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1 NJ NY ACRAO Conference November 1, 2002 Beginning Excel XP for College Administrators Session III 2:20 – 3:30 PM

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2 I. Overview – Microsoft Excel 2000/XP Using Microsoft Excel in College Administration Using Microsoft Excel in College Administration The participants will be introduced to the basic concepts of spreadsheet analysis. The many uses of spreadsheets in college administration will be discussed. Topics will include basic spreadsheet setup, formatting a spreadsheet, formulas and functions, charting, enhancing the appearance of your spreadsheet. The participants will be introduced to the basic concepts of spreadsheet analysis. The many uses of spreadsheets in college administration will be discussed. Topics will include basic spreadsheet setup, formatting a spreadsheet, formulas and functions, charting, enhancing the appearance of your spreadsheet. Materials are available on the web after the conference. Materials are available on the web after the conference. Electronic Spreadsheet - help you perform numeric calculations rapidly and accurately. Electronic Spreadsheet - help you perform numeric calculations rapidly and accurately. Excel provides powerful features that enable you to analyze and present data in meaningful charts formats Excel provides powerful features that enable you to analyze and present data in meaningful charts formats Objectives of this session include: Objectives of this session include: –Introduction to the basic features of the Excel Worksheet –Familiarize with the environment as you create, edit, modify, format and save spreadsheets.

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3 II. Objectives of the Session The following Excel features will be presented in this first session: The following Excel features will be presented in this first session: –Create, edit, preview, print, save and close and Excel Workbook –Edit, copy and move cell entries, and work with ranges –Copy formulas with relative and absolute cell references –Formats, values and labels, and apply color, background, patterns and border –Insert and delete rows and columns –Design, create and modify charts –Display formulas and display and print formula content –Build formulas using the Paste Formula Functions

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4 III. Spreadsheets - Defined Microsoft Excel is an electronic spreadsheet program that runs on Windows-based computer systems – Workbooks – refers to the electronic spreadsheets created using Excel. Microsoft Excel is an electronic spreadsheet program that runs on Windows-based computer systems – Workbooks – refers to the electronic spreadsheets created using Excel. When you open Excel, the Worksheet Window appears – it contains the necessary tools and features that enable you to work effectively with Excel. When you open Excel, the Worksheet Window appears – it contains the necessary tools and features that enable you to work effectively with Excel. The elements of the Worksheet Window include: Worksheet Window The elements of the Worksheet Window include: Worksheet Window Cell Pointer Cell Pointer Title Bar Title Bar Pointer Pointer Name Box Name Box Formula Bar Formula Bar Toolbars Toolbars Sheet Tabs Sheet Tabs Status Bar Status Bar

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5 Sample - Worksheet Basics

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6 IV. Worksheet Basics Worksheet is a collection of information laid out in columns and rows Worksheet is a collection of information laid out in columns and rows Intersection of a column and row creates a cell – Each cell has a unique cell address (cell reference)– that is derived from the column and row number. Intersection of a column and row creates a cell – Each cell has a unique cell address (cell reference)– that is derived from the column and row number. For Example Column A, Row 15 is A15 For Example Column A, Row 15 is A15 There are type types of input that can be placed in a cell: There are type types of input that can be placed in a cell: Label – piece of information that identifies – May be referred to as text values – (prefer labels so as not to confuse with numerical values Label – piece of information that identifies – May be referred to as text values – (prefer labels so as not to confuse with numerical values Values – numerical data that will be involved in a calculation (not necessary by for the most part) – Values may be formatted in a variety of ways to improve the appear of the spreadsheet. Values – numerical data that will be involved in a calculation (not necessary by for the most part) – Values may be formatted in a variety of ways to improve the appear of the spreadsheet. Formulas – Collection of values, cell references, operators and predefined functions that when evaluated by excel produce a result. Formulas – Collection of values, cell references, operators and predefined functions that when evaluated by excel produce a result.

