Lab 1: Excel Basics Simon Chapters 1 and 2 URBPL 5/6010: Urban Research University of Utah Pam Perlich – BUC 103 Craig Forster – BEHS 101

Spreadsheet Files for this Lab Files are found on  CD with the text  On class website Simon, Chapter 1  AnnualExpenses.xls Simon Chapter 2  Consolidate.xls  Outline.xls Introduction

Good Work Habits / Practices Document  Data sources, dates, procedures Back-up  At least 2 copies of electronic files  Never depend completely on network back-ups Organize  File structure, file naming Archive  Why? Replicate, defend/explain, reuse Develop error checking procedures Introduction

Suggested Back-up Procedures for this Class Although not required, it would be wise for you to invest in some type of magnetic media (memory stick or whatever) to transport your files to and from class. Although less dependable, you can also create back-ups by ing files to yourself.  is fast, but not always reliable. Introduction

MS Excel Help Facility Take a few minutes and explore the help facility. Notice that there are on-line resources at Introduction

Functionality of Excel Data entry  Junk in – junk out (error propagation) Data analysis  Major focus of the course Data / results display  Communicate findings  Simplification Simon, Chapter 1

Data Entry Data lists  Group data for similar treatment Data forms  Automate and validate data entry Data from external sources  Import various file formats Simon, Chapter 1

Data Analysis Formula creation  Computations, built-in functions Macros  Automate repetitious tasks Pivot tables  Create cross tabulations from data bases Analysis tools  Add-ins: These include statistical functions Simon, Chapter 1

Results Presentation Graphical presentation  Variety of chart types  Customization  “Worth a thousand words” – a good graph can communicate difficult concepts visually Pivot Charts  Dynamic linkage to pivot table Graph data  Visually inspect for errors Simon, Chapter 1

Data Types Text or alphanumeric  Can be text only, numbers only, or a combination Numeric  Numbers, dates, formulas Simon, Chapter 1

Data Types - Text Letters and numbers combined in one cell Maximum of 32,000 characters Exceptions  Scientific notation 1.45E+05 (1.45 times 10 raised to the 5 th power or 145,000)  Single quote preceding a number => excel interprets this as text Social security numbers => ‘ Simon, Chapter 1

Data Type - Numeric Number: Variety of formats Formulas Dates and time Fractions: Interpreted as dates => format Numeric characters  , % $ + - ( ) e E 15 digits of precision  Truncates and converts to zero after this 35,555,545,365,875,922 35,555,545,365,875,988 both converted to 35,555,545,365,875,900 Simon, Chapter 1

Navigation and Data Entry in Excel Open a blank Excel workbook Put your cursor in Cell B3 (Column B, Row 3) Enter the number  Right click on B3, select format cell. Explore formatting. Put the cursor in a different cell  Enter ¾ How does Excel interpret this? Explore formatting dates.  Enter =3/4 How does Excel interpret this? Explore formatting percentages. Simon, Chapter 1

Cell Location : Sheet 1, Row 3 Column B Simon, Chapter 1

Select a Range = B3..D5 Select (left mouse click) cell B3 Hold down the shift key Select (left mouse click) cell D5 Simon, Chapter 1

Enter a Formula Put your cursor in cell G2. Enter a formula such as =10+5 Put your cursor in cell G3.  Type the formula = G2 – 1 Copy this formula from G3 paste it into G4, G5, G6  What happens to the formula as you paste it? Simon, Chapter 1

Find a Value: Explore Search Options Simon, Chapter 1 Open: AnnualExpenses.xls

Searching Wild cards * and ? Example:  Open AnnualExpense.xls from CD with text  Find *ber returns September October November December Search and replace – practice this function Simon, Chapter 1

Name a Range Select a range of contiguous cells (C2..C14) Insert => Name => Define Simon, Chapter 1

Name a Range Select a range of contiguous cells Insert => Name => Define = Define Name Use in formulas : =sum (groceries) Simon, Chapter 1

Automatically Name Ranges Row and column headings will be used Select A2..H14 Insert  Name  Create Simon, Chapter 1

Excel Makes the Ranges Available Simon, Chapter 1

Copy, Paste, and Paste Special Select the range of cells that you want to copy Point to where you want to paste them Paste special:  Values  Formats  Transpose  Etc. Simon, Chapter 1

Formats and Worksheet Protection Formats  Auto Formats  Custom format – save to a template  Create named styles Password Protection  Entire worksheet  Ranges  Once protected, you must “unprotect” in order to modify the protected area Simon, Chapter 1

Form for Data Entry Make column headings Select first cell that is the name for the first column Data => Form Answer “OK” to pop-up dialogue box Simon, Chapter 1

Sorting Data Select data block Data => Sort Simon, Chapter 1

Data Consolidation Combine several identically formatted data tables into one summary table consolidated by titles in the first column Open consolidate.xls Data => Consolidate Simon, Chapter 2

Data Consolidation Function => Sum (or whatever) Specify ranges Simon, Chapter 2

Group and Outline Outline.xls from book CD Simon, Chapter 2

Group and Outline Auto Outline the balance of the data Simon, Chapter 2

Table and Print Instructions The spreadsheet good_bad_tables.xls demonstrates table construction basics  Basic formatting  Correct titles, headings, and sources  Significant digits Print procedure  Select print area  File  Print Area  Set Print Area  File  Print Preview  Set up  Select Page and Margin tabs to format for printing Project 1 Guidance

Working with Excel New features and functions are added with each version. Private vendors sell software that works with Excel to expand functionality  Statistical packages  Simulation packages  Accounting packages Not as important to remember exactly how to do a function / operation as it is to remember that the function / operation exists.  You can use the help facility or reference materials to keep track of the exact procedure. Concluding Remarks