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Let’s get started

The essentials managers need to know about Excel

As an SMS Manager, you often use Excel reports downloaded from the IVR and BizTracker or

emailed to you from your supervisor.

This lesson includes:Freezing the header row for easier viewing

Filtering and sorting information for your territoryAdding a column and row to the report

Adding a formula to calculate visits greater than 1 hourFormatting report text

Copying the report informationPreviewing and printing the report T

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Q: What if I don’t have Microsoft Excel on my computer?

A: Download the free version of Open Office here. This should allow you to perform all the

actions you need in Excel.

If you already have Excel 2003 or 2007, you are ready to begin.

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First, download and save the Excel file to your computer.

Now you can begin the process… we are going to use a sample report to

learn how to use Excel.

A: File name

B: Ribbon area (toolbars in Excel 2003)

C: Formula Bar

D: Column Heading

E: Row Heading

F: Active Cell

G: Tabs to access more worksheetsT

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First, let’s take a quick tour of the Excel window:A

B

C D

EF

G

To undo your lastaction, click the Undobutton in the top leftabove the Ribbon.

Note: Depending on thenumber and type of actions you perform,

you may be ableto undo several steps. T

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First, a handy Excel tip.Sometimes when you perform an action in a worksheet, you

make a error and want to “undo” the last action. Well, Excel does have an undo button.

The undo

button

1. To freeze the top row, click on the View tab, click on Freeze Panes button, and then choose Freeze Top Row.

This keeps the top row stationary no matter how

far down you scroll.

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Freezing the top (header) row Most Excel files contain a lot of information making it hard to

see the column headings when scrolling down the sheet. This is easy to remedy.

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Filtering and SortingMany reports often contain more information than you need. Filtering and sorting make it more manageable.

Filtering displays only certain information by using the drop-down arrows, hiding the rest of the data in

the worksheet.

Sorting allows you to group like items together, while still displaying all the information in the worksheet.

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To filter:

1. In this case, we are filtering by Division. Click to highlight the header row by clicking once on row 1 at the top left of the spreadsheet.

1. Click here

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To filter:2. Click the Data tab

in the menu and click on Filter.

This will add drop-down arrows next to each heading.

These arrows can be used to filter information.

2. Click here

… and then here

These are drop-down arrows

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To filter:3. To filter by Division, click the

drop-down arrow next to the column heading and check the boxes next to the person or people you want to see.

You can do this quickly by un-checking the Select All box and then checking only the person or people you want.

Now click OK and the filter is complete.

3. Click here

…and here

… then here

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To filter:In this example, only the box forRosemarie Pinto was checked.

Now entries with her name aredisplayed for the Divisionscolumn on the sheet. The dropdown arrow also now has afilter indicator.

Note: This action temporarilyhides all entries except for theselected ones. To display allagain, click the drop-downarrow , and then click to reselectSelect All.

Info is now filtered by

“Rosemarie Pinto”

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Sorting:For example, to sort by Exception Type:

1. Click at the top left of the spreadsheet to highlight the entire spreadsheet (including header row).

2. Click on the Data tab.

1. Click here 2. Click here

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Sorting:3. Click on Sort.

Make sure that the “My data has headers” box is checked.

3. Click here

... And click here

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Sorting:4. Click on the

drop-down arrow next to Sort By and choose Exception Type (or whichever column you want to sort by). Then click OK.

Note: You can sortby more than onecriteria by clickingAdd Level.

4. Click here

... And here

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Adding a Column

Sometimes you need to have a place to calculate information in the report. You can do this by

adding a column. With just a few clicks, you can insert a column into your spreadsheet.

We will use this column later to add a formula to calculate visits greater than 1 hour.

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Insert a Column:

1. Click on a column heading to highlight and select the whole column.

For this example Exception Type column (Column O) is chosen.

Then right click the column heading.

1. Click here

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Insert a Column:

2. Select Insert. A blank column will be added.

Note: This will insert a column to the left of whatever column ishighlighted.

2. Click here

Blank column

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Insert a Column:3. Now click in the top

cell of the new column and type Visits > 1 Hour and hit the enter key.

The column is now ready for you to enter a formula to calculate visits greater than 1 hour.

3. Type the column heading here

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Q: What if I want to insert a blank row?

A: It’s very similar to inserting a column.

1. Click on the row heading to highlight and select the whole row, in this case Row 3.

1. Click the row

heading

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2. Then right click the row heading and select Insert from the menu.

A blank row will beadded above whatever row

was highlighted.

2. Click Insert

New blank row

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FormulasExcel does a great job calculating numbers. With

just a few clicks, you can add a formula to perform any mathematical operation(s) you can do with a

calculator plus much more.

For this example we will use the blank column just added to calculate service visits greater than 1

hour.

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Insert a formula:This formula calculates the difference between the budgeted hours and the actual hours.

The results tells you how much time over/under budget the visits were.

1. Click in the cell where you want your formula to begin. In this case, the cell right under the heading just created . Type equal (=) sign.

