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Welcome. Welcome! If you joined the conference via telephone, please enter your audio pin if you havent already. (The image on the right is an example.

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Presentation on theme: "Welcome. Welcome! If you joined the conference via telephone, please enter your audio pin if you havent already. (The image on the right is an example."— Presentation transcript:

1 Welcome

2 Welcome! If you joined the conference via telephone, please enter your audio pin if you havent already. (The image on the right is an example - your audio pin will be different.) If you joined with a microphone and headset or speakers (VoIP), please be sure your device volume settings are properly adjusted. If your mic & headset is not working, please try unplugging and re-plugging in your device. We will begin promptly at the top of the hour.

3 OFF120: MSExcel for Advocates-2003 September 18, 2009 Rachel R. Medina, LSNTAP

4 Please, let us know your questions and comments during the training Maximize/minimize your screen with the chevron symbol Telephone participants need to enter their audio pin Ask a question in the questions log Raise your hand

5 Ensuring we can hear you Mic & Speakers users should make sure the microphone volume is turned up. You can always switch to telephone at anytime in the training. Ensure that you have not muted yourself Un-mutedMuted

6 Questions? Raise your hand, please!

7 Todays training… …is being recorded …will be archived on our website Registered attendees will receive an with a link to this information once it has been posted

8 OFF120: MSExcel for Advocates-2003 September 18, 2009 Rachel R. Medina, LSNTAP

9 Lists of data Contacts, dates, etc. Financial tracking Budgets Charts and graphs Grant Reporting Customized calcuation sheets Import and export data Salient Functions of Excel

10 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

11 Spreadsheet program allowing data entry into rows and columns Very useful for managing certain types of data Your funders and partners expect you to be able to use it! What is Excel and Why Use It?

12 Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

13 Name Box Formula Bar Cell References Making Formulas Workbook and Worksheets Excel Fundamentals

14 Formula Bar and Name Box

15 A colon indicates a range of cells B1:B5 (B1 through B5) A comma indicates only individually listed cells B1, B2, B3, B5 (does not include B4) Cell References

16 Cell Range

17

18 Formulas contain An = sign Cells or cell references Calculation symbol Creating Formulas

19 =(B1+B5)Addition =(B1-B5)Subtraction =(B1*B5)Multiplication =(B1/B5)Division =(B1%B5)Percentage =(B1^B6) Exponential Equations =SUM (B1:B5) =AVERAGE (B1:B5) Calculation Symbols

20 Example: =SUM(….)

21 Excel documents are called workbooks which contain worksheets Worksheets are meant to contain sets of data that can be linked to another Workbook and Worksheets

22 Worksheets

23 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

24 Managing worksheets Renaming Moving Adding/Deleting Linking worksheets together Why? How? Using Worksheets

25 Managing Worksheets

26 Why link worksheets? How do you link worksheets? Move the cursor to the desired cell on the other sheet, type = and select the cell you want referenced. Linking Worksheets Together

27 Manual link with Excel code: =sheetname!cell reference; For example =Budget!B13 will give you the contents of cell B13 in worksheet named Budget Make sure to use single quotes if the title has a space Ex. Worksheet Budget Summary will be linked as =Budget Summary!A1 You can also rename cells in the name box for easier linking codes No numbers or spaces Manually Linking Worksheets

28 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill and Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

29 Unformatted Worksheet

30 Formatted Version

31 Formatting Cells AutoFit Number Merge and Center Background Fill Font Alignment Sort Border Protection Formatting Worksheets

32 Freezing a row and/or column can make spreadsheets much easier to edit, by keeping your primary headers always in view Freeze Panes

33 To Freeze a Row: Put cursor in first cell immediately below the row you want to freeze. Go To Window on the Menu Click Freeze Panes Notice the Line that demarks it as frozen To Unfreeze: Go to Window on the Menu Click Unfreeze How to Freeze Panes

34 Freeze Panes

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39 File Menu|Page Setup|Sheet Repeat Rows/Columns Prints your primary headings on every page Header/Footer Creates a header/footer for each page Add/remove gridlines Add or removes cell grid lines Adjust margins Adjusts page margins Page Setup for Printing

40 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

41 Allows you to conveniently replicate content and formulas across columns or rows Saving Time: The Fill Function

42 Fill Function

43

44 Click on lower right-hand corner until a + shape appears. Keeping your mouse button depressed, drag below to the cells you want filled. Fill Function

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48 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

49 Relative is the default. Relative: Copies formulas across a worksheet, but does not copy a fixed value in a static cell. Absolute: Copies a specific cell reference and its value to other cells. Relative v. Absolute References

50 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

51 Click Insert | Chart Pick type of Chart or Graph Type Enter Data Range Add Legends and other frills Charts

52 Pie Chart

53 Highlight Data Range

54 Title, Axis Names

55 Data Labels

56 Finished Result

57 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

58 Survey Tool Data Contact Lists from other Databases PIKA Reports Contact Lists Importing and Exporting Data

59 What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007 Beginning and Intermediate Excel Training Todays Agenda

60 Excel 2003 vs. Excel 2007

61

62 BONUS TIPS!

63 Excel – Calculate Days Between Dates (NETWORKDAYS)

64 NETWORKDAYS – how it works… # of Business Days (or court days) =NETWORKDAYS(B17,B18,A3:A14) B17 First Day B18 Last Day A3:A14 refers to the range of dates included in the list of holidays A3 A4 A5... A14 B17 B18

65 Excel – paste special/transpose Flip your data! Highlight and Copy the spreadsheet Select Paste Special Check Transpose Click OK

66 Excel - Shortcuts Switch from absolute to relative reference & vice-versa F4 Line break within a single cell Alt+Enter Reveal formula format Ctrl+Shift+A Formula wizard Ctrl+A Auto subtotal and grand total lines inserted by Excel; simply sort your data, then select ! Data/Subtotal

67 Excel - Shortcuts Ctrl+A gives you the formula wizard!

68 Data/Subtotal Creates Quick Subtotals and a Grand Total!

69 Collapse to view just the totals

70 THANK YOU Dont forget to complete our survey Rachel R. Medina Training Coordinator LSNTAP


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