COM: 111 Introduction to Computer Applications Department of Information & Communication Technology Panayiotis Christodoulou

Learning Outcomes Understand the use of spreadsheets and Excel Learn the parts of the Excel window Scroll through a worksheet and navigate between worksheets Create and save a workbook file Enter text, numbers and dates into a worksheet Resize, insert and remove columns and rows Select and move cell ranges Insert formula and functions Insert, delete, move and rename worksheets Work with editing tools Preview and print a workbook Panayiotis Christodoulou

What are spreadsheets? A spreadsheet is an interactive computer application program for organization, analysis and storage of data in tabular form. Spreadsheets developed as computerized simulations of paper accounting worksheets. The program operates on data represented as cells of an array, organized in rows and columns. Each cell of the array is a model–view–controller element that can contain either numeric or text data, or the results of formulas that automatically calculate and display a value based on the contents of other cells. Panayiotis Christodoulou

The user of the spreadsheet can make changes in any stored value and observe the effects on calculated values. Spreadsheets have replaced paper-based systems throughout the business world. Although they were first developed for accounting or bookkeeping tasks, they now are used extensively in any context where tabular lists are built, sorted and shared. Panayiotis Christodoulou

What is Excel? Microsoft Excel is a spreadsheet application developed by Microsoft for Microsoft Windows and Mac OS. It features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications Panayiotis Christodoulou

Introducing Excel Panayiotis Christodoulou Ribbon Tabs Select all  Columns Rows Formula bar cell Sheets tab Workbook window views Scroll bar status

Home tab Groups Clipboard Font Alignment Number Styles Panayiotis Christodoulou

Cells Editing Panayiotis Christodoulou

Insert tab Groups Tables Illustrations Charts Links Text Panayiotis Christodoulou

Page Layout tab Groups Themes Page Setup Scale to fit Sheet Options Arrange Panayiotis Christodoulou

Formulas tab Groups Function Library Defined names Formula Editing Calulation Panayiotis Christodoulou

Data tab Groups Get External Data Connections Sort and Filter Data tools Outline Panayiotis Christodoulou

Review tab Groups Proofing Comments Changes Panayiotis Christodoulou

View tab Groups Workbook Views Show/Hide Zoom Window Macros Panayiotis Christodoulou

Developer tab Groups Code Controls XML Modify Panayiotis Christodoulou

Acrobat tab Groups Create PDF Create and Review and Comment Cretae and run Action Panayiotis Christodoulou

Normal View Panayiotis Christodoulou

Page Layout View Panayiotis Christodoulou View the page as it will appear on the printed page

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Scroll a worksheet To move between cells on a worksheet, click any cell or use the arrow keys. When you move to a cell, it becomes the active cell. Panayiotis Christodoulou

New workbook Microsoft Office button  New  Blank workbook Panayiotis Christodoulou

Formula bar The formula bar in Excel is located above the work area of the spreadsheet. The formula bar displays the data, text or formula stored in the active cell. The formula bar can be used to enter or edit a formula, a function, or data in a cell. In general formula bar displays the content of the active cell. Panayiotis Christodoulou

Data Text data is a combination of letters, numbers, and some symbols Number data is any numerical value that can be used in a mathematical calculation Date and time data are commonly recognized formats for date and time values Panayiotis Christodoulou

Entering text Cell A1(active cell) contains the word: Hello Cell B1 contains the word: Class Cell A3 contains the word: CDA College Panayiotis Christodoulou

Entering numbers Cell A1(active cell) contains the number: 5 Cell B1 contains the number: 6 Cell A3 contains the number: 100 Panayiotis Christodoulou

Entering date Insert current date: Ctrl + ; Insert current time: Ctrl + Shift + ; Panayiotis Christodoulou

Insert Multiple Lines Select the cell you want to write the line Type first line Click: Alt + Enter Continue writing Panayiotis Christodoulou

Resize rows/columns Hover your arrow over the border between the column or row labels. Then click and drag the border to widen or narrow the size of each cell. The columns to the right or rows below will adjust to make room for your changes. Panayiotis Christodoulou

Columns width Right click on the column labels and choose Column Width. Type in a number in the pop up window to change the width of the column. Panayiotis Christodoulou

