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Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

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Presentation on theme: "Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,"— Presentation transcript:

1 Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g., Average word length Record keeping –E.g., Grade Book

2 Excel-Introduction Spreadsheet—software to manipulate data in a table primarily by numerical calculation Uses –Analyzing numbers Grade book, lab data, budget –Storing data in table List of passwords Class schedule Address book –Graphing data –Experimenting with numbers (What If?)

3 Terminology Cell –Intersection of a row & a column Cell Address –E.g., A1, B5, C7 Cell Content –Text –Number –Function (defined by user) –Formula (defined by Excel)

4 Introduction to MS Excel (1.1) 1. Open Windows 2. Practice Files –Student data disk  Exploring Excel 3. Start Excel –Worksheet –Rows, columns, cell 4. Open Grade Book from Exploring Excel 5. Active Cell, Formula Bar, Worksheet –Cell reference—b1, C3, etc. –Formula (e.g., E3) –Click on different worksheet tabs

5 6. Experiment (What If?) –Change a grade  Average changes 7. Help Menu –“How do I sort a column?” 8. Print Workbook –File  Print –But use Print Preview first

6 Modifying a Worksheet (1.2) 1. Open Grade Book. 2. Save –Save As Finished Grade Book. 3. Delete a Row –Click any cell in row 6. – Edit  Delete  Entire Row –Undo: Edit  Undo –Delete row 6 for good –(Edit  Clear is the same as Highlight  Press Delete)

7 4. Insert a row –Click any cell in row 5 –Insert  Rows –Enter: Coulter, 85, 95, 100, =(b5+C5+2*D5)/4 –Save: File  Save 5. Autocomplete Feature –Insert new row at row 6. –Type C in A6 (which completes Coulter) Enter Courier, 75, 75, 85, = (B6+C6+2*D6)/4 6. Insert a Column –Click column heading B –Right-click  Insert –Enter: Major (in b1), CIS (in b3), MKT (in b4), ACC (in b5), FIN(b6), CIS (b7)

8 7. Display the Cell Formulas –Tools  Options  View  Formulas  OK 8. Page Setup –File  Page Setup  Page  Landscape  Fit to 1 page –Click Margin tab. Check center horizontally. (Print preview) –Click Header/Footer tab Click none –Click Sheet tab. Check boxes to print Row & Col Headings, Gridlines. 9. Print Preview –To switch to displayed values from cell formulas: CTRL+’

9 10. Insert and Delete a Worksheet –Click first worksheet tab. –Insert  Worksheet –Enter: Student, Mid Term, Final, Average Blank row Tom, 100, 82, 91 Dick, 81, 91, 86 Harry, 80, 88, 84 Blank row Class Average, formula for Mid Term col, formula for Fins Col –Delete CIS223 sheet Edit  Delete Sheet –Print current sheet

10 Creating a Workbook (2.1) Objective: –Create a new workbook –Relative & Absolute addressing –Copy command 1. Create a New Workbook –Enter A1: CIS120 – Spring 2000 A3: Student B3: Test 1 C3: Test 2 D3: Final E3: Average

11 2. Save –In Exploring Excel folder, save as My Grade Book. 3. Enter Student Data (Page Excel-49) –Enter: A4: Costa, Frank, 70, 80, 90 A5: Ford, Judd, 70, 85, 80 A6: Grauer, Jessica, 90, 80, 98 A7: Howard, Laren, 80, 78, 8 A8: Krein, Darren, 85, 70, 95 A9: Moldof, Adam, 75, 75, 80 A11: Class Averages 4. Exam Weights –Enter A13: Exam Weights, 0.25, 0.25, 0.5

12 5. Compute the Semester Average –E4: =$B$13*B4+$C$13*C4+$D$13*D4 –(E4 should display 82.5) –Note the absolute cell reference –What is the meaning of cell reference, like C5, anyway? 6. Copy the semester average Click E4. Edit  Copy. Click E5 through E9. Edit  Paste 7. Compute Class Averages –Enter in B11: =AVERAGE(B4:B9) –Copy B11 to C11 – D11 8. What IF? Change Exam Weights –Change weights to.2,.2,.6 –Or, to.3,.3,.4 –Use UNDO to return to original

13 Formatting a Worksheet (2.2) Objective: –Formatting cells—bold, italics, shading, borders –Font and alignment –Changing column widths 1. Center Across Selection –Open My Grade Book –Select A1 through E1 (Width of entire worksheet) Format  Cells  Alignment  Center Across Selection –Select B3 through E13 Click Center button

14 2. Increase Column Width –Select A4 through A14 –Format  Column—Autofit Selection –Save 3. Format the Exam Weights –Select B13 through D13 Right Click  Format Cells  Numbers  Percentage  0 decimals  OK Undo to return to previous state –Click % button on the Formatting toolbar (shortcut) 4. Noncontiguous Ranges –Select B11 thru D11. Press and hold CTRL key as you select E4 thru E9. Release CTRL key. –Format numbers to 1 decimal place (Use either Format  Cells or Tool Bar)

15 5. Border Command –Select A3 thru E3. At the same time select A11:E11; also, A13:E13. –Format  Cells  Border tab –Choose a line width. Also, choose Top and Bottom boxes. 6. Add Color –Select A3:E3, A11:E11, and A13:E13 –Click Fill Color button  choose yellow. –Click boldface and italics buttons. –Click outside. Save.

