1. Exploring Microsoft Office Excel 2007
Chapter 1:
Introduction to Excel
What Can I Do with a Spreadsheet
Robert Grauer, Keith Mulbery, Judy Scheeren
Committed to Shaping the Next Generation of IT Experts.
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
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Objectives
Define worksheets and workbooks
Use spreadsheets across disciplines
Plan for good workbook and worksheet design
Identify Excel window components
Enter and edit data in cells
The objectives of Chapter 1 include:
Defining worksheets and workbooks
Using spreadsheets across disciplines
Planning for good workbook and worksheet design
Identifying Excel window components
Entering and editing data in cells
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3. Objectives (continued)
Describe and use symbols and the order of precedence
Display cell formulas
Insert and delete rows and columns
Use cell ranges, move, copy, paste, paste special, and AutoFill
Manage worksheets
Additional objectives include:
Describing and using symbols and the order of precedence
Displaying cell formulas
Inserting and deleting rows and columns
Using cell ranges, move, copy, paste, paste special, and AutoFill
Managing worksheets
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4. Objectives (continued)
Format worksheets
Select page setup options for printing
Manage cell comments
And more objectives include:
Formatting worksheets
Selecting page setup options for printing
Managing cell comments
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5. 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
Excel is a spreadsheet application used to build and manipulate worksheets and workbooks. VisiCalc was the first spreadsheet program introduced in 1979.
A worksheet is one spreadsheet that may contain data, values, formulas, and/or charts. Information on a worksheet is organized in a grid layout of rows and columns. A workbook is a collection of related worksheets within one file.
An electronic spreadsheet like MS Excel allows for quicker, more accurate changes than were possible with a manual ledger.
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Define Worksheets and Workbooks
Excel workbook
The Excel workbook starts with a default file name of Book1. Sheet1, Sheet2, and Sheet3 are the default worksheets created in every workbook.
Each worksheet is a grid of rows and columns enabling users to organize data.
This workbook currently has three worksheets
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7. 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
Geologists can use to chart data about scientific phenomena
Social Scientists can use to predict voting results
An example of a “what-if” analysis might be sales projections. If you project sales to be 5% higher next month, you can project sales for next month. Then, you can compare the projection with the actual sales figure for that month.
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8. 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
Steps to ensure good design include:
Deciding on the purpose of the spreadsheet and how it will be constructed.
Making it obvious where data is to be entered.
Entering data and setting up formulas, wherever possible.
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9. Planning for Good Workbook and Worksheet Design
Test multiple times to make sure the results are what you expect
Know what your results should be, so that you know your result is correct
Format the worksheet so it looks appealing
Document the worksheet as thoroughly as possible
Save and print the results
To plan for a good workbook, test multiple times to make sure that results are what you expect. Format the worksheet so it looks appealing Document the worksheet as thoroughly as possible. Save and print the results.
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10. 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
A spreadsheet is divided into rows and columns. Rows are given numeric headings and columns are assigned alphabetic headings.
Each cell has a unique cell reference which is designated by column letter followed by row number to which the cell belongs. An example of a cell reference might be A1.
You can use vertical or horizontal arrow keys to navigate through a worksheet.
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11. Identifying Excel Window Components
Active cell
The cell you are working in; where data will be input
Formula bar
Shows the active cell’s contents
Name box
Displays active cell’s address or name it has been given
Sheet tabs
What sheets of workbook are available
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12. Identifying Excel Window Components
Status Bar
Displays information about a selected command or operation in progress
Select All button
used to select all elements of the worksheet
Ribbon
Primary replacement for menus and toolbars made up of tabs, groups, and commands
Tab
Designed to be task-oriented
Each one is made up of several groups to facilitate viewing all of its functions without opening menus
The Ribbon is designed for easy browsing and consists of tabs that are organized around specific scenarios or objects. The controls on each tab are further organized into several groups.
The Ribbon can host richer content than menus and toolbars can, including buttons, galleries, and dialog box content.
