Copyright © 2016 Pearson Canada Inc. Part 1: MIS and You Application Extension 3a Introduction to Microsoft Excel 2013 Experiencing MIS, Fourth Canadian Edition Copyright © 2016 Pearson Canada Inc.

Study Questions What is a spreadsheet? How do you get started with Excel? How can you enter data? How can you insert and delete rows and columns and change their size? How can you format data? How can you create a (simple) formula? How can you print results? Q1 What is a spreadsheet? Q2 How do you get started with excel? Q3 How can you enter data? Q4 How can you insert and delete rows and columns and change their size? Q5 How can you format data? Q6 How can you create a (simple) formula? Q7 How can you print results?

What is a spreadsheet? A spreadsheet is a table of data having rows and columns. Electronic spreadsheets provide incredible labour savings and were a major factor in the early adoption of personal computers. In Excel, the term worksheet refers to a spreadsheet. One or more worksheets are combined to form a workbook. Q1 What is a spreadsheet? A spreadsheet is a table of data having rows and columns. Long before the advent of the computer, accountants and financial planners used paper spreadsheets to make financial calculations. Today, the term spreadsheet almost always refers to an electronic spreadsheet, and most frequently to a spreadsheet that is processed by Microsoft Excel. Electronic spreadsheets provide incredible labor savings over paper spreadsheets and were a major factor in the early adoption of personal computers.

Excel Spreadsheet Q1 What is a spreadsheet? Figure AE3a-1 Excel Spreadsheet Showing Rows and Columns

Spreadsheet The rows are identified by numbers, and the columns are identified by letters. The intersection of a row and a column is called a cell. Each cell is identified by the name of its row and column. Cells are flexible and can store text, numbers, and most importantly formulas. This flexibility makes spreadsheets such a powerful tool. Q1 What is a spreadsheet? As shown in Figure AE3a-1 , Excel spreadsheets have rows and columns. The rows are identified by numbers, and the columns are identified by letters. Because there are only 26 letters in the alphabet, the following scheme is used to label columns: The letters A through Z identify the first 26 columns; the letters AA through AZ identify the next 26; BA through BZ the next 26; and so forth. The intersection of a row and a column is called a cell . Each cell is identified by the name of its row and column. In Figure AE3a-1 , the cell named A1 is highlighted. The cell K5 is the cell in the K column, row number 5. The cell AB1207 (not visible in Figure AE3a-1 ) is the cell located in column AB and row 1207.

How do you get started with Excel? When you first start Excel, it creates a blank workbook To keep your changes, save your workbook and give it an appropriate file name To save your workbook, click File with your left mouse button and click Save As Navigate to the location on your computer where you want to save your workbook As shown in Figure AE3a-3, under the label File name: enter a name for your file Q2 How do You Get Started with Excel? When you first start Excel 2013, it will create a workbook exactly like that in Figure AE3a-1. Even though you haven’t done anything yet, your first task should be to save your workbook under an appropriate name. Life is uncertain; you never know when a computer might fail or power might be cut off or some other unplanned event might occur. Get in the habit of saving your work initially and then frequently after that. To save your workbook, click File with your left mouse button (in the following text, unless otherwise specified, the term click means to click with the left mouse button), and click Save As as shown in Figure AE3a-2. Navigate to the location on your computer where you want to save your workbook. In the lower center, find the label File name: and to the right of that label enter a name for this file.

Entering a File Name in Excel Q2 How do You Get Started with Excel? Figure AE3a-3 Entering a File Name in Excel

Tabs and Ribbon A sequence of Tabs appears in a horizontal line, just below the Excel icon These tabs control the contents of the Ribbon, which is the wide bar of tools and selections that appears just under the tabs In Figure AE3a-4, the HOME tab has been selected, and the contents of the ribbon concern fonts, alignment, and so forth In general, you choose a tab depending on the task at hand Q2 How do You Get Started with Excel? Figure AE3a-4 shows the workbook. A sequence of tabs appears in a horizontal line, just below the Excel icon. These tabs control the contents of the ribbon, which is the wide bar of tools and selections that appears just under the tabs. In Figure AE3a-4 , the HOME tab has been selected, and the contents of the ribbon concern fonts, alignment, and so forth.

