MATH298B
TUTORIAL
PACKET
Excel
Equation Editor
PowerPoint
Word
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TABLE OF CONTENTS
PART 1: Microsoft Excel Tutorial
PART 2: Equation Editor Tutorial
PART 3: Microsoft PowerPoint Tutorial
PART 4: Microsoft Word Tutorial
Please note that each Part has its own page−numbering system.
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COVER PAGE
MATH298B
Excel
TUTORIAL
2003 and beyond, Lawrence Morales
Excel Tutorial - Page 1
Intentionally blank for double-sided copies.
Excel Tutorial - Page 2
TABLE OF CONTENTS
COVER PAGE ................................................................................................................................................................. 1
TABLE OF CONTENTS ................................................................................................................................................. 3
BASIC EXCEL FACTS AND USAGE........................................................................................................................... 5
BASIC INTRODUCTIONS TO A SPREADSHEET ................................................................................................................... 5
ENTERING DATA............................................................................................................................................................. 6
EDITING CELL CONTENTS............................................................................................................................................... 8
Changing Cell Formats............................................................................................................................................. 8
Changing Row and Column Sizes ........................................................................................................................... 11
Changing Cell Contents.......................................................................................................................................... 12
WORKING WITH FORMULAS ......................................................................................................................................... 12
COPYING FORMULAS .................................................................................................................................................... 12
ABSOLUTE REFERENCES ............................................................................................................................................... 16
SORTING DATA ............................................................................................................................................................. 18
BASIC MATHEMATICS COMPUTATIONS ............................................................................................................ 25
BASIC MATHEMATICAL FUNCTIONS ............................................................................................................................. 25
Addition................................................................................................................................................................... 25
Subtraction.............................................................................................................................................................. 26
Multiplication.......................................................................................................................................................... 27
Division................................................................................................................................................................... 27
Powers and Exponents............................................................................................................................................ 28
The Natural Base, e................................................................................................................................................. 29
Square Roots ........................................................................................................................................................... 30
The Natural Logarithm ........................................................................................................................................... 30
The Value of π ......................................................................................................................................................... 31
Rounding................................................................................................................................................................. 31
Rounding Up and Rounding Down ......................................................................................................................... 32
BASIC STATISTICAL FUNCTIONS ................................................................................................................................... 33
Averages and Means ............................................................................................................................................... 33
Sums........................................................................................................................................................................ 33
Minimums................................................................................................................................................................ 33
Maximums............................................................................................................................................................... 34
The Range ............................................................................................................................................................... 34
DATABASES .................................................................................................................................................................. 34
BASIC INTRODUCTION TO DATABASES ......................................................................................................................... 34
THE DCOUNT COMMAND ........................................................................................................................................... 36
FILTERING .................................................................................................................................................................... 41
THE DAVERAGE, DSUM, DMIN, DMAX COMMANDS ............................................................................................ 43
SPECIAL EXCEL FUNCTIONS.................................................................................................................................. 45
THE COUNT COMMAND .............................................................................................................................................. 45
THE COUNTIF COMMAND ........................................................................................................................................... 46
THE RAND COMMAND ................................................................................................................................................. 48
THE RANDBETWEEN COMMAND .............................................................................................................................. 49
THE IF COMMAND ........................................................................................................................................................ 50
THE VLOOKUP COMMAND ......................................................................................................................................... 56
THE HLOOKUP COMMAND ......................................................................................................................................... 58
THE FUNCTION WIZARD AND THE VLOOKUP AND HLOOKUP COMMANDS.............................................................. 58
THE INDEX COMMAND................................................................................................................................................ 60
OPTIONAL: HOW I BUILT THE PHONE LOG FILE ........................................................................................................... 62
Excel Tutorial - Page 3
GRAPHING .................................................................................................................................................................... 63
BASIC GRAPHING ......................................................................................................................................................... 63
GRAPHING FUNCTIONS ................................................................................................................................................. 77
GRAPHING HISTOGRAMS .............................................................................................................................................. 82
Bins and Midpoints ................................................................................................................................................. 84
Histogram Wizard................................................................................................................................................... 87
Formatting the Histogram ...................................................................................................................................... 88
TRENDLINES ................................................................................................................................................................ 93
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Basic Excel Facts and Usage
Basic Introductions to a Spreadsheet
A spreadsheet is a software tool that allows you to work with data (mainly numerical) in very
complex and helpful ways. In MAT116 and MAT117, Excel will be used extensively to complete
the projects in each of the course. Hence, it is crucial that you have a basic understanding of how
spreadsheets work. Here is a basic screen shot of Excel. Please take time to read the callouts to
learn some basic spreadsheet vocabulary.
These are the Menus used
to issue commands.
These two rows are called Toolbars.
This particular button calls up the
Function Wizard.
This is the formula bar where
you enter and edit formulas.
The Address Box
tells you what cell
is currently active.
You can enter in a
cell address to go
to directly to a cell,
or use it to give a
cell a specific
name.
Each of these boxes is called a “Cell.” Cells contain,
numbers, text, formulas, or even pictures. A cell’s
address is given by the intersection of the column letter
and the row number. This particular cell’s address is
B3. When you click on or move to a cell, its border
will become highlighted, as shown here.
These tabs select Sheets that you can work in. The current sheet being worked in
is in bold letters. This class will often use files with several sheets included so pay
attention to whether or not these are labeled or named to indicate more than one
sheet exists.
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A spreadsheet may be used to quickly process numerical data, like the simple sales tax sheet shown
below:
Or, they could be used to simulate complex random sampling situations for complicated and
intricate mathematically based problems, such as those we will encounter in MAT116 and
MAT117.
Entering Data
Entering data into a spreadsheet is as simple as clicking once on a cell and entering the data. You
can also use the arrow keys on your keyboard to navigate to a cell. The active cell will be
highlighted and its address will appear in the Address Box. If you have not opened up Excel yet,
please do so now by opening the file, Blank.xls. Practice moving around the cells if you are new to
a spreadsheet. (In this tutorial, any text that is blue and underlined is a link to an existing file. To
open the link, click on it. If that does not work, try to hold down the Ctrl button on your keyboard
while you click once on a link.)
The simplest kind of data to input is text and numbers.
Practice
Open Navigate to Cell A1 and type in the words “Tax Rate” followed by the Enter key. In
Cell B1, type in the number .0865 (which corresponds to 8.65%). Continue to edit your
worksheet until it looks like this…
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Your entry into cell B2 may not look like a percent when you entered in .0865. To covert a
cell to percent form, choose the cell and the click on the percent button on the toolbar:
In cells A4, A5, etc, enter in a series of numbers. If you want, you can just copy the numbers
you see above. You will probably notice that the numbers you enter are not in dollar format.
To format a group of cells in dollar form, move your mouse to the starting cell (A4 in this
example) and hold the mouse button down while you drag to the last cell you want to
format. It should look like this:
You can then format all of the highlighted cell by clicking on the Dollar format button,
shown below:
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Editing Cell Contents
To edit or change the contents of a cell, navigate to that cell. You will notice that the Formula bar
changes to reflect the contents of the active cell. To edit the contents of that cell, simply use your
mouse button to click in side the Formula bar and edit it as you like. Try in now if you
like…change the value of Cell A7, for example, from 8 to 3.
Changing Cell Formats
There are a variety of different formatting changes you can make to a cell. Here’s a quick rundown
of important formatting tools. (Your tool bar may look a little different than the one shown here, but
the buttons all do the same thing.) For more information, read on in this section:
Change font type
Change font color
Change cell
border
Change font size
Change font style
Change
cell
alignment
Format as percent
Merge two or
more cells.
Format as money
You can make text Bold, Italicized, or Underlined using the formatting buttons shown below:
You can also center text within a cell, or align it to the right or left of a cell with these buttons:
Excel Tutorial - Page 8
One handy feature of Excel allows you to merge two or more cells into one larger cell. This is
helpful when you are formatting spreadsheet so that they look more professional. For example, in
the sheet below, Cells A1, B1 and C1 have been merged into one large cell:
To merge cells, use the mouse to click and drag all the cells you want to merge. Then click the
Merge button, as shown below:
To change the font or size of a cell’s contents, use the font formatting tools, shown below:
You can also change the color of the text or data inside a cell. Simply use the Font Color button, as
shown below:
Another nice feature is the ability to add solid borders to cells so that when the sheet is printed, the
borders show up. (By default, the grey cell borders you see while working in a spreadsheet do not
print.) Borders can be added using the border tool:
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As you can see, there are a variety of border options available. Experiment with them to see how
they work…they are pretty straightforward.
Finally, you will often want to format each cell in terms of decimal places, dollar signs, date
formats, percentage format, etc. To format a cell in a particular way, click on the cell(s) you want to
change and then choose Format→Cells… from the Menu. (The shortcut is Ctrl−1).
The “Number” tab will allow you to specify what kind of data is in that cell or cells. For example, if
you want a number, click on “Number” in the “Category” list:
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The new window will allow you to specify how many decimal places to display and change other
formats. (This screen will not round the data, only change what is seen on the screen!).
The other tabs will allow you to change the fonts, borders, etc. However, it’s usually best to keep
things simple, as this generally means it’s easier to read.
Changing Row and Column Sizes
Changing the size of rows or columns is simple. Move your mouse to the vertical bars that separate
each column (or row) until the arrow cursor changes and looks like this:
Then drag your mouse until the column is as large or small as you like:
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Shortcut: If you want to make a column or row automatically size itself to fit its contents, click
once on the row or column label (the numbers 1,2,3,… or the letters A, B, C,…) and then
DOUBLE−CLICK on the vertical bar directly to the right or below the column or row you want to
resize.
Changing Cell Contents
There are a variety of different
Working with Formulas
Working with simple formulas in Excel is as easy as using an “=” sign and typing in the formula
correctly. One of the most common calculations is to take numbers in two or more different cells
and compute with them.
Practice
Open the file called Formulas.xls. You will see two columns of numbers. In Cell C2, type in
the word “Sum.”
We are going to add the two numbers in each row and put the result in Column C.
In Cell C3 type the following:
=A3+B3
followed by the Enter key. You should see the number 13 appear in Cell C3.
Note that Cell C3 tell Excel to take whatever is in Cell A3 and add it to whatever is in Cell
B3. This is helpful because if were to change the contents of either A3 or B3, the result
would automatically change in C3. Try it…change A3 and/or B3 to make sure it works.
Practice
Let’s continue to modify the file called Formulas.xls. In Cell D2, type the word “Product”.
In Cell D3, type the following formula:
=A3*B3
followed by the Enter key. You should see the number 30 appear in D3. This is the product
of the first two numbers on our list.
Copying Formulas
In the previous Practice problems, we’ve managed to compute the sum and product of two numbers.
If we want to duplicate that set of calculations for all of the rows present, we certainly do not want
to have to type formulas into every cell. Instead, we will copy or duplicate the formulas down the
columns in one short set of steps.
Excel Tutorial - Page 12
Example
Let’s continue to modify the file called Formulas.xls. At this point, it should look like this:
We are going to copy the formula in Cell C3 all the way down to the end of the list of
numbers we have. To do this first click once in Cell C3 and hold the mouse down while you
carefully drag to the end of the list. Your screen should look something like this:
Now, while you hold the Ctrl button down on the keyboard, hit the D key. This is called a
Ctrl−D command. When you do so, the Cells in Column C should fill themselves in as
below:
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Now here is the best part! Click on any of these new cells, such as C4 and look at the
formula bar. You will notice that the original formula you entered into C3 has been copied
but it has been automatically altered to reflect the fact that you are now adding numbers in
Row 4. Excel is smart enough to adjust these new formulas for you so that you get the
results you were actually looking to get.
The original references to A3 and B3 that we entered into Cells C3 and D3 are called
relative references. This means that should we copy the formulas in these cells to other
cells, Excel will assume that we want to copy the formulas so that they adjust, relative to the
original formula.
Practice
Copy the formula in Cell D3 down to include all the numbers with rows in them. Make sure
each new entry really is the product of the numbers in Columns A and B.
Example
We can also copy a cell’s formula to the right with the Ctrl−R (Control Right) command. In
the Sheet called “Copy Right” in the file Formulas.xls, you will notice numbers in rows,
rather than in columns. Please examine the formulas in Cells B4 and B5.
Now, click on Cell B4 and then hold the mouse button down while you drag over to Cell F4.
Use the keyboard to type a Ctrl−R command (This means hold the Ctrl button down while
you type the letter R.) The formulas should be copied and the calculations down for you so
that the file looks like this:
Excel Tutorial - Page 14
Practice
Copy the formula in Cell B5 to the right to multiply all the column pairs of numbers.
The Copy Handle
There is one other way to copy formulas to the right, left, down, or up from a cell that
already has a formula in it. In the Sheet called “Copy Handle” in the file Formulas.xls, you
will see a set up as follows:
Click on Cell E4 to see the formula =E3+5. When you click on the cell, you should notice a
small, square handle in the lower right corner of the cell:
The Copy Handle
I’ll call this the “Copy Handle.” If you click on this handle and hold the mouse button down
while you drag over to cell I4, Excel will copy the formula of E4 across the row. Try it!
You can also click on E4 and drag the Copy Handle down Column E. Try it!
Finally, you can drag the Copy Handle in Cell E3 to the left and it will copy the formula to
the left. I’ve doe this and here is what my sheet looks like now:
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You can now click on any cell with a number/formula in it and drag right, left, or down to
fill in formulas. As a matter of fact, you can do it very efficiently. For example, select the
range of cells A4 to I4 as shown below:
Note that this entire range has one Copy Handle associated with it. Grab this handle and
drag down to Cell I9 (or thereabouts) and watch all of the rows fill in nicely:
This provides a quick and easy way to copy your relative formulas all over a sheet and not
have to type each on in by hand.
Absolute References
Sometimes, you don’t want your formulas copied in a relative way. There may be a particular cell
that you always want to be part of a formula. Excel uses absolute references to accomplish this and
it uses the $ sign inside a Cell address to make the address absolute.
For example, if you always wanted Cell A2 to be used in a calculation, you would need to type in
$A$2 to tell Excel this is an absolute reference. Let’s see how this would work:
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Example
Open the Sheet called “Shipping” in the file Formulas.xls. The goal of this example is to
add the Shipping Fee of $8.95 in Cell A2 to every relevant row of the “Total with Shipping”
Column.
To do this, we enter the following into Cell B8:
=A8+$A$2
and then copy this formula down using Ctrl−D. Here is what the results look like:
Note that we can change the shipping amount in A2 and all the cells in Column B will
update.
Example
Edit the sheet “Shipping” so that in Column C, the “Total with S&H” of each cell adds the
“Order Amount” to the Shipping Fee in A2 and the Handling Fee in Cell A5. Try to use
Copy Down for practice.
Answer:
Excel Tutorial - Page 17
There are other variations on using absolute references. For example, you may want a cell to
compute with a particular row but allow the column to be relative (and therefore change) or
vice versa. Here are the three possibilities for absolute or partially absolute references.
Example Type
Comment
$A$2
True absolute reference
Forces computation with Cell A2
$A2
Partial absolute reference Forces computation with Column A but allows
the row number to change relative to the
formula.
A$2
Partial absolute reference Forces computation with Row2 but allows the
Column to change relative to the formula.
Note: If you are editing a formula, using the F4 key will cycle you through different kinds of
absolute references. Just make sure the reference you want to change has the edit cursor
immediately to the left of the reference in the Formula Bar.
Sorting Data
Sorting data sometimes makes it easier to see what is going on. Open the file Employees.xls to see a
series of Sheets with data in them.
The Sheet called “Employees” is a simple list of Employee ID numbers. To sort these in ascending
or descending order, we use the Sorting buttons on the toolbar.
First, click on Column A so that the entire column is selected. (Click on the box with the A at the
top of the column.) Your column should look like this:
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Now click on the Sort Up button
Clicking on the Sort Down button
and the employee number will be sorted in ascending order.
will sort them in descending order.
Usually, however, you will want to sort more complicated data. Select the Sheet called “Sales
Records” to see data on the employees’ sales records and their time employed at the company.
Example
We want to sort these records by their Employee number once again, but if we simply sort
what is in Column A, then the records will not match the data that is Columns B and C. To
make sure that all the data is sorted correctly, we first need to select all the rows to be sorted.
Move your mouse to the left side of the screen until the arrow is over the “1” in the box that
identifies Row 1. If you do this correctly, the normal cursor arrow will turn into a heavier
arrow pointed to the right that looks like this:
Click once on the mouse button and drag it down to Row 22, and then release the mouse
button. Your screen should look like this:
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All rows should be highlighted. Now you can use the Sort Up or Sort Down Button to sort
by Employee number. Note: Excel will automatically sort the data according the column on
the very left of whatever is highlighted. If you want to sort by Sales amount, you’ll need to
use the Sort command:
Example
Let’s sort the Employee data now by Sales. Once again, use the row labels to highlight
Rows 1 to 22. From the Menus, select Data→Sort… and you’ll get this box:
Excel Tutorial - Page 20
If the “Header row” button is selected, then Excel looks at the first row of the data that is
highlighted and treats that as the one that has headers, or descriptors in it. When it sorts the
data, it will leave the header row at the top (as you would want) and sorts everything below
the header row.
This box allows you to specify what to sort by first. The default is the left−most column, but
we can select Sales instead, as below:
Doing this and clicking OK will sort by Sales:
Excel Tutorial - Page 21
Again, it is vital that all rows and columns be selected so that when the data is sorted, the
Employee number is properly matched up with that person’s sales total and years on the job.
