1 Intro to Micro Apps EXCEL Copyright 2013 by Janson Industries 1 2 3 ----- TOTAL6 Assg1Assg1 Assg2 Assg3 Assg4Assg2Assg3Assg4.

Copyright 2013 by Janson Industries 2 Objectives n Explain u Basic spreadsheet concepts u Relative/Absolute addresses u Charts u Expressions n Show how to: u Create, edit, and save spreadsheets using Excel

Copyright 2013 by Janson Industries 3 Concepts n Spreadsheet is made up of rows and columns (cols), essentially a table u Excel calls this a worksheet n Col(s) identified with a letter(s): A n Rows identified with a number(s): 1 n Intersection of row & col is a cell n Cells identified by col letter followed by the row number: A1

Copyright 2013 by Janson Industries 4 Concepts n Cells hold the contents of the spreadsheet n Use the arrow keys to move between cells or click on a cell n SS will scroll when you reach the bottom of the screen n To enter data, move the cursor to the cell and start typing n Multiple worksheets can be stored in a single PC file called a workbook

Copyright 2013 by Janson Industries 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

Copyright 2013 by Janson Industries 7 Moving In the Spreadsheet n Up, down, right, and left arrows move one cell at a time n Page down and Page up moves 1 screen of rows (default) n When at the edge of the screen, up, down, right, and left arrows scroll one row/column at a time n Ctrl+Home moves cell A1 to upper left of SS n Go to a cell: enter cell address in Name box and press Enter

Copyright 2013 by Janson Industries 8 Spreadsheet Data n Two general categories u Text: descriptive info u Values: can perform logic and mathematical functions against n Values broken into u Static numbers/Fixed Constants u Formulas u Functions

Copyright 2013 by Janson Industries 10 SS Data n Text can consist of numbers u Phone numbers u Social security numbers n Why are these considered text? n No mathematical functions will be performed against them!

Copyright 2013 by Janson Industries 11 Documentation n SS’s can get very complicated (as you will see) n Especially if many people are using, must document n Good documentation includes u Descriptive sheet names u Descriptive text in sheet u Cell comments u Documentation worksheet

Copyright 2013 by Janson Industries 19 SS Data and Formulas n Formulas begin with an = and are composed of standard mathematical functions: u Exponents ^ u Multiplication & Division * / u Addition & Subtraction + – n This is also the order of precedence (and within the formula, left to right) n Can change OOP with () n Examples: =1+2, = 2+4/2, (2+4)/2

Copyright 2013 by Janson Industries 20 SS Data - Formulas n Formulas can also include cell addresses instead of static numbers u Example: =G6+G7 n Formulas with static numbers (instead of cell addresses) are considered “hard coded” n Formulas with cell addresses are considered “soft coded” n Hard coding BAAAADDDD! Soft coding GOOOODDDD! Why? Because of recalculation!

Copyright 2013 by Janson Industries 23 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

Copyright 2013 by Janson Industries 25 Copy and Move n Standard cut, copy, & paste u Click on cell to be copied u Click cut or copy u Click on target cell u Click paste n When a cell is copied, its border changes to a moving dashed line

Copyright 2013 by Janson Industries 27 Copy and Move n To get rid of the dashed border press the Esc key n Keystroke short cuts still work u Crtrl+C or Crtrl+X then Crtrl+V n You can also cut or copy a RANGE of cells

Copyright 2013 by Janson Industries 28 Ranges n A rectangular set(s) of adjacent cells n To identify a range, click on the upper leftmost cell and drag to the lower rightmost cell (or visa versa) n The range will be “selected” u All selected cell’s (except the current cell) background color will change and a border will surround the cells n Range identified by: u Upper left cell address u A colon u Lower right address

Copyright 2013 by Janson Industries 31 Non-adjacent Ranges n You can select and manipulate multiple non-adjacent ranges u Select the first range u Press and hold the CTRL key u Select a non-adjacent range u Continue until all ranges are selected u Format, delete, copy/cut and paste