Excel Menu Tabs and Ribbon Bar Q2 How do You Get Started with Excel? Figure AE3a-4 Excel Menu Tabs and Ribbon Bar

How can you enter data? Spreadsheets allow you to enter information such as: letters (not used for arithmetic operations) numbers (used for arithmetic operations) formulas (formulas MUST begin with an equals [=] sign) Data can be entered into an Excel worksheet in three ways: Key in the data Let Excel add data based on a pattern Import data from another program Q3 How Can You Enter Data? Spreadsheets allow you to enter information such as: • letters (which cannot be used in arithmetic operations), • numbers (which can be used for arithmetic operations), and • formulas (formulas MUST begin with an equals [=] sign) There are two ways to edit the contents of a cell. You can move the cursor to the cell you want and simply start typing. This will overwrite whatever is currently in the cell. You can also click on the cell you want to edit and then move the cursor to the cell contents area, which is near the top of the screen. Choosing the cell and clicking the F2 key will accomplish the same thing.

How can you insert and delete rows and columns and change their size? To insert new rows, click the number of the row above which you want new rows and select as many rows as you want to insert, right-click and Insert. To delete rows, click the name of the row(s) you want to delete, right-click and Delete. To add a column, click the name of the column before which you want to insert columns, select as many columns to the right of that as you want to add, right-click and Insert. To delete column, click the name of the columns you want to delete, right-click and Delete. Q4 How Can You Insert and Delete Rows and Columns and Change their Size? To insert new rows, click the number of the row above which you want new rows, and select as many rows as you want to insert. In Figure AE3a-16 , the user has clicked row 1 and selected two rows. Now, using the right mouse button, click the selection. The menu shown in Figure AE3a-16 will appear. Using your mouse, left-click the word Insert and two rows will be inserted, as shown in Figure AE3a-17 . If you had selected only one row, then only one row would be added. If you had selected five rows, then five rows would be added. You can use a similar approach to delete rows. Click the name of the row (or rows) you want to delete and then right-click. Then left-click the word Delete. Those rows will be deleted and any remaining rows moved up. Adding and deleting columns is similar. To add a column, click the name of the column before which you want to insert columns, select as many columns to the right of that as you want to add, right-click, and then select Insert. To delete, click the name of the columns you want to delete, right-click, and then select Delete.

Change Rows and Columns Size Position your cursor on the line between the rows/columns headings – cursor will change to a vertical bar with an arrow on each side Move the cursor to the right to increase the size of the column and to the left to decrease it – or drag cursor up to decrease the row height and down to increase it Changing the width of a column or the height of a row is easy. Suppose in Figure AE3a-17 that you want to include both first and last names in column A. At present, column A is not large enough to show both names. To make it larger, in the column headings click the line between the A and the B. Your cursor changes to a vertical bar with an arrow on each side, as shown in Figure AE3a-18 . Move the cursor to the right to increase the size of the column and to the left to decrease it. Similarly, to increase or decrease the height of a row, click the line between the line numbers and drag up to decrease the row height and down to increase it.

How can you format data? Different cells contain different types of data It is useful to show these different cells with an appropriate format To format a cell or a group of cells, highlight what you want to format and choose the appropriate formatting option from the menu bar Change the font type, size, and colour Change the alignment and colour of the cells Add lines and borders Apply various number formats Apply conditional formatting to format the cell based on the data contained in the cell Q5 How Can You Format Data?

How can you create a (simple) formula? Spreadsheets allow you to reference other cells when you build a formula To reference a cell, type in the = sign (to indicate a formula) and then type the address of the cell you want to reference From Figure AE3a-24, the formula in cell G3 references the values in the cells C3, D3, and E3, and uses the + sign to add the values When you press Enter, the result of the calculation will be shown, instead of the formula Press F2 to highlight the cells involved in calculation Q6 How Can You Create a (Simple) Formula?

Colour Coding of Cells Involved in a Calculation Q6 How Can You Create a (Simple) Formula? Figure AE3a-24 Using the F2 Function Key to Show Colour Coding of Cells Involved in a Calculation

Excel Functions Functions are predefined formulas in Excel For example, as shown in Figure AE3a-26, instead of typing the formula step-by-step =C3+C4+C5+C6+C7+C8 The Auto Sum function will total the values in the column using the built-in formula =SUM(C3:C8) Highlight cell C9 and then select the Formulas tab at the top of the ribbon. At the top of the tab, click Auto Sum, as shown in Figure AE3a-26 . Press Enter, and Excel will total the values in the column. If you click cell C9 and press F2, you will see that Excel entered the formula = SUM(C3:C8) . This is a shorthand way of summing the values in those cells using a built-in function called SUM . To finish this spreadsheet, copy the formula from cell C9 to cells D9, E9, and G9. The spreadsheet will appear as in Figure AE3a-27 .