Example
Let’s sort by Years on the job first (ascending), and then by sales (descending). After
selecting all rows, we choose Data→Sort… and then configure our Sort box as follows:
Excel Tutorial - Page 22
When we click OK, we get the following:
This allows us a view of the data that is perhaps very helpful if we are a manager trying to
determine who the most effective salespeople are.
Practice
Open the file ClassData.xls and sort all records by Student ID (ascending).
Answer: The first few rows should look like this: (check all the way across the row to make
sure you have it sorted correctly.)
Excel Tutorial - Page 23
Practice
Open the file ClassData.xls and sort all records by Exam 2 (descending).
Answer: The first few rows should look like this: (check all the way across the row to make
sure you have it sorted correctly.)
Practice
Open the file ClassData.xls and sort all records by Exam 1 (descending) THEN Exam 2
(descending) THEN by Exam 3 (descending).
Answer: The first few rows should look like this: (check all the way across the row to make
sure you have it sorted correctly.)
Excel Tutorial - Page 24
Basic Mathematics Computations
There are several special mathematical computations you will need to be able to do in Excel. This
part of the tutorial covers many of these.
The first thing to be aware of when doing any computations in Excel is that you will usually need to
start the contents of a cell with the “=” sign in order for Excel to recognize the formula
computations.
Basic Mathematical Functions
Addition
To add two or more numbers, use the + symbol, as you would normally.
Example
To add 5+3+2 type the following into a cell
=5+3+2
When you hit the Enter key, the cell will change to a 10.
If you want to add numbers that are located in different cells, you need to type in the cell addresses
for each number to be added to the result.
Example
Suppose you wanted to add the values that are in cells A1, A5, and B6 (see below), and you
wanted to place the result in cell C1.
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Type the formula
=A1+A5+B6
in this cell
In cell C1, type the following:
=A1+A5+B6
When you hit the Enter key, cell C1 will display 24.
There is a nice shortcut to typing cell references that can save time. Instead of typing the cell
reference, use the mouse to point and click at the cell you want entered into the equation. In
this example, you can do the following:
Type =
Use the mouse to click once on cell A1
Type +
Use the mouse to click once on cell A5
Type +
Use the mouse to click once on cell B6
Hit the Enter key
Practice
Open the file called BasicMath.xls and use it to add cells A8, B2, and B7. Try to use both
methods described above.
Answer: 17
Subtraction
To subtract numbers, use the − symbol, as you probably suspected.
Example
To compute 20+3−5−8, you would type:
=20+3−5−8
The result will be 10, as it should be.
Excel Tutorial - Page 26
Practice
Open the file called BasicMath.xls and use it to compute the result of 56+A4−13−B3
Answer: 46.
Multiplication
To multiply numbers, use the * symbol, which is Shift−8 on the keyboard.
Example
To compute 2 × 3 × 4 , you would type:
=2*3*4
followed by the Enter key.
Practice
Open the file called BasicMath.xls and use it to compute the result of 3*A4*B12
Answer: 210
Example
If you want to use the distributive property of multiplication, you will need to use
parentheses. To compute 5(3 + 2 − 8 + 7) , you would type:
=5*(3+2−8+7)
Notice that you need the * between the 5 and the left parenthesis. Excel will display an error
message without it.
Practice
Open the file called BasicMath.xls and use it to compute the result of 4(6−A10+B5+3).
Answer: 40
Division
To divide two numbers, use the / symbol on the keyboard.
Example
32
To divide , which is the same as 32 ÷ 8 , type:
8
=32/8
followed by the Enter key.
Excel Tutorial - Page 27
Example
You need to be very careful with division and the order of operations. For example, if you
3+8
want to compute
, you must tell Excel that the 3+8 are to be added before being
4
divided by 4. Hence, to compute this, you would type:
=(3+8)/4
followed by the Enter key. The result will be 2.75, which is correct.
Note that if you were to type the following;
=3+8/4
then Excel would actually compute 3 +
8
, which is 5, a totally different (and wrong) result.
4
Practice
5+ 6+ 7 +3+ 4+ 6+ 7
.
7
Answer: Approximately 5.428571
Compute
Practice
Open the file called BasicMath.xls and use it to compute the result of
A3 + A2 + B5 + B9
12
Answer: 2.25
Powers and Exponents
If you want to raise numbers to powers, then you need to use the ^ symbol, which is Shift−6 on the
keyboard. If you familiar with a TI graphing calculator, this symbol is the same symbol you used to
compute with powers.
Example
To compute 2 4 , you would type:
=2^4
to get a result of 16
Example
To compute (2 + 5) , you would type:
3
=(2+5)^3
to get a result of 343.
Example
To compute 4(2 + 3)
( 2 +1)
, you would type:
=4*(2+3)^(2+1)
to get a result of 500. Note that if the power is complicated, you may need to use
parentheses to make sure the proper exponent is applied.
Excel Tutorial - Page 28
Practice
Compute 5 4 .
Answer: 625
Practice
Compute 2.35 3 .
Answer: 12.97788
Practice
Compute 7 + 2(4 − 3 − 5)
Answer: −121
3
Practice
Open the file called BasicMath.xls and use it to compute the result of 5(B1−A3)5
Answer: -15625
The Natural Base, e
One of the most important bases we apply exponents to is e, the natural base. The value of e is
about 2.72, but Excel knows its exact value, provided you use the EXP() command. If you just use
the letter “e” in the formula, Excel will not recognize it as the natural base.
Example
To compute e1 , which is of course just e, you would type:
=EXP(1)
to get the value of e to however many decimal places Excel is set to display in that cell.
Example
To compute e 5 , you would type:
=EXP(5)
to get a value of 148.4132.
Example
To compute e (1+ 2.35) , you would type:
=EXP(1+2.35)
to get a value of 28.50273. Note that you need parentheses around the exponent part.
Practice
Compute e 5.45−3.26 . Don’t forget to use parentheses around the exponent part.
Excel Tutorial - Page 29
Answer: 8.935213.
Practice
1
( 3− 7 )
Compute e 2
. Don’t forget to use parentheses around the exponent part.
Answer: 0.135335.
If you did not get this, check your entry to make sure it looks like this:
=EXP((1/2)*(3-7))
Make sure you recognize how and why each of the set of parentheses is being used.
Square Roots
The most common root you will need in this course is the square root. To compute a square root,
you can do one of two things: (1) You can raise the base to the power of ½. Recall that taking a
square root is the same as raising a number to the power of ½. (2) You can use the SQRT()
command.
Example
To compute 18 , you can type one of the following:
=18^(1/2)
OR
=SQRT(18)
Notice that in the fist case, parentheses are needed around the ½. This is important! Also, in
the second case, parentheses are needed around whatever is inside the square root symbol.
Example
To compute
5 + 20 , you can type one of the following:
=(5+20)^(1/2)
OR
=SQRT(5+20)
Either one gives you a result of 5.
Practice
Compute the value of 12 + 36 − 15
Answer: 5.744563
Practice
Compute the value of
Answer: 15.75608
38 + 2 5 + 18
The Natural Logarithm
This course will require that you do limited computations with logarithms. The logarithm we will
use is the natural logarithm, which is symbolized by ln. Excel can compute these easily using the
LN command.
Excel Tutorial - Page 30
Example
To compute the value of ln(10), you would type:
=LN(10)
to get a value of 2.302585. Note once again that parentheses are needed. Whatever you are
taking the logarithm of needs to be in parentheses.
Example
To compute ln(5 − 8 + 2 × 9) , you would type:
=ln(5−8+2*9)
to get a value of 2.70805.
Practice
Compute the value of ln(44.5)
Answer: 3.795489.
Practice
Open the file called BasicMath.xls and use it to compute the result of 5−ln(B5+A3)
Answer: 2.227411.
The Value of π
The value of π can be easily computed in Excel. Simply type =PI() into a cell or any part of a
formula and the value of π will be invoked. Note that the parentheses are necessary.
Rounding
When you want to round numbers, the ROUND command is used. The syntax is:
=ROUND(value, rounding_parameter)
where value is the number to be rounding, and rounding_parameter is the number of places to
round to.
Example
To round cell A5 to the nearest hundredth (2 decimal places to the right of the decimal
point), you would enter:
=ROUND(A5,2)
Example
To round cell A5 to the nearest tenth (1 decimal place to the right of the decimal point), you
would enter:
=ROUND(A5,1)
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Example
To round cell B10 to the nearest integer (0 places to the right of the decimal point), you
would enter:
=ROUND(B10,0)
Example
To round cell C1 to the nearest ones place, you would enter:
=ROUND(C1,−1)
Note that the rounding parameter is −1, indicating you are rounding to one place to the
LEFT of the decimal place.
Practice
The file SalesTax.xls has a random list of sales prices. In the column titled “Sales Tax,”
compute the sales tax on each item, using the ROUND command to round the tax amount to
the nearest penny. Use absolute references to insure that you use the constant tax rate in Cell
B1. Then fill in the “Total Due” column, which is the sum of the Price and Sales Tax. When
you are done, you should be able to change the value of the tax rate in Cell B1 and see all
your other values change accordingly.
Note that the ROUND command rounds to the nearest place value. That is, it may round up or
round down, depending on the value. If you want to strictly round up the next place or down to the
previous place, then the following commands are used.
Rounding Up and Rounding Down
To round up, we use the ROUNDUP command, which has a similar syntax to ROUND. The
difference is that it will round a value UP. To round down, we use the ROUNDDOWN command,
which has a similar syntax to ROUND. The difference is that it will round a value DOWN
Example
To round the value 345.8768 UP to the thousandths place (3 decimal places), we would
enter:
=ROUNDUP(345.8768,3)
to get a value of 345.877. This is also what you would get if you use the ROUND command.
However….
Example
To round the value 345.8768 DOWN to the thousandths place (3 decimal places), we would
enter:
=ROUNDDOWN(345.8768,3)
to get a value of 345.876. This is not what you would get if you use the ROUND command
since this command does not round to the nearest or up, but down to the previous place
specified.
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Basic Statistical Functions
Averages and Means
To find the average, or the mean, of a group of numbers, we use the AVERAGE command. The
syntax is:
=AVERAGE(cell_range)
Example
To find the average of the numbers in cells A1 to A50, we would enter:
=AVERAGE(A1:A50)
This is pretty much straightforward. If you have numbers in more than one column, like
from Cell A1 to Cell C20, then you would type:
=AVERAGE(A1:C20)
Practice
Open the file SalesTax.xls and find the average of the Prices listed in Column A. Place your
value in Cell A20.
Answer: $16.52
Sums
To find the sum of a list of numbers, we use the SUM command:
=SUM(cell_range)
Example
To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would
type:
=SUM(B20:T55)
Practice
Open the file SalesTax.xls and find the sum of the Prices listed in Column A. Place your
value in Cell A21.
Answer: $264.25
Minimums
To find the minimum number in a list of a block of cells, we use the MIN command:
=MIN(cell-_range)
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Example
To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would
type:
=MIN(B20:T55)
Practice
Open the file GPA.xls and find the minimum GPA listed.
Answer: 0.53
Maximums
To find the maximum number in a list of a block of cells, we use the MAX command:
=MAX(cell_range)
Example
To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would
type:
=MAX(B20:T55)
Practice
Open the file GPA.xls and find the maximum GPA listed.
Answer: 4.0
The Range
The range of a set of numbers is simply the maximum in the list minus the minimum in the list.
There are two ways to compute the range, therefore. Either (a) compute the MIN and MAX
separately and then subtract them in a third cell. Or (b) use one command to do it in one cell using
the a command like =MAX(cell_range)−MIN(cell_range). Just make sure the cell ranges used in
each of the MIN and MAX command are the same.
Databases
Basic Introduction to Databases
A database is a large collection of data and records. For example, open the file Chrysler.xls to see a
database that represents the cars sold at a local Chrysler Dealership in the recent past. There are
literally hundreds of records.
Each row represents a different record. In this case, each record represents one individual sale of a
car. Each record in a database is made up of several fields. The fields are the different parts of the
record. In Chrysler.xls, the fields are Car Number, Style, Color, Sale Price, SalesPerson. Each of
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these fields has different kinds of values that are possible. For example, the Sale Price field must
take on a number ($) while the Color field takes on text values (such as Red, Blue, etc.)
These are the fields
These are the
records.
Now suppose you wanted to ask questions like: “How many Red PT cruisers have we sold?” or
“How many cars over $25,000 did Juan sell?” or “How many Concordes and Voyagers did we sell
between $20,000 and $23,000?” Trying to do this would take a lot of time and hassle without
special commands like DCOUNT.
When using database commands like these, we need to give the commands specific criteria with
which to work. Hence the first thing to do when using these commands is to duplicate the Field
headings above or to the side of the actual data so that we can enter specific criteria. For example,
we can alter Chrysler.xls as follows: Insert 7 new blank lines above the data. (Select Rows 1 to 7 by
clicking on the Row 1 label and drag down to Row 7, then choose Insert→Rows from the Menus.)
In cell A1, we will type “CRITERIA.” In cells A2 to E2, we will copy the original Field headings.
Our modified worksheet will look like this:
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We will call
this the
Criteria
Area.
We will use cells A3 to E7 to fill in specific criteria. Usually 5 or six lines is enough, but if we need
more, we can always insert new blank lines.
With the Criteria Area now available we can proceed.
The DCOUNT Command
The DCOUNT command simply counts the number of records in a database that meet stated
criteria. We enter the criteria into the Criteria Area and then run the DCOUNT command. This
command uses the syntax:
= DCOUNT(database,field,criteria)
where database is the range of cells where the database is located, field is unused, and criteria is the
range of cells where you specify what criteria to match and therefore which records to count.
Example
Let’s count the number of Red PT Cruisers sold at this dealership. Using Chrysler.xls, we will
modify the Criteria Area so the first line has Red in the Color column and PT Cruiser in the
Style column. It is crucial that we enter the text in without any spelling errors, including any
spaces that are needed. This is how our file should look…try it yourself as we move along:
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Let’s use the Function Wizard to invoke the DCOUNT command since it’s easier than using
the syntax.
First, click on a blank available cell where Excel can report the number of Red PT Cruisers.
Make sure you pick a cell that is not in the Criteria Area or part of the database. Let’s label
Cell G2 as “DCOUNT” first and then use Cell H2 as the cell where we will return DCOUNT
results. Click on Cell H2.
From the menu, choose Insert→Function…
In the “Search for a function” box, type DCOUNT and then click the GO button:
When you click OK, the DCOUNT window will appear:
The “Database” field is the list of all of your records, including Field headings. (These are
needed so the criteria can match to them.) Leave the “Field” box empty. The “Criteria” box is
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where you specify where your criteria are listed. Once again, you must include the Field
headings of the Criteria Area. We will fill in our box as needed to count Red PT Cruisers:
Note that the formula result is displayed near the bottom. There are 9 Red PT Cruisers in the
database. When you click OK the value of 9 will be placed into the active cell.
Make sure that the “Criteria” box does not include any of the empty rows in the Criteria
Area….if it does, it will count all 350 cars in the database.
Example
Let’s count the number of PT Cruisers sold at this dealership that are either Red or Black. To
do this, we need to add another line in our Criteria Area as follows:
When there are two or more rows filled out in the Criteria Area, DCOUNT will look for
records that match ANY of the criteria and then add them all up. That is, Excel will look for
any Red PT Cruisers OR any Black PT Cruisers.
Because we changed the criteria, we also need to change the formula in Cell H2 to make sure
it is updated. We could run the DCOUNT Function Wizard all over again, but here’s a nice
shortcut that you can use any time you want to edit a function.
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Click once on Cell H2. Then hit the F2 key on the top row of the keyboard. When you do,
your screen should look like this:
Drag this handle to
change the active Criteria.
This is the Criteria range,
highlighted in green
This is the Database cell
range highlighted in blue
Notice two great things happen. First, the formula in H2 is displayed with colored fonts. The
colors correspond to the colored boxes that are now outlined in blue and green. The database
range is outlined in blue and the Criteria Area is outlined in green. If we want to include Row
4 in the Criteria Range, we can either edit A2:E3 so that it reads A2:E4, or we can simply
point on the little square handle on the lower right corner of the green box (also the lower right
corner of Cell E3 if you can’t see the color) and drag it until it expands to E4. When you do
so, the screen will look like this:
Note that the formula and colored boxes stay synchronized. Very cool!. Now hit the Enter
key and the formula and Cell H2 will be updated. There are 17 PT cruisers sold that were
either Red or Black.
Practice
How many Blue 300M’s were sold?
Answer: 3
Practice
How many Voyagers did Juan sell? What about Maria?
Answer: 12 and 8
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Practice
How many Red Concordes did Bartoloa sell?
Answer: 2
Practice
How many PT Cruisers or Crossfires were sold?
Answer: 118
Practice
How many PT Cruisers or Crossfires were sold by Elias?
Answer: 23
Practice Challenge
How many PT Cruisers or Crossfires were sold by Elias or Juan?
Answer: 43 (Hint: You need four lines filled in your Criteria Area!)
Example
Now, what if we want to count the number of PT Cruisers sold for under $22,000? Our
Criteria Area and results would look as follows:
Example
How many 300M’s were sold for $25,000 or more by Celia? Our Criteria Area and results
would look as follows:
Example
How many Pacifica’s were sold for between $18,000 and $22,000? This is a different
question! We want to count all cars that meet both the >18000 AND <22000 criteria so we
can’t use two different rows in the Criteria Area. (That would count each inequality separately
and then add them, which is not what we want.) Both of the Price criteria have to be in one
row. To accomplish this, we need to insert another column to the Criteria Area and label it
“Sale Price.” We’ll use Column F and enter our criteria, like below. If we make sure the
DCOUNT formula in Cell H2 includes the new Column, our results will be accurate:
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There were 14 Pacifica’s sold for between $18,000 and $22000.
