Understand Spreadsheet Software Microsoft Excel is an electronic spreadsheet program An electronic spreadsheet program allows you to perform numeric calculations The spreadsheet is called a worksheet Individual worksheets are stored in a workbook which is the Excel file

Understand Spreadsheet Software Advantages of using Excel Enter data quickly and accurately Recalculate data easily Perform what-if analysis Change the appearance of information Create charts Share information

workbook Cell address Formulas cell row Column worksheet

Format Values The format of a cell determines how the labels and values look Bold, italic, dollar signs, commas, etc. Formatting does not change the data only its appearance Select a cell or a range, then apply formatting

Change Font and Font Sizes A font is the name for a collection of characters with a similar, specific design Font size is the physical size of text Measured in points 1 point = 1/72 of an inch The default font in Excel is 11-point Calibri

Change Font Styles and Alignment Common font style and alignment buttons

Insert and Delete Rows and Columns When you insert a new row, the contents of the worksheet shift down from the newly inserted row When you insert a new column, the contents of the worksheet shift to the right of the new column

Insert and Delete Rows and Columns Excel inserts rows above the cell pointer and columns to the left Insert multiple rows or columns by selecting the same number of row or column headings to be inserted

Insert and Delete Rows and Columns Insert dialog box

Insert and Delete Rows and Columns When you delete a row, the contents of the worksheet shift up When you delete a column, the contents of the worksheet shift to the left Delete multiple rows or columns by selecting all of the row or column headings to be deleted

Rename and Move a Worksheet By default, an Excel workbook initially contains three worksheets, named Sheet1, Sheet2, and Sheet3 To move to another sheet, click its sheet tab

Rename and Move a Worksheet To make it easier to identify the sheets, you can rename each sheet and add color to the tabs You can change the order of sheets by dragging the sheet tabs

Rename and Move a Worksheet Moving the Budget sheet

Understand Spreadsheet Software Excel worksheet

Understand Spreadsheet Software The Name box displays the active cell address The formula bar allows you to enter or edit data in the worksheet The intersection of a row and a column is called a cell

Identify Excel 2013 Window Components Each cell has its own unique location called a cell address The cell in which you are working is called the active cell Sheet tabs let you switch from sheet to sheet in a workbook

Identify Excel 2013 Window Components The status bar provides a brief description of the active command or task in progress The mode indicator provides additional information about certain tasks

Identify Excel 2013 Window Components Selected range

Understand Formulas Formulas are equations in a worksheet When creating calculations in Excel, it is important to: Know where the formulas should be Know exactly what cells and arithmetic operations are needed

Understand Formulas When creating calculations in Excel, it is important to: Create formulas with care Use cell references rather than values Determine what calculations will be needed

Understand Formulas

Enter Labels and Values and Use the AutoSum Button Labels contain text and numerical information not used in calculations Values are numbers, formulas, and functions that can be used in calculations A function is a built-in formula A function includes arguments, the information necessary for the calculation

Enter Labels and Values and Use the AutoSum Button Clicking the Sum button sums the adjacent range above or to the left, though you can adjust the range The fill handle fills cells based on the first number sequence in the range

Enter and Edit a Simple Formula Formulas start with the equal sign (=), also called the formula prefix Calculation operators in formulas indicate what type of calculation you want to perform Arithmetic operators perform mathematical calculations Examples of arithmetic operators are + - * / % ^

Enter and Edit a Simple Formula Comparison operators compare values for the purpose of true/false results Examples of comparison operators are = > < >= <= <> Text concatenation operators join strings of text in different cells An example of a text concatenation operator is &

Enter and Edit a Simple Formula Reference operators enable you to use ranges in calculations Examples of reference operators are : , (space)

Insert a Function A function is a predefined worksheet formula that makes it easy to perform a complex calculation Can be used by itself or within a formula If used alone, begins with the formula prefix (=)

Insert a Function Expanded Function Arguments dialog box

Type a Function A function can be typed manually into a cell You must know the name and initial characters of the function Can be faster than using the Insert Function dialog box Experienced Excel users often prefer this method

