1. Microsoft Excel

2. Excel Formatting Rules
Numbers greater than 999 should be formatted to display a comma.
Use a consistent number of decimal places for all numbers containing decimals. If any currency values on a spreadsheet display cents (more than 0 cents), then all currency values on a spreadsheet should be formatted to display 2 decimal places.
Right-align columns of numbers. Never left-align columns of numbers.
Labels should be directly over the numbers that they describe. Move the label so that it is directly over the numbers it describes. NEVER move the numbers so that they are under the label.
Currency values need to display with a $ sign using the currency style (and not accounting style which happens when you click the $ sign button).
Create formulas using cell references whenever possible. Don’t hard-code your formulas using real numbers. Creating formulas using cell references lets you create the interactive formula, so that when you change the contents of one cell, the formula result will automatically adjust itself.

3. Relative vs Absolute vs Mixed Cell References
If a cell, column or row is common to several formulas, you can lock it down with the $ sign so that cell, column or row does not change when the formula is copied to a new location $A$1 or $A1 or A$1
Parenthesis are used to specify that you want to “do this operation first.”
It is best not to type in your Excel functions straight from the keyboard (unless you know EXACTLY what is required and how it should be entered. It is best to use the Function Wizard to insert Excel functions.

4. Excel Functions
PMT: Used to calculate the periodic payment on a loan (car loan, home loan)
Most payments are made monthly.
PMT function requires three arguments
Interest rate per period (annual rate divided by 12 for monthly rate)
NPER: number of payment periods (# of yrs * 12 months/year)
Amount of the loan (entered into the function as a negative number so your function result ends up positive)

5. Excel Functions
The IF function is used in spreadsheet decision making, and it requires 3 arguments.
The condition being tested for (the cell and the actual test)
What to do if the condition is true
What to do if the condition is false
It yields one result if the condition is true, and a different result if the condition is false.

6. The VLOOKUP function determines where within a specified table, a value (either numeric or text) is found, and then it retrieves a entry from the table that corresponds to the value, and it requires 3 arguments.
The value to be looked up
The table range where that value can be found
The column containing the corresponding value. Entered as a number (2,3, etc.) in your function When creating the table used by your VLOOKUP, the table value breakpoints (in the first column) should be arranged in alphabetical order or low number to high number order.

7. Microsoft Excel

8. Referencing with Multiple Sheets
Cell reference on the same sheet -- A1
Referring to cells on another sheet
QUARTER1!A1
‘Quarter One’!A1 (if more than one word in name)
You can also refer to another sheet or another file within a function
=VLOOKUP($D5, Contributors'!$A$2:$E$44,2)
=VLOOKUP($D5, [CList.xls]Contributors'!$A$2:$E$44,2)
The easiest way to create formulas like this is to Point and Click! Don’t type them in!

9. The VLOOKUP function determines where within a specified table, a value (either numeric or text) is found, and then it retrieves a entry from the table that corresponds to the value, and it requires 3 arguments.
The value to be looked up
The table range where that value can be found
The column containing the corresponding value. Entered as a number (2,3, etc.) in your function When creating the table used by your VLOOKUP, the table value breakpoints (in the first column) should be arranged in alphabetical order or low number to high number order.

10. IF statements are used to allow decision making in a spreadsheet.
Numerical Average: If there are XX items, add XX items together, and then divide by XX (won’t use in assignment)
Weighted Average: Items with more weight make up a bigger part of the average (will use: weights should appear as cell references)
(.1*100) + (.15*98)+(.75*40) = 54.7
Parenthesis are used to specify that you want to “do this operation first.”
Formulas and functions can appear in parenthesis
IF statements are used to allow decision making in a spreadsheet.
Use the “real” currency style to format currency, and not the currency style button (which is really accounting style).
Creating a worksheet group allows you to apply a common format or feature to several worksheets at the same time. Be careful when you use this feature. If you are not careful, you can multiply errors or bad formulas across several sheets. Sometimes, creating a worksheet group makes sense. In other cases, you might want to avoid it. I recommend using a worksheet group to format items, while formulas are made on a sheet-to-sheet basis (not using groups).
When using these features, PAY CLOSE ATTENTION TO DETAIL AND TAKE YOUR TIME.