Practice
How many Sebring’s were sold for more than $20,900?
Answer: 19
Practice
How many Town&Country’s were sold for less than $25,000?
Answer: 26
Practice
How many Black 300M’s were sold for more than $23,000?
Answer: 6
Practice
How many Voyagers were sold for between $21,000 and $23,000?
Answer: 11
Practice
How many Sebring’s or PT Cruisers were sold for between $15,000 and $18,000?
Answer: 9
Filtering
It’s one thing to count the cars. What if you actually wanted to see a list of those cars sold that met
your criteria? DCOUNT will not do that. However, if you already have your Criteria Area set up
and filled out, then the Advanced Filtering command will do this job.
Example
Let’s list all the sales of Red PT Cruisers. Our Criteria Area looks like this:
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From the menu, choose Data→Filter→Advanced Filter… and you will get this dialogue
box:
Make sure this is
checked so you
don’t’ mess up your
database.
The “List Range” is the same thing as your Database. Enter the range by hand or with your
mouse. The “Criteria range” is your active Criteria Area, as before. Enter this using your
mouse, or by hand. The “Copy to” space is the cell where you want the list of data to be
displayed. We need to pick a cell with open cells below it. Let’s go with Cell G8. The box
should look something like this:
When you click OK, Cell G8 and beyond will fill with the 9 records meeting our criteria:
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Practice
List all sales where Blue 300M’s were sold? (There are 3 of them)
Practice
List all sales were Juan sold a Voyager. (There are 12 of them.)
Practice
List all sales were Maria sold a Voyager. (There are 8 of them.)
Practice
List all sales where Bartoloa sold a Red Concorde. (There are 2 of them.)
The DAVERAGE, DSUM, DMIN, DMAX Commands
If you have a database and you want to find the averages, sums, minimum or maximum values
subject to given criteria, these commands are the ones to use. They all work very similar to each
other, so we’ll only cover DAVERAGE here. You can explore the rest using the
Insert→Functions… command.
DAVERAGE will find the average of some field in a database subject to your criteria.
Practice
What is the average price of all PT Cruisers sold in Chrysler.xls? We change Cell G2 to say
“DAVERAGE” and use Cell H2 to compute this average. Make sure your Criteria Area looks
like this:
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From the menu, choose Insert→Function… Type in DAVERAGE as the command and
click Go to get the box:
It’s filled in above. Note that the “Field” box is now filled in. I’ve entered D7 since that is the
cell that is labeled “Sale Price,” and this is what we are averaging. The formula result is
$22,589.24.
If you’ve done the DCOUNT and Filtering sections, this section should not need much
practice. But if you need them, make up your own questions and answer them for yourself.
Here’s just one to make sure you have the hang of it.
Practice
What is the average price of all of the M300’s sold by either Maria or Celia?
Answer: $23,861.78
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Special Excel Functions
The COUNT command
There are times when you have a long list of data and you want to quickly count how many items
are in the list. The COUNT() command does this quickly.
Open the file Count.xls to see a sheet full of numbers. Note that some of the cells are empty so that
the columns do not necessarily have the same number of entries in them. The syntax for the
COUNT command is:
=COUNT(cell_range)
The COUNT command counts the number of cells in a given range (specified by the cell range)
that contain numbers within them.
Example
If you wanted to count the number of cells with numbers in the Red column, you would type
in Cell A22:
=COUNT(A1:A21)
to get 20 for a result. Note that even though cell A1 is included in the range of cells to be
considered, it is not counted because cell A1 does not have a number inside of it.
Example
If you wanted to count the number of cells with numbers in the Blue column, you would
type in Cell B22:
=COUNT(B2:B21)
to get 17 as a result. Note that I did not include cell B1 in the cell range since I knew it
would not be counted anyway.
Example
If you wanted to count the number of cells with numbers in BOTH the Grey and Black
columns, you would type:
=COUNT(H1:I21)
to get 37 as a result. The range you use can include more than one column.
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Practice
Open the file called Count.xls and use the COUNT command to count the number of cells
in the Pink column with numbers in it.
Answer: 18
Practice
Open the file called Count.xls and use the COUNT command to count the number of cells
in the Green and Brown columns with numbers in them.
Answer: 18
Practice
Open the file called Count.xls and use the COUNT command to count the number of cells
in ALL of the colored columns.
Answer: 164
The COUNTIF command
Sometimes, simply counting is too general. There are times you want to count the number of items
that meet specific criteria. The COUNTIF command will do this for us. The syntax for the
command is:
=COUNTIF(range, criterion)
where the range specifies which cells to count and the criterion details what to look for.
For example, the file MachineJams.xls has a list of data a company has been recording for several
months. The copy machine they lease has been jamming regularly, but the company they lease the
machine from says nothing should be wrong with it, since it’s new. So, the company has recorded
the number of times it jams per day to document their experience in case they need to insist that it
be replaced. Each row represents a different day.
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What we want to do is count the number of days in which certain criteria are met.
Example
Suppose you want to count the number of days during the first 14 days in which there were
more than 10 jams per day. (It is possible to count these with your naked eye, but we will
practice using the COUNTIF.) You would type the following:
=COUNTIF(B2:B15, “>10”)
to get a result of 7. Note that the criteria should be in quotes. (It’s an odd rule, but it exists
nonetheless.)
Example
Suppose you want to count the number of days during the first 20 days in which there less
than or equal to 6 jams per day. You would type:
=COUNTIF(B2:B21,"<=6")
to get a result of 6. Note that ≤ is typed as <= in Excel.
Example
Suppose you consider the data for ALL 156 days they recorded the jams and you want to
know how many of those days there were more than 8 jams per day. You would type:
=COUNTIF(B2:B157,">8")
to get a result of 104.
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Practice
Find the number of days within the first 30 days in which there were 10 or fewer jams.
Answer: 16
Practice
Find the number of days within the days 20 to 90 (inclusive, meaning you include days 20
and 90) in which there were more than 15 jams.
Answer: 18
Practice
Find the number of days within the entire set of days in which the machine jammed exactly
20 times.
Answer: 12
The COUNTIF command can also count cells in which specific text appears. For example, the
attendant on duty is recorded in the third column of the file Count.xls. We can ask how often any of
those people were on duty.
Example
To find the number of times that Hector was the attendant during the first 60 days, we would
type:
=COUNTIF(C2:C61,"=Hector")
to get a result of 14.
Practice
Find the number of times that each of Jane, Bob, and Mary are the attendants from Day 1
through (and including) Day 100.
Answer: Jane = 28; Bob = 20; Mary = 29
The RAND command
Sometimes it is helpful to have Excel generate random numbers for you. To generate a random
number between 0 and 1, we use the RAND command.
Example
To generate a random number between 0 and 1 in a cell, simply type:
=RAND()
Note that you need the two parentheses after RAND with nothing in them. Weird, but
necessary.
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This command will continually change the number in that cell every time you do a new
computation, enter data into a new cell, or press the F9 key. Try it....press F9 over and over and
you’ll see the number change.
If you need several random numbers in a column or row, simply copy right or copy down from a
cell that has the RAND command inside of it. This will generate as many random numbers as you
may need.
Sometimes, you don’t want the random numbers to constantly change. One way to fix their value is
to select all the cells you want to fix and choose Edit→Copy from the menu. Then click on the first
cell in the range (upper left corner if you’ve selected a block of cells) and then choose Edit→Paste
Special... from the Menu. You will see the following box appear:
If you choose Values, then Excel will paste in the current random values as fixed numbers. Note
that when you do this, all your randomization in those cells will go away for good.
The RANDBETWEEN command
Note: You must have the Analysis ToolPak and the Analysis ToolPak VBA Add−Ins installed to use
this feature! To do so, from the Menu select Tools→Add−Ins… and check the boxes that are shown
below:
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While the RAND command returns numbers between 0 and 1, there are times when you want to
generate numbers outside that range. The RANDBETWEEN command will generate random
integers between any two integers that you specify. The syntax for the command is:
=RANDBETWEEN(bottom,top)
where bottom is the smallest possible integer you want returned and top is the largest.
Example
Suppose you want to generate a random number between 1 and 100. Then you type:
=RANDBETWEEN(1,100)
to get a random number. Note that like the RAND command, cells with this command in
them will change with F9 or other entry into your spreadsheet.
The IF command
The IF command is one of the most useful tools you will encounter in Excel. It allows you to ask
questions about data and then, based on the answers to those questions, return results that are
desired. We will start with basic usage of the IF command and then expand it just a bit. The syntax
for the IF command is:
=IF(condition, yes result, no result)
where condition is the question you ask, yes result is the value, result, or cell that is returned if the
answer to the question/condition is yes, and no result is the value, result, or cell that is returned if
the answer to the question is no.
Let’s start with some simple examples.
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Example
Let’s go back to our copy machine example. In the file JamsPart2.xls, a new column has
been added to indicate whether or not the number of daily jams is acceptable or not. The
new file looks like this:
In the “Acceptable?” column, we will use the IF command to indicate whether or not the
number of jams is acceptable. We will arbitrarily decide for this example that if the number
of jams is less than 8, then that is acceptable, otherwise it is not. If it is acceptable, we will
place a 1 in that row, if not then we will place a 0 in that row. Here is how you would issue
that command in cell D2:
=IF(B2<8,1,0)
Once you have the formula entered into cell D2, you can use the Copy−Down command
(Ctrl−D) so that it applies to all the rows on the sheet. When you do so, you get the
following:
To save space, only the first few rows are shown.
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Example
In the previous example, having 1’s and 0’s may not mean much to someone unfamiliar with
the sheet, so let’s put “Yes” or “No” in the Column D instead. When you want to return text
as a result rather than a number, then you put the text in quotes. Here’s how you would do it
in this example:
=IF(B2<8,"Yes","No")
This produces a very similar result:
Example
There may be times when you want either of the Yes or No returns to be a blank cell with no
text or numbers. To do this, you enter two quotation marks next to each other (“”). For
example, let’s say we want a “Yes” to appear if the number of jams is below 8, but a blank
cell otherwise. The command would be:
=IF(B2<8,"Yes","")
This gives the following:
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Practice
In the acceptable column, use the IF() command to place the works “Oh Yeah” if the
number of jams is 10 or less and the words “No Way” otherwise:
Answer:
Example
Sometimes you want to return a cell value already in existence rather than a fixed value as in
the examples above. This is easy. Let’s say you have a tax system where anyone making
less than $35,000 per year pays 20% in taxes. Anyone making $35,000 or more pays 22% in
taxes. (The U.S. system is a little different, with a staggered tax system, but this is a simple
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example.) What we want to do is calculate how much tax a person pays given their income
and we want to do it for many individuals. The file Taxes.xls has data that looks like this:
In the “Total Taxes” column, we want to calculate how much tax each income would pay. In
this example, we need to test whether or not the income is above $35,000. If it is, then we
multiply that amount by 0.22. Otherwise, we multiply it by 0.20. Here is what the command
in Cell B2 would look like. Make sure it seems reasonable to you:
=IF(A2<35000,A2*0.2,A2*0.22)
This will return the following results:
Note that the values that are returned can include cell references and numbers, as well as any
computations that are needed.
Practice
Use the Taxes.xls file to fill in the “Total Taxes” column with the following tax structure. If
you make $27,500 or less, you pay 12% in taxes. If you make more than $27,500, you pay
15.5% in taxes. Make sure you use the IF command.
Answer:
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Practice Challenge
Use the Taxes.xls file to fill in the “Total Taxes” column with the following tax structure: If
you make $25,000 or less per year, you pay 15% on your income. If you make more than
$25,000 per year, then you pay 18.5% of all income over $25,000 plus 15% of the first
$25,000. Read that carefully. (This more like the U.S. tax system, where we have tax
“brackets.”)
Answer:
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The VLOOKUP command
In some situations, you may have a large amount of data in two or more columns and your task is to
look up values in one column and return a value from a different column (in the same row).
Example
The file CarSales.xls gives a list of 450 salespeople. Column A gives the salesperson’s ID
number and Column B gives their sales for the month. As a manager, you want to lookup
any salesperson by their ID number, type it into Cell D2, and have their sales total returned
in Cell E2.
The VLOOKUP command will do this, but you have to be careful with the syntax. The form
of the command is as follows:
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
where lookup_value is the value you are looking up, table_array is the entire set of data
from in which you are looking up values and returning values, and col_index_num is the
column of data that gets returned once the lookup value has been located. We will not use
the range_lookup parameter.
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In our example, we want to look up the value in D2 somewhere in the table array that starts
with cell A1 and extends down to cell B451. Upon finding the correct number, it should
return the value in column 2 of the table array. So, our command would look like this:
=VLOOKUP(D2,A1:B451,2)
This gives the cell or value
that you want to first
lookup. VLOOKUP will
look for this value in the
array and then return
whatever is in the
corresponding column that
you specify later in the
command.
This gives the table array
where all the data exists.
You must make sure that
both the data you are
looking up and the data
you are going to return
are including in this
array.
The 2 indicates to
take whatever
value is in the
second column of
the table array.
Important Note: The data in the column that contains the values you are looking up must be
sorted so they are in order. If they are not, then VLOOKUP will not work correctly.
Practice
The file Grades.xls is a list of 100 students, their cumulative GPA’s, and their academic
status. A school counselor uses it to lookup GPA’s by student number. Modify this
spreadsheet so that Cell F2 returns the GPA for the Student ID number entered into Cell E2.
Practice
The file Grades.xls is a list of 100 students, their cumulative GPA’s, and their academic
status. A school counselor uses it to lookup GPA’s by student number. Further modify this
spreadsheet so that Cell G2 returns the academic Status for the Student ID number entered
into Cell E2.
Practice
The file Grades.xls is a list of 100 students, their cumulative GPA’s, and their academic
status. A school counselor uses it to lookup GPA’s by student number. Add the title
“Probation?” to in Cell H1. Use the IF command to put a “Yes” in Cell H2 if the person’s
GPA is below 2.0 and a “No” in Cell H2 if the GPA is 2.0 or greater.
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The HLOOKUP command
In some situations, you may have a large amount of data in two or more rows and your task is to
look up values in one row and return the value from a different row (in the same column). This
command is almost exactly the same as VLOOKUP except that your data is organized differently.
Example
The file Stocks.xls is a list of prices for a new, popular stock. The Day row gives the number
of days the stock has been selling on the NASDAQ. Part of the file looks like this:
Since there are over 200 prices, we don’t want to have to scroll to lookup a particular day’s
stock price. The HLOOKUP command will do this for us. As you can see below, it’s syntax
is almost identical to the VLOOKUP command.
=HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)
To lookup a stock price in Stocks.xls, the command would be:
=HLOOKUP(B4,A1:IV2,2)
Make sure you open the file and understand how the command works.
Practice
The file Population.xls gives estimates for the U.S. population from 1790 and forward, as
well as fabricated estimates for the percentage of the population that was female. Modify the
file using the HLOOKUP command so that when a year is entered in to Cell A5, the correct
and corresponding population and percents are returned in Cells A6 and A7.
The Function Wizard and the VLOOKUP and HLOOKUP commands
Remembering the format of commands like VLOOKUP and HLOOKUP is not always easy. These
are ideal commands where Excel’s Function Wizard can help you remember what to do. The
Function Wizard can be accessed from the menu command Insert→Function... or by clicking the
button (circled below) on the toolbar at the top of the screen, if it’s installed. It looks like fx.
Clicking on this will cause the Wizard to appear, as below:
Excel Tutorial - Page 58
In the “Search for a function:” box, type in the command you want to use. We’ll
demonstrate this with HLOOKUP, which we type in the search box and then click OK.
After you click OK, you should see the HLOOKUP wizard:
Excel Tutorial - Page 59
You can then fill in the boxes with the appropriate data. Note: Rather than typing in cell
references, you can use the mouse to point and click cells or to drag table arrays. This box
will automatically record whatever your mouse does, which is a real time-saver.
The INDEX command
There is one more command that can help you look up values in a list of data. It’s more limited that
HLOOKUP and VLOOKUP, but it can come in handy for some of our course projects.
Example
The file Index.xls has two columns of randomly-generated numbers. Open this file and
repeatedly change the value of Cell E2, which is labeled Input. Also, look at the formula in
Cell E3 to view the INDEX command. See if you can tell what is happening and then come
back and continue to read.
You’ll notice that if you put a 6 in cell E2, it returns a value of 28. Note that there are
several rows which have a 6 in the Random A column. The first one is Row 3, where 6 is
associated with 40. Row 20 also has a 6 in the Random A column with a 26 in the Random
B column. So the INDEX command does not do a lookup for the value of 6. Instead, it
simply looks up whatever is in the 6th row of the specified array (in this case A1:B24) and
returns whatever value is in Column 2 of the array. That’s why the command in E3 is:
=INDEX(A1:B24,E2,2)
This gives the
array in which
you look for
data.
Excel Tutorial - Page 60
This tells you the
number of the row to
look up.
This says to return whatever
value is in the second
column of the appropriate
row. If this had been a 1, it
would return the value in
the first column.
Note that if you type a 1 in Cell E2, Excel will return “Random B” in Cell E3.
Practice
Modify the file Index.xls so that the Array in Cell E3 to be considered is only Cells A7 to
B20. (This is a smaller array that the previous example. Also, the first row of the new array,
which has the numbers 7 and 14 in it, will now become “Row 1” for the purposes of the
INDEX command.) Type in the number 5 into Cell E2. What number do you get?
Answer: You should get a 30, not a 28.
You may be wondering why you would use INDEX when you have VLOOKUP. Here is an
example similar to what you may see in a class project where INDEX might be helpful.
