1. 1 Intro to Info Tech EXCEL Copyright 2013 by Janson Industries 1 2 3 ----- TOTAL6 Assg1Assg1 Assg2Assg2

2. Copyright 2013 by Janson Industries 2 Objectives n Explain u Basic spreadsheet concepts u Relative/Absolute addresses u Charts u Expressions n Show how to: u Create, edit, and save spreadsheets using Excel

3. Copyright 2013 by Janson Industries 3 Concepts n Spreadsheet is made up of rows and columns (cols), essentially a table u Excel calls this a worksheet n Col(s) identified with a letter(s): A n Row(s) identified with a number(s): 1 n Intersection of row & col is a cell n Cells identified by col letter followed by the row number: A1

4. Copyright 2013 by Janson Industries 4 Concepts n Cells hold the contents of the spreadsheet n Use the arrow keys to move between cells or click on a cell n SS will scroll when you reach the bottom of the screen n To enter data, move the cursor to the cell and start typing n Multiple worksheets can be stored in a single PC file called a workbook

5. Copyright 2013 by Janson Industries 5 Like Word, when first started can create from a template or create blank SpreadSheet (SS)

6. Copyright 2013 by Janson Industries 6 Standard tabs and ribbons Active cell (where cursor is) has border around and address displayed in Name box Border shows row numbers, column letters, and active row/col is highlighted SS can have many sheets

7. Copyright 2013 by Janson Industries 7 Moving In the Spreadsheet n Up, down, right, and left arrows move one cell at a time n Page down and Page up moves 1 screen of rows (default) n When at the edge of the screen, up, down, right, and left arrows scroll one row/column at a time n Ctrl+Home moves cell A1 to upper left of SS n Go to a cell: enter cell address in Name box and press Enter

8. Copyright 2013 by Janson Industries 8 Spreadsheet Data n Two general categories u Text: descriptive info u Values: can perform logic and mathematical functions against n Values broken into u Static numbers/Fixed Constants u Formulas u Functions

9. Copyright 2013 by Janson Industries 9 When entering data Excel will distinguish between text and values. E.g. text is left justified in the cell but values are right justified

10. Copyright 2013 by Janson Industries 10 SS Data n Text can consist of numeric characters u Phone numbers u Social security numbers n Why are these considered text? n No mathematical functions will be performed against them!

11. Copyright 2013 by Janson Industries 11 SS Data n There are some special values that SS’s recognize u Dates u Times n SS’s will uniquely format these values and provide special functions

12. Copyright 2013 by Janson Industries 12 SS Data and Formulas n Formulas begin with an = and are composed of standard mathematical functions: u Exponents ^ u Multiplication & Division * / u Addition & Subtraction + – n This is also the order of precedence (and within the formula, left to right) n Can change OOP with () n Examples: =1+2, = 2+4/2, =(2+4)/2

13. Copyright 2013 by Janson Industries 13 SS Data - Formulas n Formulas can also include cell addresses instead of static numbers u Example: =G6+G7 n Formulas with static numbers (instead of cell addresses) are considered “hard coded” n Formulas with cell addresses are considered “soft coded” n Hard coding BAAAADDDD! Soft coding GOOOODDDD! Why? Because of recalculation!

14. Copyright 2013 by Janson Industries 14 Recalculation n If the content of a cell is changed, any dependent cells will automatically be recalculated n Good? Why?

15. Copyright 2013 by Janson Industries 15 Cell G11 contains a hard coded formula If we changed the Car value in cell G5 to 1000, the total would be incorrect Cell G11 contains a hard coded formula Change a cell value by clicking and typing G5 changed to 1000, the total is now incorrect

16. Copyright 2013 by Janson Industries 16 We substituted cell addresses for the static values in the formula When the Car value in cell G5 is changed, the total in G11 is recalculated automatically by Excel

17. Copyright 2013 by Janson Industries 17 Formulas n Lots of different ways to specify cell address n For instance, as you enter the formula, click on a cell and it will be added to the formula

18. Copyright 2013 by Janson Industries 18 Copy and Move n Standard cut, copy, & paste u Click on cell to be copied u Click cut or copy u Click on target cell u Click paste n When a cell is copied, its border changes to a moving dashed line

19. Copyright 2013 by Janson Industries 19 G5 has been copied

20. Copyright 2013 by Janson Industries 20 Copy and Move n To get rid of the dashed border press the Esc key n Keystroke short cuts still work u Crtrl+C or Crtrl+X then Crtrl+V n You can also cut or copy a RANGE of cells

21. Copyright 2013 by Janson Industries 21 Ranges n A rectangular set(s) of adjacent cells n To identify a range, click on the upper leftmost cell and drag to the lower rightmost cell (or visa versa) n The range will be “selected” u All selected cell’s (except the current cell) background color will change and a border will surround the cells n Range identified by: u Upper left cell address u A colon u Lower right address

