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MS Excel Notes1 Part 1 Introduction to Microsoft Excel: What is a Spreadsheet? Microsoft Excel Notes.

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Presentation on theme: "MS Excel Notes1 Part 1 Introduction to Microsoft Excel: What is a Spreadsheet? Microsoft Excel Notes."— Presentation transcript:

1 MS Excel Notes1 Part 1 Introduction to Microsoft Excel: What is a Spreadsheet? Microsoft Excel Notes

2 MS Excel Notes2 Objectives (1 of 2) Describe what a spreadsheet is and potential applications Distinguish between a formula and a constant Open, save, print a workbook; insert and delete rows and columns Distinguish between a pull-down menu, shortcut menu and toolbar

3 MS Excel Notes3 Objectives (2 of 2) Describe the three-dimensional nature of a workbook; distinguish between a workbook and a worksheet Print worksheet with values or formulas Use Page Setup to print worksheet and preview before printing

4 MS Excel Notes4 Overview Introduction to Spreadsheets and Excel Show wide diversity of spreadsheet applications Fundamentals of spreadsheets using Excel Worksheet recalculates automatically after changes

5 MS Excel Notes5 Spreadsheet Basics Spreadsheet is a computerized ledger Divided into Rows and Columns Cell References Constants--entries that do not change Formulas--combination of constants and functions

6 MS Excel Notes6 Excel Basics Common user interface of all Office applications Worksheet is an Excel spreadsheet Workbook contains one or more worksheets Toolbars--Standard and Formatting File menu--Save, Open and Print commands

7 MS Excel Notes7 Modifying the Worksheet Insert and Delete Commands for both rows and columns Page Setup Commands--Portrait versus Landscape, Margins, Header/Footer, and Sheet Tabs

8 MS Excel Notes8 Excel Features and Commands Active cell Formula bar Shortcut menu Status bar Toolbars ScreenTips Edit Delete versus Edit Clear Incompatible File Type from Excel Save as Command

9 MS Excel Notes9 Part 2 Gaining Proficiency: Copying, Formatting, and Isolating Assumptions Microsoft Excel Notes

10 MS Excel Notes10 Objectives Explain importance of isolating assumptions Define, select and deselect cell ranges Copy and move cells; differentiate between relative, absolute and mixed addresses Format a worksheet Change column widths Describe steps to create a financial forecast worksheet

11 MS Excel Notes11 Overview Basic commands to create a worksheet Use cell ranges and commands to build a worksheet Isolate assumptions to easily evaluate alternatives Improve appearance of worksheets Accuracy is critical for spreadsheets

12 MS Excel Notes12 Getting around the Worksheet A rectangular group of cells is a range Copy duplicates contents of a cell from a source range to a destination range Three types of addresses: absolute, relative and mixed Move transfer contents of a cell

13 MS Excel Notes13 Formatting Column widths Row Heights Numeric Format Alignment Fonts Borders, Patterns, and Shading

14 MS Excel Notes14 Numeric Formats General Number Currency Accounting Date Time Percentage Fraction Scientific Text Special Custom

15 MS Excel Notes15 A Financial Forecast Always isolate assumptions and initial conditions Creating a financial forecast is a common task Be aware that by isolating that is separating initial conditions you spreadsheet will be more valuable when changes occur

16 MS Excel Notes16 Part 3 Graphs and Charts: Delivering a Message Microsoft Excel Notes

17 MS Excel Notes17 Objectives (1 of 2) Know advantages and disadvantages of different chart types Distinguish between an embedded chart and one in a separate chart sheet Use the ChartWizard Use arrows and text to enhance a chart

18 MS Excel Notes18 Objectives (2 of 2) Differentiate between data series specified in rows versus ones in columns Understand how charts can be accurate statistically yet misleading conceptually Create a compound document consisting of word processing, worksheet and a chart

19 MS Excel Notes19 Overview Business graphics one of most exciting Windows applications Determine message of chart Create charts using Chart Wizard Plot multiple data sets on a single chart Dynamically link a chart to a memo

