An Introduction to Microsoft Excel For Adult Learners A Project-Based Approach
Introduction Why should you use Microsoft Excel? Microsoft Excel is one of the most common tools in any business. It may be used to track expenditures, sales, grades, and an infinite number of things important for everyone. Microsoft Excel spreadsheets may be organized and saved electronically. How will you use Microsoft Excel? This workbook will introduce you to the basics. Of course, the more that you practice and explore the program on your own, the better! You are only limited by your own imagination! 1
Analyze a Survey In this chapter, you will practice creating a Microsoft Excel spreadsheet and using the data to produce charts and graphs. You will accomplish the following: 1. Create a Microsoft Excel spreadsheet. 2. Organize the data into rows and columns. 3. Input data into the rows and columns. 4. Create a chart. 5. Save the spreadsheet. 2
1. Create a Microsoft Excel spreadsheet. Click on Start. Click the Microsoft Excel icon. A spreadsheet with a grid will open up. 2. Organize the data into rows and columns. In the first cell on the far left (cell A1) enter the words Favorite Desserts. 3
Position the cursor on the border between columns A and B. It will appear to have two opposing arrows. Double click on the border between A and B. Column A will enlarge to fit the entire heading. In cell B1, enter the word Number. 3. Input data into the rows and columns. In this example, 21 people said that their favorite dessert is ice cream. 4
4. Create a chart. Highlight A1 to B12. The entire section is highlighted and a bold line surrounds the section. Select Insert above the ribbon. A different ribbon will appear. Click on the Column icon. 5
A selection of different columnar charts will appear. Select the first option on the top row. Click on the chart. The edges will be outlined. 6
Right click on the chart, and a menu will appear. Select the Cut option. The chart will disappear. Select Sheet 2 on the lower left hand corner of the spreadsheet. Click on the Paste option in the ribbon. The chart will appear on this sheet. 7
On Sheet 1, change Number to Percentage. Select the cells that include the information (A1 to B12). Click on Insert. Select the Pie icon and choose the first 2-D pie icon. A pie chart will appear. Click on the chart. Chart tools will appear above the ribbon. 8
On the ribbon, there are three choices above Chart Layouts. Select the second chart option. Right click on the pie chart and select Cut. Click on Sheet 2. Select Paste from the ribbon. Click on the File tab. 9
Select Save As. A new window will appear. Enter the name of your file as Favorite Desserts. Click on Save. 10
Assessment Check your understanding by selecting the correct words: save pie chart ribbon row column 1. Icons assembled along the top of the window are found in the. 2. In order to keep the spreadsheet, click on the icon. 3. To organize data visually, one can create a. 4. Information organized in a vertically (up and down) is a. 5. Information organized in a horizontally (side to side) is a. Check your understanding by matching the icons to the directions. 1. Open programs/start A. 2. Worksheet B. 3. Paste C. 4. Chart layout D. 5. Excel. E. 11
Use your Skills Create your own Microsoft Excel spreadsheet, and explain how to do something. Create a spreadsheet. Organize the data into rows and columns. Create a graph showing data. Create a pie chart showing data. Save the spreadsheet. Notes: 12
Grades and Functions In this chapter, you will practice adding functions to your spreadsheet. You will accomplish the following: 1. Create a Microsoft Excel spreadsheet. 2. Set up a spreadsheet. 3. Enter data in cells of the spreadsheet. 4. Find the average of data in cells. 5. Print the document. 13
1. Create a Microsoft Excel spreadsheet. Click on Start. Click the Microsoft Excel icon. A spreadsheet with a grid will open up. 14
2. Enter data into spreadsheet. In the rest of column A, add names of students. Starting in cell B1, add assignments. 3. Add data into the appropriate cells. Add numbers that indicate students scores. Carefully enter all of the grades into the cells, noting the name and the headings. 15
4. Find the total and the average. Enter the word Total in the heading of the next column. Click on the cell directly below total. Click on AutoSum. There is an arrow indicating a drop down menu. 16
From the drop down menu, select Sum. Select the first cell of the data to be included and drag to the last cell. Click Enter. The function will be entered and the calculation (AutoSum) will be done. The sum of the all of the values in the row will appear in the cell. 17
On the lower right corner of the highlighted cell, there is a box. Drag the lower right corner down through the last row. The cells will populate (fill in automatically) with the totals. 18
The total number of points for each student will be listed. Select column H by clicking on H. The entire column will appear highlighted. Right click and a menu will appear. 19
Select Insert from the menu. A new column will appear between the last grade and the totals. Click on cell H1. 20
Type average into cell H1. Click on H2. Enter an equal sign in H2. It will appear in the function box. In the function box, type average( after the =. The parentheses will surround the names of the cells to be included. You only need to type the first parenthesis. Click on the first cell to be included. 21
