1. Intro to Info Tech EXCEL Assg1 Assg2 1 2 3 ----- TOTAL 6
5/12/2018
Intro to Info Tech
EXCEL 1 2 3
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TOTAL 6
Assg Assg2
Copyright 2016 by Janson Industries

2. Objectives Explain Show how to: Basic spreadsheet concepts
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Objectives
Explain
Basic spreadsheet concepts
Relative/Absolute addresses
Functions
Advanced formatting options
Show how to:
Create, edit, print, and save spreadsheets using Excel

3. 5/12/2018
Concepts
Spreadsheet is made up of rows and columns (cols), essentially a table
Excel calls this a worksheet
Col(s) identified with a letter(s): A
Row(s) identified with a number(s): 1
Intersection of row & col is a cell
Cells identified by col letter followed by the row number: A1

4. Concepts Cells hold the contents of the spreadsheet/worksheet
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Concepts
Cells hold the contents of the spreadsheet/worksheet
Input is entered one cell at a time via the active cell
To enter data, move the cursor to a cell (to make it the active cell) and start typing
In Excel, multiple worksheets can be stored in a single PC file called a workbook

5. Like Word, when Excel first started you can create from a template or create blank workbook

6. Standard tabs and ribbons
Active cell (where cursor is) has border around and address displayed in Name box
Border shows row numbers, column letters, and active row/col is highlighted
SS can have many sheets

7. Moving In the Spreadsheet
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Up, down, right, and left arrows move one cell at a time
When at the edge of the displayed portion of the spreadsheet, the arrows scroll one row/column at a time

8. Moving In the Spreadsheet
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Moving In the Spreadsheet
Several ways to move more quickly
Use the scroll bars to the right and below SS
Page down and Page up moves 1 screen of rows (default)
Ctrl+Home moves cell A1 to upper left of SS
To go directly to a cell: enter cell address in Name box and press Enter

9. Spreadsheet Data Two general categories Values broken into
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Spreadsheet Data
Two general categories
Text: character values and descriptive info
Values: can perform logic and mathematical functions against
Values broken into
Static numbers/Fixed Constants
Formulas
Functions

10. Spreadsheet Data
When entering data, Excel will distinguish between character and numeric data
E.g. character data is left justified within cells but numbers are right justified

11. SS Data Text can consist of numeric characters
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SS Data
Text can consist of numeric characters
Phone numbers
Social security numbers
Why are these considered text?
No mathematical functions will be performed against them!

12. SS Data There are some special values that SS’s recognize
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SS Data
There are some special values that SS’s recognize
Dates
Times
SS’s will uniquely format these values and provide special functions
Stored as a floating point number. The digit to the left of the decimal point is the number of days since 12/31/ The digits to the right represent the fraction of the day since 12/31/ minutes in a day so 1.1 is 144 minutes into 1/1/1900 which is 2:24AM.

13. 5/12/2018
SS Data and Formulas
Formulas begin with an = and are composed of standard mathematical functions:
Exponents ^
Multiplication & Division * /
Addition & Subtraction + –
This is also the order of precedence (and within the formula, left to right)
Can change OOP with ()
Examples: =1+2 , = 2+4/2 , =(2+4)/2

14. 5/12/2018
SS Data - Formulas
Formulas can also include cell addresses instead of static numbers
Example: =G6+G7
Formulas with static numbers (instead of cell addresses) are considered “hard coded”
Formulas with cell addresses are considered “soft coded”
Hard coding BAAAADDDD! Soft coding GOOOODDDD! Why? Because of recalculation!

15. 5/12/2018
Recalculation
If the content of a cell is changed, any dependent cells will automatically be recalculated
Good? Why?