Copyright 2013 by Janson Industries 33 Manipulating the SS n Based on the content of the selected cells, autofill will try to guess what you want to input into adjacent cells n Select cells that have series of data u 1,2,3 u 1/23/15, 1/24/15, 1/25/15 n Click and drag on the fill handle u Solid square in lower right of selected cells border

Copyright 2013 by Janson Industries 36 Manipulating the SS n To insert a row or column u Position the cursor at the row or column were you want to insert before u Click Home tab u Display Insert menu u Select Insert Sheet Rows/Columns n You can also: u Right click a cell u Select Insert u Click Entire Row or Column

Copyright 2013 by Janson Industries 40 Manipulating the SS n To delete a row or column u Position the cursor at the row or column to delete u Click Home tab u Display Delete menu u Select Delete Sheet Rows/Columns n To clear a row or column u Click on the row number or column letter (to select) u Press Delete key

Copyright 2013 by Janson Industries 43 Manipulating the SS n Change row height or column width u Move cursor over row bottom or column right border divider F Changes cursor to u Click and drag n Of course, Undo and Redo still work

Copyright 2013 by Janson Industries 46 Manipulating the SS n AutoFit will change the column and row sizes so all the data is displayed u Select the cells, rows and/or columns to autofit u On the HOME ribbon, display the Format menu u Choose to change row or column size

Copyright 2013 by Janson Industries 49 Manipulating the SS n Can also change the contents of a cell by u Double clicking the cell to edit F Puts cursor in the cell and is in insert mode u Click cell and click formula window to edit F Puts cursor in the formula window and is in insert mode n Delete, Backspace to delete a character before or after cursor

Copyright 2013 by Janson Industries 50 Manipulating the SS n Can also delete the contents of an entire row or col (clearing) u Select row or col by clicking on its border letter or number u Press the delete key F Row/col is still in the SS, just the data has been deleted F Other rows/cols location not affected

Copyright 2013 by Janson Industries 54 SS Views n 2 alternative views of the SS u Page Layout F Shows margins, headers/footers, page breaks u Page Break F Shows page breaks and allows the user you to manipulate them n To change view click on the icons to the left of the zoom slider

Copyright 2013 by Janson Industries 59 Page Breaks n To insert click on cell where you want the page break to go to the left and above n On the PAGE LAYOUT ribbon, click Breaks, then Insert Page Break n With SS, you will often change the page orientation to landscape n To print: u Click File button u Click Print

Copyright 2013 by Janson Industries 61 Print Titles n If SS will span many pages, col and row title text will only appear on first page n Can force a col or row to be repeated n On PAGE LAYOUT ribbon click Print Titles

Copyright 2013 by Janson Industries 64 Headers and footer can be defined Switch to Page Layout view and click in the header or footer area Three areas in header/footer and Design ribbon provides buttons to insert page number, date, time, etc. Can be formatted just like any other text

Copyright 2013 by Janson Industries 67 Printing the SS n Just like Word n Always best to preview n Some useful print options to help get info printed the way you want n With SS, you will often change the page orientation to landscape

Copyright 2013 by Janson Industries 75 Formatting n Can use the Home ribbon or Format box n Format box provides all the functions of the Home ribbon plus u More numeric formats u More alignment options u Borders u Patterns

Copyright 2013 by Janson Industries 76 Can quickly change to $, %, add comma’s, change number of decimals but Home ribbon options are limited ##### are displayed when a number can’t be displayed in the cell because cell is too small

Copyright 2013 by Janson Industries 87 Formatting n Negative numbers usually formatted differently than positive numbers u Red u In parenthesis u Minus symbol n Dates and times also have a wide variety of formats

Copyright 2013 by Janson Industries 96 Number Copy/Paste n Paste options control what is copied value, formula, text formatting, col width n For example, you could copy u The formatting of one cell to another cell(s) u Copy a formula’s result value (not the formula) to another cell u Paste a number as a picture u Paste a range of cells but flip the cols and rows