Drag to the last cell. The calculated average will appear in the cell. Click on H2 again, and the cell will become highlighted (with a dark outline around it). Click on the small square on the lower right corner and drag the cursor to the last row. 22
The cells will show the calculated values. 5. Print the document. Select the File tab at the top of the ribbon. A new page will appear with a menu on the left hand side. Select the Print option on the left. 23
Click the Print icon. 24
Assessment Check your understanding by selecting the correct words. average equal sign function box sum drag 1. Formulas are entered into the. 2. To enter a formula, type an in the function box. 3. To calculate an average, type the word after the equal sign. 4. To calculate a total, type the word after the equal sign. 5. To carry the formula to the other cells in the column, the corner of the highlighted cell. Check your understanding by ordering the following steps: Enter the data into the cells of the spreadsheet. Open Microsoft Excel. Add formula into function box. Print the completed spreadsheet. Set up a spreadsheet. 1. 2. 3. 4. 5. 25
Use your Skills Create your own Microsoft Excel spreadsheet. Enter student grades. Find the average of the grades for each student. Save the spreadsheet Print the spreadsheet. Notes: 26
Budget In this chapter, you will practice creating a budget. You will accomplish the following: 1. Create a folder. 2. Create a Microsoft Excel spreadsheet. 3. Enter data. 4. Enter a formula to calculate costs. 5. Enter a formula to total costs. 6. Save the spreadsheet to a particular file. 27
1. Create a folder. Click on the File Folders icon on the desktop. Click on Documents on the left menu. Click on New Folder. A highlighted field will appear. 28
Type the name of your folder in the field. 2. Create a Microsoft Excel spreadsheet. Click on Start. Click the Microsoft Excel icon. 29
A spreadsheet with a grid will open up. 3. Enter data into the spreadsheet. Add a column with the heading total costs. Click on the first cell under total costs. 30
4. Enter a formula to calculate costs. In D2, enter an equal sign ( = ). Click on B2. B2 will appear with a dotted line moving around it. In the function box, you will see =B2. Add an asterisk (this is the symbol for multiplication). Click on C2. C2 will appear with a dotted line moving around it. The formula will say =B2*C2. Click Enter. The quantity will be multiplied by the cost. 31
Click on cell D2. It will appear with a dark border around it. Click on the small square on the lower right corner of the cell. Drag the cursor to the last row. The cells in column D will populate with the total costs. 32
5. Enter formula to total all costs. Enter total for all items in A11. Click on D11. Enter an equal sign in D11. 33
In the function field, type sum( after the equal sign. The parenthesis will set apart the cells to be included in the total. Click on the first cell of data to be included (D2). 34
Drag the cursor to the last row of data. Click Enter. The total cost will appear in D11. Highlight columns C and D. 35
Right click. A menu will appear. Select Format Cells. A new window titled Format Cells will appear. 36
Select Accounting. Click OK. The cells in columns C and D will appear with dollar signs and two decimal places. This is a format (style) that indicates money. 6. Save the spreadsheet to a particular folder. Click on the File tab. 37
A different window will open. Select Save As from the menu. A screen will appear. Type Budget for Party. Select the folder where you will save the schedule. Click on the Save icon. 38
6. Print the document. Select the File tab at the top of the ribbon. A new page will appear with a menu on the left hand side. Select the Print option on the left. Click the Print icon. 39
Assessment Check your understanding by selecting the correct words. equal sign asterisk save sum function 1. An in the function box means that a formula will follow. 2. Formulas are entered in the box. 3. To add all of the data, add the word after =in the function box. 4. An symbol is used for multiplication in the function box. 5. Clicking on the icon will save the spreadsheet to a folder. Describe what each of the following does. 1. 2. 3. 4. 5. 40
Use your Skills Create your own budget. Create a spreadsheet. Add data. Find the cost for each of the items. Total the costs for all items. Save the spreadsheet and add it to a particular folder. Notes: 41
Create Pivot Tables and Charts In this chapter, you will practice creating pivot tables and charts. You will accomplish the following: 1. Create a spreadsheet. 2. Enter data into the spreadsheet. 3. Create a pivot table from the data. 4. Create a pivot chart from the data. 5. Save the spreadsheet. 42
1. Create a Microsoft Excel spreadsheet. Click on Start. Click the Microsoft Excel icon. 2. Enter the data into the spreadsheet. 43
3. Create a PivotTable using the data in the spreadsheet. Click on the Insert tab. Click the Pivot Table icon in the far upper left corner. Click on the PivotTable icon s arrow. Select PivotTable from the selection. A new window will open. The cursor will automatically appear in the Table/Range field. You do not need to enter anything in this field. 44