16. Cell G11 contains a hard coded formula
Change a cell value by clicking and typing
G5 changed to 1000, the total is now incorrect
Cell G11 contains a hard coded formula
If we changed the Car value in cell G5 to 1000, the total would be incorrect

17. We substituted cell addresses for the static values in the formula
When the Car value in cell G5 is changed, the total in G11 is recalculated automatically by Excel

18. Formulas Lots of different ways to specify cell address
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Formulas
Lots of different ways to specify cell address
For instance, as you enter the formula, click on a cell and it will be added to the formula

19. Copy and Move Standard cut, copy, & paste
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Copy and Move
Standard cut, copy, & paste
Click on cell to be copied
Click cut or copy
Click on target cell
Click paste
When a cell is copied, its border changes to a moving dashed line

20. Copy and Move
G5 has been copied

21. Copy and Move To get rid of the dashed border press the Esc key
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Copy and Move
To get rid of the dashed border press the Esc key
Keystroke short cuts still work
Crtrl+C or Crtrl+X then Crtrl+V
You can also cut or copy a RANGE of cells

22. Ranges A rectangular set(s) of adjacent cells
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A rectangular set(s) of adjacent cells
To identify a range, click on the upper leftmost cell and drag to the lower rightmost cell (or visa versa)
The range will be “selected”
All selected cell’s (except the current cell) background color will change and a border will surround the cells
Range identified by:
Upper left cell address
A colon
Lower right address

23. Once selected you can cut/copy and paste just like a single cell
Ranges
Range is I4:I9
Once selected you can cut/copy and paste just like a single cell

24. Ranges Ranges can be moved by dragging: Select the range
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Ranges
Ranges can be moved by dragging:
Select the range
Click and hold on the ranges’ border
Drag to the new location
Release

25. 5/12/2018
Non-adjacent Ranges
You can select and manipulate multiple non-adjacent ranges
Select the first range
Press and hold the CTRL key
Select a non-adjacent range
Continue until all ranges are selected
Format, delete, copy/cut and paste

26. Non-adjacent Ranges Selected non-adjacent ranges
Result of a copy/paste to J10

27. Manipulating the SS To insert a row or column You can also:
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To insert a row or column
Position the cursor at the row or column were you want to insert before
Click Home tab
Display Insert menu
Select Insert Sheet Rows/Columns
You can also:
Right click a cell
Select Insert
Click Entire Row or Column

29. Manipulating the SS

30. Manipulating the SS

31. Manipulating the SS To delete a row or column To clear a row or column
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Manipulating the SS
To delete a row or column
Position the cursor at the row or column to delete
Click Home tab
Display Delete menu
Select Delete Sheet Rows/Columns
To clear a row or column
Click on the row number or column letter (to select)
Press Delete key

34. Manipulating the SS Change row height or column width
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Manipulating the SS
Change row height or column width
Move cursor over row bottom or column right border divider
Changes cursor to
Click and drag
Of course, Undo and Redo still work

35. Before you release will show you the effect
Manipulating the SS
Before you release will show you the effect

36. Manipulating the SS Can also change the contents of a cell by
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Manipulating the SS
Can also change the contents of a cell by
Double clicking the cell to edit
Puts cursor in the cell in insert mode
Click cell and click formula window to edit
Puts cursor in the formula window in insert mode
Delete, Backspace to delete a character before or after cursor

37. Viewing the SS Display formulas Sort of like reveal codes in Word
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Viewing the SS
Display formulas
Show the formula/function instead of the result of the formula/function
A lot of formatting not shown
Click Ctrl + ` (grave accent)
` is above the left Tab key
Sort of like reveal codes in Word

38. Shows the cell contents rather then the result of a formula/function
Viewing the SS
Shows the cell contents rather then the result of a formula/function

39. 5/12/2018
Manipulating the SS
Based on the content of the selected cells, autofill will guess what you want to input into adjacent cells
Select cells that have series of data
1,2,3
1/23/15, 1/24/15, 1/25/15
Mon, Tue, Wed
Click and drag on the fill handle
Solid square in lower right of selected cells border

41. Formatting Can use the Home ribbon or Format box
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Formatting
Can use the Home ribbon or Format box
Format box provides all the functions of the Home ribbon plus
More numeric formats
More alignment options
Borders
Patterns