1. Start here,

type =

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Insert a formula:

2. Click on cell M2 (right under Column M (Commitment Hours).

2. Click cell M2

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Insert a formula:

Next, type a minus (-) sign on the keyboard

in the formula column.

3. Then, click on cell N2, under Column N (Actual Hours).

3. Click cell N2

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Insert a formula:

4. Finally, hit the Enter key.

The result (-1.69) isnow calculated in cellO2.

What does the negativenumber mean? In thiscase, it means actual hoursare more than commitmenthours.

4. The result is calculated here

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Copying the formula:To copy the formula down through the rest of the column:

1. Click on the cell containing the formula you want to copy, in this case O2.

1. Click the cell with the formula you want to copy

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Copying the formula:2. Move your pointer

arrow toward the bottom right-hand corner of the cell.

Double click on the small black box in the bottom right-hand corner of the cell.

The calculation now fills the rest of the column.

2. Double click here to fill in the rest of the

column

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FormattingThe format of a cell determines how the labels and values

look --for example, whether the contents appear boldfaced, italicized, or have a text color other than black.

Formatting changes only the appearance of a value or label; it does not alter the actual data or calculations in any way.

To format a cell or range, first select it and then apply the formatting by using formatting buttons in the Ribbon area or

choose format on the right click menu.

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Formatting buttons are located here

You can also right click on a cell and then choose Format

Cells from the menu

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Format:For this example, we are going to change the color of the text in a cell:

1. Click on the cell or click and drag to select a range of cells to be formatted.

In this case the cell with Walgreens is selected.

Note: You can also rightclick on the cell and choose

Format from the menu.

1. Click on a cell to select it

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Format:2. Click on the desired

format command. In this example, we are clicking on the Text color button.

3. Click on the desired text color, in this case red.

The word Walgreens is now red. Now the text is red

2. Click here to change text color

3. Click on red

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Copying a worksheetOnce you’ve filtered, sorted, and customized the

information in a report, you may want to place that information on a new sheet.

It just takes a few clicks to copy and paste your work to another sheet.

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Copy a worksheet:1. Right click the tab for

the worksheet you want to copy. In this case we are copying the worksheet called Daily Report.

2. Choose Move or Copy from the menu.

1. Right click the tab

2. Click Move or Copy

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Copy a worksheet:3. Select Create a copy.

Then click OK.

Excel creates anotherworksheet exactly like theone you copied and puts(2) behind the name todesignate the copy.

3. Select Create a copy

This is the tab for the copy

of the sheet

Here’s the

original sheet

tab

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Copy a worksheet:Excel creates anotherworksheet exactly like theone you copied and puts (2)behind the name to designatethe copy.

To finish, it is recommendedyou give the new tab a uniquename.

To rename the worksheet tab,right click the tab, then selectRename and type in yourdesired name. Click awayfrom the tab to finish.

Right click the tab to open the menu then click rename.

The tab is ready for you to type the new name

Renamed tab

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Printing: If you plan on printing a worksheet, do a print preview to see how it will look before sending it to the printer.

To print preview, click the Microsoft Office Button, click the arrow next to Print, and then click Print Preview for Excel 2007.

For Excel 2003, click File on the menu bar and then select print preview.

This is the print preview window

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Printing: Click Next Page and Previous Page to view all the pages of the Worksheet that will print.

When you are finished with print preview, click print or close to exit.

Note: Next Page and Previous Page are available only when a worksheet contains more than one page of data.

Click here to print preview next page

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Printing:Tip: In Excel, it’s best to have the paper orientation set to Landscape rather than the default setting Portrait.

This allows you to fit more columns onto the paper.

1. To change the setting while in the Print Preview, click on Page Setup.

On the Page tab, choose Landscape.

1. Click Page Setup

Then choose Landscape

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Printing: To print:

Click on the print button, opening the print window.

In the print window, you can choose to print several copies.

How many copies?

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Printing: You can also choose to print the entire workbook (all the worksheets) at one time.

When you are ready to print, click OK to close the print window.

Choose what to print here

Done? Click OK

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Printing: Other adjustments:

Sometimes your spreadsheet is just a little bit too large to fit all the columns onto one sheet of paper when you

print.

You can adjust or “scale down” the size of the printing by adjusting the scaling (reducing the size) in the Page Tab of

the Page Setup window.

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Printing: To change the scaling on spreadsheet:

Open the print preview and click the Page Setup button. Under Scaling, click the down arrow to change the number from 100% to a smaller number.

Click OK to go back to the Print Preview to see if it needs further adjustment.

Note: If you go below about 70% your information may be

too small to read.

Adjust the scale here

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Printing: Don’t want to print in color?

Open the print window and click on Properties.

On the Color tab, select Print in Grayscale. Then click OK to go back to the print window.

Click Grayscale

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ReviewWant to go back to a previous section? Click on your choice:Freezing header rowFilteringSortingAdding a columnAdding a formulaFormattingCopying a worksheetPrinting

ResourcesFor more information on using Excel 2007, click here.For more information on using Excel 2003, click here.