11. Microsoft Excel

12. Have students Open Word
Excel Lists
A common use of a spreadsheet is to manage lists of data. Excel lists can be used to replicate a database (each column in Excel is a field, and each row is a record)
Create a list range
Sort data (primary sort key, secondary sort key, third sort key)
AutoFilter lets you search for exact matches (like Access Filters).
Custom AutoFilter lets you search using complex criteria (just like queries in Access)
Conditional formatting highlights information that meets the criteria you specify. When viewing all of the data, certain items are brought to your attention by the use of conditional formats.
Excel can summarize data in a list by inserting subtotals (sums, counts, averages, maximums, minimums) for groups of data in a list. A subtotal is inserted when a specified field changes (so you need to sort your data prior to applying subtotals).

13. Pivot Tables
Excel lists often contain a wealth of information, but because there is so much detailed data present, it is often difficult to form a clear overall view of the information.
A Pivot Table is an interactive report that enables you to group and summarize an Excel list into a concise table format for easier reporting and analysis.
Can be used to summarize data into different categories using functions such as COUNT, SUM, AVERAGE, MAX, and MIN.

14. Pivot Tables
To generate a Pivot Table, you can specify the dimensions by which you wish to view the data (one factor or multiple factors), which allows you to see relationships in the data.
Using the data fields, you specify
What field is to be used to create row items
What field is to be used to create column headings.
What field or fields are to be used data area/data items
Report Filters (Page fields) can be used to filter the Pivot Table

16. Pivot Tables can help you see relationships in the data

17. Pivot Tables can help you see relationships in the data

18. Pivot Tables need to be formatted
Labels and numbers need to be in alignment
Columns need to be narrower
Numbers should be properly formatted ($, decimals, commas, etc.)
You can even change the mathematical operation used and the label text that is displayed.

19. Pivot Tables can help you see relationships in the data

20. Pivot Tables can help you see
relationships in the data.
If you want to take a picture of what is on your computer screen, use the PrtScn button (typically found on the top row of your keyboard) and then

21. Report Filters (Page fields) can be used to filter the Pivot Table

22. Multi-factor Pivot Tables use multiple data fields
Don’t hand in something like this. It looks BAD and is hard to read.
I want to see the average amount purchased, the
average number in the household and the average
number of purchases made by each household, by
region and “rent vs own” (multiple factors)
Pivot Tables can help you see relationships
in the data

23. Select what you want to move (Values), right-click, select “Move Values to” and you want to “Move Values to Rows”
When moving values to rows, ALWAYS MOVE THE DATA POINTS (found before the “by” statement). The words after the “by” statement should not be moved because they form the basis of your rows and columns.

24. Microsoft Excel

25. I am not teaching how to make a spreadsheet
I am not teaching how to make a spreadsheet. It is assumed that you can already do that.
My focus is on how a spreadsheet is used in a business environment. Business problem-solving
Our emphasis in Excel
Building formulas and using Excel functions
VLOOKUP, IF, PMT FV, and others
Relative, absolute and mixed cell references
Multiple worksheets and the formulas that go between them
Decision Making in Excel
What-if Analysis
Pivot tables, Filtering Excel lists, conditional formatting

26. Spreadsheets as a Decision Support System
A spreadsheet can serve as a decision support system for a business.
Its analysis/results can be used to make a decision or make a better decision.
Managers use this tool.
Guides you and assists you, but you have to know how to use the tool. You have to know what you are doing, what needs to be done, how to set up the model mathematically, when something is not right, and you have to make the final decision.
Perform What-If Analysis
Change one assumption -- See the effect on the entire spreadsheet

27. Formula Formulas Used to perform mathematical calculations
Must begin with an =
Use normal algebraic rules
Evaluate whatever is in parentheses first
Then, perform multiplication and division
Then perform addition and subtraction
Formulas are always evaluated from left to right.
Formulas should be created using cell references whenever possible. Avoid real numbers in your formulas. Spreadsheet should be totally interactive.
Formula

28. Relative/Normal Cell References
When copied, references adjust
RELATIVE

29. Absolute Cell Reference
Do not adjust when copied, it will always refer to the same cell, column or row.
Add $ before row and column -
$A$4 = locks in cell
$A4 = lock column, row varies
A$4 = locks row, column varies
Easy way to make an absolute reference, click on reference, press F4 key
Save time by allowing copying of complex formulas
ABSOLUTE