22. Copyright 2013 by Janson Industries 22 Once selected you can cut/copy and paste just like a single cell Range is I4:I9

23. Copyright 2013 by Janson Industries 23 Ranges n Ranges can be moved by dragging: u Select the range u Click and hold on the ranges’ border u Drag to the new location u Release

24. Copyright 2013 by Janson Industries 24 Non-adjacent Ranges n You can select and manipulate multiple non-adjacent ranges u Select the first range u Press and hold the CTRL key u Select a non-adjacent range u Continue until all ranges are selected u Format, delete, copy/cut and paste

25. Copyright 2013 by Janson Industries 25 Selected non-adjacent ranges Result of a copy/paste to K13

26. Copyright 2013 by Janson Industries 26 Manipulating the SS n To insert a row or column u Position the cursor at the row or column were you want to insert before u Click Home tab u Display Insert menu u Select Insert Sheet Rows/Columns n You can also: u Right click a cell u Select Insert u Click Entire Row or Column

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30. Copyright 2013 by Janson Industries 30 Manipulating the SS n To delete a row or column u Position the cursor at the row or column to delete u Click Home tab u Display Delete menu u Select Delete Sheet Rows/Columns n To clear a row or column u Click on the row number or column letter (to select) u Press Delete key

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33. Copyright 2013 by Janson Industries 33 Manipulating the SS n Change row height or column width u Move cursor over row bottom or column right border divider F Changes cursor to u Click and drag n Of course, Undo and Redo still work

34. Copyright 2013 by Janson Industries 34 Before you release will show you the effect

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36. Copyright 2013 by Janson Industries 36 Manipulating the SS n Can also change the contents of a cell by u Double clicking the cell to edit F Puts cursor in the cell in insert mode u Click cell and click formula window to edit F Puts cursor in the formula window in insert mode n Delete, Backspace to delete a character before or after cursor

37. Copyright 2013 by Janson Industries 37 Viewing the SS n Display formulas u Show the formula/function instead of the result of the formula/function u A lot of formatting not shown u Click Ctrl + ` (grave accent) F ` is above the left Tab key n Sort of like reveal codes in Word

38. Copyright 2013 by Janson Industries 38 Shows the cell contents rather then the result of a formula/function

39. Copyright 2013 by Janson Industries 39 Manipulating the SS n Based on the content of the selected cells, autofill will guess what you want to input into adjacent cells n Select cells that have series of data u 1,2,3 u 1/23/15, 1/24/15, 1/25/15 u Mon, Tue, Wed n Click and drag on the fill handle u Solid square in lower right of selected cells border

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42. Copyright 2013 by Janson Industries 42 Formatting n Can use the Home ribbon or Format box n Format box provides all the functions of the Home ribbon plus u More numeric formats u More alignment options u Borders u Patterns

43. Copyright 2013 by Janson Industries 43 Can quickly change to $, %, add comma’s, change number of decimals but Home ribbon options are limited ##### are displayed when a number can’t be displayed in the cell because cell is too small

44. Copyright 2013 by Janson Industries 44 Solution: make font smaller or change col width

45. Copyright 2013 by Janson Industries 45 n Use Format box for most options u Select range u Right click range u Click Format Cells Notice the variety of number formats

46. Copyright 2013 by Janson Industries 46 All sorts of crazy options

47. Copyright 2013 by Janson Industries 47 Font pane shows sample for choices selected

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52. Copyright 2013 by Janson Industries 52 Need to merge title cells & center the text

53. Copyright 2013 by Janson Industries 53 Select the cells, display the Merge & Center menu and choose Merge & Center

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55. Copyright 2013 by Janson Industries 55 Headers and footer can be defined Switch to Page Layout view (not PAGE LAYOUT ribbon) and click in the header or footer area Three areas in header/footer and Design ribbon provides buttons to insert page number, date, time, etc. Can be formatted just like any other text

56. Copyright 2013 by Janson Industries 56 To leave header/footer view, click anywhere outside of the header or footer then click normal view button

57. Copyright 2013 by Janson Industries 57 SS not printing out on one page Couple solutions

58. Copyright 2013 by Janson Industries 58 Change Page Orientation to Landscape Print options will be different for different printers!

