Microsoft Excel for Poverty Law Advocates: Intermediate Gabrielle Hammond

Microsoft Excel for Poverty Law Advocates: Intermediate

Gabrielle Hammondwww.LSNTAP.Org

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Review of the Basics

A spreadsheet program The Name Box The cell, cell range, and simple functions

Order of mathematical equations

Starting Simple: Cell References and Cell Ranges

In the Name Box, the cell location is referenced.

Next to the Name Box is the Insert Function bar. Formulas are denoted by the EQUALS sign “=“.

A cell reference is a group of cells you designate, usually with a colon. Example: =B1:B5

Remember Simple Functions

= is key to recognize all characters thereafter as a formula

: is a range (B1 through B5) , indicates only the cells on either side of the comma: (B1 only and B5 only, not B2, B3, or B4)

SUM AVERAGE

Remembering Simple Equations

B1+B5 Addition B1-B5 Subtraction B1*B5 Multiplication B1/B5 Division B1%B5 Percentage B1^B6 Exponential Equations

Name that Cell Reference!

The cell in Column A and Row 1 A1 The range of cells in Col A and Rows 10 thru 20

A10:20 The range of cells in Row 15 and Cols B thru E

B15:E15

Name that Cell Reference!

All cells in Row 5 5:5 All cells in Rows 5 - 10 5:10 All cells in Column H thru J H:J Range of cells in Col A thru E, rows 10 thru 20

A10:E20

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Topic 1: A Workbook Contains “Sheets”

Topic 1: To Rename or Move, Right-Click.

Topic 1: Shortcuts

You can also move a worksheet by dragging and dropping the tabs

You can rename by double-clicking a tab and then when the name is highlighted you type the new name

Topic 1: Why Multiple Worksheets?

Group Important Data in one File

Worksheets refer to each other: Link them together.

Example: The State of Colorado Child Support Spreadsheet creates a pleading from data entered by the plaintiff

Topic 1:Create Cross Reference btw Worksheets

Move the cursor to the desired cell on the other sheet, type = and select the cell you want referenced.

OR, USE CODE: =sheetname!cell reference; for example =Gabrielle!B13

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Formatting Worksheets

Formatting Cells Number Alignment Font Border Patterns Protection

Formatting Cells

Format Cells

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Columns and Rows for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Freeze Panes for Viewing

An Excel spreadsheet can be completed with infinite rows or columns.

When you want to keep rows or columns fixed on the screen for easier viewing

Freeze Columns & Rows

To Freeze a Row: Put cursor in first cell immediately below the row you want to freeze.

Go To “Window” on the Menu Click Freeze Panes Notice the Line that demarks it as frozen

Ex: To freeze Row 1, put cursor in cell A2.

Freeze Columns for Viewing

To Freeze a Column for Viewing: Put cursor in first cell R of column you want to freeze.

Go to Window on Menu Click Freeze Panes

Example: To freeze Column A, put cursor in B1

Freezing Both Columns and Rows

Put cursor in first cell below and to the R of Column and Row you want to freeze.

Go to Window on the Menu Bar. Click Freeze Panes. Example: To freeze Col A and Row 1, put your cursor in Cell B2.

Freeze Panes

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Print Column and Row on Every Page

Row headings are the row numbers to the L or the worksheet

Column headings are the letters or numbers that appear at the top of the columns to a worksheet

Print Rows or Columns Each Page

Click the worksheet File Menu | Page Setup | Sheet Find the Rows to Repeat at Top or Columns to Repeat at Left

Select the Row and Column Headings when your cursor is in that field

Notice the code: $1:$1 or $A:$A

Print Columns & Rows Each Page

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Saving Time: The Fill Function

Allows you to conveniently replicate a formula across columns or rows

Can be absolute or relative

A Time Saver.

Fill Function: Before

Fill Function: After

Relative v. Fixed Values

Relative is the default. Relative:

Copies formulas across a worksheet, but does not copy a fixed value in a static cell.

Absolute: Copies a specific cell reference and its value to other cells.

Relative References

Think of compound interest….

Every cell will be changed relative to the prior cell.

Fixed or Absolute Values

Every cell is changed according to the original formula / value.

Think of simple interest…

Fill to the Right – Relative Reference

OPTION 1….Good ole Copy and Paste 1. Enter formula in one cell. Copy it. Drag cursor across fields you want it copied to… Paste.

Relative Reference moves the referenced field in relation to the fill

OPTION 2…Fill to the Right 1. Menu Bar | Edit | Fill to Right. 2. Menu Bar | Edit | Fill… Series

OPTION 3…Use the Keyboard 1. Enter the formula that will be filled 2. Highlight row to be filled and click <ctrl>R

Fill Down – Relative Reference

Enter the formula that will be filled

Highlight column to be filled and click <ctrl>D

Other 2 Options Work too…

Absolute Reference: Remember $$

OPTION 1: Enter the formula to be filled Use format $COLUMN$ROW for fixed reference

OPTION 2: Shortcut to get fixed reference is F4

Fill to the right – Fixed Reference From another worksheet

Enter the formula to be filled Use format =Sheetname!$x$z for fixed reference where x and z are the cell references on the other sheet

Advanced Topic Preview: Food for Thought

Mixed Fixed references like $COLUMNROW or COLUMN$ROW

F4 toggles through full and partial fixed references

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Charts

Click Insert | Chart Pick type of Chart or Graph Type

Enter Data Range Add Legends and other frills

Pie Chart

Select Pie from Wizard, then Next

Highlight Data Range

Click Series Tab and Select Category Labels and Name chart then Next

Click on Data Labels, Select Desired Items

Click on Legend Tab, Select Location then Next

Select where to put Chart and name new Sheet if applicable

Finished Result

Final Words on Charts and Graphs

There are endless varieties of charts Play around with the chart wizard and see

what happens If you change the data in chart or graph

by clicking on the data points and moving them around, the spreadsheet values change

The size of the chart may affect how much data shows click and drag corner to resize and see what happens

You can format many of the elements of a finished chart click, i.e. click on legend elements to reformat them

NTAP’s Intermediate Excel Training

A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data

Topics Covered:

Mail Merge with Excel Data

Columns must be correctly identified with headers (e.g., First Name, Last Name)

Switch to MS Word Tools | Letters & Mailings | Mail Merge Wizard

Follow prompts and Select Excel Worksheet as Data Source

Questions?

www.lsntap.org/techlibrary

Gabrielle Hammond gabrielle@LSNTAP.Org