Type a Function While manually typing a function, it is necessary to begin with the equal sign (=) Once you type an equal sign, each letter you type activates the AutoComplete feature

Type a Function MAX function in progress

Insert and Delete Rows and Columns When you insert a new row, the contents of the worksheet shift down from the newly inserted row When you insert a new column, the contents of the worksheet shift to the right of the new column

Insert and Delete Rows and Columns Excel inserts rows above the cell pointer and columns to the left Insert multiple rows or columns by selecting the same number of row or column headings to be inserted

Insert and Delete Rows and Columns Insert dialog box

Insert and Delete Rows and Columns When you delete a row, the contents of the worksheet shift up When you delete a column, the contents of the worksheet shift to the left Delete multiple rows or columns by selecting all of the row or column headings to be deleted

Apply Colors, Patterns, and Borders You can add enhancements such as colors, patterns, and borders by using: Border and Fill Color buttons in the Font group on the Home tab of the Ribbon and on the Mini toolbar, or Fill tab and Border tab in the Format Cells dialog box

Apply Colors, Patterns, and Borders Cell styles are pre-designed combinations of formatting attributes Use the Cell Styles button in the Styles group on the Home tab

Apply Colors, Patterns, and Borders LivePreview of fill color

Basic Formulas

Excel Formulas You must have an equals sign ( = ) as the first character in a cell that contains a formula. The = sign tells excel that the contents of the cell is a formula Without the = sign, the formula will not calculate anything. It will simply display the text of the formula.

All Formulas begin with = Automatic Functions Adding: (Toolbar button Σ) =Sum(1,2) or =Sum(A3,A7,A9) or =Sum(A1:A5) Subtracting : = A5-A3 Multiplication : = c3* d3 Division: =f5/c5

=Average(1,3,5) or =Average(A1:A3,A5) =Count(A1:A5) =Max(B2:B25) =Min(B2:B25) Function Calculates AVERAGE an average MAX the largest number MIN the smallest number

Cell references Refer to values in A10 the cell in column A and row 10 cell A10 and cell A20 A10:A20 the range of cells in column A and rows 10 through 20 B15:E15 the range of cells in row 15 and columns B through E A10:E20 the range of cells in columns A through E and rows 10 through 20

Microsoft Office basics Display and use windows Use dialog boxes

To do this Press Move to the beginning of the entry. HOME Move to the end of the entry. END Move one character to the left or right. LEFT ARROW or RIGHT ARROW Move one word to the left. CTRL+LEFT ARROW Move one word to the right. CTRL+RIGHT ARROW Select or cancel the selection of one character to the left. SHIFT+LEFT ARROW Select or cancel the selection of one character to the right. SHIFT+RIGHT ARROW Select or cancel the selection of one word to the left. CTRL+SHIFT+LEFT ARROW Select or cancel the selection of one word to the right. CTRL+SHIFT+RIGHT ARROW Select from the cursor to the beginning of the entry. SHIFT+HOME Select from the cursor to the end of the entry. SHIFT+END

To do this Press Create a nonbreaking space. CTRL+SHIFT+SPACEBAR Create a nonbreaking hyphen. CTRL+SHIFT+HYPHEN Make letters bold. CTRL+B Make letters italic. CTRL+I Make letters underline. CTRL+U Decrease font size one value. CTRL+SHIFT+< Increase font size one value. CTRL+SHIFT+> Decrease font size 1 point. CTRL+[ Increase font size 1 point. CTRL+] Remove paragraph or character formatting. CTRL+SPACEBAR Copy the selected text or object. CTRL+C Cut the selected text or object. CTRL+X Paste text or an object. CTRL+V Paste special. CTRL+ALT+V Paste formatting only CTRL+SHIFT+V Undo the last action. CTRL+Z Redo the last action. CTRL+Y Open the Word Count dialog box.

To do this Press Create a new document. CTRL+N Open a document. CTRL+O Close a document. CTRL+W Split the document window. ALT+CTRL+S Remove the document window split. ALT+SHIFT+C or ALT+CTRL+S Save a document. CTRL+S