Example
The file CarIndex.xls is a list of the number of cars sold per day at a dealership during a oneyear period. What we often need to do is randomly pick one of those days and then see how
many cars were sold on that day. It’s like having 365 slips of paper (one for each day) and
the number of cars sold on a day written on the papers. We put them into a big shoe box and
then randomly pick one out, recording the number of cars sold. This is often called sampling
and will play an important role in MAT116 and MAT117 projects. When you have
hundreds, or even thousands, of records to choose from, Excel’s INDEX command will
allow you to do this. Look at the file:
In Cell E2, you can check to see that a random number between 1 and 365 has been
generated. Do that now. Now, look at the contents of Cell E3. In this cell, the INDEX
command has been used to select both columns A and B, Cell E3 is specified to contain the
row number we are to look up, and the second column (Column B) is the data to be returned
by Excel. If you press F9 repeatedly, you’ll see the equivalent of a new slip of paper being
picked out of a shoe box (after the previous slip has been replaced).
Now, look at Sheet 2 of CarIndex.xls which has the same data as Sheet 1 does. Hit F9 a few
times and you’ll notice it behaves just like Sheet 1 does. However, notice that the Random
Number cell has been deleted. Look at the contents of Cell E3. You will notice that we have
built the generation of the random number directly into the INDEX command:
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=INDEX(A3:B367,RANDBETWEEN(1,365),2)
Instead of specifying a specific numerical value or
cell reference as before, I’ve told Excel to generate
a random number between 1 and 365 and to use that
as the number of the row to look up. The second
column still remains the one that gets returned.
Practice
The file PhoneLog.xls gives a list of 750 phone calls tracked by a telemarketing company.
The call number is logged along with the amount of sale made on that call. In Cell D2, use
both the INDEX command and the RANDBETWEEN command to randomly pick one of
the calls on the list and return the sale amount for that call.
Optional: How I Built the Phone Log File
Here’s how I built the PhoneLog.xls file for this example. You may find it interesting as it uses
many of the commands in this section.
First, I entered 54869 (an arbitrary number) into Cell A2.
In Cell A3 I entered =A2+1 so that it would increment the number for me.
I then copied Cell A3’s formula down so that 750 data points were generated.
In Cell B2 I entered the following: =IF(RAND()>0.7,RANDBETWEEN(15,300),0)
What this did was use RAND() to generate a number between 0 and 1. If that number was
greater than 0.7, then I used RANDBETWEEN() to generate a sales amount between $15
and $300. If the initial random number was less than or equal to 0.7, then I recorded a sales
value of $0. My thought process was that 70% of the phone calls would lead to no sales,
while 30% would lead to sales.
I then copied Cell B2’s formula down so that 750 sales data points were generated.
I selected all the cells in columns A and B that had numbers in them (1500 in all) and did
Edit→Copy.
I then clicked on Cell A2 and did Edit→Paste Special...→Values so that all the ugly formulas
were gone and only the numerical values remained.
This is how many of the files in this tutorial were generated. Very easy.
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Graphing
Basic Graphing
Graphing a large amount of data by hand is tedious and very prone to error. Excel will graph data
quickly and easily.
Example
Fuller and coworkers (1997) estimated the Costs of a medium-sized cotton gin plant as shown
in the file Cotton.xls. Open this file to view the data. To graph this data, we will use the Chart
Wizard. Here are the steps you take to graph this data. Please do them as they are described
below to make sure you get some practice.
Select the data: Use your mouse to drag and select all the data to be graphed. Include the
heading row.
Start the Chart Wizard: Look for the button on the tool bar that looks like the one circled
below:
When you do this, the Wizard window will appear:
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Select the Chart Type and Subtype: As you can see, you have many choices of graphs to
choose from. In this course, we will mainly use Column, Line, and XY (Scatter) graphs. For
this example, let’s choose the XY (Scatter) choice on the left and the top Sub-type. See below
for the setting to use. Don’t choose any of the sub-types that connect the data points together
at this time.
Click the Next> button to see the next screen:
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This is your first glimpse at what the data looks like. The Data Range box allows you to
specify what data is to be graphed or to change your data. If you selected the desired data
before starting the Wizard, there should be no need to edit this. Our data is in columns, so that
button is checked. Click Next> again to get to the next step.
Refine your Graph: The next steps are used to refine how your graph looks. Here’s the next
screen.
Here you have the ability to change the Title and axes labels. Let’s change the title to “Cotton
Costs,” the X axis to “Thousdands of Bales” and the Y axis to “Thousands of $,” as shown
below:
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Notice that there are several tabs (Axes, Gridlines, Legend, and Data Labels) that are
available. Most of these you won’t need, but it’s good to explore them a bit on your own. For
now, the only one we will change is in the Legend tab. Click on this tab and uncheck the
“Show legend” button, so your screen looks like the one below:
Click Next> to go to the last step:
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This last step does not change the way the graph looks; it only specifies where the graph will
appear. The default is to appear on the same page you are currently working on. That’s usually
what you want! However, if you want the graph to appear in its own sheet, you can do that as
well. Let’s just click on Finish and view the final graph...
Here the graph appears on the sheet with the data. Note that the graph can be moved around,
resized, etc. You can even copy and paste the graph into Word or Powerpoint.
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Changing the Look of a Graph
This graph is okay looking. The gray background is sort of ugly and does not print well in
black and white. The fonts may not be what we want, and the diamond shapes may not be
ideal. So let’s change these things to fit our fancy.
The first thing to notice about the graph is that you can point and click on various pieces of the
graph such as the labels, data points, axes, etc. Try it but make sure you only click once on
each one. For example, I’ve clicked one of the data points and the graph looks like this:
This feature allows us to change these things easily. For example, DOUBLE CLICK on the
words “Cotton Costs.” You should get the following box: (If you don’t, click anywhere off the
graph and try again.)
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This will allow us to change the Title’s look and feel. For example, click on the Font tab and
change the color of the text to red and its size to 14. See below for more details:
When you click OK, the graph will change appearance:
You can also change the grey background to white. DOUBLE CLICK on the gray area of the
graph being careful not to double click on the horizontal lines or the data points. If you do it
as intended, you will see the following:
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In the “Area” section of this box, you can change the color of the area on the graph. Click on
the while box (see above) and then the OK button to get a new graph.
Now let’s change the blue diamonds to red circles. DOUBLE CLICK on one of the blue
diamonds. Make sure you get the box below:
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In the “Marker” section on the right, change the “Style” to a round dot and the size to 6 points.
Also change the “Foreground” to Red (Foreground is the outline of the dot) and the
“Background” also to Red (Background is the inside of the dot). See below for the proper
settings:
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If you have this all set, click on OK to see the new graph:
You may want to play around with the different tabs and settings before you move on.
Now let’s change the name of the Title to “Texas Cotton Gin Costs.” To do this, simply click
ONCE on the word “Cotton” in the title, WAIT A SECOND, and then click ONCE more. If
you do this carefully, you can then edit the title to whatever you want.
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The next big thing to change is the Chart Type. Let’s first suppose we want to add lines to
connect the red dots. Position your mouse to the right of the Chart Title until you see a little
box that says “Chart Area” and click ONCE. The whole chart should show its stretch handles.
Immediately use the RIGHT MOUSE BUTTON to pull up a list of options and select Chart
Type... from the list. (I cannot get a screen capture of this!) If you do it correctly, you should
get the following dialogue box:
This is the same window as the one we saw in the original Chart Wizard. Select the second
option (see above) that connects the dots with a line and click OK. You should get the
following graph:
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To change the color or thickness of the line, DOUBLE CLICK on the line.
Now, let’s say we want to change the graph to a bar graph. Once again, RIGHT mouse click
on the Chart Area and choose Chart Type... Then select the Bar Chart option, as shown
below:
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Click OK to get the new graph:
To change the color of the bars, DOUBLE CLICK the inside of one of them to get this box
and change the bars to a nice bright blue:
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Using these tips and tricks, you can make the graph look any way you want. Keep in mind that
the way your reports look is often very important out in the business world. Therefore, you
should strive to have professional-looking graphs in MAT116 and MAT117.
Practice
In the file Retire.xls you will find a list of annual interest rates and dollar values. The “First
Year Income” is the amount this particular retiree can expect to receive in her first year of
retirement, given different rates of return on her investments while she works. For example, if
she earns an average of 6% annual interest on her retirement investments, when she retires her
first year of retirement income benefits will be $98,856. Use this data to create a line graph
that looks like the one below. NOTE: If you are using a black and white printed copy of this
tutorial, you will not be able to see the colors that are specified so please open the electronic
version of the tutorial to see this level of detail. Note that many of the font sizes, colors, and/or
styles have changed. You don’t have to get it exactly like you see below...what’s important is
that you know how to change each of the components of the graph. (Double clicking on a part
of the graph usually does the job.)
Sherice's Retirement Money
$300,000
Income
$250,000
$200,000
$150,000
$100,000
$50,000
$0%
2%
4%
6%
8%
Rate of Return
Excel Tutorial - Page 76
10%
12%
14%
Note on Bar Graphs
The easiest way to create bar graphs is to start with an XY (Scatter) plot and then to change
the Chart Type to a Bar graph. If you start with choosing a Bar graph, you can get some nonintuitive results that require some fiddling with the chart’s settings. Try it...you’ll probably
find I’m correct on this one. When we get to Histograms, we’ll need to deal with this matter
much more carefully, so for now, if you want a basic bar graph, start with an XY (Scatter)
graph.
Graphing Functions
You are undoubtedly familiar with functions from previous math courses. For example, the function
f ( x) = x 2 has a graph of a parabola that opens upwards from the origin. We want to explore how to
graph this, and any other function, using Excel. There are two main steps: (1) Identify how much of
the graph you want to see left to right (the domain), and how many subintervals/points you want to
graph so you can create a list of data points in Excel and (2) Use the Chart Wizard to graph the
function.
Example
Let’s graph f ( x) = x 2 from -10 to +10 on the x axis and include 25 subintervals total in our
graph.
Part (1)
We’ll say that the interval we are graphing is [-10,10], which has the general form [a,b]. In
these examples and the spreadsheets we will use, a is the leftmost endpoint to be graphed and
b is the rightmost.
If we take the value b-a, we get the total length of the domain. In this case
a − b = 10 − (−10) = 20 . So our interval is 20 units long (-10 to 0 and then 0 to 10).
Our next step is to take that entire interval and compute the length of each subinterval. The
length of this space will be called the subinterval length and we will use the symbol ∆x to
represent it. We simply need to take the length of the interval and divide by how many
subintervals we have to get ∆x . In this case, we have:
10 − (−10) 20
∆x =
=
= 0.8
25
25
(Technically, if we have 25 subintervals we need 26 points. You always need one more point
than you have subintervals {why?}. When graphing functions, we will divide by the number of
subintervals, which is always one less than the number of points needed.)
The top of the file Parabola.xls shows how these have been entered and computed in Excel.
You should open this file and examine the formulas and entries in cells B1 through B5 before
continuing. A snapshot is show below:
Excel Tutorial - Page 77
The following picture shows which formulas were used in each cell. (You can use CTRL-` to
toggle between Data view and Formula view...it’s a handy feature to know about.)
Part (2)
In this next part we need to generate a list of (x, y ) points to graph. We start with the left
endpoint (a) which is -10 in this example. That’s our first x value. The next x value is the
previous one PLUS the length of each subinterval. In this example, it would be −10 + 0.8 =
−9.2. The third x value will be −9.2 + 0.8 = −8.4 and so on. We certainly don’t want to
compute and type these in by hand so we will have Excel do it.
In Cell B8, the value of a is entered. In Cell B9, we need to take Cell B8 and add ∆x = 0.8 to
it. We could enter into Cell B9 the formula =B8+B5. However, when we copy this down,
Excel will assume we want relative references and it will change B5 to B6, which is blank.
This is an example of when we need to utilize absolute references to get the results we desire.
So what we put into Cell B9 is =B8+$B$5. Recall that the dollar signs lock us into using
Column B and Row 5. We can then copy this down to get to +10 for the last x value. Open the
file Parabola.xls and see how this was done. Make sure you understand how the x values have
been generated and note that there are exactly 26 points (25+1), as discussed before.
We can now easily generate the y values. In Cell C8, the simply formula =B8^2 is entered to
take the x value in Cell B8 and square it. Don’t forget, the function is f ( x) = x 2 , so this
makes sense. We now use Ctrl−D to Copy Down our formula and then apply the Chart
Wizard. Here are the initial choices we will make for this graph:
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This gives the following graph, making no other special changes:
Y values
120
100
80
60
40
20
0
-15
-10
-5
0
5
10
15
Of course, we could pretty this up, but the main thing we note here is that we usually don’t
graph functions with dots. We usually prefer nice smooth curves or lines without the dots. So
we RIGHT MOUSE CLICK on the Chart Area (white region) and get this box, in which we
change the chart type as shown below:
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This gives us the following graph, which we can pretty up with colors, labels, etc. as we see
fit. See the sheet “Chart2” of the Parabola.xls file for a nice picture of the parabola.
Y values
120
100
80
60
40
20
0
-15
-10
-5
0
5
10
15
Practice
See if you can duplicate the look and feel of the parabola that is shown in the Chart1 sheet in
Parabola.xls.
Example
Let’s graph another function, g ( x) = x − 5 ln x + x 3 . We will use the interval [5,30] and plot
50 subintervals. Rather than go through each step like above, it might be better to simply
open the file G(x).xls and see what it looks like. The only thing that has changed is that the
function formula is different in Column C, and the interval information is different. This is
what the final graph looks like this:
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30000
25000
y
20000
15000
10000
5000
0
0
5
10
15
20
25
30
35
x
Please make sure you explore and understand this file before trying the practice problems
below.
Practice
Graph f ( x) = 2 x 3 − 5 x + 3 on the interval [−5,8] using 75 subintervals. See if you can graph
this without using or looking at the files Parabola.xls or G(x).xls. If you get stuck, use those to
guide you. The goal is to graph this function from scratch.
Answer: Your graph should look like this:
Graph
1200
1000
800
600
400
200
0
-10
-5
0
5
10
-200
-400
Practice Challenge
2
1
Graph f ( x) =
e − 0.5 x on the interval [-5,5] using 100 subintervals. This is a key
2π
function in MAT117 that you will see a lot of when you get there! See if you can graph this
Excel Tutorial - Page 81
without using or looking at the files Parabola.xls or G(x).xls. If you get stuck, use those to
guide you. The goal is to graph this function from scratch.
Answer: Your graph should look like this:
Graph
0.45
0.4
0.35
0.3
0.25
0.2
0.15
0.1
0.05
0
-5
0
5
Graphing Histograms
Our last goal in this section is to master the method of graphing histograms. These are important in
MAT116 and MAT117 and it’s important you can create these without a lot of fuss (after some
practice, of course). Histograms are tools used to depict data and to see how the data is “piled up.”
For example, here is a histogram that shows how prices of stocks in the S&P500 are distributed.
(The data is completely fabricated!).
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Stock Distribution
120
Number of Stocks
100
Each of these
bars
corresponds to
a bin on the x
axis.
80
60
40
20
These
values are
0
the
midpoints
of the bins.
-
$3.35
$9.85
$16.35
$22.85
$29.35 $35.85
$42.35 $48.85
$55.35
$61.85
Price
This histogram has information about 500 stocks in it. It is therefore an efficient way to present the
data. For example, we see that about 110 stocks have prices that are centered around $22.85.
There are 10 bars on the graph, each of which corresponds to what is called a bin. A bin is simply a
range of numbers into which a stock price could fall. For example, if a stock price falls between
$6.60 and $13.10 (called the bin limits), whose midpoint is $9.85, then it gets placed into the
second bin from the left. As more stocks fall into that bin, it rises in height. The more stocks in the
bin, the higher the vertical bar. We will discuss how to compute the bin limits, number of bins to
use, and the bin midpoints as we progress, but what’s important now is that you have a basic
understanding of what the histogram tells you: it counts up values, assigns them to pre−determined
bins, and then displays the results with vertical bars.
Note: You must have the Analysis ToolPak and the Analysis ToolPak VBA Add−Ins installed to use
this feature! To do so, from the Menu select Tools→Add−Ins… and check the boxes that are shown
below:
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The major steps to graphing a histogram are as follows:
Step 0: Get the data in a spreadsheet if it’s not already there
Step 1: Determine the Minimum, Maximum, and Range of your data to determine the bin limits, bin
widths, and midpoints.
Step 2: Run the Histogram Wizard in Tools→Data Analysis… menu command.
Step 3: Use the Chart Wizard to carefully create the histogram.
Let’s dissect these steps one at a time using the Stock Data shown above. Open up the file
SP500.xls and follow the steps below carefully. Do one at a time. Do not move to the next step until
you understand the current one.
Step 0:
Open the file SP500.xls. The data is already entered for you.
Bins and Midpoints
Step 1:
(As you move through these steps, you can check the “Results” Sheet to see what is being
discussed.)
Let’s first count how many data points we have. In Cell C3, type “Data Points” and use the COUNT
command in Cell D3. (You should get 500.)
Label Cell C4 as “Min” and use the MIN command in Cell D4 to find the minimum stock price.
(You should get 0.15)
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Label Cell C5 as “Max” and use the MAX command in Cell D5 to find the maximum stock price.
