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Microsoft Excel 2000
Lecture 1
Overview of Excel
• Excel is a spreadsheet program.• Excel is used to analyse numerical data.• Excel replaces the function of a calculator.• You can enter and format data easily.• You can analyse data by using formulas and
functions.• You can view data as a graph or chart.• You can make what-if analysis.
Loading Excel 2000
• Click START Menu.
• Choose Programs.
• Choose Microsoft Excel.
Introducing Excel Window
Titlebar displays program name and
filename.
Control-menu buttons are restore,move, size, minimize, maximize,
close.
MenubarMinimize,
Restore and Close buttons.
Standard ToolbarFormat
Toolbar
Name BoxFormula Bar
Edit Formula Button
Workspace displays
workbook window
Status Bar
Workbook Window• Displays a new blank workbook file containing three
blank sheets.• A sheet is used to display different types of
information, such as financial data or charts.• Whenever you open a new workbook it displays a
worksheet.• A worksheet, also referred as spreadsheet is a
rectangular grid of rows and columns used to enter data. It is the primary type of sheet you will use in excel.
• The parts of the worksheet are...
Introducing Workbook Window
Row Numbers
Column Letters
ColumnRowActive SheetTab Scroll
Buttons
Cell Selector identifies active cell.
Name box displays
reference of Active Cell.
Formula box displays the
value of Active Cell.
Using the Office Assistant
• You can use the office assistant as in MS Word.
• Press F1 to display office assistant.
• Then you can type your question and display the related help topics as usual.
Using Toolbars
• Standard and Formatting toolbars are displayed automatically.
• Standard toolbar contains most frequently used buttons.
• Buttons on the formatting toolbar are used to change the format and the design of the worksheets.
• You can open toolbars by using View Toolbars... Menu item.
Moving around the Worksheet
• Either the MOUSE or the KEYBOARD can be used to move CELL SELECTOR from one cell to another.
move left move right move up move down
• Page-up move one page up
• Page-down move one page down
• CTRL+ last column
• CTRL+ last row
Moving with Keyboard
Entering Data
Types of Entries
• The information you enter in a cell can be:– TEXT
– NUMBERS
– FORMULAS
Text Entries
• Can contain any combination of letters, numbers, spaces, and any other special characters.
• Max 32000 characters can be entered in a cell.
• By default they are aligned to left.
Number Entries
• Number entries can contain only the digits 0 to 9 and any of the special characters + - ( ) , . / $ % E e.
• Number entries are used in calculations.
• Numbers are aligned to right, by default.
Formula Entries
• An entry that begins with an equal sign “=“ is a formula.
• Formula entries perform calculations using numbers or data contained in other cells. The resulting value is a variable value because it can change if the data it depends changes.
• In contrast a number value is a constant value.
Entering Data Example
Let’s Enter Data
Goto B2 and press “J” character.
CANCEL BUTTONENTER
BUTTONFormula Bar
Displays Entry
Active CELL displays Entry and Insertion
Point
You can use cancel and enter buttons to cancel the entry or complete the entry with your mouse.
Type “anuary” to complete the wordto “January” and
press ENTER.
Text entries are LEFT Aligned.
Cell Selector moves down
after you press ENTER.
You can press BACKSPACE if
you have mistyped a character.
Enter Edit Delete Copy: Data
Let’s Edit the Contents of the cell
B3 and change January to JAN.
1. Put your mouse over cell B3.
2. Double click or press F2.
Insertion Point
You can move insertion point by
using HOME, END, , keys.
Mouse pointer is now an I-beam.
You can position insertion point by
using mouse as well.
DELETE key deletes the next character to the
I-Beam.
BACKSPACE key deletes the previous
character to theI-Beam.
1. Position insertion point to end of the word January.
2. Press BACKSPACE 6 times.
3. Type “AN”.4. Press Enter button.
Moving horizontally write the words FEB, MAR, APR, MAY, JUN and
TOTAL in cells C3 through H3.
Move to C2 and type “1999 First Half
Budget”Long text Entry.
Now write row headings:A4 SALESA5 ClothingA6 Hard GoodsA7 Total Sales
You should have a similar looking
worksheet.
ENTERING NUMBERS
1. Move to B52. Type 1400003. Press
Numeric entries areright aligned by
default.
Write following:C5 135000D5 200000E5 210000F5 185000G5 185000
Then These:B6 94000C6 89000
D6 120000E6 145000F6 125000G6 125000
Now A6 cannot be displayed completely, but it is
displayed completely in the formula bar.
Save the workbook with
the name “Sales Data”
Now enter Expenses Data.