Auto Sum Function Q6 How Can You Create a (Simple) Formula? Figure AE3a-26 Auto Sum Function

How can you print results? Use Print Preview feature before you print Use PAGE LAYOUT ribbon to determine how the document will be arranged as a printed document, such as Margins and Orientation Use Print Area to select only portion of the spreadsheet to be printed You can also View and/or Print Gridlines and Headings Q7 How Can You Print Results? Use Margins to set the size of the page margins. Orientation refers to whether the worksheet is printed normally (upright) on the page (called Portrait ) or sideways on the page (called Landscape ). You can use print area to specify the portion of the spreadsheet that you want to print. If you now select Print under Gridlines and Headings , and then select Print Preview , you can see that your worksheet will be printed with gridlines and headings, as shown in Figure AE3a-29 . Most people prefer to see gridlines and headings in the screen display but not see them, or at least not see the headings, in the printed display. Click Close Print Preview to return to the spreadsheet view. For now, check View and Print Gridlines , but under Headings check only View.

Print Preview Q7 How Can You Print Results? Figure AE3a-28 The Print Preview Screen in Excel

Active Review Q1 What Is a Spreadsheet? Explain how the following terms are related: spreadsheet, electronic spreadsheet, Microsoft Excel, worksheet, and workbook. Explain how spreadsheet cells are addressed. Where would you find cell Q54? Q2 How Do You Get Started with Excel? Describe the first task you should do when creating a spreadsheet. Open a new workbook and give it the name My_Sample_WB. Explain the relationship of tabs and tools and selections. Which tab is the most likely one to have the tools and selections you need? Q1 What is a Spreadsheet? Explain how the following terms are related: spreadsheet, electronic spreadsheet, Microsoft Excel, worksheet, and workbook. Explain how spreadsheet cells are addressed. Where would you find cell Q54? Q2 How do You Get Started with Excel? Describe the first task you should do when creating a spreadsheet. Open a new workbook and give it the name My_Sample_WB. Explain the relationship of tabs and tools and selections. Which tab is the most likely one to have the tools and selections you need? Q3 How Can You Enter Data? List three ways of entering data into Excel. Describe the advantage of using the F2 key to edit data. Explain two ways that Excel uses a pattern to enter data. Q4 How Can You Insert and Delete Rows and Columns and Change their Size? Describe how to insert and delete rows. Describe a circumstance in which you would need to insert rows. Describe how to make a row taller or shorter. Describe how to change the width of a column. Q5 How Can You Format Data? Open Excel and explain the purpose of each of the icons in the Font section of the Home tab of the ribbon. Explain the purpose of the Alignment and Number sections. Q6 How Can You Create a (Simple) Formula? Write the expression you would need to add the content of cell B2 to the content of cell B7. Write the expression to multiply the content of cell C4 by 7.3. Write the expression to find the average of the values in cells D7, D8, and D9. Use a built-in formula to total the values in cells E2, E3, E4, E5, E6, and E7. Q7 How Can You Print Results? Explain the purpose and use of Print Preview. Open Excel, go to the PAGE LAYOUT tab, and explain the purpose of the Margins, Orientation , and Print Area tools in the Page Setup section. Also, explain the function of the View and Print checkboxes in the Gridlines and Headings portion of the Sheet Options section.

Active Review Q3 How Can You Enter Data? List three ways of entering data into Excel. Describe the advantage of using the F2 key to edit data. Explain two ways that Excel uses a pattern to enter data. Q4 How Can You Insert and Delete Rows and Columns and Change their Size? Describe how to insert and delete rows. Describe a circumstance in which you would need to insert rows. Describe how to make a row taller or shorter. Describe how to change the width of a column. Q1 What is a Spreadsheet? Explain how the following terms are related: spreadsheet, electronic spreadsheet, Microsoft Excel, worksheet, and workbook. Explain how spreadsheet cells are addressed. Where would you find cell Q54? Q2 How do You Get Started with Excel? Describe the first task you should do when creating a spreadsheet. Open a new workbook and give it the name My_Sample_WB. Explain the relationship of tabs and tools and selections. Which tab is the most likely one to have the tools and selections you need? Q3 How Can You Enter Data? List three ways of entering data into Excel. Describe the advantage of using the F2 key to edit data. Explain two ways that Excel uses a pattern to enter data. Q4 How Can You Insert and Delete Rows and Columns and Change their Size? Describe how to insert and delete rows. Describe a circumstance in which you would need to insert rows. Describe how to make a row taller or shorter. Describe how to change the width of a column. Q5 How Can You Format Data? Open Excel and explain the purpose of each of the icons in the Font section of the Home tab of the ribbon. Explain the purpose of the Alignment and Number sections. Q6 How Can You Create a (Simple) Formula? Write the expression you would need to add the content of cell B2 to the content of cell B7. Write the expression to multiply the content of cell C4 by 7.3. Write the expression to find the average of the values in cells D7, D8, and D9. Use a built-in formula to total the values in cells E2, E3, E4, E5, E6, and E7. Q7 How Can You Print Results? Explain the purpose and use of Print Preview. Open Excel, go to the PAGE LAYOUT tab, and explain the purpose of the Margins, Orientation , and Print Area tools in the Page Setup section. Also, explain the function of the View and Print checkboxes in the Gridlines and Headings portion of the Sheet Options section.