16 7. Enter Your Name & Social Security No. –In A15: type Grading Assistant –In A16: type your name –In A17: type your SSN (no hyphen) –Right-click in A17  format Cells  Number tab  Special  SSN. OK –=Now() – for date (Format Cells  Date) –=Time() – for time (Format Cells  Date) 8. The Page Setup Command –File  Page Setup  Margins  check Center Worksheet –File  Page Setup  Sheet tab  Row & Col Headings, Gridlines –Print Preview –Print

17 9. Print Cell Formulas –Tools  Options  View tab  check box for Formulas –Adjust column E (double click border of E & F) –File  Page Setup  Page tab  Landscape –Click option button Fit to 1 page. OK –Print Preview. Print

18 Analysis of a Car Loan (3.1)

19 Mortgage Analysis (3.2)

20 Analysis of a Car Loan (3.1) Objectives: –To crate a spreadsheet that will analyze a car loan –To illustrate the use of the PMT function –To use the Goal Seek command

21 Analysis of a Car Loan 1.Enter descriptive labels. 1. Create a new workbook. (Click New button.) 2. In A1: type Price of car; 3.In A2: type Manufacturer’s rebate 4. In A3: type Down payment; 5. In A4: Amount to finance; 6. In A5: Interest rate 7. In A6:Term (years) 8. In A7: Monthly payment

22 PMT Function 2. Enter the PMT function and its parameters 1.In B1: enter 14,000 2.In B4: =B1-(b2+b3) 3.In b5: 9% 4.In B6: 3 5.In B7: =PMT(B5/12,b6*12,-b4) (Note –B4) 6.Save

23 What If? 3. What If? 1.In B1: change price to In b2: enter 1000 (rebate) 3.In B3: enter 3000 (down payment) 4.In b5: change to 8% (interest) 5.In b6: change to 4 years

24 4. The Goal Seek command Click cell B7 (cell with PMT command) This is the “Goal” Tools  Goal Seek Set cell = B7; In To value text box, type 200 (desired value of the monthly payment) Click in By changing cell: Type B1 (This is the cell whose value will be determined). Click OK. 5. Save

25 The Expanded Grade Book (3.3) Objectives: –Statistical functions AVERAGE, MAX, MIN –Logical Functions IF, VLOOKUP –Autofill

26 1. Open Extended grade book. 2. The Fill Handle –In C3: (Test 1). Point to fill handle, drag over D3-F3. –Autofill capablity Mon, Tues, Jan, Feb 1, 2, 3 Quarter 1, Quarter 2 3. Format SSN –Select B4:B17 –Right-click  Format Cells  Number tab  Special  SSN OK. Save

27 4. Freeze Panes (To show freeze some columns and rows) –CTRL+Home. –Click B4. Window  freeze Panes. –Go to Specific Cell. Type in Name box (left of format bar) F5. 5. IF Function –IF(test expression, value if true, value if false) For example, create column K (Pass/Fail) IF(G4>=60,”PASS”, “FAIL”) or IF(G4<60,”FAIL”,”PASS”) –Click I4. –Type IF(H4=“OK”,G4=$H$19,G4)

28 6. VLOOKUP Function –VLOOKUP(numeric value to look up, range of cells containing table, column-number with the table that contains the result) –Table of break-point (lowest value) for the grade, must be in ascending order –VLOOKUP(I4, $I$21:$J$25,2) –1. In cell J4: vlookup(I4,$I$21:$J$25,2) 7. Copy the IF and VLOKUP Functions –Select I4 & J4. –Drag fill handle to copy to I5:J17. –Save

29 8. Statistical Functions –In C19: =AVERAGE(c4:c17). Format to 1 decimal place. –In C20: =MAX(c4:c17) –In C21: =MIN(c4:c17) –In C22:=c20-c21 9 Copy the Statistical Functions –Select c19:c22. Copy to D19:f Print Preview –In G26: type Grading Assistant –File  Page Setup  Page tab  Landscape button  Fit to 1 page –Margins tab  center horizontally. –Sheet tab  Row & Column Headings  Grid lines –Show Formulas (Ctrl`) or (Tools  View  Formula)

