Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 Copyright © 2008 Prentice-Hall. All rights reserved. What Can I Do with a Spreadsheet Introduction to Excel

2 Objectives Define worksheets and workbooks Plan for good workbook and worksheet design Identify Excel window components Enter and edit data in cells Insert and delete rows and columns Display cell formulas Manage worksheets Insert Formulas

3 Define Worksheets and Workbooks Spreadsheet ─ computerized equivalent of a ledger  Excel ─ a computerized spreadsheet application used to build and manipulate worksheets and workbooks Worksheet ─ a spreadsheet that may contain data, values, formulas, and/or charts Workbook ─ a collection of related worksheets within one file

4 Excel workbook This workbook currently has three worksheets Define Worksheets and Workbooks

5 Using Spreadsheets Across Disciplines Spreadsheets have applications in varied disciplines Used for business applications, such as accounting Used for “what-if” analysis in business planning Can also be used in scientific applications  Engineers can use to chart data for testing results  Social Scientists can use to predict voting results

6 Planning for Good Workbook and Worksheet Design Plan before you start entering data Steps to ensure a good design:  Decide on the purpose of the spreadsheet and how it will be constructed  Make it obvious where data is to be entered  Enter data and set up formulas wherever possible Allow Excel to do what it was designed for – automatic calculation

7 Identifying Excel Window Components Worksheet is divided into a grid of rows and columns  Rows are numbered; columns are lettered Cell ─ an intersection of a column and a row Cell reference ─ the address of that intersection  Designated by column letter, then row number Navigate worksheets using either the mouse or keyboard

8 Active Cell Formula Bar Name Box Sheet Tabs Status Bar Select All button Identifying Excel Window Components

9 Enter Data in a Cell Create a new workbook and enter data Three types of data you can enter:  Text ─ letters, numbers, symbols, and spaces  Values ─ numbers that represent a quantity, an amount, a date or time  Formulas ─ combination of numbers, cell references, operators, and/or functions

10 Edit Data in a Cell Two most common methods to edit data in a cell:  Select the cell you want to edit, click in the Formula Bar, make changes, press Enter  Double-click in the cell to be edited, make the changes, press Enter Two options to clear the contents of the cell:  Click on the cell and press delete  Click on Clear arrow in the Editing group on the Home tab Merge Cells  Select two or more cells and click on the Merge Icon on the Home Tab

11 Format Data in a Cell Many different types of formats:  Text  Number  Percentage  Date  Time  Formulas

Move/Cut a Cell The Copy command makes a duplicate of the contents in the selected range and places it on the Clipboard The move operation removes the contents from one location to another  Use the drag and drop method  Use Cut and Paste method Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12

13 Insert/Delete Rows or Columns Due to modifications required in a worksheet, rows and columns may need to be inserted To insert a new row  Click on the row number below where you want the new row inserted To insert a new column  Click on the column letter to the right of where you want the new column inserted Click the Insert pull-down arrow on the Cells group on the Home tab  Select Insert Sheet Rows or Insert Sheet Columns

14 Insert/Delete Individual Cells May need to insert and delete individual cells instead of entire row or column Can “shift cells” to the left, right, up or down to insert and/or delete individual cells

15 Ranges A range is a rectangular group of cells in a worksheet  Can be one cell; may be entire worksheet Select a range  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  Example: A4:C11

16 Move and Delete The Cut and Paste Operation The move operation removes the contents from one location to another  Use the drag and drop method  Use Cut and Paste method The delete operation removes all contents from the cell or range of cells  Select the range and click Delete

17 Formatting Worksheets Change fonts, colors, styles, borders Merge and center labels  Center text across a range of cells  Merged cells are treated as one

18 Mathematical Operations and Formulas Mathematical operations are the backbone of Excel Formulas are used to perform mathematical operations and arrive at a calculated result Must begin with an equals (=) sign Used to automate calculations that were done manually

19 Operator Symbols and Order Precedence Operator symbols include:  Addition (+), Subtraction (-), Multiplication (*), and Division (/), Exponentiation (^) Order of Precedence controls the sequence in which arithmetic operations are performed:  Basic rules – anything in parenthesis performed first; then multiplication and division; then addition and subtraction  = * (5 – 3)  =SUM(1,45,56)

20 Creating a Formula Rather than typing a cell address, use an alternative method that involves minimal typing Pointing uses the mouse or arrow keys to select the cell directly when creating a formula Notes: Press the Ctrl key plus the tilde (~) key to display formulas in a worksheet

21 Functions A predefined formula that can be selected from a list Already has the formula information; just requires cell references Take values, perform operations, and return results

22 Functions (continued) SUM is the most commonly used function  represented by a sigma (  )  Adds values within a specified range Syntax refers to the grammatical structure of a formula  Must adhere to stated structure of formula Arguments are values ─ used as input and returned as output Function Wizard automates entering the function formulas

23 Using AutoSum (  ) Automates the SUM function Click the cell where you want the result Click AutoSum button Select the range of cells you want to sum Press Enter to complete An example of AutoSum,  =Sum(C4:C10) represents sum of all the cells in the cell range C4 to C10

Formulas to Try In Class Enter 4 random numbers in cells A1 – A4 then perform the 4 below formulas on them. =average(A1:A4) =A1-A4 =sum(A1:A4) =A1^3 =sqrt(A4) 24

25 Basic Statistical Functions Perform a variety of calculations to aide in decision making process  AVERAGE calculates the average of a range of numbers  MIN calculates the minimum value in a range  MAX calculates the maximum value in a range  COUNT counts the number of values within a range  MEDIAN finds the midpoint value in a range

26 Charts Used to show actual numbers rather than percentages Displays data comparisons vertically in columns The X or horizontal axis depicts categorical labels The Y or vertical axis depicts numerical values The plot area contains graphical representation of values in data series The chart area contains entire chart and all of its elements

27 Inserting Charts

28 Column Charts Column chart displays the revenue of software sales by city  The height of the column reflects revenue of each city  Pittsburgh has the highest revenue and Buffalo has the lowest revenue

29 Line Charts

30 Scatter Chart Shows a relationship between two variables Often used in statistical analysis and scientific studies

31 Stock Chart Shows the high, low, and close prices for individual stocks over a period of time