(You should get 64.13)
Label Cell C6 as “Raw Range” and compute the Range of data in Cell D6. (You should get 63.98)
Label Cell C7 as “Subintervals.” We need to determine how many bins (i.e. subintervals) to use. If
we use too few or too many, we get very inaccurate and useless histograms. Therefore, the number
of bins, and hence the bin width, is important to pay attention to. (See this link for an interactive
demonstration on how bin width can affect the look of the histogram.) In this course we will use
the following formula to estimate the number of bins to use. We let N be the number of bins and n
be the number of data points in the set:
N = 1 + 3.3 log(n)
In this file, we have n = 500 so the formula give us:
N = 1 + 3.3 log(500) ≈ 9.9
In general, let’s agree to Round Up to the next integer to get the number of bins. (We can’t have 9.9
bins, right?) Hence, we have 10 bins. See the formula in cell
When we graphed functions we determined our interval, [a,b]. We’ll do the same here. We could
take the min and max to be the endpoints of the interval, but if they are not nice numbers, it’s
sometimes better to round them a bit. In general, round down to the nearest integer for the left
endpoint and round up to the nearest integer for the right endpoint to make sure all your data points
are in your final interval.
Label Cell C8 as “a” and Cell C9 as “b.” Use the ROUNDUP and ROUNDDOWN commands to
compute these. (You should get a = 0 and b = 65. )
Label Cell C10 as “Bin Range” and compute the range for the interval [a,b]. (You should get 65.)
Label Cell C11 as “Delta X” and compute this value by dividing the range by the number of bins.
(You should get 6.5)
At this point, the spreadsheet should look something like this:
Now you can create a list of bin limits, starting with a = 0 and ending with b = 65 by adding Delta x
to the previous bin limit. See the list starting in Cell D15 of the sheet “Results” if you are not sure
what is meant. This is very similar to what we did when we generated the list of x values when we
were graphing functions. Before you go on, makes sure you create your own bin limit list on the
Data sheet. It should be created in Cells D14 to D25, as shown in the “Results” sheet.
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The bin limits you just created are the upper limit of the bin. That is, when Excel goes to assign a
value to a bin, it checks to see if it is less or equal to that bin limit value (but larger than the next
lowest bin limit). If so, it assigns that data point into that bin. Hence, if the bin limit is 13, then a
stock price of $13 will be assigned to that bin, not the one above it.
The last step is to find the midpoint of each bin. This is not hard. The midpoint of each bin is simply
the computed bin limit minus one half of Delta x.
Bin Midpoint
∆x
Half of ∆x
Bin Limit
Label Cell E14 as Midpoints and then compute the midpoints of each bin. For example, the first
midpoint in Cell E15 would be computed with =D15−0.5*$D$11. Note the $ sign is needed for an
absolute reference so we always subtract the value of Delta x. We can copy this down to get the rest
of the midpoints. Note that the first midpoint will be −3.5 which makes no sense in this context.
Hence, we will simply replace it with a dash (“−”) instead.
Here is what our sheet looks like up to now:
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Histogram Wizard
Step 2:
Once all of Step 1 is done, we are done with the hard part. Now we can use the histogram tool.
From the menu, choose Tools→Data Analysis… to get the following box where you can choose
“Histogram” in the scroll box:
Click OK to bring up the following:
Check this box and
enter the cell into
the white space
next to the “Output
Range” where you
want the
Histogram data to
be placed.
This is the list of all
of your data. In this
example, it’s the
stock prices.
This is the Bin range you
just created. (The list of 10
bin limits you calculated)
In this example, the Input Range is the cell range A4:A503. Either type this in by hand or use your
mouse to select that range of cells. The Bin Range is the Bin limits in Column D. Select all of them
from 0 to 65 (Cells D15:D25). Make sure you click the “Output Range” button and then enter Cell
C28 in the space. Also check the “Chart output” button to have it graph the histogram. This is how
your screen should look:
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Check this
box to
generate the
histogram.
When you click OK, the histogram data will appear starting in Cell C28, and a rough histogram will
appear as shown below:
The “Frequency” column gives us the height of the vertical bars in our graph.
Formatting the Histogram
Step 3:
In this last step, we will clean up the histogram.
First, let’s give it a title. Edit the title (see graphing section) to read “Stock Histogram”.
Now let’s get the x−axis labels to read horizontal. You can either make the graph larger or decrease
the font size. To decrease the font size, DOUBLE CLICK on one of the x−axis labels and in the
Font Tab, change the font size to 9 point or smaller. You may get something like this:
Excel Tutorial - Page 88
120
100
80
60
40
20
0
0
6.5
13
19.5
26
32.5
39
45.5
52
58.5
65
The next thing to do is to omit the spaces between the bars, which is standard for a histogram. To do
this, DOUBLE CLICK on one of the vertical bars and select the Options Tab. In that tab, set the
“Gap Width” to 0. See below:
When you click OK, you will get the following graph:
Excel Tutorial - Page 89
120
100
80
60
40
20
0
0
6.5
13
19.5
26
32.5
39
45.5
52
58.5
65
At this point, you can change colors, add more labels, etc to make it match the format of your
reports or papers.
Finally, we want to change the horizontal axis labels to be the midpoints rather than the bin limits.
To do this, right click on the grey part of the graph and choose "Source Data…" to get this box:
We want to change the "Category (X) axis labels" so that it gets the information about the
midpoints, so we either use the mouse to select Cell Range E15:25 or type it in so that the box looks
like this:
Excel Tutorial - Page 90
When we click OK, the following graph should appear:
120
100
80
60
40
20
0
-
3.25 9.75 16.25 22.75 29.25 35.75 42.25 48.75 55.25 61.75
If we want to change the number of decimal places that are displayed on the horizontal axis, the best
way to do this is to use the decimal place buttons on the toolbar:
Excel Tutorial - Page 91
If we change the decimal places in these cells to only display one decimal place, then the graph will
automatically change to reflect that, as follows:
120
100
80
60
40
20
0
-
Excel Tutorial - Page 92
3.3
9.8
16.3 22.8 29.3 35.8 42.3
48.8 55.3 61.8
Example
The file Disney.xls has a list of volume for Disney stocks on several trading days. In the sheet
called “Data and Student Workspace,” create a histogram with the data that looks very similar
to the following graph: (Your x−axis labels may be slightly different. Check the sheet called
“Completed Histogram” to see how I got the graph.
Disney Stock Volume
20
Days
15
10
5
0
2800
6800
10800
14800
18800
22700
26700
30700
Shares Traded
Example
The file Basketball.xls has a list of heights (in feet) for professional basketball players. Open
the file and create a histogram of this data.
Example
The file GPA.xls has a list of cumulative GPA’s for SCCC students. Open the file and create a
histogram of this data.
Trendlines
Trendlines are basically formulas that have been extracted from a set of data. While the issue is a bit
more complicated than that, we don’t need to get into the details too much in this tutorial. We use
Trendlines when we have a series of data in (x, y ) format and we want to find the equation of a
line, quadratic, or some other function that fits the data relatively well.
The first step to creating a trendline is to graph the points using (XY) scatterplots. After that, we run
the trendline routine.
Excel Tutorial - Page 93
Example
The file Shrinkage.xls has data about the amount of weekly merchandise lost to shoplifting
and damage (called shrinkage) as it relates to the average number of clerks on duty. A sample
of 7 weeks worth of data is shown.
Managers want to see if there is a relationship between these two variables and if so, they
want to predict shrinkage from the number of clerks on duty.
First, let’s graph this data using a simple (XY) scatter plot without any lines connecting the
data points. As a review, you may want to open the file and make sure you can get a graph
like this:
Shrinkage (Hundreds)
Clerks and Shinkage
35
30
25
20
15
10
5
0
0
5
10
15
Clerks
Next, click on one of the blue data points until the dots are highlighted/selected:
Excel Tutorial - Page 94
20
From the Menus, select Charts→Add Trendline… to get this dialogue box:
This is where your intermediate and college algebra background will come in handy. You’ll
see a list of possible functions that could model this data. In this case, our data looks very
linear so we’ll keep the default choice of “Linear.”
Do no click the OK button yet!
Click on the “Options” tab to see the following:
Excel Tutorial - Page 95
Make sure the “Display equation on chart” box is checked and then click OK. When you do
so, the graph will change to this:
Clerks and Shinkage
Shrinkage (Hundreds)
y = -3.0328x + 52.508
35
30
25
20
15
10
5
0
0
5
10
15
20
Clerks
You will notice that a straight line has been drawn on the graph that corresponds to the linear
formula y = −3.0328 x + 52.508 . This equation is called the “line of best fit” because it is the
line that best fits this data. (No other line comes closer to fitting all of these points.)
Practice
Use the file TotalCosts.xls to find the line of best fit trendline for the data given.
Answer:
Excel Tutorial - Page 96
Cost Curve
y = 78.903x - 8774.6
1500000
Cost
1000000
500000
0
0
5000
10000
15000
Units
Practice
Use the file Demand.xls to find the line of best fit trendline for the data given.
Answer:
Demand Line
y = -24.871x + 4003.6
3800
3700
Units Sold
3600
3500
3400
3300
3200
3100
0
5
10
15
20
25
30
35
Price Per Unit
Linear trendlines are not the only kind we can generate. We can also do quadratics (Excel calls
these polynomials of Order 2), log graphs, and exponential graphs. All of these work the same, so
we will end our tutorial with one last example of how to generate a quadratic trendline.
Example
Open the file Shoes.xls to see data about how much it cost to produce shoes in 1937 (actual
data!). While the data looks linear, we may also suspect that it is quadratic. We can produce a
scatter plot, as usual, and then Start our Trendline tool:
Excel Tutorial - Page 97
Note that we have selected “Polynomial” with “Order” 2. This is a quadratic of the
form y = ax 2 + bx + c . The order of a polynomial tells you the highest power you find in the
function. When we select this and use the Options tab to specify the equation, we get the
following graph:
y = 0.0011x 2 + 0.0943x + 2.1498
10
9
8
7
6
5
4
3
2
1
0
0
10
20
30
40
50
60
You can see that this is not a straight line but is actually a small piece of a parabola. The
equation shown is also (obviously) not linear as well.
In this way, you can take data points and fit them with different function models. Some
models are better fits than others, but your coursework will have more to say about that.
Excel Tutorial - Page 98
Well, that’s the end of the tutorial. Please keep a copy of this
around so that you can refer to it during MAT116 and Mat117.
We’ve covered a lot of ground so we’re all bound to forget
some of the details we’ve encountered. Good luck with your
projects.
Excel Tutorial - Page 99
Excel Tutorial - Page 100
MATH298B
Equation
Editor
TUTORIAL
2003 and beyond, Lawrence Morales
Equation Editor Tutorial - Page 1
Intentionally blank for double-sided copies.
Equation Editor Tutorial - Page 2
Table of Contents
INTENTIONALLY BLANK FOR DOUBLE-SIDED COPIES.INSTALLATION CHECK...............................4
INSTALLATION CHECK .........................................................................................................................................5
INSTALLING THE EDITOR ....................................................................................................................................6
TOOLBAR BUTTON INSTALLATION ..................................................................................................................8
USING THE EQUATION EDITOR..........................................................................................................................9
KEYBOARD SHORTCUTS EXAMPLE ..........................................................................................................................10
EXPONENTS .............................................................................................................................................................10
SQUARE ROOTS .......................................................................................................................................................11
FRACTIONS ..............................................................................................................................................................11
COMPLEX PARENTHESES .........................................................................................................................................11
GREEK SYMBOLS .....................................................................................................................................................12
SUMMATION SYMBOLS ............................................................................................................................................13
INTEGRATION ..........................................................................................................................................................13
BASIC ARITHMETIC SYMBOLS .................................................................................................................................14
Equation Editor Tutorial - Page 3
Intentionally blank for double-sided copies.
Equation Editor Tutorial - Page 4
Installation Check
To check to see if it's installed:
1.) Open Word
2.) Go to the Insert menu and select the Object command.
3.)
Scroll down the object list and see if there is an entry for "Microsoft Equation 3.0" listed.
If not, you don't have the editor installed and will have to use the installation CD to do so.
If you do not have the installation CD, then you will need to use the campus computing
labs to do equation formatting.
Equation Editor Tutorial - Page 5
Installing the Editor
The following directions are valid for Office 2000 and may vary slightly in other versions of
Office. To install the equation editor:
Insert the Office CD and wait for the automatic configuration screen to appear. Choose the
Add or Remove Features option.
Find the Office Tools section and expand it by clicking on the plus sign or arrow symbol.
Locate the Equation editor item:
Equation Editor Tutorial - Page 6
Select on the Equation Editor’s drop down menu and choose Run From My Computer to
install.
Click “Update Now” button at the bottom of the window and allow it to finish the
installation.
Restart your machine and the editor should be available the next time you run Word.
Equation Editor Tutorial - Page 7
Toolbar Button Installation
Because you will be using the Equation editor often, it is handy to have the Equation Editor
button available on the Word Toolbar. To do this:
Select the “Customize” command from the “Tools” menu in Word:
Click on the “Insert” item in the left window and the “Equation Editor” in the right
window:
Use the mouse to point at the Equation Editor icon and then DRAG it up to the Toolbar at
the top of the screen. You can put it anywhere in the toolbar:
Now, any time you want to insert an equation, you simply click this button!
Equation Editor Tutorial - Page 8
Using the Equation Editor
Click on the Equation Editor button and the Editor will start. You will see an empty
equation appear along with the Editor Toolbar
From here you can start typing your equation. Try typing in f ( x) = 3x + 2
Hit the Esc button on the keyboard to return to normal Word editing.
You can use the following keyboard shortcuts to build equations:
Esc
Ctrl-F
Ctrl-H
Ctrl-L
Ctrl-R
Ctrl-(
Ctrl-I
Takes you out of the equation editor and back into Word
Inserts a fraction. The Tab key moves you from numerator
to denominator to out of the fraction.
Inserts an exponent. The Tab key moves you off of the
exponent.
Inserts a subscript. The Tab key moves you off the
subscript.
Inserts a square root symbol. The Tab key moves you out
of the radical sign.
Inserts a pair of parentheses that will automatically grow
with its contents. The Tab key takes you out of the
parentheses.
Inserts the integration symbol. The Tab key takes you from
field to field.
To edit an equation you have already entered in the Editor, simply
double–click on it and it will appear in the Editor mode…you can
then change anything you want, just like in normal word processing
situations.
Equation Editor Tutorial - Page 9
Keyboard Shortcuts Example
n
you would use the following sequence of keyboard
k
commands after opening up an equation window (The → symbol means “the next
command is”):
To type the expression P =
P→ = → CtrlF → n → Tab → k → Tab → Esc
To type the expression x 2 + 3x +
1
= 0 you would use the command sequence:
4
x → CtrlH → 2 → Tab → + → 3x → + → CtrlF → 1 →Tab →4 →Tab → = →0
(x + 2)2
= 7 you could use the command sequence:
5
CtrlF →Ctrl( → x+2 →Tab →CtrlH →2 →Tab →Tab →5 →Tab → = →7
To type the expression
You can also use the Toolbar to insert pieces of equations:
Exponents
To insert an Exponent or power, click on the Exponent box and then the
exponent tool:
Try the following:
y2 = 4
x1 / 3 − 3 = 5
Equation Editor Tutorial - Page 10
Square Roots
To insert a Square root symbol, click on the Fraction and Root box and then the
radical tool:
Try the following:
x= 2
y = x2 + 3
Fractions
To insert a Fraction, click on the Fraction and Root box and then the fraction
tool:
Try the following:
2+ x
1
=−
3
7
x
z= 2
y
Complex Parentheses
To include an expression in Parentheses, click on the Parentheses box and then the
parentheses tool:
Equation Editor Tutorial - Page 11
Try the following:
(x + 2)2
1
1
2− y 
3
4
Greek Symbols
To insert a Greek symbol (such as π ), click on the Greek Symbol box and then
select the symbol that you desire:
Try the following:
A = 2π
y =θ +λ − β
Equation Editor Tutorial - Page 12
Summation Symbols
n
To insert the Summation symbol, such as
∑x
i =1
i
, click on the Summation box
and then choose the proper tool shown:
Try the following:
10
E ( x) = ∑ x i
i =1
200
2
j
M = ∑ (x − 2)
j =2 3
Integration
To insert the Integration symbol, click on the Integration box and then choose
the proper tool shown.
Equation Editor Tutorial - Page 13
Try the following:
10
y = ∫ 3xdx
1
∫ (4 x
b
2
)
+ x dx
a
(Note that the a and b are in different positions on this one.)
Basic Arithmetic Symbols
For basic Arithmetic symbols, use the Arithmetic box:
You can enter several lines of mathematical equations and work by simply
hitting the Enter key. For example, may want to show the following steps in a
problem:
3x + 5 = 6
3x + 5 − 5 = 6 − 5
3x = 1
1
x=
3
However, the proper way to present this is to line up the equal sign. To do this,
while the equation is selected, go to the “Format Menu” and select the “Align at
=” command:
Equation Editor Tutorial - Page 14
After doing this, the previous equation will look like the following:
3x + 5 = 6
3x + 5 − 5 = 6 − 5
3x = 1
1
x=
3
Try the following making sure to align the equal signs:
4x + 3 = x
(4 x + 3)2 = x
16 x 2 + 24 x + 9 = x
16 x 2 + 23x + 9 = 0
Then try this:
x=
− 23 ± 23 2 − 4(16)(9)
2(16)
− 23 ± 529 − 576
32
− 23 ± − 47
=
32
=
Equation Editor Tutorial - Page 15
Blank page
Equation Editor Tutorial - Page 16
MATH298B
Power Point
TUTORIAL
M
PowerPoint 2002
PowerPoint 2002
The following features of PowerPoint 2002 help you create unique and dynamic
presentations:
What you will do:
9
9
9
9
9
9
Create a new
presentation by
using a design
template.
Learn about the
Slide Design and
Slide Layout task
panes.
Become familiar
with the Outline
and Slides views.
Insert a picture
from the Clip
Gallery.
Add Custom
Animation to your
presentation.
Import a chart
from Microsoft
Excel.