Then copy contents of B12 to C12 by
using Copy & Paste buttons.
Now select cells through D12 to G12
and press paste.Now select cells B13
to B15 and copy cells.
Then select cells C13 to G15 and
press paste again.CUT, COPY, PASTESHORT-CUTS
CUT CTRL+XCOPY CTRL+CPASTE CTRL+V
ENTERING FORMULAS
1. Move to cell B52. Enter
=B5+C5+D5+E5+F5+G53. Press ENTER.
Results of the calculation appears in the cell.
If you changethe contents of one of the
cells B5 to G5 then formula is recalculated.
You can change the format of cells using
FormatCells... Menu item.
You can change Data Format, Alignment,
Fonts, Borders, Background, from
this dialog box.
Data formats in Excel include:
General, NumberCurrency, Accounting
Date, TimePercentage, Fraction
Scientific,TextSpecial, Custom
Previewing and Printing Worksheets
Previewing andPrinting an Excel
Workbook
Preview FilePrint Preview...
Print FilePrint...
Write formulas usingprint mode
1. Move to B72. Type =3. Select B54. Press +5. Select B66. Press Enter Command
Formula =B5+B6 iscalculated in cell B7
You can copy the formulas in the same way as other values.
Copy the formula in B7 to cells C7 to G7
using range-selection.
Notice that the formula in B7 =B5+B6 changes
relative to the cell it is copied. It becomes=C5+C6 in C7.
1. Select cells through B10 to G10.
2. Type =B7*4%3. Press CTRL+EnterFormulas B7*4%, C7*4%, ... G7*4%
are entered automaticly.
NowEnter the formula
=B7*58% to the cellsin range
B11 to G11using same method.
Again we observe that the correct versions of the
formulas are entered to all of the selected cells.
EnteringFunctions
Using functions you canincrease your
Productivity. You can write =SUM(B10:B15) instead of the formula
B10+B11+B12+B13+B14+B15
Move to cell B16.
Press Autosum button.Excel proposes a range to automaticly for
you.Now Press Enter command and enter
formula.
FunctionName
RangeArgument
Now copy the function from B16 to range
C16 to G16.
Now • Goto cell B18 and
select the range B18 to G18.
• Then Enter formula =B7-B16
• ress CTRL+Enter.
Obsreve result.Goto H6 and pressAutosum button.
Excel proposalsincorrect range.
Now select range B6 to G6
Range is corrected.Press EnterCommand.
Copy cell H6 torange H7 to H18.
Move to H8
Range references blank cells.
1. Move to I3.2. Type AVG and
right align it.3. Move to I5.
Another way toenter a function is
Paste Functionutility.
Press Paste Function
Button1. Select
Statistical2. Then
Average3. Press OK
Proposed Argument RangeHide dialogbox to select
range.
Description of function
Formula Result
Calculated
Because the proposed argument list is incorrect, (it includes total) we
will select the actual range.
1. Click Hide Dialog Box button.
Name Box asdrop down
list
Dialog-box reduced to a single bar to allow easy access to worksheet.
Restores display of
dialog box.Select B5 through G5Press Restore
Dialog box button.Press OK.
Copy the function to cells
I5 to I18.
1. Move to J5.2. Enter =H5/H7
To get ratio of sale to total sales.
Copy cell to J6.
Error occurs because formula becomes H6/H8
What we wanted was to compute ratio H6/H7. So H7 must be an absolute reference rather than a
relative reference.
Reference typesH7 Relative reference.$H$7 Absolute reference.$H7 Mixed reference.H$7 Mixed reference.
Goto J5 and press F2 to edit it.
Move cursor to start of H7 and
press F4.
If you continue to press F4 you will observe all kind
of references. ($H$7, $H7, H$7,
H7).
Press Enter Command when
it shows $H$7 reference.
After copying J5 to J6 observe on the formula bar that
H7 reference doesn’t change.
To clarify the meaning of cell contents you can enter a comment to a
cell. From Insert menu select Comment
Red triangle indicates cell
has a comment.
Enter comment to
text box.
Comment text box
nameType “Total hard goods sales as a
percent of total sales” as comment.
To close the comment click anywhere
outside the comment box.
To view the comment again point to cell or
select View Comments menu
item.
Changing the column width
AdjustingColumn Widths
After entering the numbers for January in column B, any long
headings in column A were cut off or interrupted. To allow the long text entries to be fully displayed, you can
increase the column’s width.
Column A contains many
interrupted headings.
Column WidthThe size or width of a column
controls how much information can be displayed in a cell. A text entry
that is longer than the column width will be fully displayed only if the cells to the right are blank. If the
cells contains data, then the text is interrupted.