20 MS Excel Notes20 Chart Types Always remember to keep it simple Pie and Exploded pie charts, effective for displaying proportional relationships Column chart used for number display Bar charts show numbers horizontally

21 MS Excel Notes21 Creating a Chart Embedding in a worksheet or separate chart sheet Use the Chart Wizard a four step process –Step one choosing a chart –Step two review data series –Step three final touches –Step four where to store Enhance with Drawing toolbar or Chart toolbar

22 MS Excel Notes22 Multiple Data Series What message do you want chart to display Rows versus columns –If data series are in rows the Chart Wizard will use first row for X axis and use first column for legend text –If data series are in columns the Chart Wizard will use first column for X axis and use first row for legend text

23 MS Excel Notes23 Object Linking and Embedding Primary advantage of Windows is to create a compound document Embedded object is stored in the compound document Linked object is stored in its own file and used with a compound document OLE pronounced “Oh-lay”

24 MS Excel Notes24 Additional Chart Information Excel has 14 standard chart types on the Chart Wizard Line used to display time-related information Combination uses two or more charts Use Accurate Labels Don’t add Dissimilar Quantities

25 MS Excel Notes25 Part 4 Spreadsheets in Decision Making: What If? Microsoft Excel Notes

26 MS Excel Notes26 Objectives (1 of 2) Use spreadsheets in decision making; use Goal Seek and Scenario Manager Use PMT function Use Paste Function Use fill handle and AutoFill capability Use pointing to create a formula

27 MS Excel Notes27 Objectives (2 of 2) Use Average, Max, Min, and Count functions in a worksheet Use the If function to implement a decision and explain how the Vlookup function is used Print and view large spreadsheets

28 MS Excel Notes28 Overview Spreadsheets are a tool for decision making Use financial and statistical functions Find desired end results with the Goal Seek command Choose between solutions with Scenario Manager Use relative and absolute cell references

29 MS Excel Notes29 Excel Features Relative versus Absolute addressing in a worksheet Using the fill handle to copy Pointing to cell address for formulas or functions is more accurate Using the Paste Function and the Formula Palette

30 MS Excel Notes30 Using Functions Statistical Functions: MAX, MIN, AVERAGE, COUNT, and COUNTA Use functions over arithmetic expressions IF function enhances decision making VLOOKUP(vertical lookup) Function and its use

31 MS Excel Notes31 Managing a Large Worksheet Scrolling shows specific rows and columns Freezing Panes keeps headings in sight AutoFill capability enter series into adjacent cells Scenario Manager enables evaluation of multiple conditions

32 MS Excel Notes32 Part 5 List and Data Management: Converting Data to Information Microsoft Excel Notes

33 MS Excel Notes33 Objectives 1 of 2 Create a list Add, edit and delete records in an existing list Distinguish between data and information Describe the TODAY function and use date arithmetic Use the Sort command

34 MS Excel Notes34 Objectives 2 of 2 Use the database functions, DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT Use AutoFilter and Advanced Filter Use the Subtotals command Use a pivot table

35 MS Excel Notes35 Overview Maintain data in a list Fundamentals of list management Display selected records Sort the list Use database functions, criteria range, and arithmetic Excel or Access can be used for database management

36 MS Excel Notes36 List and Data Management Data management is based on lists in Excel Database concepts--record, fields, and primary keys Need valid input to produce valid output-- Garbage In Garbage Out (GIGO) Editing the list through Insert Row and Columns command and Edit Delete

37 MS Excel Notes37 Important Commands Data Form Command provides easy way to add, edit and delete records Sort command arranges lists according to value in fields Date Arithmetic is a powerful tool for formulas

38 MS Excel Notes38 Data Versus Information Data is simply facts Information is data arranged for a specific use Decisions in an organization are based on information Data commands, functions and reports provide information