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7 V. Opening a Excel Worksheet Activating and Selecting Cells Create a blank workbook file Create a blank workbook file Create a workbook file based on a template Create a workbook file based on a template Activating and Selecting Cells ( See Notes ) Activating and Selecting Cells ( See Notes ) –To enter information into a cell – the cell must first be active –A cell is active when there is a dark or colored border called the cell pointer around it –Extent of a Spreadsheet ( ) and –Extent of a Spreadsheet ( ) and –To enter labels, values or formulas – you select the cell and begin typing. –A Range of Cells can be selected – A range is a rectangular selection of cells defined by the top left and bottom right cell reference. –Selection of Multiple Ranges; Columns and Rows –Deselecting a Range

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8 VI. Entering Labels, Values and Formulas Select and Activate the cell where you want to place your information Select and Activate the cell where you want to place your information As you type the information appears in the cell and the formula bar at the top of the spreadsheet As you type the information appears in the cell and the formula bar at the top of the spreadsheet Values – The term refer should only refer to numeric information that will be used in spreadsheet calculations. Labels – should be reserved to those words that describe numeric information on the worksheets. Formulas – Cell references, operators and functions that act upon the values in adjacent cells. Values – The term refer should only refer to numeric information that will be used in spreadsheet calculations. Labels – should be reserved to those words that describe numeric information on the worksheets. Formulas – Cell references, operators and functions that act upon the values in adjacent cells.

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9 VII. Formula Basics Points to Remember in working with formulae: Points to Remember in working with formulae: –If a formula uses cell references to refer to other cells and the contents of one or more of those cells changes, the results of the formula change too. –All formulas begin with an equals (=) sign. This indicates to Excel that a formula is being entered –Formulas can contain any combination of values, references, operators and functions –Formulas are not case sensitive. Excel however will convert cell references and functions to uppercase. –Order of Operations is Important with regard to how Excel will execute a Formula

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10 VIII. Editing Worksheets Most of what I will explain here will be in the form of a hands-on demonstration: Most of what I will explain here will be in the form of a hands-on demonstration: –Editing Cell Contents Editing while you entering data Editing while you entering data Editing a completed entry Editing a completed entry Clearing the Contents of a Cell Clearing the Contents of a Cell F2 Function Key for Edit Mode F2 Function Key for Edit Mode –Inserting and Deleting Cells –Copying Cells –Copy and Paste –Fill Handle and Fill Command –Fill Series and AutoFill –Copying Formulas – Cell References

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11 XIX. Working With Files Excel Worksheets files can include up to 255 individual sheets, which are like pages in the workbook. Excel Worksheets files can include up to 255 individual sheets, which are like pages in the workbook. The default setting is 3 worksheets per workbook but you can add worksheets The default setting is 3 worksheets per workbook but you can add worksheets Two Kinds of sheets: Two Kinds of sheets: –Worksheet – is for entering information and performing calculations. Charts can be embedded in a worksheet –Charts Sheets – creating charts that aren’t embedded in a worksheet. Many File management functions Many File management functions

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12 X. Functions in Formulas Function – predefined formula for making a specific kind of calculation Function – predefined formula for making a specific kind of calculation –Easier to write formulas –See the difference between =C4+C5+C6+C7+C8+C9+C10+C11 =C4+C5+C6+C7+C8+C9+C10+C11 =SUM(C4:C11) =SUM(C4:C11) –Anatomy of a function Function name determines what the function does Function name determines what the function does Argument – determine what values or cell reference the function should use in its calculation Argument – determine what values or cell reference the function should use in its calculation Arguments are enclosed in parentheses, and if there’s more than one argument, separated by commas. Arguments are enclosed in parentheses, and if there’s more than one argument, separated by commas.