•
Send for Review. Use the automated Send for Review tool in e-mail to
request a review of your presentation, merge reviewer comments and
changes from several reviewers, and accept or reject changes one at a time
or all at once.
•
Insert clip art. Enhance the look of your presentation by adding clip art
from the Microsoft Clip Gallery.
•
Add animation. Create dynamic presentations by adding animations and
transitions.
•
Import data. Import data from other applications, including charts, tables,
graphs, and more.
PowerPoint Tutorial - Page 2
PowerPoint 2002
New in PowerPoint
PowerPoint 2002 offers several new features that make it easier than ever to create
dynamic presentations.
•
Outline and Slide thumbnail views. New view tabs in the left column of
your screen enable you to view your presentation at a glance. The Slides
view displays your presentation slides in thumbnail format, and the Outline
view provides a hierarchical view of the information on your slides. As you
work on your presentation, you can alternate between the Outline and Slides
views. Although the tabs are part of Normal view, you can close the view tab
pane.
•
Multiple design templates. You can now have more than one design
template in your presentation at a time. Take advantage of existing
PowerPoint templates or use Web templates.
•
Picture compression and rotation. Select the resolution you want for
pictures in a presentation, and set additional options to achieve the best
balance between picture qualities and file size to prevent sending
presentations by e-mail that are too large.
•
Grids and guidelines. Display grids and guidelines to help you align
placeholders, shapes, and pictures.
PowerPoint Tutorial - Page 3
PowerPoint 2002
Exploring PowerPoint
Before you begin developing your presentation, become familiar with the new
features in PowerPoint 2002. The illustration shows a slide with the New
Presentation task pane visible.
Standard
toolbar
View selection
tabs
Slide
thumbnails
New
Presentation
task pane
Status bar
PowerPoint Tutorial - Page 4
PowerPoint 2002
Creating a New Presentation
Whether you are creating a presentation for colleagues or managers or helping other
students understand your work, you can take advantage of PowerPoint tools, such as
templates and the AutoContent Wizard, to develop a creative and professional
presentation in less time. You can choose from a variety of templates, both in
PowerPoint and on the Web, to create the look you want, and even customize the
slide master for a unique look. Templates help you get the basic presentation
formatting in place so that you can focus your efforts on developing the content of
the presentation.
Using design templates
The design templates of PowerPoint 2002 offer an array of design options and
other features for formatting your presentation. You can change the background
design and color, alter font size and type, and even modify the slide master. In
addition, the design template determines other aspects of the presentation, such
as the location of text and object placeholders and the style and size of bullet
points.
After you decide which design template to use, you can begin to create your
presentation about Edmund Fitzgerald. You will create the presentation by using
the design template, and then modify the slide layout if you want.
To create a new presentation using a design template
1. On the File menu, click New.
2. In the New Presentation task pane, under New, click From Design
Template.
3. In the Slide Design task pane, under Available For Use, click to select
the Globe design template.
Note: If you place your pointer over the template, the name appears. The
Slide Design task pane places the templates in alphabetical order.
4. In the Globe design template drop-down menu, click Apply to All Slides.
You can change the template later if you want.
5. You can keep the default title layout for the first slide, or you can change
it. To change the layout, on the Format menu, click Slide Layout to open
the Slide Layout task pane, and then click to select the text or content
layout you want. If you do not want to modify the slide layout, you can
skip this step.
6. Click in the upper text box, and type the report title, such as The
Edmund Fitzgerald.
PowerPoint Tutorial - Page 5
PowerPoint 2002
7. Click in the lower text box, and type a subtitle, such as History and
Preservation.
8. On the File menu, click Save As. Browse to the Edmund Fitzgerald folder
that you created earlier, or create a new folder called Edmund
Fitzgerald, type Edmund Fitzgerald Presentation, and then click Save.
9. To insert the next slide, click the New Slide icon
on the
toolbar. Continue these steps to develop your presentation.
You can modify the layout of additional slides by using the design template.
Because Apply to All Slides is selected, the default template is the Globe design
template. If you want to apply another design template to one or more slides, you
can use the slide thumbnails in the Slides view to select the slides that you want,
and then apply the template to the selected slides.
Using task panes
If you for a
presentation, learn
which colors do not
contrast well for
persons with partial
color blindness. The
wrong choice of colors
could make slides
unreadable or
challenging for
some people.
By using the Slide Layout and Slide Design task panes, you can organize slide
layouts, design templates, and color schemes in a gallery that displays all of your
slides. Selecting an item from these panes updates any selected slides
immediately with the design that you want.
The Slide Layout task pane provides a variety of text and content layouts for your
slides. For example, you can add a title above several supporting bullet points, or
add a title, bullet points, and a picture on the slide. The Slide Layout task pane
makes it easy to select the layout you want. The default setting enables this task
pane to appear each time you insert a new slide. Similar to the design templates,
the slide design can be changed for one or more slides at any time.
You can modify the color scheme of the presentation to make it more effective
and unique. To alter the color scheme, use the Slide Design task pane. By using
this task pane, you can also modify design templates and animation schemes.
PowerPoint Tutorial - Page 6
PowerPoint 2002
To use the Slide Design task pane
1. Open Edmund Fitzgerald Presentation.ppt.
2. On the Format toolbar, click Slide Design to open the Slide Design task
pane.
In the Slide Design task pane, you can select Design Templates, Color
Schemes, or Animation Schemes. The default view is Design Templates.
3. In the Slide Design task pane, click Color Schemes.
4. Click to select the color scheme of your choice. In the color scheme slide
drop-down menu, click Apply to All Slides. As with the design template,
you can modify the color scheme for some slides or for all slides later
on.
PowerPoint Tutorial - Page 7
PowerPoint 2002
Using Web templates
Web templates provide additional template selections for you to choose from. By
simply using the New File task pane, you can select templates from
Microsoft.com. The Microsoft Template Gallery includes templates from a variety
of categories, such as “Publications and Education.” There are also templates
available for board and committee letters, fundraising activities, and some for
personal use, such as building an address book database. You can compile your
own list templates from different Web sites by using the Templates on My Web
Sites menu in the New Presentation task pane. This way you can select
templates that are specific to your needs, such as a student evaluation form, a
syllabus, or an academic calendar.
You may want to explore additional template options for your presentations. To
do so, review the Web templates that are available from the Template Gallery at
Microsoft.com. To download a template, you can simply use the Save As
command on the File menu.
To view Web templates
1. Open PowerPoint.
2. If the New Presentation task pane is not visible, on the View menu, click
Task Pane.
3. In the New Presentation task pane, under New from template, click
Templates on Microsoft.com.
PowerPoint Tutorial - Page 8
PowerPoint 2002
Using the AutoContent Wizard
The AutoContent Wizard helps you develop content and organize your ideas for
your presentation. When you begin a new presentation, you can use the
AutoContent Wizard to guide you step by step. Some categories in the wizard
include “Brainstorming Session” and “Project Overview,” but you may find other
categories helpful, such as “Introducing and Thanking a Speaker.” The
AutoContent Wizard provides the tools you need to get a strong start on your
presentation. You can opt to accept the content that is provided, or you can
modify the text suggestions with your own content. For more information, refer to
PowerPoint Help, or In and Out of the Classroom with Office 2000.
Using content layouts
If you do not see a
layout structure that
you like, you can
select a blank layout
and customize your
own slide format.
PowerPoint 2002 provides new options for working with the layout of your slides.
The layout is the arrangement of the slide, including titles, bulleted lists, and
content such as tables, pictures, or clip art. Each time you add a new slide, you
can select a layout for it from the Slide Layout task pane. If your text does not fit
the layout that you selected, PowerPoint automatically adjusts the layout. You
also have the option of changing the new layout by using the Automatic Layout
Options button, which appears on the bottom right of your screen.
You may want to use the preset content layouts to give the presentation a
consistent style, making it easier to read and understand. With readability and
accessibility in mind, you can experiment with the various options to determine
the most effective layout for the Edmund Fitzgerald presentation.
PowerPoint Tutorial - Page 9
PowerPoint 2002
To apply a slide layout
1. Open Edmund Fitzgerald.ppt.
2. On the Format menu, click Slide Layout. The Slide Layout task pane
appears.
3. Open the Slides tab while in Normal view. Select the slides to which you
want to apply a layout. You can select more than one slide by holding
the CTRL key as you click the slides.
4. In the Slide Layout task pane, point to the layout you want, and then
click to select it. The new layout is applied to your selected slides.
You can modify the slide layout for some or all slides at any time.
PowerPoint Tutorial - Page 10
PowerPoint 2002
Customizing Your Presentation
Customizing a presentation is easy with PowerPoint 2002. Whether you want to
change the basic layout by using the slide master, alter the color scheme, or add
unique transitions, PowerPoint 2002 offers several options for developing a unique
and effective presentation.
Customizing the slide master
The slide master is an element of the design template that stores information for
the template such as font styles, placeholder positions, and background design.
You can make global changes to all of your slides—for example, changing the
font—by simply changing the slide master. Each time you apply a design template
to your presentation, a slide master is applied.
If the presentation
contains multiple
design templates, you
need to update one
slide master for each
template.
In addition to the slide master, the design template includes a title master. The
title master stores information pertaining to only the title slides. Changes made
to the title master affect the slides that use the Title Slide layout. These slides
are the first slides shown in the Slide Layout task pane.
You can use the slide master specifically to insert art to appear on multiple
slides, such as the icon of a ship, or just to alter the overall look of the
presentation.
PowerPoint Tutorial - Page 11
PowerPoint 2002
To customize the slide master
1. Open Edmund Fitzgerald.ppt.
You can use the Slide
Master View toolbar
to insert a new slide
or title master, and to
preserve or rename
your slide master.
2. On the View menu, point to Master, and click Slide Master.
3. Click in the text boxes to edit the appropriate slide master text.
Changing the color scheme
Changing the color scheme of your presentation is a simple yet creative way to
alter the appearance of a presentation. The design template determines the
color scheme for your presentation or provides you with color scheme
alternatives to choose from.
Suppose you have experimented with changing the color scheme of the
presentation by using the Slide Design task pane, but now want to customize
your own color scheme by using different colors. You can do so by using the
Slide Design task pane again to add and display up to eight new colors, and the
colors they select are added to the design template automatically.
PowerPoint Tutorial - Page 12
PowerPoint 2002
To add colors that are not in the color scheme
1. On the Format menu, click Slide Design.
2. In the Slide Design pane, click Color Schemes.
3. Click Edit Color Schemes at the bottom of the Slide Design task pane.
4. In the Edit Color Scheme dialog box, click the Custom tab. If
Background is not selected, click to select it.
5. Click Change Color. In the Background Color dialog box, click the
Custom tab.
6. The Color model should be set on RGB. Adjust the Red, Green, and
Blue menus to the color you want by using the arrows, and then click
OK.
7. Click Apply to apply the new shade and close the Edit Color Scheme
dialog box.
8. On the Slide Master View toolbar, click Close Master View.
Adding transitions
Transitions help you to create a steady flow from one slide to another. You can
add one transition type to your entire presentation, or you can have different
transitions between each slide. Some types of transitions include:
•
Fade Through Black. A gradual, natural-looking transition using black as
the color background.
•
Newsflash. A new and exciting transition that spins the slide from the
background to the foreground.
•
Box Out. This transition brings the slide to the foreground in the shape of a
box, moving small to large.
After experimenting with several different transitions, your may decide to use the
basic Wipe Right transition, which fades black from left to right. Your goal is keep
the presentation professional and to make the slides flow together smoothly.
PowerPoint Tutorial - Page 13
PowerPoint 2002
To add a transition to your presentation
1. On the Slide Show menu, click Slide Transition. The Slide Transition
task pane opens.
2. In the Apply to selected slides menu, scroll down the list, and then click
to select Wipe Right.
3. On the Modify transition menu, set the Speed to medium.
4. Click Apply to All Slides.
PowerPoint Tutorial - Page 14
PowerPoint 2002
Adding Graphics to Your Presentation
Graphics and art can be critical for emphasizing key points in your presentation and
holding the interest of your audience. Pictures help viewers understand the
conceptual information that you are conveying. You can use photos, graphics, or
graphs and charts to illustrate data. For photos, PowerPoint 2002 offers a new
feature for automatic picture compression. With automatic compression, you can
incorporate pictures from any location regardless of size or resolution. You can add
photos from the Web, or even photos taken by students performing a field study. You
can then compress the pictures to make it easier to send the presentation as an email attachment.
Inserting pictures from the Media Gallery
Inserting photographs, drawings, sounds, and video is made simple by the
Microsoft Clip Organizer. You can browse clip collections, add clips, and organize
clips in a way that best meets your needs. Create your own collection of clips that
you use most frequently, or use the Clip Organizer to add and catalog media files
on your computer.
You can use many different types of media clips to enhance your presentation.
For example you can add video from a Web site about the exploration of the site,
drawings of the ship, or a scanned picture of a log entry. Almost any type of
media clip can be used in a PowerPoint presentation.
PowerPoint Tutorial - Page 15
PowerPoint 2002
To insert a clip from the Clip Organizer
1. Open Edmund Fitzgerald Presentation.ppt.
2. On the Insert menu, point to Picture, and then click Clip Art.
If you do not know the
name of the file that
you are searching for,
you can substitute
wildcard characters.
For example, you can
substitute a question
mark for a single
character.
3. The Insert Clip Art task pane opens. In the Search text box, type a word
or phrase that best describes the clip you want, such as Nautical. You
can type the file name of the clip if you know it.
Note: New to PowerPoint 2002 is the Other Search Options feature. You
can use the menu to search your computer or school network. You
can indicate which media file type you are searching for.
4. Click the Search button. To refine your search, you can specify the clip
collections that you want to search. You can also select the types of
media clips you want to find.
5. Click to select the ship’s wheel art, located at the top of the middle
column. In the drop-down menu for the graphic, click Insert. From this
menu, you can also copy the art to your collection. You can also click the
picture to insert it into the slide.
Now that the graphic is inserted into your presentation, you can resize or
move it. To do so, click to select the graphic in your slide, and use your
pointer to drag or resize it. For more information, refer to “Using Guides and
Grids” later in this section.
PowerPoint Tutorial - Page 16
PowerPoint 2002
Compressing pictures
Adding graphics to your presentation can increase the size of your PowerPoint
file. The Compress Pictures feature of PowerPoint 2002 saves room on your
computer and reduces download time when you are working with pictures. By
using the Compress Pictures feature, you can compress the picture size, reduce
resolution to 96 dpi (dots per inch) for Web and 200 dpi for print, and discard
unnecessary information, such as cropped sections of the photo. Note that
compressing pictures can sometimes decrease the quality. If you are simply
using your presentation as a printed document, compressing may not be
necessary.
You can also download and compress the files to add them to your presentation.
To reduce the size of your pictures
1. Select a picture from your folder—for example, a picture of the Edmund
Fitzgerald from a Web site.
2. On the View menu, point to Toolbars, and then click Picture.
3. On the Picture toolbar, click Compress Picture
.
4. Select the options you want.
You can discard the cropped sections of your picture by selecting the Delete
cropped areas of pictures check box.
PowerPoint Tutorial - Page 17
PowerPoint 2002
Rotating pictures
You can rotate your
picture in 15-degree
angles by holding
down the SHIFT key
while you drag the
rotate handle.
With PowerPoint 2002, it is easy to rotate pictures in your presentation. You can
rotate to any angle you want by dragging the rotate handle in the direction you
want, or you can rotate 90 degrees to the left or right.
You can rotate a photo of the ship’s bell to show the detail of the restoration
work clearly.
To rotate a picture
1. If the Drawing toolbar is not visible, on the View menu, point to
Toolbars, and then click Drawing.
2. Click to select a slide that contains the clip art graphic that you inserted
earlier in this chapter.
3. Click to select the graphic. The rotate handle appears as green dot at
the top of the graphic. Use your mouse to drag the graphic to the
rotation degree that you want.
PowerPoint Tutorial - Page 18
PowerPoint 2002
Using guides and grids
Guides and grids provide visual cues to help you align words, graphics, and other
objects in your presentation. Guides are vertical and horizontal lines, and grids
are intersecting lines. Both help you to align objects within a slide on the screen;
they do not show up in a presentation or on print. When you are using guides and
grids, you can:
•
Choose to show, hide, or delete them.
•
Use your pointer to adjust the guides.
•
Set the spacing between grid lines by selecting a preset measurement.
To align a graphic by using a grid
1. Open Edmund Fitzgerald Presentation.ppt.
2. On the View menu, click Grid and Guides.
3. Under Snap to, select the Snap objects to grid check box. This
automatically aligns objects on a grid. Click OK to apply the settings.
4. Under Grid settings, select the Display grid on screen check box.
5. Click OK. The drawing objects and pictures will now be aligned to the
grid, and will move in the increments specified in the Spacing dropdown list.
PowerPoint Tutorial - Page 19
PowerPoint 2002
Adding tables and charts
Whether you need a simple table or a larger table with complex formatting
capabilities, PowerPoint has the tools you need. You can even add a table from
another program as a linked or embedded object. You can embed a Microsoft
Word table, a Microsoft Excel worksheet, or a Microsoft Access table. When you
insert an embedded table, the menus and buttons for the source application
appear and are integrated with the PowerPoint menus. You can edit and alter the
table as you want, all from within PowerPoint.
Working with charts in PowerPoint is similar to working with tables. You can
create your own chart, or you can import a worksheet or chart from Excel. When
you create a chart, the Microsoft Graph program appears so that you can change
the chart type, increase the font size, add new colors, and more.
