Office tool for creating tables and charts MS Excel Office tool for creating tables and charts

MS Excel A powerful and widely used tool that helps people analyze information to make more informed decisions. The industry standard for spreadsheet software Easy to use Tools used for creating simple to complex charts and tables Has a built-in calculator

MS Excel Could be confusing to use for a novice user Tools for creating tables and charts are not intuitive Users need to have a basic understanding of math and algorithmic logic to work the formulas

Parts of a worksheet Name box Formula bar Displays the cell reference (coordinates) of the active cell Displays formula options when in formula mode Formula bar Display content of active cell Also used for entering data and fomulas

Parts of a worksheet Column Rows Active cell Sheet tab Where you input your data Sheet tab Used for switching between different worksheets

Excel Toolbar Links to all the functions of MS Excel Allows the user to format text, colors, layout, etc. of tables and charts

Cell Formatting Fit column and row to content Hide or unhide columns and rows as needed Lock cells to prevent editing of the cell

Cell formatting Alignment Borders and shading Font Numbers that represent amounts are usually right- aligned Titles and headers are usually centered Borders and shading Apply borders and/or shade cells with a color or color with pattern to distinguish between different types of information Font Adjust the size, the type, and color, etc. as needed

Cell formatting Protection Spacing Text direction Prevents unauthorized users from opening or editing a document Allows authorized users to make changes to document. If someone changes the document without the password to modify, that person can save the document only by saving it in a different file name. Spacing Fit column and row to content Hide or unhide columns and rows as needed Text direction Rotate text to prevent unnecessarily wide columns

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Number formats Use number formats to change the appearance of numbers, including dates and times, without changing the number behind the appearance. Default number format is the general format. Displays the number as you typed it. Special format contains formats for zip codes and telephone numbers

Conditional formatting A format that shades a cell or changes font color that excel automatically applies if specified condition is true

Working with formulas Mathematical shortcuts

Formula, operators, and constants Equations that perform calculations on values in your worksheet. A formula starts with an equal (=) sign. Operators Sign or symbol that specifies the type of calculation to perform within an expression. They could be mathematical, comparison, logical, or reference operators. Constants A value that is not calculated and, therefore, does not change

Simple formula Click the cell where you want to put the formula Type the equal (=) sign Type in the formula Press ENTER Formula What it does =123+456 Adds 123 to 456 =5^2 Squares 5; 5 raised to the 2nd power

References and names Relative references Name In a formula it is the address of a cell based on the relative position of the cell that contains the formula and the cell referred to. If you copy a formula, the reference automatically adjusts Name Word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy to understand name ranges such as Sales!C20:C30

References and names Sample formula What it means =D8 Uses the value of D8 =E5+23 Adds 23 to the value of E5 =Sheet2!B2 Uses the value of B2 in sheet 2 =Asset-Liability Subtracts a cell named Liability from a cell names Asset

Functions Function Arguments Nested function Pre-written formula that takes a value, performs an operation, and returns a value Arguments Value a function uses to perform operations or calculations. The type of argument a function uses is specific to the function. Common arguments used within functions are numbers, text, names, and cell references Nested function Uses a function as an argument of another function

Functions Sample formula What it does =SUM(A:A) Adds all numbers in column A =AVERAGE(A1:B4) Gets the average of all numbers in the range of cells indicated =MAX(C3:C10) Gets the highest number in a range of cells =IF(AVERAGE(F2:F15)>50, SUM(G2:G15),0) Takes the average of the range F2 to F15. If it is greater than 50, the answer is the sum of the range G2 to G15. If not, the result is 0.

Functions Sample formula What it does =IF(AVERAGE(C2:G2)>75, “Passed”,”Failed”) Takes the average of range C2 to G2. If it is greater than 75, the result is Passed. If less than 75 the result is failed. =(Attendance!F3/COUNTA(Attendance!H3:T3))*$J$2 Uses the value of Attendance!F3 and divides it with the total number of cells in range Attendance!H3:T3 that have numbers in it. After dividing it then multiplies the result with the value in J2

Formula and function tips Press CTRL+ENTER to enter data or a formula into multiple cells at the same time If you are familiar with the arguments of a function, you can use the function tooltip that appears after you type the function name and an open parenthesis Click the function name to view the help topic on the function, or Click an argument name to select the corresponding argument in your formula

Common errors ##### #REF! #VALUE! This error occurs when the cell contains a number, date, or time that is wider than the cell or when the cell contains a date and/or time formula that produces a negative result. #REF! This error value occurs when a cell reference is not valid. #VALUE! This error value occurs when the wrong type of argument or operand is used, or if the Formula AutoCorrect feature cannot correct the formula.

Charts Graphical or visual representation of numerical data Doughnut chart Radar chart Surface chart Basic types Bubble chart Column graph Stock chart Bar graph Cylinder chart Line graph Cone chart Pie chart Pyramid chart XY scatter Custom types Area chart

Creating tables and charts Tables can be composed of flat data or the results of formulas. Charts are built from existing table data.

Creating a Gantt Chart Using Excel Excel does not contain a built-in Gantt chart format, but you can create a Gantt chart in Excel by customizing the stacked bar chart type.