42. Change to $, %, add comma’s, number of decimals
If there's a number too big will adjust column size

43. When column width not big enough to display a number, ##### is displayed

44. Increase the column width or change the font size

45. Home ribbon formatting options are limited
Use Format Cells box for most options
Select range
Right click range
Click Format Cells
Notice the wider variety of number formats
Notice the variety of number formats

46. Notice change to March values
Click on the tabs to display all sorts of crazy options like text orientation (i.e. angle) within the cell(s).
We changed the month abbreviations from being left justified in the cells to being centered
Notice change to March values

47. In the Font pane, changed the title text appearance
Notice the months
In the Font pane, changed the title text appearance
Sample area shows the results of the selected choices

48. We'll put a thick line outline border around the months
Notice the title text
We'll put a thick line outline border around the months

49. We’ll select the title and put a polka dot pattern in the cell…
Notice the border
Notice the title
We’ll select the title and put a polka dot pattern in the cell…

50. …and we’ll select a background color
Notice the title
…and we’ll select a background color

51. Picked a foreground color for the pattern.
Notice the title
Picked a foreground color for the pattern.
Notice Sample area shows the result of the choices

52. Well this is unexpected!
Need to merge title cells & center the text

53. Select the cells, display the Merge & Center menu and choose Merge & Center

54. Maybe not the best choice of pattern and colors but you get the idea, right?

55. Headers and footer can be defined
Switch to Page Layout view (not PAGE LAYOUT ribbon) and click in the header or footer area
Three areas in header/footer to hold text plus the Design ribbon provides buttons to insert dynamic information like page number, date, time, etc.
Can be formatted like any other text

56. To leave header/footer view, click anywhere outside of the header or footer then click the Normal view button

57. Spreadsheet not printing out on one page There are a couple solutions

58. Change Page Orientation to Landscape
Print options will be different for different printers!

59. Change Scale to Fit Sheet on One Page
Makes font smaller. Disadvantage is that it can make the spread sheet hard to read

60. Assignment Module 7 IC 2 VW Sauce Sales Estimates Q2 Sales Analysis
5/12/2018
Assignment
Module 7
Sauce Sales Estimates
IC 2
Q2 Sales Analysis VW
September Sales Results

61. Functions Better alternative than formulas
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Functions
Better alternative than formulas
Can be performed against ranges
Function: a predefined calculation
Ex. =A1+A2+A3 vs. =SUM(A1:A3)
Syntax:
Equal sign
Function word (e.g. SUM, MAX, MIN)
Opening parenthesis
Range
Closing parenthesis

62. Common functions include: AVERAGE, MIN, MAX, COUNT
Here we add a SUM function to the budget

63. Functions Lots of ways to enter functions:
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Functions
Lots of ways to enter functions:
In a cell type: =, function, (, parameters, )
Type =, function, (, select parameters with mouse cursor, press Enter
Click INSERT, select function, fill in prompt window
Buttons on ribbon (e.g. Auto sum)

64. Click the cell to that will hold the function Display the AutoSum menu
Select the function

65. Excel will take a guess which cells, press Enter to accept or...

66. …select cells you want to sum or...

67. Notice the different type of border when range typed
…type in the range
Notice the different type of border when range typed

68. There’s a really fast shortcut to specify the SUM function
If you select the cell to hold the formula first (C24) and then the range with data (C23:C20) and ALT+=, the Sum function will be inserted into the first cell (C24)

69. Can also enter functions from the Formulas ribbon and either display a category menu and select a function or..

70. …click either of the Insert Function buttons, then select a function from the list of all functions, and click OK

71. Bolded names are required parameters
Either way, you get a prompt window where you enter the parameters and Excel will enter the function
Bolded names are required parameters
Notice that there is a short explanation of the function and the parameter (where the cursor is located)
More importantly, there is a link to more help

72. Help has a short function description, shows the syntax of the function and an explanation of each argument with valid values...

