Intro to Excel

Microsoft ExcelMicrosoft Excel

Presented by:Presented by:Diane M. CoyleDiane M. Coyle

JEVS Career StrategiesJEVS Career Strategies

ObjectivesObjectives

Exploring the Application WindowExploring the Application WindowData Entry & Worksheet NavigationData Entry & Worksheet NavigationSelecting Cells and TextSelecting Cells and TextSimple Formulas Simple Formulas Relative & Absolute Cell

ReferencesWorking with FunctionsFinancial, Logical & Date Functions

Microsoft ExcelMicrosoft Excel

Microsoft Excel is a Microsoft Excel is a spreadsheet applicationspreadsheet application

Used to manipulate and Used to manipulate and analyze data (usually analyze data (usually numeric), create graphs numeric), create graphs & charts, reports, etc.& charts, reports, etc.

Start > Programs > Start > Programs > ExcelExcel

The Excel WindowThe Excel Window

Common Windows ElementsCommon Windows ElementsTitle BarTitle BarMenu Bar (2003)Menu Bar (2003)Toolbars (2003)Toolbars (2003)Ribbon (2007)Ribbon (2007)Status BarStatus BarTask BarTask BarScroll BarsScroll Bars

The Excel WindowThe Excel Window

Excel ElementsExcel ElementsWorksheet/Workbook Window – Document Worksheet/Workbook Window – Document

windowwindowColumn & Row HeadingsColumn & Row HeadingsName Box & Formula BarName Box & Formula BarSheet Tabs & Tab Scrolling ButtonsSheet Tabs & Tab Scrolling ButtonsCursor and Insertion PointCursor and Insertion Point

Workbook NavigationWorkbook Navigation

Cell ReferenceCell Reference Intersection of a column & rowIntersection of a column & rowCell A1 – Home cell (top left corner)Cell A1 – Home cell (top left corner)

Active CellActive CellSelected cell – Dark border, ready for data Selected cell – Dark border, ready for data

inputinputCell reference appears in Name boxCell reference appears in Name box


Navigate Within WorksheetNavigate Within WorksheetEnter – Moves down one cellEnter – Moves down one cellTab – Moves to the right one cellTab – Moves to the right one cellMouseMouseKeyboard shortcuts (see handout)Keyboard shortcuts (see handout)Ctrl-Home – Moves to cell A1Ctrl-Home – Moves to cell A1Enter desired cell in the Name boxEnter desired cell in the Name box


Navigate Between WorksheetsNavigate Between WorksheetsDefault = 3 worksheets per workbookDefault = 3 worksheets per workbookClick sheet tab to chooseClick sheet tab to chooseUse tab scrolling buttons to view additional Use tab scrolling buttons to view additional

worksheet tabsworksheet tabs

Data EntryData Entry

TextTextLetters, symbols, numbers, spacesLetters, symbols, numbers, spacesMay be data, but is usually descriptive – i.e. May be data, but is usually descriptive – i.e.

LabelsLabelsDefault = Left alignedDefault = Left aligned

DatesDatesTreated differently than textTreated differently than textFormat can be changedFormat can be changed


ValuesValuesNumbers representing quantityNumbers representing quantityCurrency, percentages, negative numbers, Currency, percentages, negative numbers,

etc.etc.Default = Right alignedDefault = Right alignedSome numbers (phone numbers, SS#) may Some numbers (phone numbers, SS#) may

be treated as textbe treated as text


FormulasFormulasExpression used to calculate a valueExpression used to calculate a valueAlways begin with the equal sign (=)Always begin with the equal sign (=)Arithmetic OperatorsArithmetic Operators

+, -, *, /+, -, *, /

Order of Precedence – Determines which Order of Precedence – Determines which operator is calculated firstoperator is calculated firstPlease Excuse My Dear Aunt SallyPlease Excuse My Dear Aunt SallyParentheses, Exponents, Multiplication, Division, Parentheses, Exponents, Multiplication, Division,

Addition, SubtractionAddition, Subtraction

Correcting DataCorrecting Data

While cell is still active – Backspace keyWhile cell is still active – Backspace keyAfter data has been entered:After data has been entered:

Click on cell, re-enter correct info Click on cell, re-enter correct info ORORSelect cell, edit data in Formula bar Select cell, edit data in Formula bar ORORDouble-click cell to open in edit modeDouble-click cell to open in edit mode

Selecting Cells, Text & RangesSelecting Cells, Text & Ranges

Range – Group of worksheet cellsRange – Group of worksheet cellsAdjacent – Single rectangular blockAdjacent – Single rectangular block

Example – A1:B10Example – A1:B10Select by clicking a corner cell, hold left mouse Select by clicking a corner cell, hold left mouse

button down and drag to last desired cell. Release button down and drag to last desired cell. Release button once range is highlighted.button once range is highlighted.

Non-Adjacent – Two or more separate blocksNon-Adjacent – Two or more separate blocksExample: A1:B10;A12:B15Example: A1:B10;A12:B15Select first range as above, then hold Ctrl key and Select first range as above, then hold Ctrl key and

select next range.select next range.


Alternate Selection MethodsAlternate Selection MethodsSelect large blocks by clicking first cell, hold Select large blocks by clicking first cell, hold

Shift key and click last cellShift key and click last cellEntire worksheet – Click Select All button Entire worksheet – Click Select All button

(upper left corner of worksheet)(upper left corner of worksheet)Entire row or column – Click row or column Entire row or column – Click row or column

headingheading


Moving DataMoving DataSelect desired rangeSelect desired rangePosition cursor on border, Position cursor on border,

look for 4-headed arrowlook for 4-headed arrowLeft click and drag to new Left click and drag to new

locationlocation

Using FormulasUsing Formulas

Always begin with the equal signAlways begin with the equal signOrder of Precedence (see handout)Order of Precedence (see handout)Whenever possible, Whenever possible, don’tdon’t use numbers! use numbers!Type cell references Type cell references ORORUse “point and click” – reduces input Use “point and click” – reduces input

errorserrors


Addition: Addition: ++Subtraction: Subtraction: --Multiplication: Multiplication: **Division: Division: //


Copying and Pasting FormulasCopying and Pasting FormulasReduces input errorsReduces input errorsSaves timeSaves timeCell references change as requiredCell references change as requiredSelect cell or range > Click Copy buttonSelect cell or range > Click Copy buttonSelect desired location > Click Paste buttonSelect desired location > Click Paste button

Using the Fill ToolUsing the Fill Tool

Using the Fill ToolUsing the Fill ToolMore efficient than Copy/PasteMore efficient than Copy/PasteFill handle – Right bottom corner of active cellFill handle – Right bottom corner of active cellLeft click and drag fill handle to copy cell Left click and drag fill handle to copy cell

contentscontents


Fill Handle – Bottom right corner of cellFill Handle – Bottom right corner of cellDrag fill handle to copy cell information to Drag fill handle to copy cell information to

other designated cellsother designated cellsCopy text, numbers, formulas, datesCopy text, numbers, formulas, datesSmart tag – Provides additional optionsSmart tag – Provides additional options


Fill SeriesFill SeriesMenu: Edit > Fill > Series (2003)Menu: Edit > Fill > Series (2003)Home tab > Editing group > Fill button > Home tab > Editing group > Fill button >

Series (2007)Series (2007)Numbers increase Numbers increase

by constant valueby constant valueDatesDatesDays of WeekDays of WeekMonthsMonths

Technology

Intro to Excel