The column width can be quickly adjusted by dragging
the column divider line located to the right of the
column letter. Dragging it to the right increases column
width. Max column width is 255.
Drag the column divider line located to the right of the
column letter.
Reference Line shows the place of the moving column width.
Next you want to see how the columns would be
displayed if you decrease the width of all the
columns from B to J. You can decrease the width of
all the columns individually, but there is a
faster way to do this.
To set the width of multiple columns you
should select the columns you want by clicking the
first one and then dragging your mouse.
Now you can set the width of all columns by setting the width of one
of the selected columns. Just repeat the previous step. And then
goto A1.
All the cells in the selected columns have changed to five character spaces. Notice that a series of
number signs (#####) appears in most of the worksheet cells.
Whenever the width of a cell is too small to display the entire number,
number signs are displayed.
As you can see, this new column width is too small. To cancel the
most recent operation and restore the worksheet to how it was prior to your change Click UNDO. The effects of
the column width setting are reversed to the prior column width setting.
To undo several actions at once, open the Undo drop-
down list and select the actions you want to reverse. All
actions above the selected actions are also reversed.
Zooming the worksheet
You can reduce or enlarge the amount of information
displayed onscreen by changing the magnification
from between 10 to 400 percent.
You want to display more information:
Open zoom drop-down menu. Select 75%.
Formatting Numbers
• Number format affect how numbers look on screen when they are printed. They do not affect how excel stores or uses the values in calculations.
• The default format setting that controls how numbers are displayed in worksheet is General.
• General automatically sets the number format to a Date, Time, Comma, Currency, Percent or Scientific number format depending on the characters you used when entering data.
continued...
• The table below shows samples of how Excel automatically formats a number based on how it appears when you enter it.
ENTRY FORMAT10,000 Comma$102.20 Currency with 2 decimal
places.90% Percent with zero decimal
places.10/30/98 Date9:10 Time
continued...
• If no symbol is used, Excel leaves the number unformatted.
• Unformatted numbers are displayed without a thousand separator such as comma, with negative values preceded by a – (minus sign), and with as many decimal place settings as the cell space allows.
You will change the number format of cells through B5 to I18 to display dollar signs, commas,
and decimal places.
A quick way of selecting a range is to select the first cell of the range then press Shift
key and then pressing the last key of the range.
Using this method select the range B5 through I18.Click format cells.If necessary open the
number tab and select currency.
Click OK.A second category that
displays number as currency is accounting.
Click decrease decimal places button 2 times.
Then SelectFormat/Column/AutoFit
Menu Item.
AutoFit feature automatically adjusts column width to
display the contents of cells within the selection.
Cell Alignment
Select cells from A5 to A7 and A10 to A16 by using CTRL key.
Now openFormat/Cells and select
Alignment tab.
You can set cell alignment to any item in this drop-down box.
This time we will set Left alignment and
Indentation level to 2.
Observe that the contents of the selected
cells are indended 2 levels.
Inserting rows
You may want to insert rows after filling some parts of the worksheet.
You may do this by choosing Insert/Rows.
Goto A3 and Select Insert/Rows item from the
menu bar.
You may also insert columns by choosing
Insert/Columns.
Centering Across a Selection
You may want to set a heading for your
workbook, visible on the workbook.
Lets make our heading at C3 centered.
Select cells from A2
to I2
Press Merge and Center button on format toolbar.
Changing Fonts and Font Styles
You want to improve the worksheet appearence by
enhancing the appearance of the title. To do this you can
change the font settings.
Font settings are common to all
Office family of programs.
SelectTimes New Roman from font-face drop
down list.
Select 12 from font size drop-
down list.Click Bold.Set row heading in A8
and A17 to Bold.
Move to A5. Press Bold and Italic.
Double-click format painter. Click A10
and A19.Click format
painter.
Finally, you want to bold and underline
the column headings.
Select B4 through I4. Click bold and
underline.
Now select range B6 to I19. Change format to Accounting from
Format/Cells...Then select Format/Columns/AutoFit
Selection...
Adding Headers and Footers
To add a header,Preview the worksheet using
File/Print Preview.
Select Setup...Select Header/Footer tab.
Open Header list and select your
name, date, page number option.
You can select a predefined footer
by the same method.
Changing Page Orientation
Notice that entire page does not fit on
the screen.To see second page
click next.
You can use landscape style to fit the contents of worksheet on the
same paper.
Now press previous and then choose
setup.
Dont forget to set page tab.
Then choose landscape option.
Now you can print spreadsheet by using the print command.
End of lecture.
Don’t forget to save your work.