Copyright 2013 by Janson Industries 108 Functions n Better alternative than formulas u Can be performed against ranges n Function: a predefined calculation n Ex. =A1+A2+A3 vs. =SUM(A1:A3) n Syntax: u Equal sign u Function word (e.g. SUM) u Opening parenthesis u Range u Closing parenthesis

Copyright 2013 by Janson Industries 110 Functions n Lots of ways to enter functions: u In a cell type: =, function, (, parameters, ) u Type =, function, (, select parameters with mouse cursor, press Enter u Click INSERT, select function, fill in prompt window u Buttons on ribbon (e.g. Auto sum)

Copyright 2013 by Janson Industries 115 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)

Copyright 2013 by Janson Industries 116 Functions n Tables have a subtotal function that works like sum but will perform the calc only on visible data u Users can filter table rows u Subtotal will be recalced based on the filtered data

Copyright 2013 by Janson Industries 127 Conditional Formatting n The appearance of the info is based on the value in the cell n Can also have images/icons in the cells indicating the relative value in the cells n Select the cells, from the HOME ribbon display the Conditional Formatting menu and pick an option

Copyright 2013 by Janson Industries 134 Viewing the SS n Display formulas u Show the formula/function instead of the result of the formula/function u A lot of formatting not shown u Click Ctrl + ` (grave accent) F ` is above the left Tab key n Sort of like reveal codes in Word

Copyright 2013 by Janson Industries 137 Absolute vs. Relative Addresses n Absolute Address: u 123 Main St. n Relative Address: u Next door n When you enter cell addresses the spreadsheet considers them relative n This is clearly shown when copying formulas/functions

Copyright 2013 by Janson Industries 140 Absolute vs. Relative Addresses n To specify an absolute address u Precede the column letter with a $ u Precede the row number with a $ n Example: u $A$1 n When use: u When you want to reference the same cell value in many formulas

Copyright 2013 by Janson Industries 141 Mixed Addresses n One of the row and col specifications is relative the other is absolute n Examples: u $A1 u A$1 n When use: u When you want to reference a constant value in the same row or column

Copyright 2013 by Janson Industries 142 Specifying Addresses n F4 is a fast way to change a relative, mixed, and/or absolute address n For example, place the cursor in/next to a relative cell reference: u J12 u Press F4 and it is changed to: $J$12 u Press F4 again, it is changed to: J$12 u Press F4 again, it is changed to: $J12 u Press F4 again, it is changed to: J12

Copyright 2013 by Janson Industries 143 Named Ranges n Can give cells a name n Then when used in a formula will make more sense n So instead of u =$K$9*$M$9*$I7+F6*(1+$M$5) n Could have u =DaysInYear*PacksADay*$I6+F5* (1+IntRate)

Copyright 2013 by Janson Industries 155 Date/Time Functions n Don’t forget, Excel stores dates as an integer (# of days since 12/31/1899) n DATE(year, month, day): returns the integer value for the date n TODAY(): returns the computers system date n NOW(): returns the computers system date and time as decimal # n WEEKDAY(integer date value): returns values 1-7 rep day of week

Copyright 2013 by Janson Industries 163 Text Functions n Allows string manipulate n CONCATENATE(): joins multiple strings, just separate “static text” and/or cell addrs by a comma n FIND(findtext, searchtext): returns the start postion (integer) of the text, case sensitive n SEARCH(findtext, searchtext): same as FIND, case insensitive n TRIM(text): removes all spaces

Copyright 2013 by Janson Industries 164 Due Date Example n Want to change the time to go from days to months and days u Instead of 161 days it would read 5 months and 2 days n Will use the DATEDIF function to do the calc of days and months and CONCATENATE() to join the numbers with the static text