30. Order of precedence for mathematical operations
Development activities for creating effective worksheets
Build the worksheet
Enter labels
Enter the data (the values, formulas, and functions)
Format the worksheet
Verify/test the worksheet to make sure everything works.
Order of precedence for mathematical operations
2 + 3 * 4 = 14
(2 + 3) * 4 = 20
2 * 2 ^ 2 = 8
(2 * 2) ^ 2 = 16

31. Relative and Absolute References
Excel automatically changes a relative cell reference, such as B8, when a formula containing it is copied (down to become B9 or across to become C8). To convert this to an absolute reference, which does not change when copied to another location, each element that you don’t want to change must be preceded by a $. Therefore, the relative reference B8 becomes an absolute reference when it is changed to $B$8, and when it is copied, it never changes. By contrast, $B8 and B$8 are mixed references. In the first example, the column is fixed and the row is relative (it change adjust). In the second example, the row is fixed and the column is relative (it can adjust). Copying down would yield $B9 and B$8, while copying across would yield $B8 and C$8. Understanding this concept is fundamental to understanding how to structure formulas and functions which will be copied. Without this understanding, students will constantly get incorrect results and have to re-enter their formulas and functions.

32. Excel Functions
VLOOKUP: used to look up an item in a table and it returns its price, discount %, or other form of result.
IF: checks a cell. Does one thing if the test is true, and it does something else if the test if false.
PMT: Used to calculate yearly and monthly loan payment amounts.

33. Excel Formatting Rules
Numbers greater than 999 should be formatted to display a comma.
Use a consistent number of decimal places for all numbers containing decimals.
Right-align columns of numbers. Never left-align columns of numbers.
Labels should be directly over the numbers that they describe. Move the label so that it is directly over the numbers it describes. NEVER move the numbers so that they are under the label.
Currency values need to display with a $ sign. If any currency values on a spreadsheet display cents (more than 0 cents), then all currency values on a spreadsheet should be formatted to display 2 decimal places.
Create formulas using cell references whenever possible. Don’t hard-code your formulas using real numbers. Creating formulas using cell references lets you create the interactive formula, so that when you change the contents of one cell, the formula result will automatically adjust itself.

34. The End

35. Functions Used to perform common/complex calculations
Use the following standard format: =NAME(arguments)
Arguments can be
Numbers
Cell References
Formulas

36. Sum COMMON FUNCTIONS SUM Function: Adds things together Financial
Individual Numbers =SUM(4,5,6)
Specific Cells =SUM(A1,C10,D4)
A range of Cells =SUM(A1:A5)
Sum
Financial
=PV(rate, nper, pmt, fv) Computes the present value of a series of future payments
=PMT(rate,nper,pv,fv) Calculates a payment amount for a loan or mortgage based on a constant interest rate and number of periods.

37. COMMON FUNCTIONS Reference Logical
Vlookup(lookup_Value,Table_Array, Column_Index_Value)
1. Specify a value to look up
2. Specify the table where that value can be found.
3. Specify the column where the result can be found.
Logical
=IF(condition, value if true, value if false) Specify a condition, what to happen if true, and what to happen if false.

38. Rounding vs Formatting
=ROUND(number, number of places)
Formatting only changes the appearance of cell contents.
Rounding actually changes the values in the cells.

39. Formatting Cells Column Widths Numbers = MUST USE CONSISTENT FORMATS
Rather than extending across several columns, widen columns to fit text
Widen columns by dragging the right border of the column title (or double clicking it to widen to fit).
Numbers = MUST USE CONSISTENT FORMATS
Consistent Number of Decimal Places
Commas  Consistent negative number format
Align Decimals

40. Formatting Cells, Continued
Borders
Use in financial reports, draw lines
Alignment
Left, Right,Center
Center Across Selection
Bold, Italic, Fonts
Color should be used to indicate data entry areas or values that might change.

41. Working with Sheets
Copying Sheets
Naming Sheets
Moving Sheets

42. Referencing with Multiple Sheets
Cell reference on the same sheet -- A1
Referring to cells on another sheet
QUARTER1!A1
‘Quarter One’!A1 (if more than one word in name)
You can also refer to another sheet or another file within a function
=VLOOKUP($D5, Contributors'!$A$2:$E$44,2)
=VLOOKUP($D5, [CList.xls]Contributors'!$A$2:$E$44,2)
The easiest way to create formulas like this is to Point and Click! Don’t type them in!