30 Chapter 4: Graphs & Charts

31 Chart Wizard (4.1) Objective: To create & modify a chart by using the Cart Wizard To embed a chart within a worksheet To enhance a chart to include arrows and text

32 1. The autoSum Command –Open Software Sales workbook. Save as Finished Software Sales. –Select B7: Click AutoSum button (The “sigma” in the tool bar) –Do the same for C7:E7 –Select F4:F7. Click AutoSum button, to calculate the entries t othe left of the selected cells –Select B4:F7. Format with currency and no decimals. –Boldface row and column headings and totals. –Add a red border around the table. Center the headings. Save. –(Try AutoFormat to get ideas for formatting. Format  Autoformat)

33 2. Start the Chart Wizard. –Separate tool bar if they occupy the same row. Tools  Customize  Options  clear check box for “toolbars share one row.” –Select B3:E3 (Category labels) Hold Ctrl key & select B7:E7 (data series) –Click Chart Wizard button (bar graph icon) If it is not visible, Insert  Chart –In Chart dialog box, choose Column chart type and Clustered coulmn. Click Next –Click Series tab. Next. –Click Titles tab. For title, type: Revenue by Geographic Area. –Click Legend tab, and clear the box to show a legend. –Click box for As object. Click Finish.

34 4. Move & Size the Chart –Be sure to select the entire chart, not parts of it—like the title –To move chart, select chart and drag –To resize, drag a corner handle –You can copy a chart to a Word document. 5. Change the Worksheet –Select B4. Change entry to Note that the chart changes accordingly. –Select B3. Change entry to Chicago. Note the category change. –Click the Undo button twice, to return to former state. –To Create chart border Select chart background. Right-click--?Format Chart Area-- >Patterns  Custom border. Check Shadow & Round corners chhoose color, border style, etc.

35 6. Change the Chart Type –Select chart background. Chart type button  3- -D Pie Chart. –Point to chart area. Right-click  Chart Options  Data Labels tab  Show label & percent. OK. –To adjust labels: Select grad area (Plot area) and resize chart. Point to any of the labels, right-click  Format Data Labels  font tab. Change fonts.

36 7. Create a Second Chart –Select a4:A6 in the worksheet. Hold Ctrl key and select f4:F6 –Click Chart Wizard button, choose Clustered column with a 3-d visual effect subtype. Click Next –Click the titles tab; Enter the title: Revenue by Product Category. –Click the lengend tabl, clear the show legend box. Click Next –Select option As new Sheet. Click Finish.

37 8 Add a Text Box –Display Drawing toolbar. (Right-click on any toolbars to display list of available toolbars.) –Click text box, drag to create a box. Enter the text: Word processing leads all categories. –Right-click on border  font tab  12 point bold. –Colors and Lines tab  white. OK Stretch to show text on one line. –Select title. Right-click  Format to font 22.

38 9. Create a 3-D Shape –Click AutoShapes button  Block Arrows  left arrow. –Click in chart, drag to create an arrow. –Click 3-d button on drawing toolbar (right bottom)  3_D Style 1. –Right-click  Format AutoShape  Clors and Lines tab  Red. OK –Position arrow next the word processing coumn. Text box is right above it. –Save.

39 Multiple Data Series (4.2) Objectives: To plot multiple data series in the same chart To differentiate between data series in rows & columns To create and save multiple charts in the same worksheet

40 1. Rename the worksheet –Open Finished Software Sales. –Point to Sheet1  right-click  Rename. Type Sales Data. –Similarly, rename Chart1 to Column Chart. –Save the worksheet. 2. Sales Data tab  select A3:E6. Click Chart Wizard. –Select column chart type  Clustered column with a 3- D visuual effect. Next 3. View the Data Series –Check data rage as Sales Data:!$A$3;$E$6 Option button Series in Rows checked Note each series (Word Processing, Spreadsheets, database)

41 Excel’s Default Selections –Want fewer data series than categories. Thus, if selected cells contains fewer rows than columns (or are equal), rows become series, and columns become categories. If fewer columns, than columns become series. 4. Complete the Chart –Click Next. Type the title: Revenue by City. Next –Click As new sheet. Finish.

42 5. Copy the Chart –Point to Revenue by City sheet. Right-click  Move or Copy. –Click Sales Data in Before Sheet list box. Check Create a Copy box. –Rename Revenue by Product 6. Change the Source Data –Select Revenue by Product tab sheet. Click Title— change City to Product Category –In the menu: Chart  Source Data  Columns option button  Series tab –Not the difference—3 data series in old chart; 4 data series in new chart.

43 7. Change the Chart Type –Chart area  right-click  Chart Type  Stacked Clumn with a 3-d visual effect. OK –Prin  Entire Workbook


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