Copyright 2013 by Janson Industries 166 DATEDIF n Supply it two dates and it will retrun the interval between them n Syntax n =DATEDIF(olderdate, newerdate, “interval”) n Interval indicated by text u “D” days u “M” months u “Y” years

Copyright 2013 by Janson Industries 167 DATEDIF n Specifying months will ignore days, specifying years will ignore months and days n For example u =DATEDIF(“7/4/13”, “12/25/15”, “M”) F Results in 29 (months) u =DATEDIF(“7/4/13”, “12/25/15”, “Y”) F Results in 2 (years)

Copyright 2013 by Janson Industries 169 DATEDIF n Examples u =DATEDIF(“7/4/13”, “12/25/15”, “MD”) F Results in 21 (days) u =DATEDIF(“7/29/13”, “12/25/15”, “MD”) F Results in 26 (days) u =DATEDIF(“7/4/13”, “12/25/15”, “YM”) F Results in 5 (months) u =DATEDIF(“7/4/13”, “12/25/15”, “YD”) F Results in 174 (days)

Copyright 2013 by Janson Industries 170 Due Date Example n Will use the following DATEDIF to get the number of months u DATEDIF(TODAY(),$AM13,"M") n And this DATEDIF to get the number of days u DATEDIF(TODAY(),$AM13,"MD") n We also need to concatenate the text “ months and “ & “ days” as in u 4 months and 6 days

Copyright 2013 by Janson Industries 171 Due Date Example n Here’s the full statement to do that u =CONCATENATE( DATEDIF(TODAY(),$AM13,"M"), " months and ", DATEDIF(TODAY(),$AM13,"MD"), " days") n Sure am glad I used that mixed reference so I only have to type this in once and then copy to the other cells

Copyright 2013 by Janson Industries 173 Logic Functions n Result in a true or false. Ex: IF n If evaluates a condition and assigns a value based on if it is true or false n =IF(A1=B1, 100, 200) n If cell A1 equals B1, the cell containing the IF is 100 else 200 n The assigned value can be a function or formula

Copyright 2013 by Janson Industries 174 Logic Functions n Need a SS to calc saleperson’s commission, bonus, and total salary n Commission is 15% of sales n If Sales are over $125,000 u Bonus is $10,000 n Else u Bonus is an additional 2% of Sales

Copyright 2013 by Janson Industries 178 Logic Functions n Employees not happy with salary plan u Want an opportunity to earn more n After negotiations, agree to a sliding bonus value u < 100,000 get 2% of sales u 100K – 119K get 4% u 120K – 139K get 6% u 140K – 159K get 8% u 160K – 179K get 10% u 180K and up get 12%

Copyright 2013 by Janson Industries 179 Logic Functions n But the commission rate goes down to 13% n Will create a CommRate value and range name u New formula is =P5*CommRate n SalesRange and BonusPct values n Will use the VLOOKUP function to search the SalesRange and find the corresponding BonusPct

Copyright 2013 by Janson Industries 181 Logic Functions n VLOOKUP requires: u The value you are searching for (Sales) u Then the range of cells F To search to find a match F That contains the value to retrieve u The relative column # within the range that has the value to retrieve u Whether the search is for an exact value match or approximate F FALSE is exact F TRUE is approximate

Copyright 2013 by Janson Industries 182 Logic Functions n Our VLOOKUP will be: u VLOOKUP(Sales,$U$5:$V$10, 2,TRUE) n Then multiply the returned BonusPct by the Sales u =VLOOKUP(Sales,$U$5:$V$10, 2,TRUE) * Sales

Copyright 2013 by Janson Industries 186 Functions n Imbedding functions within functions can provide some powerful and comples logic n Remember earlier u WEEKDAY(date) returns number representing day of the week n In the due date SS, we want to show the day of the week (Monday, Tuesday, etc.) for each date

Copyright 2013 by Janson Industries 188 Functions n So for the number (1-7) that WEEKDAY returns, we want to check it and if it’s a u 1 show Sunday u 2 Monday u Etc. n We do that by nesting a series of Ifs u i.e. Imbed IFs with IFs