43. Charts and Graphs
Great way to present information in an easy-to-understand format.
Chart Types
Pie Line Bar or Column Chart
3-D Enhancement
Use the CONTROL KEY to select ranges of data that are not side-by-side.

44. Attention to Detail: Be Careful: Think
I am not teaching how to make a spreadsheet. It is assumed that you can already do that.
My focus is on how a spreadsheet is used in a business environment. Business problem-solving
You must know to properly design and FORMAT a spreadsheet for business applications
Alignment Borders
Number formats: commas, decimal places
Spelling Data entry areas
Charts Proper formula construction
Column widths Appropriate print formats
Attention to Detail: Be Careful: Think

45. Most students know HOW to format a spreadsheet
Most students know HOW to format a spreadsheet. The problem is that most students don’t know WHEN to format, or they fail TO RECOGNIZE when a formatting problem has occurred.

46. Designing Good Spreadsheets
Computations should always be performed using formulas, functions and/or cell references!
Outputs should be Easy to Read
Titles
Appropriate Formatting
It should be easy to Update/Change
Test out your spreadsheet to make sure that your results make sense.

47. Your Spreadsheets should pass the “Reasonableness Test.”
Do your answers make sense in a real-world business setting?
Taxes
Subtract your income tax to find out your income after taxes.
Add your sales tax when purchasing goods.
Does it make sense for a portfolio of stocks and bonds to make or lose lots of money from one day to the next?
After you have paid off a loan, does it make any sense for you to still owe money, or get money back (refund)?
Is your percentage for a change from one year to the next realistic? Is a 1,000% change realistic?

48. Using A Data Entry Area DEA#1 What? When?
An area where all the values used in the spreadsheet (especially those likely to change) are entered.
Cells in the output area reference these cells
When?
The spreadsheet will be used over and over
Monthly/Weekly/Daily Reports
What-If Analysis
The spreadsheet will be used by someone who doesn’t understand the calculation or spreadsheets
DEA#1

49. Rules for Data Entry Area
Include Directions
Clearly describe what information is needed
Dollars, Units?
Avoid Abbreviations
Additional Directions if needed
Clearly identify where the information should be put
Format Data Entry Cells Appropriately so that information looks nice when entered.
DEA#2

50. Print Printing Portrait versus Landscape For this class
The printout of a spreadsheet fits on 1 page
Your Name needs to appear as a footer on EACH sheet/printout that you make.
Display/Print formulas
Go to the Tools menu, select Options
Print

51. Proper Formula Construction
Don’t type in all of your formulas and cell references from the keyboard. The easiest way to create formulas is to Point and Click them in! Let Excel create the formulas for you. Don’t type them in!
Formulas should be created using cell references whenever possible. Avoid real numbers. Spreadsheet should be totally interactive.

52. Excel Functions
ROUND: rounds a number or formula to a specified number of digits.
VLOOKUP: used to look up an item in a table and it returns its price, discount %, or other form of result.
IF: checks a cell. Does one thing if the test is true, and it does something else if the test if false.
PMT: Used to calculate yearly and monthly loan payment amounts.
Always keep your labels and their related numbers in alignment. Move the label, not the numbers.

53. Rounding vs Formatting
Formatting only changes the appearance of cell contents. What you see many not actually be there
March 31 vs March 31, 1999 vs 3/31/99
Rounding actually changes the values in the cells. What you see in the cell is what is really there.

54. Add / Subtract Multiply / Divide
I wish to display my formulas in Excel. What menu and options within that menu do I choose?
Tools Menu, Select Options, Select the View Tab, place a checkmark next to Formulas
Add / Subtract Multiply / Divide
Evaluate Left-to-Right Evaluate Items in Parenthesis
Evaluate Items in Parenthesis first
Next, do all of your multiplication and division
Next, do all of your addition and subtraction
Within equal operations, evaluate your formulas from left to right

56. Excel Functions
PMT: Used to calculate the periodic payment on a loan (car loan, home loan)
Most payments are made monthly.
PMT function requires three arguments
Interest rate per period (annual rate divided by 12 for monthly rate)
NPER: number of payment periods (# of yrs * 12 months/year)
Amount of the loan (expressed as a negative number)
FV: Returns the future value of an investment based on constant payments and a constant interest rate (investments)
Goal Seek: allows you to set a desired end result. Tells you what a variable must equal to get that desired result