11 exploring microsoft office excel 2007. copyright © 2008 pearson prentice hall. all rights...

11

Exploring Microsoft Office Excel 2007

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2

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


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


Objectives (continued)

Format worksheets Select page setup options for printing Manage cell comments


Microsoft Excel is an electronic spreadsheet program An electronic spreadsheet program allows

you to perform numeric calculations The spreadsheet is called a worksheet

Individual worksheets are stored in a workbook which is the Excel file

Understanding Spreadsheet Software


Define Worksheets and Workbooks (other definition)

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 workbook

This workbook currently has three worksheets

Define Worksheets and Workbooks


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


Understanding Spreadsheet Software

Advantages of using Excel Enter data quickly and accurately Recalculate data easily Perform what-if analysis Change the appearance of information Create charts Share information Build on previous work


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


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


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


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


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


Active Cell

Formula Bar

Name Box

Sheet Tabs

Status Bar

Select All button

Identifying Excel WindowComponents


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


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


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


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


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


Understanding 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 Create formulas with care Use cell references rather than values Determine what calculations will be needed



Excel arithmetic operatorsExcel arithmetic operators


Displaying Cell Formulas

Press the Ctrl key plus the tilde (~) key to display formulas in a worksheet


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


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


Insert/Delete Individual Cells


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)


Ranges are shown in red and yellow

Ranges (continued)


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


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


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


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


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


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


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


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


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

11 exploring microsoft office excel 2007. copyright © 2008 pearson prentice hall. all rights...

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