Copyright 2013 by Janson Industries 189 Functions n Remember an IF has three parts u The condition to check u Action if condition is true u Action if condition is false n Another IF can be one of the actions u So if we set up an IF to check if the WEEKDAY value is 1 u The true action is to display “Sunday” u The false action is to check if it is 2

Copyright 2013 by Janson Industries 190 Functions n Here’s the beginning of the IF n In the imbedded/nested IF, the true action is to display “Monday” u What should the false action be? =IF(WEEKDAY(AC13)=1,"Sunday", IF(WEEKDAY(AC13)=2,"Monday", First IF condition True action False action is the imbedded IF that checks if it’s a 2

Copyright 2013 by Janson Industries 191 Functions n Here’s the fincal IF n Why don’t we check for 7? n IN the SS, Excel will color code all the parens so you can keep track of the matching pairs =IF(WEEKDAY(AC13)=1,"Sunday", IF(WEEKDAY(AC13)=2,"Monday", IF(WEEKDAY(AC13)=3,"Tuesday", IF(WEEKDAY(AC13)=4,"Wednesday", IF(WEEKDAY(AC13)=5,"Thursday", IF(WEEKDAY(AC13)=6,"Friday", "Saturday"))))))

Copyright 2013 by Janson Industries 193 Common Error Msgs n # NAME? u Function name misspelled or missing parameters u Text not enclosed in parens u Unrecognized values specified in function n #VALUE! u Wrong value specified for a function F Text used in a math function u Unusable data name specified

Copyright 2013 by Janson Industries 197 Charts and Graphs n Lots of different types and subtypes n Different types of charts show different info better u Pie charts good for static data u Area charts good for data over time n Start by selecting the data

Copyright 2013 by Janson Industries 198 Charts and Graphs n Generally charts also consist of descriptive text n Depending on type of chart text may be u On the left and/or across the bottom u On different areas within the chart u Title usually across top n Start by selecting the data the chart will be based on

Copyright 2013 by Janson Industries 203 Charts and Graphs n Chart consists of many elements u Background u Axes u Legend u Grid u Labels n The graphic may also be comprised of many pieces that can be manipulated u Individual slices in a pie chart n To the right of the chart are quick access buttons

Copyright 2013 by Janson Industries 219 Chart Types n Different chart types have advantages and disadvantages n Pie chart u Good for single period, relative comparison between many value n Column charts u Good for showing change over time for a single category

Copyright 2013 by Janson Industries 222 Chart Types n Different chart types have advantages and disadvantages n Line charts u Good for showing change over time u Good for multiply categories of info n Bar charts u Most are just column charts turned sideways u However, Gantt charts useful for showing schedules

Copyright 2013 by Janson Industries 225 Chart Types n Scatter charts u Good for showing correlations between two categories of data n Area charts u Sort of a filled in stacked line chart u Good at showing multiple categories of info changing over tiem F Like Mary’s budget

Copyright 2013 by Janson Industries 228 Sparklines n Line chart(s) inserted into cell(s) u Select the cells to hold the sparklines u On the INSERT ribbon, click Sparklines, choose a type F Line F Column F Win/loss

1 Intro to Micro Apps EXCEL Copyright 2013 by Janson Industries 1 2 3 ----- TOTAL6 Assg1Assg1 Assg2 Assg3 Assg4Assg2Assg3Assg4.

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1 Intro to Micro Apps EXCEL Copyright 2013 by Janson Industries 1 2 3 ----- TOTAL6 Assg1Assg1 Assg2 Assg3 Assg4Assg2Assg3Assg4.

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Presentation on theme: "1 Intro to Micro Apps EXCEL Copyright 2013 by Janson Industries 1 2 3 ----- TOTAL6 Assg1Assg1 Assg2 Assg3 Assg4Assg2Assg3Assg4."— Presentation transcript:

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