MS Excel Notes1 Part 1 Introduction to Microsoft Excel: What is a Spreadsheet? Microsoft Excel Notes

MS Excel Notes 1

Part 1

Introduction to Microsoft Excel: What is a Spreadsheet?

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MS Excel Notes 2

Objectives (1 of 2)

• Describe what a spreadsheet is and potential applications

• Distinguish between a formula and a constant• Open, save, print a workbook; insert and delete rows

and columns• Distinguish between a pull-down menu, shortcut

menu and toolbar

MS Excel Notes 3

Objectives (2 of 2)

• Describe the three-dimensional nature of a workbook; distinguish between a workbook and a worksheet

• Print worksheet with values or formulas• Use Page Setup to print worksheet and

preview before printing

MS Excel Notes 4

Overview

• Introduction to Spreadsheets and Excel• Show wide diversity of spreadsheet

applications• Fundamentals of spreadsheets using Excel• Worksheet recalculates automatically after

changes

MS Excel Notes 5

Spreadsheet Basics

• Spreadsheet is a computerized ledger• Divided into Rows and Columns• Cell References• Constants--entries that do not change• Formulas--combination of constants and

functions

MS Excel Notes 6

Excel Basics• Common user interface of all Office

applications• Worksheet is an Excel spreadsheet• Workbook contains one or more worksheets• Toolbars--Standard and Formatting• File menu--Save, Open and Print commands

MS Excel Notes 7

Modifying the Worksheet

• Insert and Delete Commands for both rows and columns

• Page Setup Commands--Portrait versus Landscape, Margins, Header/Footer, and Sheet Tabs

MS Excel Notes 8

Excel Features and Commands• Active cell• Formula bar• Shortcut menu• Status bar• Toolbars• ScreenTips• Edit Delete versus Edit Clear• Incompatible File Type from Excel• Save as Command

MS Excel Notes 9

Part 2

Gaining Proficiency: Copying, Formatting, and Isolating Assumptions

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MS Excel Notes 10

Objectives • Explain importance of isolating assumptions

• Define, select and deselect cell ranges

• Copy and move cells; differentiate between relative, absolute and mixed addresses

• Format a worksheet

• Change column widths

• Describe steps to create a financial forecast worksheet

MS Excel Notes 11

Overview

• Basic commands to create a worksheet• Use cell ranges and commands to build a

worksheet• Isolate assumptions to easily evaluate

alternatives• Improve appearance of worksheets• Accuracy is critical for spreadsheets

MS Excel Notes 12

Getting around the Worksheet

• A rectangular group of cells is a range• Copy duplicates contents of a cell from a

source range to a destination range• Three types of addresses: absolute, relative

and mixed• Move transfer contents of a cell

MS Excel Notes 13

Formatting

• Column widths• Row Heights• Numeric Format• Alignment• Fonts• Borders, Patterns, and Shading

MS Excel Notes 14

Numeric Formats

General

Number

Currency

Accounting

Date

Time

Percentage

Fraction

Scientific

Text

Special

Custom

MS Excel Notes 15

A Financial Forecast

• Always isolate assumptions and initial conditions

• Creating a financial forecast is a common task

• Be aware that by isolating that is separating initial conditions you spreadsheet will be more valuable when changes occur

MS Excel Notes 16

Part 3

Graphs and Charts: Delivering a Message

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MS Excel Notes 17

Objectives (1 of 2)

• Know advantages and disadvantages of different chart types

• Distinguish between an embedded chart and one in a separate chart sheet

• Use the ChartWizard• Use arrows and text to enhance a chart

MS Excel Notes 18

Objectives (2 of 2)

• Differentiate between data series specified in rows versus ones in columns

• Understand how charts can be accurate statistically yet misleading conceptually

• Create a compound document consisting of word processing, worksheet and a chart

MS Excel Notes 19

Overview

• Business graphics one of most exciting Windows applications

• Determine message of chart• Create charts using Chart Wizard• Plot multiple data sets on a single chart• Dynamically link a chart to a memo