39 MS Excel Notes39 Filter Commands AutoFilter is a subset of records which meet a set of criteria Advanced Filter allows for complex criterion and storing records in a separate worksheet area Criteria range specifies the values to search for in records

40 MS Excel Notes40 Criteria Range Must contain at least two rows--field names and a second row of values Same row entries imply an AND condition Values entered in different rows meet the OR condition Empty rows return all records

41 MS Excel Notes41 Criteria Range continued Relational operators can be used to find a designated range Upper and Lower Boundaries can be established Equal and unequal signs select empty and nonempty records

42 MS Excel Notes42 Database Functions Parallels statistical functions DSUM DAVERAGE DMAX DMIN DCOUNT

43 MS Excel Notes43 Subtotals and Pivot Tables Subtotals command in the Data menu computes subtotals based on data groups Pivot tables extends the capability of database functions by presenting the data in summary form Use PivotTable Wizard

44 MS Excel Notes44 Part 6 Consolidating Data: 3D Workbooks and File Linking Microsoft Excel Notes

45 MS Excel Notes45 Objectives 1 of 2 Distinguish between a cell reference, worksheet reference, and a 3D reference; us appropriate references to consolidate data Select and group multiple worksheets to enter common formulas Explain the advantages of functions over formula

46 MS Excel Notes46 Objectives 2 of 2 Properly organize and document a workbook Copy and Paste to another workbook Distinguish between a source versus dependent workbook; create external references to link workbooks

47 MS Excel Notes47 Overview Combine data from several sources into a summary report Reconcile summary totals with detail totals Workbook contains 3 branch office worksheets and 1 summary worksheet OR workbooks for each branch office and summary workbook

48 MS Excel Notes48 3D Workbook Electronic equivalent of a 3 ring binder Contains Worksheet tabs Scrolling buttons allow easy movement amongst worksheets Window menu allows for tiling, cascading options for multiple workbooks or worksheets

49 MS Excel Notes49 Worksheet References Allows you to reference cells in other worksheets Requires using the name of the worksheet before the cell range Exclamation point separates worksheet and cell reference

50 MS Excel Notes50 3-D References Range that spans two or more worksheets in a workbook Can be used in a Summary sheet Requires worksheet names be separated using a colon and exclamation point to separate worksheet name from cell reference

51 MS Excel Notes51 Documenting the Workbook Helpful to document a workbook with a documentation worksheet Contains vital descriptive information making it easier to read for all Formatting ability will improve appearance

52 MS Excel Notes52 Linking Workbooks Retain information in separate workbooks Linking uses external references Dependent workbook requires external data from source workbooks

53 MS Excel Notes53 Part 7 Automating Repetitive Tasks: Macros and Visual Basic Microsoft Excel Notes

54 MS Excel Notes54 Objectives 1 of 2 Define a macro Record and run a macro, view and edit a simple macro Use the InputBox statement Use a keyboard shortcut, and/or custom toolbar to execute a macro

55 MS Excel Notes55 Objectives 2 of 2 Describe function of Personal Macro workbook Use the Step Into command to execute a macro one statement at a time Use Copy and Paste to duplicate an existing macro Use Visual Basic IF and DO statements to make decisions

56 MS Excel Notes56 Overview Use macros to avoid repetitious tasks Macro is a set of instructions for Excel Macro instructions are written in the Visual Basic Programming Language Use the macro recorder to create macros Create more powerful macros

57 MS Excel Notes57 Introduction to Macros Macro recorder stores Excel commands Macros are written in Visual Basic Macros can be displayed with Visual Basic Editor Use Project Explorer to locate macro modules Statements appear in Code window

58 MS Excel Notes58 Relative vs Absolute Cell Addresses Make sure to specify cell references Absolute is constant; relative changes Visual Basic uses Offset to indicate space from active cell

59 MS Excel Notes59 Loops and Decision Making Including IF and Do statements allows for testing If statement tests a condition and provides a positive and negative Do statement repeats a block of statements until a condition becomes true

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