73. ...and examples (which you can copy into a SS)

74. …click either of the Insert Function buttons, then select a function from the list of all functions, and click OK

75. What are valid values for a mortgage rate and nper?

76. 5/12/2018
Date Functions
Excel stores dates as a number (but displays them in date format)
So you can perform math on dates
Find elapsed number of days
Other functions:
=TODAY() returns the current date
=WEEKDAY(DATE(1988,2,27)) returns a number representing day of the week
1=Sunday, 2 = Monday, etc

77. So now we know the 2/27/1998 was a Friday
Enter you birthday to find out what day of the week you were born

78. Absolute vs. Relative Addresses
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Absolute vs. Relative Addresses
Absolute Address:
123 Main St.
Relative Address:
Next door
When you enter cell addresses the spreadsheet considers them relative
This is clearly shown when copying formulas/functions

79. Absolute vs. Relative Addresses
Changed to formula view to help explain
Absolute vs. Relative Cell addressing
Excel thinks of the range C20:C23 as the cells “4 above, 3 above, 2 above and 1 above” even though C20:C23 is displayed

80. Absolute vs. Relative Addresses
Copying the formula in C24 to D24:E24 results in:
Excel considers all three functions the same:
Add the cells “4 above, 3 above, 2 above and 1 above””

81. Absolute vs. Relative Addresses
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Absolute vs. Relative Addresses
To specify an absolute address
Precede the column letter with a $
Precede the row number with a $
Example:
$A$1
When use:
When you want to reference the same cell value in many formulas

82. Initially set the amount to save to 1 and the interest rate to 4%
We enter just the values 1 and 2 and use the autofill feature to fill in the rest of the values. Select D3:D4, click on the fill handle and drag until the value 20 is displayed.
Initially set the amount to save to 1 and the interest rate to 4%

83. With absolute cell addresses
Then enter the formula to calculate the first years savings: number of days in year * amount saved each day
With absolute cell addresses

84. Then copy the formula into E4 (notice the absolute addresses don’t change) and change the formula to add in the previously saved amount (E3) with interest ($J$8) like this: + E3 * $J$8

85. Then copy the E4 formula to all the other cells

86. We changed the amount saved to 5 and notice that the final total is now over $50K

87. Eventually you will figure out that you need to save $9.21 a day

88. Or that if you could get 5% interest you’d only have to save $8
Or that if you could get 5% interest you’d only have to save $8.29 a day

89. 5/12/2018
Mixed Addresses
One of the row and col specifications is relative the other is absolute
Examples:
$A1
A$1
When use:
When you want to reference a constant value in the same row or column
Cig example

90. Sorting and Filters Must put the data in a table Select the Range
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Sorting and Filters
Must put the data in a table
Select the Range
Click INSERT Tab then Table

91. You’ll be prompted to verify the data range (notice the use of absolute cell references)

92. Each column gets a list arrow
Drop down menu provides sorting and filtering options

93. Sorting Largest to Smallest for Column1
results in all the rows being sorted by the value in Column1

94. Filters allow you to restrict which rows are displayed
Click the column’s list arrow, Number Filters, then the rule comparator...

95. ...fill in the value to compare to, click OK and only those rows who's value in the column satisfy the condition will be shown

96. Conditional Formatting
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Conditional Formatting
A cell's content's appearance can depend on the value in the cell
Often used to draw attention to important data

97. In this example, we selected Data Bars and then moved the cursor over Purple Data Bar and the effect on the selected cells is shown

98. There are many other conditional formatting schemes

99. Select the cells, click Highlight Cells Rule and a comparator

100. Initially the default format is applied
You can choose another predefined format but if you don’t like the format options choose Custom Format…

101. … and specify your own

105. 5/12/2018
Assignment
Module 8
Quick Meal Kit Sales
IC2
May Account Manager Report
Step G should result in the rows being in account manager name order and, within each account manager’s orders, order amount ascending
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