Module 3 Microsoft Office Suite Microsoft Excel Microsoft Office Suite Microsoft Excel

MODULE OVERVIEW Part 1 What is A Spreadsheet? Part 2 Gaining Proficiency: Copying and Formatting Part 3 Using Formulas & Functions Part 4 Graphs and Charts: Delivering A Message

Part 1 What is A Spreadsheet?

Objectives Describe what a spreadsheet is and potential applications Distinguish between a formula and a constant Open, save, print a workbook; –insert and delete rows and columns Use Page Setup to print worksheet and preview before printing

Spreadsheet Basics The spreadsheet is the microcomputer application that is most widely used by managers and executives (i.e. a computerized ledger) Annual Report with Graph can be created easily with Excel

Spreadsheet Basics  Cell - the intersection of a row and column form a cell in a spreadsheet.  Cell references - each cell has a unique address or reference such as A9 (cell located at column A and row 9).  Constant - an entry that does not change and may be numeric or descriptive text.  Formula - a combination of numeric constants, cell references, arithmetic operators, and/or functions that produces a new value from existing values.  Function - a predefined computational task or calculation.

Excel 2000 Basics Common user interface on all Office 2000 applications A worksheet is an Excel spreadsheet A workbook contains one or more worksheets Toolbars--Standard and Formatting File menu--Save, Open and Print commands

Excel 2000 Worksheet Rows Columns Cell A1 (Column A, Row 1) worksheets Formatting Toolbar Standard Toolbar

Modifying the Worksheet Insert Command To add individual cells, rows or columns

Delete Command – To delete individual cells, rows or columns Modifying the Worksheet

Page Setup Commands – Portrait versus Landscape, Margins, Header/Footer, and Sheet Tabs Modifying the Worksheet

Part 2 Gaining Proficiency: Copying and Formatting

Objectives Define, select and deselect cell ranges Copy and move cells; differentiate between relative, absolute and mixed addresses Format a worksheet Change column widths

Getting around the Worksheet Range - rectangular group of cells, which are specified by indicating the diagonally opposite corners. Copy - this command duplicates the contents of a cell (range) to another cell. Move – transfers the contents of a cell to another cell. Range

Getting around the Worksheet Absolute reference - a reference that does not change when copied. It is specified with a dollar sign in front of both the row and column ($A$1). Relative reference - a reference that adjusts during a copy operation and is specified without dollar signs (A1). Mixed reference - a reference that adjusts either the row or column reference but not both. It is specified with a single dollar sign ($A1 or A$1).

Getting around the Worksheet Absolute Reference for Cell F10 = D10*$B$15 Cell F11 = D11*$B$15 etc Relative Reference for Cell E5 = C5-D5 Cell E6 = C6-D6 Cell E7 = C7-D7

Excel 2000 Formatting Formatting toolbar - the most commonly used formatting commands are available as buttons on this toolbar. Column width - the width of a worksheet column, which can be changed with the Column command or by dragging the border. Row height - the height of a row in a worksheet. The row height changes automatically as the font size changes. Format Cells Dialog Box

Excel 2000 Formatting Alignment - you may align text within the cells either horizontally or vertically and then choose left, center, right, justify or centered. Fonts – refer to both the size and the different types available in Excel. Border tab - enables you to create a border around a cell or range. Patterns and Shading tabs - lets you choose a different color to shade the cell or range

Numeric Formats General - the default format for numeric entries and displays the way it was entered. Number - displays a number without the thousands separator comma and with any number of decimal places. Currency - displays a number with the 1000 separator comma and an optional dollar sign and negative values (in red or minus sign). Accounting - displays a number with the thousand separation, optional dollar sign (leftmost aligned) negative values in ( ) and zero values as hyphens. Date - displays a date in various date formats.

Numeric Formats Time - displays the time in various time formats. Percentage - the number is multiplied by 100 before is displayed with a % sign. Fraction - displays a number as a fraction such as ¼. Scientific - displays a number as a decimal followed by the exponent of base 10. Text - left aligns the entry; useful for numbers that are not used in calculations such as zip codes. Special - displays a number with extra characters such as ( ) around a phone number area code. Custom - allows you to develop your own formats.

Part 3 Using Formulas & Functions

Objectives Write simple formula for basic calculations Use existing function of Excel : –SUM –AVERAGE –MAX –MIN –PMT function –Use Paste Function Print and view large spreadsheets

Formulas A formula is an entry that performs calculation The result of the calculation is displayed in the cell containing the formula A formula always begin with an “=“(equal) sign, which defines it as a numeric entry In a formula that contains more than one operator, Excel performs the calculation in a specific order or precedence. –Formula = 5*4–3 = 17 –Formula = 5*(4–3) = 5 The values on which a numeric formula performs a calculation are called operands (numbers, cell references).

Formulas Formulas use the following arithmetic operators to specify the type of numeric operation to perform : + for addition - for subtraction / for division * for multiplication ^ for exponentiation

Formulas Let say we have a range of cells (B1  B10) with value (1  10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 as follow B11=B1+B2+B3+B4+B5+B6+B7+B8+B9+B10

Functions Functions are built-in formulas that perform certain types of calculations automatically The syntax or rules of structure for entering all functions is = Function name(argument1, argument2,…) Common functions are : =SUM()  Total of arguments =AVERAGE()  Average of arguments =MAX()  Maximum value in argument =MIN()  Minimum value in argument

Functions (SUM) Let say we have a range of cells (B1  B10) with value (1  10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 which is quite lengthy = B1+B2+B3+B4+B5+ B6+B7+B8+B9+B10 Using functions =SUM(), we can just use a simpler formula which is =SUM(B1:B10)

