DAY 3: MICROSOFT EXCEL – CHAPTER 1 Aliya Farheen August 25,2015

ATTENDANCE Sign in the attendance system using your MyID and record your attendance in the CS 101 website ( Course Tools  Record Attendance)

ANNOUNCEMENTS Register for MyITLab. Course ID: powell91633 Lesson A in MyITLab is due on Tuesday, September 8,2015. Mac Virtual Machine Workshop on Friday 8/28.

ENTERING AND EDITING CELL DATA Enter text Enter values Enter dates Enter formulas Edit and clear cell contents 4

ENTERING TEXT Make sure the cell is active where you want to enter text. Enter the text. Press an arrow key on the keyboard, or click Enter.

ENTERING DATES 1.Directly enter the date in the desired format 2.Select the cell, Go to the Home tab  Format  Format cells  Select Date in the category  Select the appropriate type 3.Right click on the cell and select Format cells  Select Date in the category  Select the appropriate type 6

SELECT CELLS A single cell – Click the cell / press the arrow keys All cells –Select the All button/press ctrl+A. Note: If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet. An entire Row/Column- Row heading or Column heading

ENTERING FORMULAS Formulas are combinations of cell addresses, math operators, values and/or functions A formula begins with the equal sign = –Examples: =A1+A2 =C2*5

EDITING CELL CONTENT Choose the cell and click in the formula bar, make changes and then click enter on the left side of the Formula bar. Double click on the cell,make changes in the cell and press enter. Click on the cell and press F2, make changes in the cell and then press enter.

CLEARING CELL CONTENTS 1.Click the cell and directly press ‘DELETE’ 2.Double click on the cell and delete using ‘BACKSPACE’/‘DELETE’ button. 3.Click the cell and click “CLEAR” symbol on top right corner of the home tab and choose what to clear from the various choices available. 10

ENTERING TEXT-EXAMPLE  Start Excel. Save the new workbook as Chapter1_YourName  Type OK Office Systems Pricing Information in cell A1, and press Enter.  Click cell A4, type Product, and then press Enter. A5 Computer System A6 Color Laser Printer A7Filling Cabinet A8Desk Chair A9Computer Desk A1028” Monitor

ENTERING TEXT-EXAMPLE  Click cell B4 to make it active cell. Type Cost and press Tab Markup Rate in Cell C4 Retail Price in cell D4 Percent Off in cell E4 Sale Price in cell F4 Profit Margin in cell G4

ENTERING UNFORMATTED VALUES-EXAMPLE  Click cell B5 to make it active cell.  Type 400 and press Enter. B B B8 75 B9 700 B10195 C5 0.5 C C C8 1 C C E E6 0.2 E7 0.1 E80.25 E9 0.3 E100.1

ENTER A DATE AND CLEAR CELL CONTENTS-EXAMPLE  Click cell A2, type 9/1/12, and then press Enter.  Click cell A2. Click Clear in the Editing group on the Home tab, and then select Clear All.  Type September 1, 2012 in cell A2, and then press Enter.  Save the Workbook.

SAVE AND SAVE AS.. Click the File tab(Back Stage view), then select Save or Save As Use the Save As option if you need to assign a name to the file –Provides the Save As dialog box Save your file often using CTRL+S to make sure you don’t loose your work.

MATHEMATICS AND FORMULAS Arithmetic Operators and Symbols OperationSymbol in Excel Addition+ Subtraction- Multiplication* Division/ Exponentiation^

ORDER OF PRECEDENCE Order of precedence (operations) controls the sequence in which math operators are computed

ORDER OF OPERATIONS – EXAMPLES

EXAMPLE  Click cell D5, the cell where you will enter the formula to calculate the retail selling price of the first item.  Type =B5*(1+C5) and view the formula and colored cell borders on the screen.  Click Enter to the left of Formula Bar and view the formula.  Similarly click F5, enter formula =D5-D5*E5 and click G5, enter formula =(F5-B5)/F5.

SEMI-SELECTION(POINTING) Semi-selection uses the mouse pointer to build a formula containing cell references or ranges Click the cell where you want to create the formula. Type ‘=‘ sign. Drag the cell range that contains the value. Type the operators. Continue selecting the cell ranges. Press enter to complete the formula.

USING AUTO FILL Auto Fill enables you to copy the contents of a cell or cell range or to continue a series using the fill handle –Example: Month names Jan, Feb, Mar form a series The fill handle is the small black square in the bottom right corner of a cell

USING AUTO FILL TO COPY FORMULAS-EXAMPLE  Click cell D5 the cell containing the formula to calculate the retail price for the first item.  Position the mouse pointer on the fill handle in the bottom-right corner of cell D5. When the pointer changes from a white plus sign to a thin black plus sign, double-click the fill handle.  Observe the cell references of copied formulas.

