1. scis.regis.edu ● scis@regis.edu CIS 206: Business Software Applications Week 4 Dr. Jesús Borrego Regis University 1

2. Agenda Review of Homework #3 Key Terms Introduction to spreadsheets MS Excel introduction (A-C) Activity 1 – class Activity 2 – group Homework #4 2

3. Homework #3 On a single page, create an announcement for a party where you invite your fellow students to celebrate the end of the term 1.Create the announcement with various colors, fonts, and sizes 2.Add a picture 3.Add clip art 4.Add a frame to the page 5.Prepare in Spanish without APA format 6.Submit to WorldClass week 3 before week 4 3

4. Key Terms Cell – Celda Cell Pointer – Puntero de celda Columns – Columnas Pointer - Puntero Rows – Filas Spreadsheet – Hoja de cálculo 4

5. Introduction to Spreadsheets Revisit Excel menu; similarities with Word Spreadsheet components: ▫Rows ▫Columns ▫Tabs ▫Workbook 5

6. What is a cell? 6

7. Data fields 7 Active Cell (cell Address) Contents Active Cell

8. Entering Data Types of data ▫Numbers ▫Text ▫Date Format ▫Numeric (0, 0.0, 0.000, 1.5 E+10, $15.30, (15.30), 10,000.00) ▫Date (3/28/14, 3/28/2014, 03/28/14, 03/28/14 09:15:00 am) ▫Text 8

9. Range A selection of two or more cells such as B5:B14 is called a range 9 Cell Range

10. Formulas Formulas are equations in a worksheet Excel formulas allow users at every level of mathematical expertise to make calculations with accuracy When creating calculations in Excel, it is important to: ▫Know where the formulas should be ▫Know exactly what cells and arithmetic operations are needed 10

11. Entering formulas 11 Formula appears in formula bar Result of formula Viewing a Formula

12. Operators 12

13. Labels Labels contain text and numerical information not used in calculations ▫Labels help you identify data in worksheet rows and columns ▫You should enter all the labels first before entering other content  An example of a label is the word Total in cell A15 13

14. Values Values are numbers, formulas, and functions that can be used in calculations ▫An example of a number value is 40 in cell B5 ▫An example of a formula value is =C5*(2*D5) in cell F5 14

15. Functions A function is a built-in formula ▫A function includes arguments, the information necessary for the calculation ▫An example of a function value is =SUM(B5:B14) in cell B15 15

16. Editing Cells You can change, or edit, the contents of an active cell at any time To edit the contents of the active cell: ▫Double-click the cell, or ▫Click in the formula bar, or ▫Just start typing Excel switches to Edit mode when you are making cell entries 16

17. Editing Cell Entries 17 Active cell Insertion point Mode indicator Worksheet in Edit mode

18. Pointers in Excel 18

19. Entering formulas Formulas start with the equal sign (=), also called the formula prefix Calculation operators in formulas indicate what type of calculation you want to perform Arithmetic operators perform mathematical calculations such as adding and subtracting  Examples of arithmetic operators are + - * / % ^ Comparison operators compare values for the purpose of true/false results  Examples of comparison operators are = > = 19

20. Page Layout View 20 Workbook Views group Header text box Vertical ruler Horizontal ruler

21. Page Break View 21 Blue outline indicates print area Bottom page break indicator

22. Printing Options How a worksheet would look when printed using: ▫Page Layout tab  The dotted line indicates the print area, the area to be printed ▫Print Preview  You can print from this view by clicking the Print button on the Ribbon Page Layout tab ▫Page Setup group  Print orientation: landscape or portrait ▫Scale to Fit group ▫Sheet Options group 22

23. Printing Options 23 Worksheet with Portrait orientation Number of copies Active printer Print button Pages to print Print scaling

24. Activity 1 As a group, help me complete Independent Challenge 1, on pages Excel 20-21 24

25. Complex Formulas A complex formula is an equation that uses more than one type of arithmetic operator ▫Example: formula that uses both addition and multiplication ▫Arithmetic operations are performed according to the order of precedence 25

26. Complex formula example 26 Complex formula Formula containing multiple arithmetic operators Mode indicator

27. Precedence Operations inside parentheses are calculated first Exponents are calculated next Multiplication and division are calculated next (from left to right) Addition and subtraction are calculated next (from left to right) Example: ▫(3+5)*4 = (8) * 4 = 32 ▫3+5*4 = 60 ▫Why? 27

28. Adding functions A function is a predefined worksheet formula that makes it easy to perform a complex calculation ▫Can be used by itself or within a formula ▫If used alone, begins with the formula prefix (=) 28

29. Inserting a function 29 Function Argument Insert Function button Description and argument format

30. Typing a function A function can be typed manually into a cell ▫You must know the name and initial characters of the function ▫Can be faster than using the Insert Function dialog box ▫Experienced Excel users often prefer this method While manually typing a function, it is necessary to begin with the equal sign (=) Once you type an equal sign, each letter you type activates the AutoComplete feature 30

31. Example 31 MAX function in progress

32. Copying and Moving Cells You can copy or move data within a worksheet or between worksheets using: ▫Cut, Copy, and Paste buttons ▫Fill handle in the lower-right corner of the active cell ▫Drag-and-drop feature Office Clipboard temporarily stores information that you copy or cut Pasting an item from the Clipboard ▫Only need to specify the upper-left cell of the range where you want to paste the selection 32