Functions (AVERAGE) Let say we have a range of cells (B1  B10) with value (1  10). To get the average value ( / 10 = 5.5) in an array of numbers we can use the =AVERAGE() function, which is =AVERAGE (B1:B10)

Functions (MAX & MIN) Let say we have a range of cells (B1  B10) To get the MAX or MIN value in an array of numbers we can use the =MAX() or MIN() function, which is =MAX(B1:B10) = 999 =MIN(B1:B10) = 8 =MAX(B1:B10) = 999 =MIN(B1:B10) = 8

What-If Analysis A technique used to evaluate the effects of changing selected factors in a worksheet. This is a common accounting function that has been made easier with the introduction of spreadsheet programs By substituting different values in cells that are referenced by formulas, you can quickly see the effect of the changes when the formulas are calculated. Car Loan You can change the value of the down payment to determine your monthly payment to the bank

Analysis of a Car Loan Can I afford it? How do I calculate for: rebates down payments interest rates years of loan

Using a Worksheet for Analyzing a Car Loan Using a Worksheet for Analyzing a Car Loan Set up a worksheet template with initial conditions Use the PMT function to computes the associated payment for a loan. To calculate PMT we need to know interest rates divided by 12, length of the loan, and amount of the loan B7=PMT(B5/12,B6*12,B4) Use Goal Seek to set an end result

Setting up Goal Seek Establish PMT –interest rate –term –down payment Use Goal Seek –change result changing one variable

PMT Function –A predefined formula that accepts one or more arguments as input, performs the indicated calculation and returns another value as output Goal Seek command –Enables us to set an end result in order to determine the input to produce that result Setting up Goal Seek (Cont…)

Excel Features Relative versus Absolute addressing in a worksheet Using the fill handle to copy Pointing to cell address for formulas or functions is more accurate as we can change the value in the cell to predict result. Using the Paste Function and the Formula Palette

Managing a Large Worksheet Scrolling shows specific rows and columns Freezing Panes keeps headings in sight AutoFill capability enter series into adjacent cells

Part 4 Graphs and Charts: Delivering A Message

Objectives Intro to Excel Chart How to create chart using Excel How worksheet data is represented in a chart The type of chart available in Excel Know the advantages and disadvantages of different chart types What is Embedded Chart and Chart Sheet Creating Chart through Chart Wizard OLE and Combination Chart

Excel Charts Charts are visually appealing and make it easy for users to see comparisons, patterns, and trends in data. For instance, rather than having to analyze several columns of worksheet numbers, you can see at a glance whether sales are falling or rising over quarterly periods, or how the actual sales compare to the projected sales.

Creating Charts You can create a chart on its own sheet or as an embedded object on a worksheet. You can also publish a chart on a Web page. To create a chart, you must first enter the data for the chart on the worksheet. Then select that data and use the Chart Wizard to step through the process of choosing the chart type and the various chart options, or use the Chart toolbar to create a basic chart that you can format later.

Creating Charts A chart is linked to the worksheet data it's created from and is updated automatically when you change the worksheet data.

How worksheet data is represented in a chart Data marker  Each data marker represents one number from the worksheet. Data markers with the same pattern represent one data series. In the example, the rightmost data marker represents the Qtr2 Actual value of 99. Major gridline  Excel creates axis values from the worksheet data. The axis values in the example range from 0 to 120, which encompasses the range of values on the worksheet. Major gridlines mark the major intervals on the axis.

How worksheet data is represented in a chart Category names  Excel uses column or row headings in the worksheet data for category axis names. In the example, the worksheet row headings QTR1 and QTR2 appear as category axis names. Chart data series names  Excel also uses column or row headings in the worksheet data for series names. Series names appear in the chart legend. In the example, the row headings Projected and Actual appear as series names.

Chart Sheet & Embedded Chart You can create a chart on its own chart sheet or as an embedded chart on a worksheet. Either way, the chart is linked to the source data on the worksheet, which means the chart is updated when you update the worksheet data. –Embedded charts  An embedded chart is considered a graphic object and is saved as part of the worksheet on which it is created. Use embedded charts when you want to display or print one or more charts with your worksheet data. –Chart sheets  A chart sheet is a separate sheet within your workbook that has its own sheet name. Use a chart sheet when you want to view or edit large or complex charts separately from the worksheet data or when you want to preserve screen space as you work on the worksheet.

Chart Sheet & Embedded Chart Embedded ChartChart Sheet

Chart Types Always remember to keep it simple Pie and Exploded pie charts are effective for displaying proportional relationships Column charts are used for number display Bar charts show numbers horizontally

Pie and Exploded Pie Charts

Column Charts

Step 1 : Choose a chartStep 2 : Review data series Creating a Chart (Chart Wizard)

Step 3 : Final Touches Step 4 : Where To Store The Chart Creating a Chart (Chart Wizard)

The Chart created using the Chart Wizard Creating a Chart (Chart Wizard)

Using the Drawing toolbar You can use the drawing toolbar to enhances the chart that you had created (arrows, text box and other shapes)

Multiple Data Series What message do you want chart to display ? Rows versus columns –If data series are in rows the Chart Wizard will use first row for X axis and use first column for legend text –If data series are in columns the Chart Wizard will use first column for X axis and use first row for legend text

Using Multiple Data Series

Object Linking and Embedding Office 2000 makes it easy to create a compound document Embedded object is stored in the compound document Linked object is stored in its own file and used with a compound document OLE pronounced “Oh-lay”

Compound Documents A word document with an excel chart embedded inside it

Additional Chart Information Excel has 14 standard chart types on the Chart Wizard Line is used to display time-related information Combination uses two or more charts Use Accurate Labels Don’t add Dissimilar Quantities

A Combination Chart We can also create a combination chart using Excel