EXCEL 101 Level 1 on a MAC CORE (Centre for Organizational Resilience), For Youth Initiative

Basic Functions of Excel CORE (Centre for Organizational Resilience), For Youth Initiative

Formatting Cells  Can change property and aesthetics of cells: orientation, size, colour...  Implications of formatting:  Only certain text can be entered into cell without receiving error message  Can affect formulas (ex. Percentage) CORE (Centre for Organizational Resilience), For Youth Initiative

Formatting Cells  Click on cell or click on table and go to Format on menu bar

Formatting Cells  Under Format, select ‘cell’ and a menu will appear

Formatting Cells  General speaking, finance spreadsheets would use accounting or currency formats, each with additional formatting options  When you enter figures, they will appear in your selected format These figures have been formatted in ‘Currency’

Formulas: The Basics  Add: +  Subtract: -  Multiply: *  Divide: / CORE (Centre for Organizational Resilience), For Youth Initiative

Formulas: The Basics  To create a formula: In the cell that you want the answer to be entered, put an equals sign

Formulas: The Basics  Then click the cell that holds the information that you want in the formula—a letter:number combination will show up in the formula cell and the top bar

Formulas: The Basics  Enter the sign representing the action you want to complete [+, -, *, /] then click on the cell that represents the second number in the formula or type in the values required for your formula This formula means cell B2 will always equal what is in cell A2 multiplied by 5

Formulas: The Basics This formula means cell A7 will always equal cell A2 plus cell A3

Formulas: The Basics  To complete the formula, hit ‘Enter’  When you click on the cell, the answer will be in the cell and the formula will be visible in the top content bar

Formulas: The Basics  To have same formula in other cells, right click to copy the cell and paste it where you want the formula to show up or simply click on the cell and drag from the box in the bottom right of the highlighted cell When you click on the cell, a small box will appear at the bottom right—drag that box to copy the formula

Formulas: The Basics  A simple formula in action....

Formulas: The Basics  An Example involving more complex calculations  Shows the calculation of a salary including MERC

Auto Features  The Auto Sum button is the upper right hand corner of your Excel Menu bar—it has a drop down menu to select other functions

Auto Features  Auto functions can calculate different pieces of information related to your data: ex. Sum, average, min... Once you click on an auto function, it will highlight the data to be included. Use your cursor to highlight the correct data.

Auto Features  An Example of Auto sum

How can you build a table that captures the information you need for your finances? For Financial Management

Building a Table  Base headings and columns on information you need to know  Insert formulas  Test them out!  Build a table that is easy for you to read and use! CORE (Centre for Organizational Resilience), For Youth Initiative

Protecting a Table  Formulas are safe  If you know the password, you can still revise as necessary  If you don’t know the password, you cannot revise the formulas  Cannot account for changes or mistakes in formulas PROSCONS CORE (Centre for Organizational Resilience), For Youth Initiative

Protecting a Table  Purpose: the cells with formulas are protected (ie. you can’t revise them, and the cells that require data are unprotected)  All cells are locked by default, meaning if you protect a sheet ALL of the cells are protected  Unlock cells that require data input first then protect the worksheet CORE (Centre for Organizational Resilience), For Youth Initiative

Unlocking Cells  Click on cells you want to remain open, go to ‘format cells’ and click on ‘Protection’ Uncheck the ‘Locked’ box

Protecting a Table  Go to the ‘Tools’ tab and select Protect sheet or Protect workbook

Protecting a Table  Once you click on protect sheet, a box will come up letting you know what you’re protecting; in this case you can protect all three options

Protecting a Table  Enter and then re-enter your password  Now the formulas are protected!

Revising a Table  WHY?  Finances:  Tax rates have changed  Budget items or details have changed  Statistics Tracking  New funders or changes in funding practices mean they want new/different information  Your needs/wants have changed CORE (Centre for Organizational Resilience), For Youth Initiative

Revising a Table  In terms of finance, has much to do with revising formulas  Your sheet must be unprotected to change formulas  Go to the Tools tab, click on unprotect sheet, and input your password  Unprotect will only be an option if you’ve protected your sheet or workbook! CORE (Centre for Organizational Resilience), For Youth Initiative

Revising a Table  Edit your formulas by clicking on the box with the formula The formula appears in the content bar and the cell.

Revising a Table  Revise the formula in the content bar at the top or in the cell itself; drag or copy and paste to revise the formula in the whole table Was A2 plus A3 —now A2 multiplied by A3

Revising a Table  Once the new formula is applied to the other cells, the cell contents immediately change to reflect the new formula’s answer

Summary Sheet  Summary sheets total your data from previous sheets  Useful when completing multi-term/multi-year budgets  NB. Tables can be copied and pasted from one sheet to the next CORE (Centre for Organizational Resilience), For Youth Initiative

Summary Sheet  Create your summary sheet table in the format and style you deem appropriate to capture the information you need Complete a separate table for Year 1, 2, 3 of budget Complete a summary sheet to capture the total budget

Summary Sheet  To add total data, enter a = in your cell, then go back to the Year 1 sheet and click on the cell data that you require Note that the content bar shows that you are adding data from a different sheet

Summary Sheet  NB: After you click on the data, enter the action (+,-,*,/) BEFORE you move to the next sheet  When you get to the end of your formula, press enter before you go to the summary sheet. The content bar shows your formula.

Summary Sheet  When you click on the data from the last sheet and hit enter, you will immediately be sent to the summary sheet  the total is in the cell You can drag the first formula through the rest of the summary table, including the total OR you can Autosum to get the total

Hiding Panes  If you would like to see only specific information, you can hide sections of your chart.  Make sure your sheet is unprotected to work on this

Hiding Panes  Highlight the rows, columns, or sheets you’d like hidden, go the Format tab and click on row, column or sheet and click on Hide

Hiding Panes  You now have the same information, but only certain panes are visible.

Hiding Panes  To unhide the panes, highlight the columns on either side of the hidden panes, go to the format- [row,column, or sheet] tab and click unhide

Freezing Panes  This action keeps panes in place while others move when you scroll

Freezing Panes  Highlight the pane you want frozen; go to the Window tab and click on ‘Freeze Panes’

Freezing Panes  Depending on how your table has been built, you may not always be able to freeze specific panes, but it can still be done  For this reason it is ideal to include titles etc… in the header/footer CORE (Centre for Organizational Resilience), For Youth Initiative

Header/Footer  Go to the View tab  Click Page Layout  Go to the top of the page to add titles etc… This menu bar will appear and allow you to insert a number of items, including page numbers, dates and titles

Other Applications  Statistics tracking  Creating graphs and charts  Databases of donors, funders, participants....  Sorting and filtering information  Project Management CORE (Centre for Organizational Resilience), For Youth Initiative

The Help Menu  The at the top right corner of the page  Browse function  Search function ? CORE (Centre for Organizational Resilience), For Youth Initiative

Quiz: What did you learn? 1. What is the first thing you enter into a cell to create a formula? 2. How do you protect your formulas? 3. Why would you create a summary page? How do you do it? 4. What else would you use Microsoft Excel? CORE (Centre for Organizational Resilience), For Youth Initiative

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