Row height Right click on the row labels and choose Row Height. Type in a number in the pop up window to change the height of the row. Panayiotis Christodoulou

Home tab  Cells Group  Format Panayiotis Christodoulou

Insert columns Right click on the columns labels and choose Insert Panayiotis Christodoulou

Insert rows Right click on the rows labels and choose Insert Panayiotis Christodoulou

Clearing Columns/Rows Clearing data from a worksheet removes the data but leaves the blank cells Right click on the columns/rows labels and choose Clear contents Panayiotis Christodoulou

Delete Columns/Rows Deleting data from the worksheet removes both the data and the cells Right click on the columns/rows labels and choose Delete Panayiotis Christodoulou

Cell ranges A group of cells is called a cell range or range An adjacent range is a single rectangular block of cells A nonadjacent range consists of two or more distinct adjacent ranges A range reference indicates the location and size of a cell range Panayiotis Christodoulou

Select adjacent range Just click on a cell and is selected To select more than one cells first select one and then drag your mouse to select more or using the Shift + arrows Panayiotis Christodoulou

Select nonadjacent range Select a cell or an adjacent range and then using the Ctrl button select more cells Panayiotis Christodoulou

Select all cells Click Ctrl + A Or the Select all button Panayiotis Christodoulou

Move cells First select the cells that you want to move Then Cut the data using Ctrl + X or right click with your mouse and then Cut Move to a new cell paste the data Panayiotis Christodoulou

Insert a cell range First Select a range Right click on it and Click Insert Panayiotis Christodoulou

Select where you want the new cells/rows to be insert Panayiotis Christodoulou

Format Cells Select the cells that you want to change the format Right click on them and then click Format Panayiotis Christodoulou

Formulas A formula is an expression which calculates the value of a cell. Functions are predefined formulas and are already available in Excel. The order of precedence is a set of predefined rules used to determine the sequence in which operators are applied in a calculation Panayiotis Christodoulou

Order of Precedence Panayiotis Christodoulou

Entering a formula First click the cell you want the formula results to be appear Type = and then the expression which described the formula Press Enter Panayiotis Christodoulou

Functions You can type in a formula (though you have to be sure it's exactly right) or you can use Excel's preset formulas called functions. If you type in the formula, you must start with an equal sign, so Excel knows that the data in the cell is a formula. Panayiotis Christodoulou

Add Numbers A1 = 30 A2 = 40 To find the sum in A3 we must write: A3 = A1 + A2 Panayiotis Christodoulou

Add more than two numbers A1 = 3A4 = 6 A2 = 4A5 = 7 A3 = 5A6 = 8 To find the sum in A7 instead of writing = A1 + A2 + ….. is better to use the function = Sum(A1:A6) Panayiotis Christodoulou

Average Function To find the average value of a row or a column Panayiotis Christodoulou

Other Math Formulas/Functions FormulaSign Subtract= A1-A2 Multiply= A1*A2 or PRODUCT(A1:A2) Divide= A1/A2 Absolute Value= ABS(A1) Round up= ROUNDUP(A1,0) Round down= ROUNDDOWN(A1,0) Raise to power= POWER(A1;2) Min value= MIN(A1:A6) Max value= MAX(A1:A6) Panayiotis Christodoulou

AutoSum AutoSum is a Microsoft Excel and other spreadsheet function that automatically enters the appropriate formula or function into your spreadsheet. ▫Sum ▫Average ▫Count Numbers ▫Max ▫Min Panayiotis Christodoulou

Rename a Worksheet To Rename a worksheet right click on it and then click Rename or double click on it Panayiotis Christodoulou

Insert a Worksheet To insert a worksheet just click which is located next to the other worksheets or click Shift + F11 Panayiotis Christodoulou

Move a worksheet Just click on the worksheet you want to move and drag it left or right or right click on the worksheet you want to move, click Move and choose the location Panayiotis Christodoulou

Delete a worksheet Right click on the worksheet you want to delete and click delete Panayiotis Christodoulou

Editing your work Just click on the cell and then change the text on the formula bar Or you can use the buttons in the Editing Group on the Home tab Panayiotis Christodoulou

Find and Select You can search you worksheet for text, numbers formulas etc. Panayiotis Christodoulou

Print Before printing is better to view the Print Preview Panayiotis Christodoulou