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13 Entering Functions Excel offers several ways to enter a function: Excel offers several ways to enter a function: –Typing –Typing and clicking –Using the Formula Palette (fx) Variety of Functions may be very beneficial to the work that you are responsible for. Variety of Functions may be very beneficial to the work that you are responsible for. –Mathematics & Trigonometric Functions SUM Function and the AutoSum Button SUM Function and the AutoSum Button PRODUCT Function PRODUCT Function ROUND Function – rounds a number to the number of decimal places you specify ROUND(number,num_digits) number would also be the output of another function ROUND Function – rounds a number to the number of decimal places you specify ROUND(number,num_digits) number would also be the output of another function

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14 Functions - Samples Statistical Functions Statistical Functions –AVERAGE, MEDIAN, MODE, MIN & MAX, COUNT, STDEV AND STDEVP Financial Functions Financial Functions –SLN, DB, SYD, DDB, PMT, –PV, FV, IRR Logical Functions Logical Functions –IF Lookup and Reference Functions Lookup and Reference Functions –VLOOKUP and HLOOKUP Date & Time Functions Date & Time Functions –DATE, NOW, TODAT Text Functions Text Functions

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15 Sample Spreadsheet Function - VLOOKUP

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16 XI Formatting Worksheet Cells Formatting Basics Formatting Basics –Worksheet’s Formatting – Increases its impact to make an impression on the people who see it –Excel Offers a wide range of formatting options Number formatting Number formatting –Number, Currency, Accounting, Date, Time, Percentage, Fraction, Scientific, text, special, custom Alignment Alignment –Text alignment (Horizontal, Vertical, Indent); Orientation; Text Controls; indent cell contents; merge and center Font formatting Font formatting –Font Styles, Size, Underline, Color and Effect Borders Borders Patterns Patterns Columns and row formatting Columns and row formatting

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17 XII. Creating Charts File Required: Selections.xls File Required: Selections.xlsSelections.xls A Chart is a graphical representation of data. A Chart is a graphical representation of data. –May be embedded in a worksheet or saved as a separate sheet –Large variety of charts both 2 and 3 dimensional in perspective –Most charts can be customized to meet your needs –Include Charts with worksheets whenever you want to emphasize worksheet results –Charts can communicate information like trends and comparative results better than numbers alone Worksheet and Chart links – charts are bound to the worksheet data. If you change data in the worksheet you will see an immediate change in the chart appearance Worksheet and Chart links – charts are bound to the worksheet data. If you change data in the worksheet you will see an immediate change in the chart appearance Data Series and Points Data Series and Points –Data Series is a group of related data in a chart –Data Series normally correspond to the values in the linked range of cells –When plotted on chart-each data series is assigned its own color –Each cell within a data series is a data point

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18 Excel Charts Chart Elements Chart Elements –Each chart is made up of multiple elements –Any element in a chart may be selected and changed or altered – Review the parts of the chart.(See next page)

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19 Elements of a Chart Chart Type Chart Type Chart Options – refer to the inclusion and basic formatting of chart elements including Chart Options – refer to the inclusion and basic formatting of chart elements including –Titles –Axes –Gridlines –Data Tables Formatting Chart Elements Formatting Chart Elements –Includes: font, number, alignment, patterns, placement, scale, data labels, shape, series order, options –Other Options – Moving Chart Elements; Exploding Pie Charts

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20 Creating PivotTable Reports In this section, we will expanding our knowledge by: In this section, we will expanding our knowledge by: –Importing a delimited table into Excel –Setting up the data for a PivotTable –Creating a Simple PivotTable –Grouping Data –Organizing, Modifying and Creating a PivotChart Report Files required:Orders.txt Files required:Orders.txtOrders.txt

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21 PivotTables – Basic Concepts Transaction – event, such as the sale of a product or payment against an account. The details of a transaction are often entered into computer databases. Transaction – event, such as the sale of a product or payment against an account. The details of a transaction are often entered into computer databases. PivotTables – enable us to look at the data in a different way PivotTables – enable us to look at the data in a different way –Interactive table that you can use to quickly summarize large amounts of data. With the ability to rotate rows and columns you can see different summaries of the data for the specified area iof interest. Pivot Charts are bound to the PivotTables. Modifying one will modify the other. Pivot Charts are bound to the PivotTables. Modifying one will modify the other.

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22 Review & Summation Many books available to continue your learning experience. Many books available to continue your learning experience. Best Suggestion – Go to your School Bookstores and pick up the textbooks they use for classes – They provide a variety of information and great sample exercises. Best Suggestion – Go to your School Bookstores and pick up the textbooks they use for classes – They provide a variety of information and great sample exercises. Call me if you have any questions – or me at Call me if you have any questions – or me at

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