Tabs are designed to be task-oriented. The contents of each tab are shown on the reference page. This defines the tabs, the groups they contain, and their general function. In addition to the standard tabs, there are two other types:
The Contextual tabs provide controls for working with the selected item. When you click the object, the pertinent set of contextual tabs appear in an accent color next to the standard tabs.
The Program tabs replace the standard set of tabs when you switch to certain authoring modes or views, including Print Preview.
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Identifying Excel Window
Components
Formula Bar
Name Box
Active Cell
Select All button
The currently Active cell in this figure is D4. This is indicated by heavy border around it.
The Name Box displays the name of the currently Active cell.
The Formula bar displays the contents of active cell D4.
The sheet that is currently displayed is Sheet1. There are two other worksheets─Sheet2, Sheet 3─ available in the workbook.
Sheet Tabs
Status Bar
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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
To create a new Excel workbook, click the Office button, select New and then Blank Workbook. You can enter three kinds of data:
Text which is any data that doesn’t need to be calculated.
Values which are numbers that will be used in a calculation and/or a formula. Dates are also represented by values.
Formulas which always start with an equals (=) sign.
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Edit Data in a Cell
Three 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
Select the cell, press the F2 key, make the changes, press Enter
Two options to clear the contents of the cell:
Click on the cell and delete
Click on Clear arrow in the Editing group on the Home tab
Even though there are multiple ways to edit data in a cell, most users will select one method and stay with it.
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Using Save and Save As
Click the Office button, 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
Once named, use the Save command
The keyboard shortcut keys for Save command are Ctrl + S.
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17. 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
The basis of Excel are mathematical operations. For example, if you want to calculate the sum of contents of cells C2 and C3 in Cell C4, you would do the following:
Click in cell C4 and type an = sign
Click on cell C2 and type a + sign
Click on cell C3 and press Enter
The advantage of entering cell references in the formula instead of simply copying the values from C2 and C3 is that it allows you to change the values of cell C2 or C3 and the value in cell C4 still as the remains the sum of values in cells C2 and C3.
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18. 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
The mathematical functions supported by Excel are addition, subtraction, multiplication, division and exponentiation.
In an arithmetic expression that contains operators of different types, it is the operators’ order of precedence that controls the sequence in which these arithmetic operations are performed.
For example, the following arithmetic expression is evaluated based on the rules of operator precedence:
= * (5 – 3),
We evaluate the expression in the parenthesis first; this results in a value 2.
We evaluate the multiplication operation─11 * 2─that results in 22.
Finally, we evaluate the addition operation ─ ─that results in the final value 33.
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19. Displaying Cell Formulas
Press the Ctrl key plus the tilde (~) key to display formulas in a worksheet
The tilde (~) key is created by holding down the Shift key while pressing the button to the left of the number 1 on the keyboard.
To toggle back to displaying values, simply press the Ctrl key followed the tilde key again.
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20. 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
If the active cell is E4, then row 4 is the current row. If a row is added, it is inserted above. If a column is inserted, it is inserted to the left of E4.
The process is similar for deleting rows and columns except you begin by choosing the Delete pull down arrow in the Cells group. The row above the row selected is deleted or the column to the left of the selected column is deleted.
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21. 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
To insert or delete individual cells, click in the cell where you want to perform the operation. Click the Insert pull-down arrow in the Cells group on the Cells tab. Click Insert Cells to display the Insert dialog box. Click the appropriate option to shift cells right or down and click OK.
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22. Insert/Delete Individual Cells
The first picture displays the Insert dialog box for performing the insert operation. The option selected is “Shift cells down”. This option would insert a new empty cell at the current active cell L6 and shift the rest of the cells in the column down by one cell. The active cell at the end of this operation is L7.
The second picture displays the Delete dialog box for performing the delete operation. The option selected is “Shift cells left”. This option would delete the currently selected cell L7 and move the contents of M7 into this cell.
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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
Can be contiguous (together) or noncontiguous (not together)
A contiguous range is single rectangular block of cells. A non-contiguous range consists of two or more separate non-adjacent ranges.