MANAGING WORKSHEETS Renaming a Worksheet Changing the Tab color Inserting a new Worksheet Deleting a Worksheet Moving a Worksheet Copying a Worksheet

RENAMING A WORKSHEET By default you get one sheets – Sheet1 Name this to what is relevant to the task, don’t ever leave them at the default names. 3 ways to rename sheets 1.Double click on sheet tab and enter new name and press enter. 2.Click on ‘Format’ option in cell section in home ribbon and select ‘Rename Sheet’ option. 3.Right click on sheet tab and select ‘Rename’ option.

CHANGING A TAB COLOR This can be very helpful when trying to locate a sheet in a workbook with multiple sheets. 2 ways to change tab color 1.Click on ‘Format’ option in cell section in home ribbon and select ‘Tab Color’ option. 2.Right click on sheet tab and select ‘Tab Color’. 25

INSERTING A NEW WORKSHEET A new work sheet can be inserted in the following ways 1.Using Insert Worksheet icon to the right of the last worksheet. 2.Right click on any worksheet tab and select ‘Insert’ option. 3.Using the ‘Shift+F11’ shortcut. 4.On the Home tab  Go to Insert in Cells section  Select Insert Sheet

DELETE, MOVE AND COPY WORKSHEET Delete Worksheet 1.Right click on ‘worksheet tab’ and select ‘Delete’ option. 2.On the Home tab  Go to Delete in Cells section  Select Delete Sheet Move worksheet –Click ‘sheet tab’ and drag to desired position. Copy worksheet –On the Home tab  Go to Format in cells section  Select Move or Copy Sheet and give the desired location to move the sheets..

MANAGING COLUMNS AND ROWS Inserting Rows and Columns Deleting Rows and Columns Adjusting Column Width Adjusting Row Height Hiding Columns and Rows

RANGES AND THEIR SELECTION A range is a rectangular group of cells in a worksheet –Can be one cell; may be entire worksheet Ranges can be contiguous(together) or noncontiguous (not together) A contiguous range is single rectangular block of cells Example A4:I4 covers all cells between A4 and I4 For selecting the range for Contiguous cells –Click and hold left mouse button and drag from beginning of range to end –Select first cell, then hold the Shift key while clicking the last cell A non-contiguous range consists of two or more separate non-adjacent ranges For selecting the range for Non-Contiguous cells –Select the first range of cells then holding on to the CTRL key select the second Range of cells.

MOVING/COPYING A RANGE Moving/copying a range preserves text and values, but cell addresses in formulas will be altered in the pasted location –Move a range by cutting it and pasting to the upper left corner of the destination –Copy a range can by copying it and pasting to the upper left corner of the destination

FORMATTING Number: Control how numbers are displayed. Apply number formats and decimal places Merge and Center: Merges cells together and displays the text in center Wrap Text : Makes content visible in a single cell Alignment: Control how text behaves inside of cell Font: Control the color, size, look of text in cell Border: Create lines around and between cells Fill: Control the background color of a cell

FORMATTING CELLS Sometimes you might need to format the appearance of a cell. It accentuates and draws attention to meaningful portions of a worksheet There are 12 different formatting options: General, Number, Currency, Accounting, Date, Time, Percentage, Fraction, Scientific, Text, Special, Custom.

IMPORTING DATA Importing –Inserting data from one application or file into another. Text, CSV, XML and Database files are the commonly imported files. Before importing we have to check if we want to manage the data as a separate entity in Excel or you want a connection to the original data source/application.

XML FILES XML is eXtensible Markup Language Files can contain a significant amount of machine readable data and allow us to easily import it into Microsoft Office to work with.

IMPORTING XML FILE Make sure that the data XML Files are downloaded on your system To import the data of the file into excel sheet open Excel and follow these steps: 1) Select the "Data" ribbon 2) From the "Get External Data" group (should be top left), click on "From Other Sources "

3) From the drop down list, select "From XML Data Import“. 4) Find the.xml file on your computer and Open it 5) Then a message might pops up asking for creating a schema, just hit OK 6) "Import Data" box is going to pop. Select the "XML table in existing worksheet" and put the starting cell appropriately($A$3).

PASTE SPECIAL The Paste Special command is used to paste data from the clipboard using a different format

PAGE SETUP AND PRINTING The Page Setup Dialog Box Launcher contains many common print-related options

PAGE SETUP AND LAYOUT - EXAMPLE At some point you have to print your worksheets Click on Page Layout and the icon for Page Setup Now you can specify options for whether the page will be in Portrait or Landscape style Whether you want to fit the contents to a single page You can also specify margins You can also set up headers and footers You can also print gridlines, row and column headings, etc under the Sheet tab