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Overview of MS Excel
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MS Excel Overview
Andy Remedios
2015
Why Use Excel?
When You Need To: Track accounting / financial
data Expenses
Debit/credit tracking
Income tax calculations
Mortgage / refinance calculations
Gas mileage
Use simple math formulae Math & trigonometry
Date / time
Statistics
Et. al.
Organize data into tables
Create lists To-do lists
Check lists
Shopping lists
Party invitees & pot luck dishes
Wedding logistics
Display graphs and pie charts
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What Is Covered
Basic Features
Getting Help
Basic Definitions
Basic Functionality
Formatting
Text
Numbers
Cell References
Printing
Useful Tricks
Using the fill handle
Freezing headers
Using functions
Advanced Features
Macros
Importing / exporting data
Graphs / pie charts
Visual Basic
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Basic Features
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Getting Help
F1 Key (Help Key)
Internet
Microsoft:
http://office.microsoft.com/en-us/excel-help/
Google:
http://www.google.com
YouTube:
http://www.youtube.com
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Basic Definitions
Cell most basic unit of Excel
Row horizontal collection of cells
Column vertical collection of cells
Worksheet a single page in an Excel file
Workbook a collection of worksheets (i.e. an
Excel file)
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Basic Functionality
Entering text vs. numeric data
Selecting cells, rows, & columns
The clipboard: copying & pasting data
Ctrl-C (copy)
Ctrl-V (paste)
Ctrl-X (cut)
Paste special (see next page)
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Paste Special
Transposing Data
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Formatting Text Data
Font selection
Bold, italic, underline
Justification (Right, Left, Center)
Indentation
Wrap Text
Merge & Center
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Formatting Numbers
Currency
Date
Time
Phone numbers
Social Security numbers
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Cell Referencing
Precede reference with = sign
Relative Cell References (default)
Access the cell relative to the current cell location
No use of $ to reference cell
Absolute Cell References
Always use the referenced cell, regardless of current cell location
Uses $ to reference cell
Refinancing example:Relative Absolute
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Referencing Cells on Another
WorkSheet
Type = sign
Followed by worksheet name in single quotes ( )
Followed by exclamation point !
Followed by cell reference
Example: =Sheet1!A1
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Sorting Data
Highlight the cells you wish to sort
Home Sort & Filter
Data Sort
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Printing
File Print Ctrl-P (shortcut)
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Useful Tricks
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2Fill Handle
Quick way to populate cells with data using a predictable pattern
1. Numeric patterns
2. Days of the week
3. Months of the year
Procedure
Highlight a group of cells
Hover cursor over box in lower right corner
Drag to desired length
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s1
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Freezing Rows/Columns
Select row/column/cell where you would like
freezing to occur
View Freeze Panes
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Freezing Rows/Columns When Printing
Add Page Setup to Quick Access Toolbar File Options Quick Access Toolbar
Find Page Setup in left column
Press Add >> button to add it to right
column
Set Rows/Columns to Freeze in Page Setup
Page Setup Sheet
Rows to repeat at top
Columns to repeat at left
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Functions
Many different types of functions in Excel Basic arithmetic
Financial
Date & Time
Statistical
Lookup & Reference
Database
Text
Logical
Information
Engineering
Cube
Compatibility
Click on the fx
Formulas Insert Function
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Advanced Features
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Macros
1. What is a macro?a) A sequential set of instructions
2. Add Developer tab to the ribbon
a) File Options Customize Ribbon Main Tabs
b) Make sure Developer check box is checked
3. Create a Macroa) Developer Record Macro
b) Name your new Macro
c) Perform a task in Excel
d) Developer Stop Recording
4. Use the Macroa) Developer Macros
b) Select the desired Macro from the list
Why use Macros?
Save time
Creates processes that can be stored Used in other Excel files
Shared with others
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Importing/Exporting Data
Enables users to exchange data with
other applications
Internet
Quicken
TurboTax
Export Data
File Save As
Most common is .CSV format
(comma-separated values)
Import Data
Simply open the .CSV file in Excel
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Creating Graphs
Insert Column 2-D Column
Month Sales Expenses
Jan $ 31.00 $ 47.00
Feb $ 86.00 $ 63.00
Mar $ 51.00 $ 77.00
Apr $ 9.00 $ 98.00
May $ 39.00 $ 17.00
Jun $ 38.00 $ 72.00
Jul $ 9.00 $ 95.00
Aug $ 48.00 $ 51.00
Sep $ 72.00 $ 39.00
Oct $ 3.00 $ 25.00
Nov $ 58.00 $ 87.00
Dec $ 31.00 $ 79.00 $-
$20.00
$40.00
$60.00
$80.00
$100.00
$120.00
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Sales
Expenses
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Creating Pie Charts
Insert Pie 3-D Pie
Jan $ 44.00 $ 22.00
Feb $ 7.00 $ 98.00
Mar $ 68.00 $ 47.00
Apr $ 94.00 $ 80.00
May $ 75.00 $ 42.00
Jun $ 87.00 $ 74.00
Jul $ 49.00 $ 5.00
Aug $ 46.00 $ 37.00
Sep $ 38.00 $ 17.00
Oct $ 87.00 $ 76.00
Nov $ 87.00 $ 82.00
Dec $ 96.00 $ 59.00
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
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Visual Basic
Powerful feature that allows users to create
customized forms and background processing
Add Developer tab to the ribbon
File Options Customize Ribbon Main Tabs
Make sure Developer check box is checked
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And remember
numbers dont lie.
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