59. Copyright 2013 by Janson Industries 59 Change Scale to Fit Sheet on One Page Makes font smaller – sometime hard to read

60. Copyright 2013 by Janson Industries 60 Assignment n Unit G u Kite Sales Estimates n IC 2 u Sales Analysis n VW u Holiday Sales Summary

61. Copyright 2013 by Janson Industries 61 Functions n Better alternative than formulas u Can be performed against ranges n Function: a predefined calculation n Ex. =A1+A2+A3 vs. =SUM(A1:A3) n Syntax: u Equal sign u Function word (e.g. SUM, MAX, MIN) u Opening parenthesis u Range u Closing parenthesis

62. Copyright 2013 by Janson Industries 62 Common functions include: AVERAGE, MIN, MAX, COUNT

63. Copyright 2013 by Janson Industries 63 Functions n Lots of ways to enter functions: u In a cell type: =, function, (, parameters, ) u Type =, function, (, select parameters with mouse cursor, press Enter u Click INSERT, select function, fill in prompt window u Buttons on ribbon (e.g. Auto sum)

64. Copyright 2013 by Janson Industries 64 Click cell that will hold the function Display Auto sum menu Select the function

65. Copyright 2013 by Janson Industries 65 Excel will take a guess which cells, press Enter to accept or...

66. Copyright 2013 by Janson Industries 66 Select cells you want to sum or...

67. Copyright 2013 by Janson Industries 67 …type in the range Notice the different type of border when range typed

68. Copyright 2013 by Janson Industries 68 If you select the cell to hold the formula first (C24) and then the range with data (C23:C20) and ALT+=, the sum function will be inserted into the first cell (C24)

69. Copyright 2013 by Janson Industries 69 Go to the Formulas ribbon and either: display a category menu and select the function or..

70. Copyright 2013 by Janson Industries 70 Click either of the Insert Function buttons, select a function, click OK

71. Copyright 2013 by Janson Industries 71 Either way, you get a prompt window where you enter the parameters and Excel will enter the function Notice that there is a short explanation of the function and the parameter (where the cursor is located) More importantly, there is a link to more help Bolded names are required parameters

72. Copyright 2013 by Janson Industries 72 This help shows the syntax of the function, explanation of each parameter, valid values...

73. Copyright 2013 by Janson Industries 73...and examples (which you can even copy into a SS)

74. Copyright 2013 by Janson Industries 74 What are valid values for a mortgage rate and nper?

75. Copyright 2013 by Janson Industries 75 Date Functions n Excel stores dates as a number (but displays them in date format) n So you can perform math on dates u Find elapsed number of days n Other functions: u =TODAY() returns the current date u =WEEKDAY(DATE(1988,2,27)) returns a number representing day of the week F 1=Sunday, 2 = Monday, etc

76. Copyright 2013 by Janson Industries 76 Absolute vs. Relative Addresses n Absolute Address: u 123 Main St. n Relative Address: u Next door n When you enter cell addresses the spreadsheet considers them relative n This is clearly shown when copying formulas/functions

77. Copyright 2013 by Janson Industries 77 Change to formula view to help explain Absolute vs. Relative Cell addressing

78. Copyright 2013 by Janson Industries 78 Excel considers all three formulas the same Advantage? Copying the formula in C24 to D24:E24 results in:

79. Copyright 2013 by Janson Industries 79 Absolute vs. Relative Addresses n To specify an absolute address u Precede the column letter with a $ u Precede the row number with a $ n Example: u $A$1 n When use: u When you want to reference the same cell value in many formulas

80. Copyright 2013 by Janson Industries 80 Mixed Addresses n One of the row and col specifications is relative the other is absolute n Examples: u $A1 u A$1 n When use: u When you want to reference a constant value in the same row or column

81. Copyright 2013 by Janson Industries 81 Sorting and Filters n Must put the data in a table n Select the Range n Click INSERT Tab then Table

82. Copyright 2013 by Janson Industries 82 Select Table

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84. Copyright 2013 by Janson Industries 84 Each column gets a list arrow Drop down menu provides sorting and filtering options

85. Copyright 2013 by Janson Industries 85 Sorting Largest to Smallest for Column1 results in all the rows being sorted by the value in Column1

86. Copyright 2013 by Janson Industries 86 Filters allow you to restrict which rows are displayed Click column arrow, Number Filters, then the rule...

87. Copyright 2013 by Janson Industries 87...fill in the value to compare to......click OK and …

88. Copyright 2013 by Janson Industries 88...only those rows who's value in the column satisfy the condition will be shown

89. Copyright 2013 by Janson Industries 89 Conditional formatting based on value in the cells

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91. Copyright 2013 by Janson Industries 91 Select the cells and pick the highlight rule

92. Copyright 2013 by Janson Industries 92 Default rule applied If you don’t like the format options choose Custom Format…

93. Copyright 2013 by Janson Industries 93 … and specify your own

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97. Copyright 2013 by Janson Industries 97 Numbers appear as pound signs (###) Column isn’t wide enough Common problem

98. Copyright 2013 by Janson Industries 98 Simply make the column wider Data will be displayed

99. Copyright 2013 by Janson Industries 99 Assignment n Unit H u Northeast Region Sales n IC2 u October Sales Rep Report n Send an email to rjanson@fscj.edu with all 5 files attached