To understand the impact of adverse weather on a ship’s navigation, you may
have collected and analyzed weather data in the Great Lakes region. Suppose
your stored all your data in an Excel workbook. To illustrate some of your
findings, you import some of the Excel weather charts into your presentation.
To import a chart from Excel
1. Create a new slide in your presentation, and on the Insert menu, click
Chart. A sample chart and datasheet appear.
A datasheet is a table
included with a chart
that provides sample
information showing
where to type your
own row and column
labels and data.
2. If the datasheet is not visible, on the toolbar, click View Datasheet.
Select the cell in which you want the data to begin.
3. On the Edit menu, click Import File.
4. In the Look in box, click the drive, folder, or Internet location that
contains the Excel worksheet that you want to import.
5. Double-click the file that you want to import.
6. In the Import Data Options dialog box, select the worksheet that you
want to import.
PowerPoint Tutorial - Page 20
PowerPoint 2002
7. To import all of the data on the worksheet, in the Import box, click
Entire sheet.
8. To import part of the data, click Range, and then type the range of data
that you want in the Range box. You can enter which cells you want to
import, or you can type the name of the range.
9. If you selected a cell in Step 3, clear the Overwrite existing cells check
box.
10. Click OK. The data from the imported file replaces the sample data, and
the chart changes to reflect the new data table.
To change the chart
type, on the Chart
menu, click Chart
Type and choose a
different chart type.
Note You can also open Excel, copy the chart that you want, and then paste
it into your presentation.
PowerPoint Tutorial - Page 21
PowerPoint 2002
Creating Multimedia Presentations
You can easily insert music selections, audio tracks, or even a movie into
presentations. Tools in PowerPoint 2002 simplify the multimedia options so that you
can choose from a variety of features and incorporate them easily. (The labs here at
SCCC are not equipped with speakers, so be careful with audio!)
Adding animation
PowerPoint 2002 becomes a more powerful learning tool by letting you add
animation to your presentation. Animation is a way to illustrate concepts or ideas
that are difficult to explain verbally. It provides visual cues to clarify information
or acts as a simple pointer for specific areas that you want to emphasize. For
example, you can build custom path animations to guide a user through complex
steps in a process. Or, you can enhance the entrance and exit of your
presentation by animating clip art item or text on specific slides.
An animation can be as simple as a series of text boxes that explain a process
step by step or display a timeline. For example, you can illustrate the chronology
of the Edmund Fitzgerald from first to final sailing and major post-wreckage
recovery efforts. A more complicated animation might be a map that builds with
each step, adding weather data, shipping routes, container contents, and other
information in successive layers.
PowerPoint Tutorial - Page 22
PowerPoint 2002
To apply a preset motion path
1. Select the object you want to animate.
2. On the Slide Show menu, click Animation Schemes.
Note: The animation schemes are arranged into three groups: Subtle,
Moderate, and Exciting.
3. In the Slide Design task pane, on the Apply to selected slides menu,
click the Fade in and dim animation scheme. As you click the selection,
a preview of the animation appears on the enlarged slide.
Note You can also animate certain words, letters, or paragraphs of your
presentation. To do so, you need to have a motion path already
applied to your presentation.
PowerPoint Tutorial - Page 23
PowerPoint 2002
To animate text
You can delay the
actions between your
animations. To do so,
enter the number of
seconds in the Delay
box on the Timing tab.
You can animate text on your slides so that you can focus on important points,
control the flow of information, and add interest to your presentation.
1. Select the text that you want to animate.
2. On the Slide Show menu, click Custom Animation, or open the Custom
Animation task pane from the View menu.
3. Click the Add Effect drop-down list, point to the type of animation you
want to apply (Entrance, Emphasis, Exit, or Motion Paths), and then click
the type of animation you want to apply.
4. A preview of the animation will appear in the main slide window. You can
change the current animation type, add a new animation, or remove the
animation by using the options in the Custom Animation task pane.
PowerPoint Tutorial - Page 24
PowerPoint 2002
Adding sound (No Speakers at SCCC!)
The options for enhancing presentations with music and sound are unlimited.
You can add music and sound from files on your computer, the Internet, or the
Microsoft Clip Organizer. You can even record your own sounds for an audio
track, or add music from a CD.
Perhaps you want to use Gordon Lightfoot’s song, “The Wreck of the Edmund
Fitzgerald,” as a logical conclusion to your presentation.
To insert music into your presentation
1. Click to select the slide in which you want to place the music or video
clip.
2. On the Insert menu, point to Movies and Sounds.
PowerPoint Tutorial - Page 25
PowerPoint 2002
3. Click the type of file you are importing; for example, Sound from File. If
you choose to select a file from the clip organizer, you can scroll down a
list of all the files on your computer that you can import.
4. Browse for the file or click the file in the clip organizer.
5. Click OK. When prompted, choose whether to have the sound play
automatically or when you click it.
Inserting a movie
You can add a “movie,” or desktop video file, to your presentation—like a
documentary piece, a video of a professor discussing a research project, or even
a video made by students who have filmed part or all of a project.
Sound and movie files can be either linked or embedded in a presentation. To
link a movie, follow the steps above for inserting a sound file, but add a movie
file instead. To embed a movie or sound file, insert the file as an object by
clicking Object on the Insert menu. For more information, refer to PowerPoint
Help.
Collaborating on Your Presentation
Collaborating on presentations has never been more convenient. Office XP has
automated its review process for every application, including PowerPoint 2002. You’ll
find all the tools you need for a successful and efficient collaboration process.
Sending your presentation for review (This is probably more
than we want to try to do here at SCCC)
You can also send
your presentation as
an e-mail attachment
without using the
Send for Review
feature.
Office XP offers new tools for sending your documents for review. You can send
your presentation to colleagues by using the new Send for Review feature. By
using this feature with Microsoft Outlook, your presentation is automatically
attached to an e-mail message that includes a review request message. The
message also includes a flag for follow-up so that reviewers will be aware of any
time constraints.
After the reviewers have completed the review process and the presentation is
returned to you, you can combine the reviewed copies with your original
presentation immediately, or you can look at the changes suggested by each
reviewer. You can then use the reviewing tools of PowerPoint 2002 to accept or
reject changes.
PowerPoint Tutorial - Page 26
PowerPoint 2002
To send a presentation for review
1. On the File menu, point to Send to, and click Mail Recipient (for
Review).
2. A new Microsoft Outlook message opens, with the file attached and with
“Please review the attached file” in the body of the message. Enter the
e-mail address of the reviewers, and then click Send. You can also edit
the e-mail message to provide any specific instructions to the reviewers.
The reviewers receive the file as an e-mail attachment. When they open the
attachment to review it, the Track Changes feature is automatically
activated, and they can incorporate changes immediately. When they return
the document, all changes and comments are visible, and you can accept or
reject as needed. You can choose to accept changes one at a time, or all at
once.
Routing your presentation
Another review option involves routing. You can either route the presentation to
an entire group by using a distribution list, or you can send it to one reviewer at a
time, enabling each reviewer to see the previous reviewer’s comments and then
continue the routing process. Much like the Send for Review follow-up flag,
routing lets you set deadlines, schedule deliveries, and complete status checks.
After all the reviewers have completed their edits, the presentation will be
returned to you automatically.
You can now route your presentation to other students in the class for additional
review comments. By routing a presentation, you can effectively collaborate and
come to a consensus on a project.
To route your presentation
1. On the File menu, point to Send To, and then click Routing Recipient.
You can determine
the order of the
routing delivery by
changing the order of
the names in the To
list. You can do this by
clicking the name,
and then clicking the
arrow in either
direction.
2. In the Add Routing Slip dialog box, click Address to select recipients.
3. Select the name of the recipient or recipients that you want to add, and
then click To. You can select multiple recipients by holding the CTRL
button as you click the names.
4. Type your message in the Message box. Notice the default entry for the
Subject box. You can change this as needed.
PowerPoint Tutorial - Page 27
PowerPoint 2002
Sharing Your Presentation
With PowerPoint 2002, you can print your presentation, or just parts of it, for others
to view, and before you print it, you can preview exactly what will be printed. You can
also publish your presentation to the World Wide Web quickly and easily. For
example, you can publish to your school’s server so that your presentation can be
viewed by a group of people by using Web browser. You can also publish your
presentation as a .ppt file, or save it as a Web page.
Printing your presentation
You can print your
presentation to suit
your audience–from
administrators to
parents and students.
With PowerPoint 2002, you can print your complete presentation, including the
slides, outline, notes, and audience handouts, or you can print only certain slides
or notes pages. You can also choose to print in color, black and white, or
grayscale.
During the print preview process, you can:
•
Select which part of your presentation you want to print.
•
Add a frame around each slide, or just certain slides.
•
Change the orientation of a slide temporarily.
•
Change header and footer text.
You can also print slides to use as handouts. You can resize the slides to fit a
variety of paper sizes. Slides can also be sized to fit transparencies for overhead
projectors.
The Print Preview feature is a great way to see what your presentation will look
like before starting the print job. To view your presentation in Print Preview, on
the File menu, click Print Preview. Your presentation appears on-screen exactly
the way it will look in print.
PowerPoint Tutorial - Page 28
PowerPoint 2002
Publishing to the Web
You can make a Web copy of your presentation available for others to review, you
can publish copies of your presentation to different Web locations you can
customize your presentation so that it is optimized for a particular browser, and
much more. If you want others to have access to your Web presentation, you
must specify a Web server or other available computer when you choose a
location for the file.
When you publish it to the Web or save it as Web page, your presentation
automatically includes the following features:
•
A navigation frame, which displays the presentation outline
•
Options to show or hide the outline and the notes pane
•
A full-screen viewing option
Now that you have shared your presentation with the class, you can publish it to
the Web for others to view. You can also post the presentation to a Web site.
To publish a presentation to the Web
1. Open your presentation.
2. On the File menu, click Save as Web Page.
3. In the File name box, type the name for the Web page, such as History
of Shipwrecks.
4. In the Save as type box, click Web page. This creates an associated
folder that contains supporting files such as bullet points, background
colors, and graphics.
OR
In the Save as type box, click Web archive. This saves your presentation
in a format that integrates the supporting information, such as graphics
and other files, into a single file.
5. Click Change Title to set the title bar for your Web page.
PowerPoint Tutorial - Page 29
PowerPoint 2002
6. Click Publish to open the Publish as Web Page dialog box.
7. In the Publish what? text box, select an option. To display speaker
notes, select the Display speaker notes check box.
8. In the Browser support text box, select an option.
9. Click Web Options, set any additional Web page formatting and display
options that you want, and then click OK.
10. In the File name list, select a location and type a name for the Web
page.
11. Click Publish.
To view your published Web presentation immediately, in the Publish as
Web Page dialog box, select the Open published Web page in browser
check box.
PowerPoint Tutorial - Page 30
MATH298B
Word
TUTORIAL
M
Word 2002
Word 2002
What you will do:
9
9
9
9
9
Explore the Word
templates and
templates on the
Web.
Become familiar
with the new task
panes.
Send a document
for review by
using the new
Send for Review
feature.
Compare and
merge
documents.
Publish your
document to
MSN.
Microsoft® Word 2002 provides new and innovative tools to facilitate
communication and increase productivity in the classroom. Whether you are writing
reports or completing evaluations, it is now easier than ever for you to work
collaboratively with others. For example, the new Send for Review tool simplifies
collaborative writing projects, and you can also use the new task panes in Microsoft
Office XP to find frequently used features, such as formatting and style elements or
the items on the Office Clipboard.
Word 2002 is an invaluable learning tool in the classroom. Suppose you are
developing a research paper about the preservation of shipwrecks that occurred in
the Great Lakes region. Your are working in groups to compile research information
by using the Web, books, and information obtained from the Great Lakes Shipwrecks
Museum. You can create a research paper by using a template, send it for peer
review, publish it to the Web for classmates to read, and more.
Here are some additional ways you can use Word 2002 to enhance writing projects:
Incorporate design templates. Create essays, reports, letters, and more by using
templates available from Word and the Web.
Insert clip art. Create unique documentation by inserting art, graphics, and
diagrams.
Send for Review. Simplify the online review process by using the Send for Review
feature and the Compare and Merge tools.
Publish your document. Share work with others by publishing to the Web.
Word Tutorial - Page 2
Word 2002
New for Word 2002
The new features of Word 2002 simplify and enhance the writing process by
providing information and tools that are easy to access. You can use the Smart Tags
in Office XP to reference and incorporate data into your document without having to
open another application, or use the new task panes to view helpful features of your
document at a glance, such as font use and spacing. Some enhancements include
updated reviewing tools and customizable dialog boxes.
Review tools. The new Send for Review feature automates the review process so
that you can share your work quickly and effectively with any number of people by
using e-mail. Reviewing edits electronically enables you to focus on the content of the
document rather than the logistics of manually combining comments from several
printed documents. You can use Send for Review to get feedback from peers on
drafts.
Customizable Open and Save As dialog boxes. You can now customize the Open
and Save As dialog boxes in Word by using the new Tools menu. You can add folders
that you access frequently to My Places, a new folder location in Office XP, so they
are all in one central location. You can also add folders to a common place on the
network or to a Web site. For example, you might put a folder for each class of the
academic quarter in My Places, which contains subfolders for categories like
Assignments, Tests, and Grades.
Reveal Formatting. Using one of many new task panes of Office XP, you can now
see exactly what formatting is applied to a specific block of text. The Reveal
Formatting task pane provides single-click access so that you can view and edit the
formatting features you want without having to search in menu toolbars.
Word Tutorial - Page 3
Word 2002
Exploring Word 2002
The following illustration shows a Word document in Print Layout View with the New
Document task pane open.
Standard toolbar
Formatting toolbar
Reviewing toolbar
Tab stop—A position you
set for placing and
aligning text on a page.
View buttons—Click to
switch between Normal,
Web Layout, Print
Layout, and Outline
views.
New
Document
task pane
Other Task
Panes menu—
Select other
task panes,
including
Reveal
Formatting,
Search, and
more.
Drawing
toolbar
Word Tutorial - Page 4
Word 2002
Creating a Document
Word 2002 makes it easy for you to create professional and dynamic documents.
You can create a document by simply opening a new document in Word, or you can
take advantage of templates. Office XP offers many templates, both in Word and on
the Web, with predefined styles and standardized content to help you create highquality projects in less time. You can use templates to learn effective formats for
communicating ideas and concepts.
During the document creation process, Smart Tags provide useful actions that you
can complete without having to open another application. Smart Tags enable you to
have greater control in the writing process by providing actions that pertain to what
you type. For example, as you type a date, the Smart Tag provides relevant options
such as scheduling a meeting, or showing your Outlook calendar. A Smart Tag is
typically identified in your document by purple dotted lines beneath your text. When
you place your cursor over the text that is underlined by the dotted lines, a Smart Tag
Actions button appears, and you can view the available actions for that Smart Tag.
Using templates
You can collect and
save your own Web
templates in
Templates on My Web
Sites, which is
available from the
New Document task
pane.
Whether you are developing a document for colleagues or working with other
students on a presentation, templates help to save time and establish a uniform
look for your writing projects. A template provides the basic structure of your
document, including the fonts, page layout, and formatting. Templates help you
get the basic document formatting in place so that you can concentrate on
information analysis and critical thinking. With Word 2002, you can use one of
the many templates available in the General Templates, you can download a
template from the Microsoft Office Template Gallery, or you can create your own
template.
The Microsoft Office Template Gallery is a free resource available to all users. It
helps to extend Office beyond the walls of the classroom so that you have easy
access to additional resources. You can access the Template Gallery directly
from the New Document task pane, provided you have an Internet connection.
Some of the categories for the Template Gallery include:
•
Publications and Education. Includes templates for an essay test, term
paper, syllabus, grade books of various styles, and much more.
•
Personal Interests, Community, and Politics. Includes templates for
fundraising and leadership, and some for personal use, such as a family
book or personal address book.
•
Stationery, Labels, and Cards. Includes templates for creating letterhead,
envelopes, business cards, and a “For the holidays” category.
Word Tutorial - Page 5
Word 2002
You can access the Web site directly at
http://officeupdate.microsoft.com/templategallery/. New templates are often
added to the Template Gallery, so it is worthwhile to check the site frequently.
Suppose you spend some time exploring the templates available, and decide to
use the Contemporary Report template for your research paper about
shipwrecks. This template provides tips on how to modify the research paper,
create footnotes, and more.
Word Tutorial - Page 6
Word 2002
To create a research paper by using a Word template
1. Open Word.
2. On the File menu, click New. The New Document task pane appears on
the right side of the screen.
3. If you do not see the New Document task pane, open the View menu,
and then click Task Pane.
4. In the New Document task pane, under New from Template, click
General Templates.
5. Click the Reports tab, and then double-click Contemporary Report to
open the template. Review the template to become familiar with it. You
can modify the report template, delete graphics, and more.
6. Type directly over the boilerplate text in the template to add your
information. For example, highlight Blue Sky Associates and then type
19th Century History over it. Highlight FilmWatch Division Marketing
Plan and then type Great Lakes Shipwrecks over it. Then replace the
italicized text (starting with Trey’s Best Opportunity…) with the following
information about the students participating on the project: A Research
Paper by Linda Mitchell, Suki White, and Joshua Randall.
7. Review the information on page two and page three of the template.
Replace the text on those pages with information you have gathered
about shipwrecks in the Great Lakes. Delete any sections in the
template that you do not need.
8. On the File menu, click Save. Name the research paper Great Lakes
Shipwrecks.
Word Tutorial - Page 7
Word 2002
To download a template from Microsoft.com
1. With Word open, on the File menu, click New.
In the Microsoft Office
Template Gallery, you
can sign up to receive
information about
new templates
automatically by
simply providing your
e-mail address.