MS Excel Notes 20

Chart Types

• Always remember to keep it simple• Pie and Exploded pie charts, effective for

displaying proportional relationships• Column chart used for number display• Bar charts show numbers horizontally

MS Excel Notes 21

Creating a Chart

• Embedding in a worksheet or separate chart sheet

• Use the Chart Wizard a four step process– Step one choosing a chart– Step two review data series– Step three final touches– Step four where to store

• Enhance with Drawing toolbar or Chart toolbar

MS Excel Notes 22

Multiple Data Series

• What message do you want chart to display• Rows versus columns

– If data series are in rows the Chart Wizard will use first row for X axis and use first column for legend text

– If data series are in columns the Chart Wizard will use first column for X axis and use first row for legend text

MS Excel Notes 23

Object Linking and Embedding

• Primary advantage of Windows is to create a compound document

• Embedded object is stored in the compound document

• Linked object is stored in its own file and used with a compound document

• OLE pronounced “Oh-lay”

MS Excel Notes 24

Additional Chart Information

• Excel has 14 standard chart types on the Chart Wizard

• Line used to display time-related information• Combination uses two or more charts• Use Accurate Labels• Don’t add Dissimilar Quantities

MS Excel Notes 25

Part 4

Spreadsheets in Decision Making: What If?

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MS Excel Notes 26

Objectives (1 of 2)

• Use spreadsheets in decision making; use Goal Seek and Scenario Manager

• Use PMT function• Use Paste Function • Use fill handle and AutoFill capability• Use pointing to create a formula

MS Excel Notes 27

Objectives (2 of 2)

• Use Average, Max, Min, and Count functions in a worksheet

• Use the If function to implement a decision and explain how the Vlookup function is used

• Print and view large spreadsheets

MS Excel Notes 28

Overview

• Spreadsheets are a tool for decision making• Use financial and statistical functions• Find desired end results with the Goal Seek

command • Choose between solutions with Scenario

Manager • Use relative and absolute cell references

MS Excel Notes 29

Excel Features

• Relative versus Absolute addressing in a worksheet

• Using the fill handle to copy• Pointing to cell address for formulas or

functions is more accurate• Using the Paste Function and the Formula

Palette

MS Excel Notes 30

Using Functions

• Statistical Functions: MAX, MIN, AVERAGE, COUNT, and COUNTA

• Use functions over arithmetic expressions• IF function enhances decision making• VLOOKUP(vertical lookup) Function and its

use

MS Excel Notes 31

Managing a Large Worksheet

• Scrolling shows specific rows and columns• Freezing Panes keeps headings in sight• AutoFill capability enter series into adjacent

cells• Scenario Manager enables evaluation of

multiple conditions

MS Excel Notes 32

Part 5

List and Data Management: Converting Data to Information

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MS Excel Notes 33

Objectives1 of 2

• Create a list • Add, edit and delete records in an existing list• Distinguish between data and information• Describe the TODAY function and use date

arithmetic• Use the Sort command

MS Excel Notes 34

Objectives2 of 2

• Use the database functions, DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT

• Use AutoFilter and Advanced Filter• Use the Subtotals command• Use a pivot table

MS Excel Notes 35

Overview

• Maintain data in a list

• Fundamentals of list management

• Display selected records

• Sort the list

• Use database functions, criteria range, and arithmetic

• Excel or Access can be used for database management

MS Excel Notes 36

List and Data Management

• Data management is based on lists in Excel• Database concepts--record, fields, and

primary keys• Need valid input to produce valid output--

Garbage In Garbage Out (GIGO)• Editing the list through Insert Row and

Columns command and Edit Delete

MS Excel Notes 37

Important Commands

• Data Form Command provides easy way to add, edit and delete records

• Sort command arranges lists according to value in fields

• Date Arithmetic is a powerful tool for formulas

MS Excel Notes 38

Data Versus Information

• Data is simply facts• Information is data arranged for a specific

use• Decisions in an organization are based on

information• Data commands, functions and reports

provide information

MS Excel Notes 39

Filter Commands

• AutoFilter is a subset of records which meet a set of criteria

• Advanced Filter allows for complex criterion and storing records in a separate worksheet area

