Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 Exploring Microsoft Office Excel 2007 1 Copyright © 2008 Prentice-Hall. All rights reserved

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1

Exploring Microsoft Office Excel 2007

1Copyright © 2008 Prentice-Hall. All rights reserved.Committed to Shaping the Next Generation of IT Experts.

Chapter 1:

Introduction to ExcelWhat Can I Do with a Spreadsheet

Robert Grauer, Keith Mulbery, Judy Scheeren

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

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Define Worksheets and Workbooks


Excel workbook

This workbook currently has three worksheets

Define Worksheets and Workbooks

Lab step: Right click -> Insert -> Worksheet Choose newly inserted worksheet -> Right

click -> Rename -> Type “Documentation” Change User Name:

◦ Office -> Excel Options -> Click to User Name box to change

Adding comments:◦ Select the cell -> Review -> New Comment


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

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Using Spreadsheets Across Disciplines

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


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


Planning for Good Workbook and Worksheet Design

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

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8

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



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




Active Cell

Formula Bar

Name Box

Sheet Tabs

Status Bar

Select All button

Identifying Excel WindowComponents

Row Heading

Column Heading

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


Enter 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 the Home tab


Edit Data in a Cell

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


Using Save and Save As

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


Mathematical Operations and Formulas

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


Operator Symbols and Order Precedence

Displaying Cell Formulas

Press the Ctrl key plus the grave accent (`) key to display formulas in a worksheet

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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


Insert/Delete Rows or Columns

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


Insert/Delete Individual Cells


Insert/Delete Individual Cells

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

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Ranges are shown in red and yellow

Ranges (continued)

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

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Move and Delete

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


Copy, Paste, and Paste Special

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


Auto Fill

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


Manage Worksheets

Draws attention to important areas of the worksheet

Change fonts, colors, stylesMerge and center labels

◦ Center text across a range of cells◦ Merged cells are treated as one


Formatting Worksheets

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


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


Formatting Worksheets (continued)

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


Page Setup and Printing

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


Managing Cell Comments

33

Rather than typing a cell address, use an alternative method that involves minimal typing

Pointing uses the mouse or arrow keys to select the cell directly when creating a formula


Creating a Formula

34

Use the fill handle, a small black square in the bottom right corner of a selected cell, to copy formulas

Provides a clear-cut alternative method for copying the contents of a cell

Can be used to duplicate formulas


Copy Formulas with Fill Handle

35

Relative cell references change relative to the direction in which the formula is copied

Absolute cell references are exact; they do not change when a formula is copied◦ Indicated by dollar ($) signs in front of the column

letter and row number◦ Most often used when the value need not change,

such as a sales tax percentage. Use the F4 key to toggle between relative

and absolute cell referencing


Relative vs. Absolute Addressing

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A predefined formula that can be selected from a list

Already has the formula information; just requires cell references

Do not replace all formulas Take values, perform operations, and return

results


Functions

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SUM is the most commonly used function◦ represented by a sigma ()◦ Adds values within a specified range

Syntax refers to the grammatical structure of a formula◦ Must adhere to stated structure of formula

Arguments are values ─ used as input and returned as output

Function Wizard automates entering the function formulas


Functions (continued)

38

Automates the SUM function Click the cell where you want the result Click AutoSum button Select the range of cells you want to sum Press Enter to complete An example of AutoSum,

◦=Sum(C4:C10) represents sum of all the cells in the cell range C4 to C10


Using AutoSum ()

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Perform a variety of calculations to aide in decision making process◦ AVERAGE calculates the average of a range of

numbers◦ MIN calculates the minimum value in a range◦ MAX calculates the maximum value in a range◦ COUNT counts the number of values within a

range◦ MEDIAN finds the midpoint value in a range


Basic Statistical Functions

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Efficiently handle time-consuming procedures

Help analyze data related to the passing of time

TODAY function places the current date in the selected cell =TODAY() ◦ Updates when file is opened again

NOW function displays current date and time, side by side


Date Functions

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Logical functions help in decision making Lookup functions are very useful for looking

up data entered in a specific range of cells◦ Example: Well suited well for tax tables◦ Searches for a value based on a cell reference◦ Two types: VLOOKUP and HLOOKUP

VLOOKUP arranges data vertically HLOOKUP arranges data horizontally


Logical and Lookup Functions

42

Used to determine whether a condition has been met

Has three arguments:◦ =IF(condition,value_if_true,value_if_false)

a condition tested to determine if it is true or false the resulting value if the condition is true the resulting value if the condition is false

When the condition is met, the formula performs one task; when it is not met, the formula performs another task


IF Function

43

Allows for lookup within a vertical table of information

Well suited for large tables of data, such as tax tables

Has three required arguments and one optional argument:◦ VLOOKUP(lookup_value,table_array,col_index_num,r

ange_lookup) a lookup value stored in a cell a range of cells containing a lookup table the number of the column within the lookup table that

contains the value to return


VLOOKUP

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The lookup value ─ value to look up in a reference table

The lookup table ─ a range of cells containing the reference table◦ A breakpoint ─ is the lowest numeric value for a

category or series The column index number ─ the column

number in the lookup table that contains return values


VLOOKUP (continued)

45

Used for decisions involving payments, investments, interest rates, etc.

Allows you to consider several alternatives


Financial Functions

46

Used to calculate loan payments Has three arguments:

◦ PMT(rate,nper,pv,fv,type) the interest rate per period the number of periods the amount of the loan

Computes the associated payment on a loan


PMT Function

47

Used to determine the future value of an amount, such as an investment

Has three arguments:◦ FV(rate,nper,pmt,pv,type)

The interest rate (also called the rate of return) The number of periods (how long you will pay into

the investment) The periodic investment (how much you will invest

per year)


FV Function

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Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 Exploring Microsoft Office Excel 2007 1 Copyright © 2008 Prentice-Hall. All rights reserved