Exploring Microsoft Office Excel 2007 Chapter 1: Introduction to Excel What Can I Do with a Spreadsheet Objectives Define worksheets and workbooks Use spreadsheets across disciplines Plan for good workbook and worksheet design Identify Excel window components Enter and edit data in cells Robert Grauer, Keith Mulbery, Judy Scheeren Committed to Shaping the Next Generation of IT Experts. Copyright 2008 2008 Pearson Prentice-Hall. Hall. All All rights reserved. 1 2 Objectives (continued) Describe and use symbols and the order of precedence Display cell formulas Insert and delete rows and columns Use cell ranges, move, copy, paste, paste special, and AutoFill Manage worksheets Objectives (continued) Format worksheets Select page setup options for printing Manage cell comments 3 4 Define Worksheets and Workbooks Spreadsheet computerized equivalent of a ledger Excel a computerized spreadsheet application used to build and manipulate worksheets and workbooks Worksheet a spreadsheet that may contain data, values, formulas, and/or charts Workbook a collection of related worksheets within one file Define Worksheets and Workbooks Excel workbook This workbook currently has three worksheets 5 6 1
Using Spreadsheets Across Disciplines Spreadsheets have applications in varied disciplines Used for business applications, such as accounting Used for what-if analysis in business planning Can also be used in scientific applications Geologists can use to chart data about scientific phenomena Social Scientists can use to predict voting results Planning for Good Workbook and Worksheet Design Plan before you start entering data Steps to ensure a good design: Decide on the purpose of the spreadsheet and how it will be constructed Make it obvious where data is to be entered Enter data and set up formulas wherever possible Allow Excel to do what it was designed for automatic calculation 7 8 Planning for Good Workbook and Worksheet Design Test multiple times to make sure the results are what you expect Know what your results should be, so that you know your result is correct Format the worksheet so it looks appealing Document the worksheet as thoroughly as possible Save and print the results Identifying Excel Window Components Worksheet is divided into a grid of rows and columns Rows are numbered; columns are lettered Cell an intersection of a column and a row Cell reference the address of that intersection Designated by column letter, then row number Navigate worksheets using either the mouse or keyboard 9 10 Identifying Excel Window Components Active cell The cell you are working in; where data will be input Formula bar Shows the active cell s contents Name box Displays active cell s address or name it has been given Sheet tabs What sheets of workbook are available 11 Identifying Excel Window Components Status Bar Displays information about a selected command or operation in progress Select All button used to select all elements of the worksheet Ribbon Primary replacement for menus and toolbars made up of tabs, groups, and commands Tab Designed to be task-oriented Each one is made up of several groups to facilitate viewing all of its functions without opening menus 12 2
Identifying Excel Window Components Name Box Select All button Row Heading Sheet Tabs Active Cell Formula Bar Column Heading Status Bar Enter Data in a Cell Create a new workbook and enter data Three types of data you can enter: Text letters, numbers, symbols, and spaces Values numbers that represent a quantity, an amount, a date or time Formulas combination of numbers, cell references, operators, and/or functions 13 14 Edit Data in a Cell Three most common methods to edit data in a cell: Select the cell you want to edit, click in the Formula Bar, make changes, press Enter Double-click in the cell to be edited, make the changes, press Enter Select the cell, press the F2 key, make the changes, press Enter Two options to clear the contents of the cell: Click on the cell and delete Click on Clear arrow in the Editing group on Using Save and Save As Click the Office button, then select Save or Save As Use the Save As option if you need to assign a name to the file Provides the Save As dialog box Once named, use the Save command the Home tab 15 16 Mathematical Operations and Formulas Mathematical operations are the backbone of Excel Formulas are used to perform mathematical operations and arrive at a calculated result Must begin with an equals (=) sign Used to automate calculations that were done manually Operator Symbols and Order Precedence Operator symbols include: Addition (+), Subtraction (-), Multiplication (*), and Division (/), Exponentiation (^) Order of Precedence controls the sequence in which arithmetic operations are performed: Basic rules anything in parenthesis performed first; then multiplication and division; then addition and subtraction 17 18 3
Displaying Cell Formulas Insert/Delete Rows or Columns Press the Ctrl key plus the grave accent (`) key to display formulas in a worksheet Due to modifications required in a worksheet, rows and columns may need to be inserted To insert a new row Click on the row number below where you want the new row inserted To insert a new column Click on the column letter to the right of where you want the new column inserted Click the Insert down arrow on the Cells group on the Home tab Select Insert Sheet Rows or Insert Sheet Columns 19 20 Insert/Delete Individual Cells Insert/Delete Individual Cells May need to insert and delete individual cells instead of entire row or column Can shift cells to the left, right, up, or down to insert and/or delete individual cells 21 22 Ranges Ranges (continued) A range is a rectangular group of cells in a worksheet Can be one cell; may be entire worksheet Select a range Click and hold left mouse button and drag from beginning of range to end Select first cell, then hold the Shift key while clicking the last cell Can be contiguous (together) or noncontiguous (not together) Ranges are shown in red and yellow 23 24 4
Move and Delete The move operation transfers the contents from one location to another Use the drag and drop method Use Cut and Paste method The delete operation removes all contents from the cell or range of cells Select the range and click Delete Copy, Paste, and Paste Special The Copy command makes a duplicate of the contents in the selected range and places it on the Clipboard The Paste command places the contents of the Clipboard in the selected range The Paste Special command allows users several different options 25 26 Auto Fill Manage Worksheets Enables you to copy the content of a cell or a range of cells Drag the fill handle over an adjacent cell or range of cells The fill handle is a small black square appearing in the bottom-right corner of a cell Use to repetitively copy contents of one cell Use to complete a sequence like years or months Rename worksheets Right-click sheet tab and select Rename Type the new name and press Enter Change Sheet Tab Color Right-click sheet tab and point to Tab Color Select Theme Colors, Standard Colors, No Color, or More Colors Move, delete, copy or add worksheets Right-click sheet tab and select the desired operation 27 28 Formatting Worksheets Draws attention to important areas of the worksheet Change fonts, colors, styles Merge and center labels Center text across a range of cells Merged cells are treated as one Formatting Worksheets (continued) Adjust cell height and width Drag the border between two column headings Double-click on the border between two column headings AutoFit automatically adjusts Apply borders and shading Select a cell border from Borders in the Font group on the Home tab Use the Border tab in the Format Cells dialog box 29 30 5
Formatting Worksheets (continued) Insert Clipart Used to represent most important aspect of spreadsheet content Use sparingly; can be distracting or take large amounts of disk space Format Cells Control formatting for numbers, alignment, fonts, borders, colors, and patterns Page Setup and Printing Orientations Portrait prints vertically down the paper Landscape prints horizontally down the paper Margins Left, right, top, bottom Headers and footers Headers appear at the top of every page Footers appear at the bottom of every page Sheet options Show gridlines, row and column headings Print preview See how the spreadsheet will print 31 32 Managing Cell Comments Questions? Adds documentation to the cell Provided to clarify thoughts and define formulas A red triangle appears in the cell containing the comment Comment is visible when you point at the cell 33 34 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. 6