• Criteria range specifies the values to search for in records

MS Excel Notes 40

Criteria Range

• Must contain at least two rows--field names and a second row of values

• Same row entries imply an AND condition• Values entered in different rows meet the OR

condition• Empty rows return all records

MS Excel Notes 41

Criteria Rangecontinued

• Relational operators can be used to find a designated range

• Upper and Lower Boundaries can be established

• Equal and unequal signs select empty and nonempty records

MS Excel Notes 42

Database Functions

• Parallels statistical functions• DSUM• DAVERAGE• DMAX• DMIN• DCOUNT

MS Excel Notes 43

Subtotals and Pivot Tables

• Subtotals command in the Data menu computes subtotals based on data groups

• Pivot tables extends the capability of database functions by presenting the data in summary form

• Use PivotTable Wizard

MS Excel Notes 44

Part 6

Consolidating Data:

3D Workbooks and

File Linking

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MS Excel Notes 45

Objectives1 of 2

• Distinguish between a cell reference, worksheet reference, and a 3D reference; us appropriate references to consolidate data

• Select and group multiple worksheets to enter common formulas

• Explain the advantages of functions over formula

MS Excel Notes 46

Objectives2 of 2

• Properly organize and document a workbook

• Copy and Paste to another workbook• Distinguish between a source versus

dependent workbook; create external references to link workbooks

MS Excel Notes 47

Overview

• Combine data from several sources into a summary report

• Reconcile summary totals with detail totals• Workbook contains 3 branch office

worksheets and 1 summary worksheet• OR workbooks for each branch office and

summary workbook

MS Excel Notes 48

3D Workbook

• Electronic equivalent of a 3 ring binder• Contains Worksheet tabs• Scrolling buttons allow easy movement

amongst worksheets• Window menu allows for tiling, cascading

options for multiple workbooks or worksheets

MS Excel Notes 49

Worksheet References• Allows you to reference cells in other

worksheets

• Requires using the name of the worksheet before the cell range

• Exclamation point separates worksheet and cell reference

MS Excel Notes 50

3-D References

• Range that spans two or more worksheets in a workbook

• Can be used in a Summary sheet• Requires worksheet names be separated

using a colon and exclamation point to separate worksheet name from cell reference

MS Excel Notes 51

Documenting the Workbook

• Helpful to document a workbook with a documentation worksheet

• Contains vital descriptive information making it easier to read for all

• Formatting ability will improve appearance

MS Excel Notes 52

Linking Workbooks• Retain information in separate

workbooks

• Linking uses external references

• Dependent workbook requires external data from source workbooks

MS Excel Notes 53

Part 7

Automating Repetitive Tasks: Macros and Visual Basic

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MS Excel Notes 54

Objectives1 of 2

• Define a macro• Record and run a macro, view and edit a

simple macro• Use the InputBox statement• Use a keyboard shortcut, and/or custom

toolbar to execute a macro

MS Excel Notes 55

Objectives2 of 2

• Describe function of Personal Macro workbook

• Use the Step Into command to execute a macro one statement at a time

• Use Copy and Paste to duplicate an existing macro

• Use Visual Basic IF and DO statements to make decisions

MS Excel Notes 56

Overview• Use macros to avoid repetitious tasks• Macro is a set of instructions for Excel• Macro instructions are written in the Visual

Basic Programming Language• Use the macro recorder to create macros• Create more powerful macros

MS Excel Notes 57

Introduction to Macros

• Macro recorder stores Excel commands• Macros are written in Visual Basic • Macros can be displayed with Visual Basic

Editor• Use Project Explorer to locate macro modules• Statements appear in Code window

MS Excel Notes 58

Relative vs Absolute Cell Addresses

• Make sure to specify cell references• Absolute is constant; relative changes• Visual Basic uses Offset to indicate space

from active cell

MS Excel Notes 59

Loops and Decision Making

• Including IF and Do statements allows for testing

• If statement tests a condition and provides a positive and negative

• Do statement repeats a block of statements until a condition becomes true