Active Review Q5 How Can You Format Data? Open Excel and explain the purpose of each of the icons in the Font section of the Home tab of the ribbon. Explain the purpose of the Alignment and Number sections. Q6 How Can You Create a (Simple) Formula? Write the expression you would need to add the content of cell B2 to the content of cell B7. Write the expression to multiply the content of cell C4 by 7.3. Write the expression to find the average of the values in cells D7, D8, and D9. Use a built-in formula to total the values in cells E2, E3, E4, E5, E6, and E7. Q1 What is a Spreadsheet? Explain how the following terms are related: spreadsheet, electronic spreadsheet, Microsoft Excel, worksheet, and workbook. Explain how spreadsheet cells are addressed. Where would you find cell Q54? Q2 How do You Get Started with Excel? Describe the first task you should do when creating a spreadsheet. Open a new workbook and give it the name My_Sample_WB. Explain the relationship of tabs and tools and selections. Which tab is the most likely one to have the tools and selections you need? Q3 How Can You Enter Data? List three ways of entering data into Excel. Describe the advantage of using the F2 key to edit data. Explain two ways that Excel uses a pattern to enter data. Q4 How Can You Insert and Delete Rows and Columns and Change their Size? Describe how to insert and delete rows. Describe a circumstance in which you would need to insert rows. Describe how to make a row taller or shorter. Describe how to change the width of a column. Q5 How Can You Format Data? Open Excel and explain the purpose of each of the icons in the Font section of the Home tab of the ribbon. Explain the purpose of the Alignment and Number sections. Q6 How Can You Create a (Simple) Formula? Write the expression you would need to add the content of cell B2 to the content of cell B7. Write the expression to multiply the content of cell C4 by 7.3. Write the expression to find the average of the values in cells D7, D8, and D9. Use a built-in formula to total the values in cells E2, E3, E4, E5, E6, and E7. Q7 How Can You Print Results? Explain the purpose and use of Print Preview. Open Excel, go to the PAGE LAYOUT tab, and explain the purpose of the Margins, Orientation , and Print Area tools in the Page Setup section. Also, explain the function of the View and Print checkboxes in the Gridlines and Headings portion of the Sheet Options section.

Active Review Q7 How Can You Print Results? Explain the purpose and use of Print Preview. Open Excel, go to the PAGE LAYOUT tab, and explain the purpose of the Margins, Orientation, and Print Area tools in the Page Setup section. Also, explain the function of the View and Print checkboxes in the Gridlines and Headings portion of the Sheet Options section. Q1 What is a Spreadsheet? Explain how the following terms are related: spreadsheet, electronic spreadsheet, Microsoft Excel, worksheet, and workbook. Explain how spreadsheet cells are addressed. Where would you find cell Q54? Q2 How do You Get Started with Excel? Describe the first task you should do when creating a spreadsheet. Open a new workbook and give it the name My_Sample_WB. Explain the relationship of tabs and tools and selections. Which tab is the most likely one to have the tools and selections you need? Q3 How Can You Enter Data? List three ways of entering data into Excel. Describe the advantage of using the F2 key to edit data. Explain two ways that Excel uses a pattern to enter data. Q4 How Can You Insert and Delete Rows and Columns and Change their Size? Describe how to insert and delete rows. Describe a circumstance in which you would need to insert rows. Describe how to make a row taller or shorter. Describe how to change the width of a column. Q5 How Can You Format Data? Open Excel and explain the purpose of each of the icons in the Font section of the Home tab of the ribbon. Explain the purpose of the Alignment and Number sections. Q6 How Can You Create a (Simple) Formula? Write the expression you would need to add the content of cell B2 to the content of cell B7. Write the expression to multiply the content of cell C4 by 7.3. Write the expression to find the average of the values in cells D7, D8, and D9. Use a built-in formula to total the values in cells E2, E3, E4, E5, E6, and E7. Q7 How Can You Print Results? Explain the purpose and use of Print Preview. Open Excel, go to the PAGE LAYOUT tab, and explain the purpose of the Margins, Orientation , and Print Area tools in the Page Setup section. Also, explain the function of the View and Print checkboxes in the Gridlines and Headings portion of the Sheet Options section.