The cells within a range are specified by indicating the diagonally opposite corners, typically the upper-left and lower-right corners of the rectangle. For example, B4:I4. is a range of cells starting with cell B4 and ending with cell I4.
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Ranges (continued)
Ranges are shown in red and yellow
The cells within a range are specified by indicating the diagonally opposite corners, typically the upper-left and lower-right corners of the rectangle.
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Move and Delete
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
The move operation transfers the contents of a cell or cell range from one location in the worksheet to another, emptying the cells where the move originated.
The cell references within formulas are not changed when a cell containing a formula is moved. Excel does, however, adjust all of the cells making up the formula when a cell containing a formula is moved.
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26. Copy, Paste, and Paste Special
The Copy command makes a duplicate of the contents in the selected range and places it on the Clipboard
The Paste command places the contents of the Clipboard in the selected range
The Paste Special command allows users several different options
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Auto Fill
Enables you to copy the content of a cell or a range of cells
Drag the fill handle over an adjacent cell or range of cells
The fill handle is a small black square appearing in the bottom-right corner of a cell
Use to repetitively copy contents of one cell
Use to complete a sequence like years or months
The user clicks on the cell and uses the fill handle to repeat the content.
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Manage Worksheets
Rename worksheets
Right-click sheet tab and select Rename
Type the new name and press Enter
Change Sheet Tab Color
Right-click sheet tab and select Tab Color
Select Theme Colors, Standard Colors, No Color, or More Colors
Move, delete, copy or add worksheets
Right-click sheet tab and select the desired operation
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29. Formatting Worksheets
Draws attention to important areas of the worksheet
Change fonts, colors, styles
Merge and center labels
Center text across a range of cells
Merged cells are treated as one
To merge cells, select the range of cells that needs to be merged and click on the Merge and Center in the alignment group in the Home tab.
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30. Formatting Worksheets (continued)
Adjust cell height and width
Drag the border between two column headings
Double-click on the border between two column headings
AutoFit automatically adjusts
Apply borders and shading
Select a cell border from Borders in the Font group on the Home tab
Use the Border tab in the Format Cells dialog box
When labels are longer than the cell width, they are displayed in the next cell if it is empty. If the adjacent cell is not empty, the label is truncated.
Numbers appear as a series of pound signs (######) when the cell is not wide enough to display the complete number. Increasing the column width would display the numeric contents.
To change the row height of many rows at one time, select the multiple rows and right-click to show the shortcut menu. Select Row Height, enter the required height in the Row Height dialog box and Click OK.
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31. Formatting Worksheets (continued)
Insert Clipart
Used to represent most important aspect of spreadsheet content
Use sparingly; can be distracting or take large amounts of disk space
Format Cells
Control formatting for numbers, alignment, fonts, borders, colors, and patterns
To insert Clip Art:
Click Clip Art in the Illustrations group on the Insert tab to open the Clip Art Task Pane.
Type a keyword in the Search for: text box and click Go to begin the search for images matching your keyword.
Double-click on image to place it in your spreadsheet.
Move and resize the image as desired.
Use the Format Cells dialog box to control format of many spreadsheet features. The formatting will remain even when content has been deleted.
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32. Page Setup and Printing
Orientations
Portrait prints vertically down the paper
Landscape prints horizontally down the paper
Margins
Left, right, top, bottom
Headers and footers
Headers appear at the top of every page
Footers appear at the bottom of every page
Sheet options
Show gridlines, row and column headings
Print preview
See how the spreadsheet will print
Portrait orientation is 8.5 x 11; landscape is 11 x Margin tab also allows you to center the page horizontally and/or vertically.
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33. Managing Cell Comments
Adds documentation to the cell
Provided to clarify thoughts and define formulas
A red triangle appears in the cell containing the comment
Comment is visible when you point at the cell
To create a cell comment:
1. Click the cell requiring a comment.
2. On the Review tab, in the Comments group, click New Comment.
3. Enter the comment.
4. Click any other cell to complete the process.
5. Or right-click on the cell requiring a comment and select Insert Comment from the Shortcut menu.
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