percentage is a fraction A percentage is calculated by dividing the part by the whole Percentages are formatted using the Percentage formatting with or without decimals 26

Printing a Worksheet The worksheet prints on a single page 27

Summary Thus Far Excel is a spreadsheet program used to build worksheets that hold text, numbers, calculations, charts, and graphics Build a worksheet with titles and headings, add themes and formatting, widen columns, and format numbers The Auto Fill Options and Format Painter tools help make formatting easier and more consistent A formula is used to make a comparison or contains an equation used to make a calculation 28

Summary Use numbers or cell addresses in a formula Functions in Excel include SUM, AVERAGE, MIN, MAX, and TODAY Use a relative reference in a formula if you want the cell address to change when the formula is copied to a new location Use an absolute reference in a formula if you don t want the cell address to change when the formulas is copied to a new location 29

Jump Right In! Essential Computer Skills Using Microsoft 2013 By Andrews, Dark, and West Chapter 11 Organizing Data Using Excel 30

Objectives Use the Merge & Center and Freeze Panes commands Convert a range of data to an Excel table and add a total row Apply cell names and table names in a workbook Use the IF function to check a condition 31

Objectives Cont d Manage multiple worksheets in a workbook Use the CONCATENATE function to manage text Use the SUMIF function to calculate sums Insert and format a chart on a worksheet Understand how Excel macros can help with repetitive tasks 32

Using a Table to Manage Data 33

Using a Table to Manage Data The Sales worksheet has titles, column headings, and data added 34

Using a Table to Manage Data Rows in a table can easily be sorted Rows can be filtered for different criteria A total row can be added for summary calculations Formulas are easily built using column names 35

Using a Table to Manage Data Excel can automatically sort or filter all data in a table 36

Using a Table to Manage Data A filter causes rows in a table to be hidden from view 37

Using a Table to Manage Data When you add a row, it is automatically part of the table To prevent data entry errors, use the dropdown list to choose an entry You can also type the first letters of the data and let Excel complete the entry 38

Using a Table to Manage Data Manually assign a name to a cell, range of cells, or a table Easier to use in formulas Use in place of the cell address Use Table Name box to name a cell or range Tables are automatically named but can be changed Use Name Manager to manage all cell names 39

Using a Table to Manage Data The If function checks if a condition is met Returns one value if true; another value if false Has three parts, or arguments: IF(logical_test, value_if_true, value_if_false) 40

Using a Table to Manage Data An alternate method for entering functions You can use the Function Arguments dialog box to build the If function 41

Using Multiple Worksheets The Sellers worksheet is added to the workbook 42

Using Multiple Worksheets Concatenate function A function that joins text together into one cell The word concatenate means to connect items together in a chain As many arguments as necessary =CONCATENATE(cell1,cell2,cell3) 43

Using Multiple Worksheets Sumif function A function that searches a range of cells If a cell meets the criteria, a corresponding cell in the range to sum is added to the sum Three arguments: SUMIF(range_to_search, criteria, range_to_sum) 44

Using Multiple Worksheets Cells in other worksheets can be referenced via! Be careful when naming worksheets, or you may need to escape the label with single-quotes 45

Conditional Formatting Sometimes you want all cases of a particular trend to match a specific style e.g. if creating a tabulation of grades at the end of term, you may want those who failed (or who didn t score 40% on the midterm) to stand out Conditional formatting can apply a style automatically for you At its fanciest, it can get pretty complicated, involving different formulae and external references 46

Enhancing Worksheets with Charts and Macros Pie chart A chart or graph that shows the parts of a whole Line chart A chart or graph that shows trends over time Column chart A chart or graph best used to compare values and can also show trends over time. Used to quickly find the largest and smallest values 47

Charts Sparklines Sparklines are like mini-charts that fit into a cell Use them to show general trends, or supplemental information But avoid them for important information; particularly when exact quantities matter 48

Enhancing Worksheets with Charts and Macros Excel offers a variety of chart types. Select the type that helps you best visualize the data. 49

Enhancing Worksheets with Charts and Macros When adding charts, note that (by default) charts will not include data in hidden cells I suppose we should talk about hidden cells then, right? 50

Reusing Sheets Besides templates, there are other easy ways to reuse sheets. Typically, you just fill in the parts you ll always need, along with formulae and share the file This might be a good time to start protecting a workbook and locking cells If certain cells need to be used in a specific way, this is a new (and very good) purpose for using comments 51

Enhancing Worksheets with Charts and Macros Macro A program embedded in a Word document, Excel workbook, or Access database that can perform instructions or steps that the programmer has previously recorded Helpful for repetitive tasks Written in VBA 52

Summary A table can be used to manage data Subtotal and If functions help enhance a table and the data it presents Use multiple worksheets to organize a large amount of data It is easy to enhance a worksheet with charts and macros 53

What have we learned? Do you know how to enter data? Do you know how to reference cells? The difference between absolute and relative? Can you use an if to calculate a cell s contents? Can you use conditional formatting? Can you create a chart? A sparkline? Do you understand how hidden cells work? 54

Questions 55

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