Introduction to Spreadsheets and Microsoft Excel FSE 200

What is a spreadsheet? A spreadsheet is a table of values arranged in rows and columns.

Why Microsoft Excel There are several publishers who produce excellent spreadsheet applications. Microsoft Excel is by far the most common in non specialized trades and will prove the most beneficial for your career. – Many basic functions. – Lots of statistical capability

Basics Rows - Numbers Columns – Letters Cell C14 Sheet Title

Workbooks Every time you open a new file in Excel, it forms a new Workbook. By default, a workbook is composed of 3 sheets. – You can add or subtract sheets on an as needed basis – Sheets that relate to a similar topic are often contained in the same workbook. – Each sheet performs separately and can be linked together with formulas (to be discussed later).

Rows and Columns Columns are vertical and are identified by a letter. Rows are horizontal and are identified by a number Cells are the individual “boxes” you see on the screen. They are identified by the combination of the letter of the column it resides in and the number of the row it resides in. i.e. Cell C14

Mathematical Operations Excel will perform all basic mathematical operations. – Addition (+) – Subtraction (-) – Multiplication (*) – Division (/)

Mathematical Operations All operations must start with an equal sign (=) Example – To make Excel calculate 2+2, Enter the following. The value will be calculated after you press enter =2+2 – To make Excel calculate the sum of cells A5 and A6, Enter the following. The value will be calculated after you press enter =A5+A6

Examples

Auto Fill Excel also allows us to copy formulas down or across so we don’t have to program them in for every cell. Simply click on the little black square in the corner of a cell and drag down or across.

Functions A function performs a certain task related to the data entered in the cells. It allows us to perform basic programming functions (don’t be scared….) on the spreadsheet. There are hundreds of functions in Excel

Common Functions Sum – Calculates the sum Average – Calculates the average Median – Calculates the median Mode – Calculates the mode Mean – Calculates the mean Max – Finds the maximum value Min – Finds the minimum value

Programming a Function Functions are programmed in a variety of ways. As with operations, functions must start with an equal sign. Whenever you begin to type in a function, Excel will subprompt you for the information required.

Programming a Function There is also an Insert Function Dialog Box. – Very helpful as it describes all of the inputs and outputs for each function and will actually program the function for you if used properly

Accuracy of Functions Anytime you program a function, you should check at least one cell with hand calculations. – This will ensure that mistakes are not multiplied throughout the sheet.

Formatting Cells You can change the appearance of cells rather easily within Excel. Right click on the cell and click ‘Format Cells’

Other Help Many books are available to help you with Excel. – I am a fan of the “…. For Dummies” series. – None are required for this class, but understand that they are there. The Help Function in Excel is very well written and comprehensive. – In Excel 2007, click on the little blue question mark in the upper right hand corner. There are a few help documents posted in the “Course Documents” section of Blackboard. – These are from older versions of Excel. The commands, programming, etc. has not changed. The look of the interface has changed, so it will not look identical if you are using a different version.

So…… This was a very brief introduction to Excel Please take some time, play around in the program, and learn the ins and outs of it. Assignment 1a will be of some help with these. Get started early on this assignment – If you are not familiar with Excel, it is a lot of learning to do….