33. Relative References Use a relative cell reference when you want to preserve the relationship to the formula location ▫Calculations are performed based on cell relationship ▫When a formula is copied, the cell reference changes to preserve the relationship of the formula to the referenced cells ▫The Excel default 33

34. Relative references 34 Formula containing relative references

35. Absolute References Use an absolute cell reference when you want to preserve the exact cell address in a formula ▫Reference does not change even if the formula is copied to another location ▫Created by placing a dollar sign ($) before both the column letter and the row number for the cell’s address 35

36. Absolute and Relative Example 36 Absolute references do not adjust Relative references adjust Cell referenced in absolute formulas

37. Mixed References Using a mixed reference ▫A mixed cell reference combines both relative and absolute cell referencing  Example: When you copy a formula, you may want to change the row reference but keep the column reference ▫Created using the [F4] function key 37

38. Copy Reference Formulas Reuse formulas you have created Use Copy and Paste commands or the fill handle to copy formulas Copying a formula to a new cell ▫Excel substitutes new cell references so that the relationship of the cells to the formula remains unchanged 38

39. Activity 2 – Group As a group (2-3 students), complete Independent Challenge 2 on page Excel 46 39

40. Formatting Values The format of a cell determines how the labels and values look ▫Bold, italic, dollar signs, commas, etc. Formatting does not change the data only its appearance Select a cell or a range, then apply formatting 40

41. Changing fonts and sizes A font is the name for a collection of characters with a similar, specific design Font size is the physical size of text ▫Measured in points  1 point = 1/72 of an inch The default font in Excel is 11-point Calibri 41

42. Fonts 42 Click a font to apply it Font size list arrow Font list arrow

43. Attributes Attributes are styling formats such as bold, italics, and underlining Alignment determines the position of data in a cell ▫Left, right, or center 43

44. Format Painter The Format Painter allows you to copy all formatting attributes of selected cells and apply them to other cells ▫Use to copy multiple format settings or individual ones 44

45. Font Style and Alignment 45 Column headings centered, bold, and underlined Title centered across columns Formatting buttons selected Merge & Center button

46. Font and Alignment buttons 46

47. Font and Alignment buttons 47

48. Adjust column width Adjust column widths to accommodate data ▫Default column width is 8.43 characters wide (a little less than one inch) ▫One or more columns can be adjusted using the Ribbon, the shortcut menu, or the mouse 48

49. Inserting rows and columns When you insert a new row, the contents of the worksheet shift down from the newly inserted row When you insert a new column, the contents of the worksheet shift to the right of the new column 49

50. Inserting/deleting rows/columns Excel inserts rows above the cell pointer and columns to the left Insert multiple rows or columns by selecting the same number of row or column headings to be inserted 50

51. Example 51 Entire row option button

52. Inserting/deleting rows/columns When you delete a row, the contents of the worksheet shift up When you delete a column, the contents of the worksheet shift to the left Delete multiple rows or columns by selecting all of the row or column headings to be deleted 52

53. Colors, Patterns, Borders You can add enhancements such as colors, patterns, and borders by using: ▫Border and Fill Color buttons in the Font group on the Home tab of the Ribbon and on the Mini toolbar, or ▫Fill tab and Border tab in the Format Cells dialog box Cell styles are pre-designed combinations of formatting attributes ▫Use the Cell Styles button in the Styles group on the Home tab 53

54. LivePreview of fill color 54 Font Color list arrow Cell styles button Cell A1 previewed Fill Color list arrow

55. Conditional formatting Excel can format cells based on specific results ▫Automatic application of formatting attributes on cell values is called conditional formatting ▫Different formats are automatically applied if the data meets conditions you specify Data bars are a type of conditional formatting that visually illustrate differences among values 55

56. Data bars 56 Data bars

57. Worksheets By default, an Excel workbook initially contains three worksheets, named Sheet1, Sheet2, and Sheet3 To move to another sheet, click its sheet tab To make it easier to identify the sheets, you can rename each sheet and add color to the tabs You can change the order of sheets by dragging the sheet tabs 57

58. Naming and Moving Worksheets 58 Sheet relocation pointer Sheet1 renamed

59. Check Spelling Spelling checker scans the worksheet and flags possible mistakes and suggests corrections ▫To check other worksheets in a workbook, display the worksheet and run the spelling checker again ▫Add words that are spelled correctly but are not recognized by the spelling checker 59

60. Example 60 Misspelled word Replacement word suggestions

61. Homework #4 You are to create a budget spreadsheet that includes income and expenses for the month For each income and expense, separate the items by week (4 weeks in a month for the purpose of this exercise) Include formulas to sum all expenses and income and determine how much money you have left at the end of the month For expenses, include grocery, utilities, home/rent, car, insurance, bills, entertainment and any other items you feel necessary 61

62. Homework #4 (Cont’d) Total the expenses and income by week Total the expenses by each item (grocery, utilities, home/rent, car, insurance, bills, entertainment) Add nice titles to the spreadsheet Format the columns appropriately Must be in English Submit your budget to the Week 4 Dropbox before week 5 62

63. Questions? 63