Click on the upper left corner of the data. Drag the cursor to the lower right corner of the data. A dotted line will appear around the data. In the Create PivotTable window, the Table/Range field will be filled in and the placement will be filled in automatically. Click on OK. 45
A PivotTable Field List will appear. Click on name and units sold. These fields will appear in the boxes on the right hand side. 46
A table including this information will be created. Add an additional field and observe how the table changes. To do this, click on a box by another field label, such as location. 47
The new table will now include three fields. 4. Create a PivotChart using the data on the spreadsheet. Click the Inser tab. Click on the PivotTable icon. Select PivotChart. A window titled Create PivotTable with PivotChart will appear. 48
Highlight the data to be included. An empty chart will appear. Select name and units sold. These will appear in the right hand side. 49
A chart will appear. The chart will reflect the fields entered. Add another field and observe how the chart changes. 50
The new chart that appears will include the additional field. Click on the box containing the chart. Move the chart to reveal the table underneath by clicking and dragging the chart with the mouse. 6. Save the spreadsheet. Click on the File tab. 51
Click on Save As. Enter the title of the spreadsheet into File name field. Click on Save. 52
Assessment Check your understanding by selecting the correct words. pivot table pivot chart Insert Data field 1. A is a blank area that can be filled in. 2. A may show data as bar graphs. 3. A shows rows and columns. 4. is the information that is included in the spreadsheet. 5. tabs include the icon for pivot tables and charts. Check your understanding by deciding if the following are true or false. 1. Spreadsheets may be created in Microsoft Excel. 2. Pivot functions are found on the Insert tab. 3. Charts are a way to organize data visually. 4. When data is selected to be in the chart, a bright red line appears. 5. Changes to an Excel spreadsheet are automatically saved. 53
Use your Skills Create your own pivot table and chart. Create a spreadsheet. Enter the data. Create a pivot table from the data. Create a pivot chart from the data. Save the spreadsheet. Notes: 54
Glossary Autosum A function that allows Excel to total selected information Average The mean; all data is totaled and divided by the number of items included Bar Graph Graph showing data aligned in bars for comparison. Click A command that performs a variety of functions including opening a file or selecting from a menu 55
Columns Data presented in boxes vertically Cursor Indicator to show where input will be placed digitally Cut Remove the selected area Desktop The window seen when the computer is turned on; location for files Document A computer data file Enter The command key to process the information or to enter data 56
Excel Program that calculates and sorts data on spreadsheets. File A collection of related data or records Folder Storage for files; organizes saved data into related packets Function Box Field where a formula is to be entered Highlighted Area selected; area or cell that will be affected by the next option Insert To put into; tab that includes tables, shapes, symbols, etc. 57
Paste Insert copied text, pictures, etc. Pie Chart Data arranged showing parts of a whole. Populate Fill in cells with data; Excel can populate cells using a formula Print Create a hard copy or paper version of what is on the screen Pivot Table Table that may be organized by different fields. 58
Ribbon Menu at the top of the screen showing different options Rows Lines arranged horizontally Save Keep; function that stores most recent version of a file Spreadsheet Sheet made up of cells which allow the user to calculate and sort data. Start Icon that allows access to all programs on the computer 59
Table A means to organize data in a clear, meaningful way Worksheet Different pages of the spreadsheet 60
Appendix A Favorite Desserts Number Ice Cream 21 Pie 19 Cake 23 Cookies 16 Tart 3 Mousse 4 Cobbler 5 Fruit 2 Sorbet 2 Gelatto 1 Cannoli 4 Appendix B name quiz 9/3 hwk 9/4 quiz 9/5 hwk 9/5 quiz 9/7 hwk 9/7 Amy 90 85 90 85 100 90 Bobby 100 95 80 100 90 95 Charlie 60 80 70 85 80 85 Darnell 90 95 90 100 90 100 Erin 50 55 60 65 80 85 Frank 80 75 80 85 80 85 Grant 100 100 100 95 100 95 Hugh 70 75 80 70 60 75 Ingrid 90 90 90 100 100 95 Janet 80 85 90 95 100 100 Kelly 70 85 70 85 90 85 Lyon 90 95 100 100 100 95 Mark 80 85 80 90 80 90 Nathan 50 45 20 60 70 75 Otto 60 75 100 85 90 95 Peyton 100 100 100 100 100 100 61
Appendix C date name units sold location 1-Mar Amy 2 Downy Drive 2-Mar Amy 4 Everett Lane 3-Mar Amy 2 Fender Road 4-Mar Amy 3 Downy Drive 5-Mar Amy 7 Shoreline Drive 1-Mar Bobby 2 Everett Lane 2-Mar Bobby 3 Fender Road 3-Mar Bobby 5 Downy Drive 4-Mar Bobby 2 Shoreline Circle 5-Mar Bobby 3 Shoreline Circle 1-Mar Cat 3 Fender Road 2-Mar Cat 1 Downy Drive 3-Mar Cat 5 Everett Lane 4-Mar Cat 5 Shoreline Circle 5-Mar Cat 3 Fender Road Appendix D items for party quantity cost per item cake 1 150 pony rental (per hour) 2 60 tent 1 259 catering 40 20 decorations 1 50 invitations 40 2 live band 1 500 tables 8 9 chairs 40 2 62