2. If a task pane other than the New Document task pane is visible, click
the Other Task Panes drop-down menu located at the top of the task
pane, and click New Document. If you do not see the task pane on the
right side of the screen, on the View menu, click Task Pane.
3. In the New Document task pane, under New from Template, click
Templates on Microsoft.com.
4. In the Office Update Worldwide window, click United States.
5. In the Template Gallery, click the Publications and Education category.
Explore the various templates in the category by clicking the links.
You can save any templates that you want by using the Save As command
on the File menu.
Using task panes
You can also view the
Office Clipboard from
the Clipboard task
pane. The Clipboard
keeps track of text
and graphics that you
are copying from
Word or any other
Office application.
The new task panes in Office XP provide information about important tasks at a
glance and easy access to important features such as templates and formatting.
Features and tools previously hidden in menus and toolbars are now accessible
on-screen with one click. For convenience, the task pane appears automatically
on the right side of your screen, and you can choose to show, hide, or move it
when you are working in Word. You can set the task pane on the right or left side
of your screen, or you can drag it to any location. The following task panes are a
sample of what is available in Word 2002:
New Document. Open a recent document, create a new blank document,
develop a document from a template, and more.
Search. Search your open document or your entire computer, including Outlook,
and view helpful Search Tips.
Styles and Formatting. View, replace, and create styles and formatting in your
document.
Reveal Formatting. View and modify formatting specifics, such as font style
and size, indentation, and spacing.
For more information about these and additional task panes, refer to Word Help.
Word Tutorial - Page 8
Word 2002
Suppose you want to reformat the Great Lakes Shipwrecks research paper that
you created with the Contemporary Report template. You can use the Styles and
Formatting task pane features to make changes to the formatting of the font.
You may also become familiar with the Reveal Formatting task pane, which
shows formatting specifics for text, such as alignment and indentation. Because
the document styles are tracked in the formatting list, keeping the task pane
open enables you to apply consistent formatting changes to the document.
To use the Styles and Formatting task pane
1. If the task pane is not visible, on the View menu, click Task Pane.
You apply formatting
to multiple sections of
text from various
locations by holding
down the CTRL key as
you highlight the text.
2. From the task pane drop-down menu, select the Styles and Formatting
task pane.
-OROn the Formatting toolbar, click the Styles and Formatting button.
Note If the Formatting toolbar is not visible, on the View menu, point to
Toolbars, and then click Formatting.
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Word 2002
3. Place your cursor in the body text of the document. In the Pick
formatting to apply text box, notice that Body Text is now selected
automatically.
4. Click the New Style button to open the New Style dialog box. In the
Name box, type a name for your new style, such as “Font2.” The default
name is Style1.
5. On the Formatting drop-down menu, click to select a new font type and
size that you want to use for your paper. Notice that the default is the
font from the Contemporary Reports template.
6. Select the Add to template and Automatically update check boxes, and
then click OK to close the New Style dialog box. The new style that you
created now appears in the Styles and Formatting task pane.
7. To apply the new style to your text, make sure that Body text is selected.
Click the Select All button to select all the text in your document that is
formatted as Body text.
8. Click to select the new style that you created, such as “Font2,” in the
Pick formatting to apply box. The new style is applied automatically.
By using the Show menu in the lower-right corner of the task pane, you can
view available formatting, formatting in use, available styles, and all styles.
You can also customize your format settings by using the Custom menu.
To reveal formatting information
You can take
advantage of the
Reveal Formatting
task pane for
designing a report,
paper, or proposal.
You can use the new Reveal Formatting task pane to change the formatting
properties for any style in your document, and show all formatting applied to
a section of text.
•
If a task pane is open, click the Other Task Panes drop-down menu, and
then click Reveal Formatting. The Reveal Formatting task pane
appears.
Note If the task pane is not open, on the Format menu, click Reveal
Formatting.
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Word 2002
Inserting Clip Art and Diagrams
Adding art and diagrams is an easy way to provide illustrations that support research
and report concepts. You can insert pictures from files, or create your own drawings
by using a drawing canvas. The drawing canvas provides a frame-like boundary
between drawing objects and your document, enabling you to move and resize
objects within the canvas. You can apply formatting to the drawing canvas, just as
you would to drawing objects. Inserting diagrams and charts is also an effective way
to provide supplemental information or demonstrate complex ideas.
Using the Clip Organizer
Naturally, you may want to learn how to use illustrations effectively to support
text in a research paper. Clip art is one of many options available for inserting
graphics to develop a comprehensive research paper. You can download clip art
easily by using the Microsoft Clip Organizer. The Clip Organizer contains
drawings, photographs, sounds, and other media files.
With Office XP, you can browse, add, and organize clip art from any Office
program and store the art in the Clip Organizer. You can search for media files
based on descriptive keywords, file name and format, and clip collections.
You can also research the Web for art to add to their research paper. You may
find pictures of some ships that sailed the Great Lakes and pictures of the ship’s
captains. Maybe you also find some nautical icons in the clip art collection by
using the Insert Clip Art task pane.
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Word 2002
To insert clip art
You can scroll to view
the graphics, or click
Modify to clear this
search and start a
new one.
1. Open Great Lakes Shipwrecks.doc. If the task pane is open, click the
Other Task Panes drop-down menu, and then click Insert Clip Art.
-ORIf the task pane is not open, on the Insert menu, point to Picture, and
then click Clip Art.
Note You may receive a prompt to catalog your media files. You can click
Now to proceed with this task, or click Later to postpone it.
2. In the Insert Clip Art task pane, in the Search text box, type Nautical,
and then click Search. A series of nautical graphics appears.
3. In your document, position the cursor at the location where you want the
picture to appear.
4. Click to select the graphic of the captain at the ship’s wheel, located in
the first column, second row.
5. Click the drop-down menu for this graphic, and then click Insert.
Note If clip art was not installed with Office XP, you may not find the same
clip art. Select an appropriate clip art graphic from your search
results based on the subject of the project.
Adding diagrams, charts and Excel information
If you decide that a
different diagram
might work better for
your document,
simply use the
Diagram toolbar to
insert a new diagram
to replace your
original without
having to re-type all
the labels for the
parts of your diagram.
You can illustrate conceptual information by adding a variety of basic diagrams
to a document. Some diagram types in Word 2002 include a Cycle diagram,
which shows a cyclical process, or a Target diagram, which shows steps to
reaching a goal. If you are tracking research data, you can use a basic Venn
diagram, which shows the overlap between and among elements, or a Radial
diagram, which shows the relationships of elements to a core element.
Suppose you want to analyze ship type and respective freight tonnage for ships
that sank in Lake Michigan, Lake Superior, and Lake Ontario during the early
19th century. To do so, you decide to use a Venn diagram.
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Word 2002
To insert a diagram
1. On the Insert menu, click Diagram to open the Diagram Gallery. Click
each diagram type to see the name of the diagram.
2. In your document, position the cursor at the location where you want the
diagram to appear.
3. In the Diagram Gallery dialog box, click Venn Diagram, and then click
OK. The Diagram toolbar appears automatically.
4. On the Diagram toolbar, on the Layout menu, click Scale Diagram.
Small white squares appear at the corners and sides of the diagram.
Place your cursor on any of these squares until your cursor changes to
one line with an arrow on each end
Then, drag the square to resize the borders of your diagram.
5. Place your cursor in the text box at the top of the diagram, and then type
Lake Ontario. In the left text box, type Lake Michigan. In the right text
box, type Lake Superior. To adjust the size of a text box, click the text
box, and then click the border of the text box. Small white squares
appear on the borders of the text box. Drag any small white square to
resize the text box as needed.
To import a chart from Excel
1. Create a new slide in your presentation, and on the Insert menu, click
Chart. A sample chart and datasheet appear.
A datasheet is a table
included with a chart
that provides sample
information showing
where to type your
own row and column
labels and data.
2. If the datasheet is not visible, on the toolbar, click View Datasheet.
Select the cell in which you want the data to begin.
3. On the Edit menu, click Import File.
4. In the Look in box, click the drive, folder, or Internet location that
contains the Excel worksheet that you want to import.
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Word 2002
5. Double-click the file that you want to import.
6. In the Import Data Options dialog box, select the worksheet that you
want to import.
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Word 2002
7. To import all of the data on the worksheet, in the Import box, click
Entire sheet.
8. To import part of the data, click Range, and then type the range of data
that you want in the Range box. You can enter which cells you want to
import, or you can type the name of the range.
9. If you selected a cell in Step 3, clear the Overwrite existing cells check
box.
10. Click OK. The data from the imported file replaces the sample data, and
the chart changes to reflect the new data table.
To change the chart
type, on the Chart
menu, click Chart
Type and choose a
different chart type.
Note You can also open Excel, copy the chart that you want, and then paste
it into your presentation.
Wrapping Text Around Art or Other Objects
Sometimes you want to wrap text around an object so that you get a more
proefessional look to your report.
1. Start by inserting the graphic, chart or picture anywhere into your
document..
2. Right click on the object and choose Format Picture… from the
contextual menu that appears.
3. Choose the Layout tab and click once on the square that says “Square.”
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Word 2002
4. Move your picture to any location on the page and the text should
automatically wrap around the object
This feature provides a handy way to make your document more professional
looking. You can wrap text around tables as well.
Editing Your Document
As any writer knows, editing is an important part of the writing process. Word 2002
provides several new editing features to help your create clear, error-free papers. The
AutoCorrect option provides corrections to commonly misspelled words, alternate
spellings, and options to customize your dictionary. The AutoCorrect features can be
modified to meet your needs, such as turning off the automatic spelling correction
feature. Another helpful editing tool is the Clipboard task pane, which keeps track of
up to 24 pieces of text, tables, pictures or other data that you are copying and
pasting. New paste options enable you to keep just the text or match the formatting
for your document.
Using the AutoCorrect feature
You can customize
the AutoCorrect
feature by adding
terms that you use
frequently to the
dictionary. For
example, you can add
“SCCC” to insert
“Seattle Central
Community College”
automatically.
The AutoCorrect feature of Word 2002 simplifies the writing process by enabling
you to access and customize various correction tools. For instance, capitalization
options insert automatic capital letters for certain words, such as days of the
week or proper names. Customization options allow you to add new terms to the
AutoCorrect feature, such as words that you frequently misspell. Office XP offers
improved and updated spelling correction options that are available through the
main spelling dictionary of Word.
The AutoCorrect Options button provides additional correction options, such as a
list of alternate spellings from which you can choose a replacement or the
opportunity to change the spelling for a word in your dictionary. You can also
apply styles and formatting, insert text, or make replacements, such as inserting
straight quotes instead of curly quotes. You can also customize these options
depending on your needs.
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Word 2002
When AutoCorrect is activated, a small, blue rectangle appears near the
corrected text. When you place your cursor near the text that was automatically
corrected, the rectangle changes to the AutoCorrect Options Smart Tag. You can
view your options by simply placing your pointer over the Smart Tag button.
AutoCorrect Smart Tag options include Undo Automatic Capitalization, Stop Autocapitalizing First Letter of Sentences, and more.
You can use the AutoCorrect feature to recognize areas of your spelling and
writing that need improvement. For the Great Lakes Shipwrecks paper, you may
decide to add frequently used terms to AutoCorrect. That way, by typing just a
few letters, Word inserts the word or phrase automatically.
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Word 2002
To add an entry to the AutoCorrect Options
1. On the Tools menu, click AutoCorrect Options. The AutoCorrect dialog
box appears.
2. If it is not already selected, click the AutoCorrect tab.
3. In the Replace box, type GLS.
4. Click the button next to Plain text (to the right of the With box).
5. In the With box, type Great Lakes Shipwrecks.
6. Click Add, and then click OK to close the AutoCorrect dialog box.
Now, when your work on the research paper and type “GLS,” Word automatically
corrects it to spell out “Great Lakes Shipwrecks.”
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Word 2002
Using the Office Clipboard
You can easily hide
the Paste Options
button while you are
working by pressing
the ESC button on
your keyboard.
The writing process frequently involves reworking and rearranging text, pictures
or other information. You can use the copy and paste functions to better organize
you information, for example, to move information from the body of the research
paper into the introduction. The improved Office Clipboard simplifies this process
by enabling you to view and work with up to 24 items that you copy or cut for
pasting into another location. You can open the Office Clipboard by using the
Other Task Panes drop-down menu, and clicking Clipboard. Or, on the Edit menu,
click Office Clipboard. You can also choose to view the Clipboard automatically,
show the Clipboard icon on the taskbar, or collect items without showing the
Clipboard.
As you begin to revise the Great Lakes Shipwrecks research paper, you may
correspond and collaborate by using e-mail. You may also use the Clipboard to
incorporate text from an e-mail that contains research information. You can use
the Paste Options Smart Tag to format the information in their research paper.
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Word 2002
To use the Paste Options Smart Tag
1. Open Great Lakes Shipwrecks.doc and then open Outlook.
2. Open the e-mail message that contains the information you need. Copy
the content that you want to include in your research document.
3. Return to Great Lakes Shipwrecks.doc, and locate the place where you
want to insert the text. On the Edit menu, click Paste. The Paste
Options button appears just beneath the pasted text.
4. Place your cursor over the Paste Options button. It turns into a blue box
with a menu. Click the arrow to view the options for pasting.
5. Click Match Destination Formatting. This ensures that the pasted text
formatting matches the formatting of your paper, rather than that of the
Outlook message from which it originated.
The Paste Options button appears by default, but it is sometimes unnecessary.
Another customization feature of Word 2002 is the ability to hide the Paste
Options button.
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Word 2002
To hide the Paste Options button
1. With Word open, on the Tools menu, click Options, and then click the
Edit tab.
2. Under Cut and paste options, clear the Show Paste Options buttons
check box.
Reviewing Your Document
BE CAREFUL WITH THIS SECTION. ALWAYS HAVE CURRENT BACKUPS ON ZIP DISKS
OR USB DRIVES IN CASE SOMETHING GOES WRONG!!!
You can send
documents for review,
regardless of your
location. For example,
a student diving team
that is conducting
research from a boat
in the Galápagos
Islands could send
their research data to
classroom-based
students to review.
The new reviewing tools in Word 2002 make it easier to share ideas and save time by
automating the review process. You can review, compare, and merge documents,
simply by using e-mail. You can evaluate each other’s work before submitting final
drafts, or work collaboratively on a group project in which all team members write
one section of a paper.
When you send a document for review by using the Send for Review option, the
document is attached automatically to an outgoing e-mail message. Part of Send for
Review is the Review Request Form, which sends your document as an attachment,
and includes a follow-up flag and message text that requests a review of the
attached document. The Track Changes reviewing tool is activated automatically so
that the reviewer can begin the review process with all the necessary tools in place.
This automated online process prevents your reviewers from printing multiple copies
of the documents, writing in the margins, and then returning a pile of papers for you
to sort through.
Now that the research paper is in the final stages of development, you will want to
begin the peer editing process by sending your research papers for review by other
students. You can send the document by using Outlook.
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Word 2002
To send a document for review
1. Open Great Lakes Shipwrecks.doc, if it is not already open.
2. On the File menu, point to Send To, and then click Mail Recipient (for
Review). The Review Request e-mail message appears with the
document attached.
3. In the To field, type the e-mail addresses of two student reviewers.
4. Accept the default text for the Subject line, and place your cursor in the
Message body box, after “Please review the attached document.” Type
any additional text you want in the body of the message, and then click
Send.
Using the Track Changes feature
You can use Track
Changes when
grading essays so that
students can see the
areas of their work
that need
improvement.
Office XP simplifies the review process further with the improved Track Changes
feature. Revisions and comments can be viewed on the right side of your screen
in an easy-to-read format. Because the edits are located only in the right margin,
they do not obscure any document text or affect document layout during the
review process. Word 2002 provides a simple yet comprehensive view of all
changes so that you can review and accept or reject any changes efficiently.
When you receive the Great Lakes Shipwreck research paper in e-mail from a
group member, you can begin the review process immediately upon opening the
attachment. The Track Changes tool is activated, and reviewers can add
comments and edit as they read through the text. After they have finished the
review, the reviewers can return the research paper by clicking the Reply with
Changes button. If your are using Outlook, this action automatically attaches and
returns the document to the student who sent it.
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Word 2002
Viewing changes
As you are reviewing
your document, you
can switch from
Normal View to Print
Layout View to see
the changes from
another perspective.
When the document is returned after review, Office XP automatically prompts
you to merge all the changes back into a master document. You can then choose
to view changes only by certain reviewers or view changes by all reviewers at
once. For example, if you are evaluating a student research project that is in
progress, you may want to view changes made by the student research team
before you view changes made by other students working on the project. Viewing
changes selectively is an effective way to organize and prioritize information. In
addition, as you accept or reject changes, you can do so one at a time or you can
accept or reject all the changes at once.
When you are ready to evaluate their peer reviews, make sure you understand
the different options for reviewing the document. For example, you can view the
original document that was sent for review, or just review what the final
document might look like if they chose to accept all the current revisions.
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Word 2002
To view changes and comments
1. Open the reviewed document in Outlook.
2. You are prompted to compare and merge with the original document.
Click Yes.
3. Review the changes and comments. You can accept and reject changes,
and delete comments as needed. To do so, use the Reviewing toolbar
buttons, such as Accept Change and Reject Change/Delete Comment.
4. To identify this version of your research paper, save it with a new name,
such as Great Lakes Shipwrecks_Review1.
Comparing and merging documents
You can access the
Compare and Merge
tool by selecting
Compare and Merge
documents from the
Tools menu.
With Word 2002, you can customize the review process in the way that works
best for you and your group. By using the Compare and Merge tool, you can
choose to merge changes into the original document, merge changes into your
current open document, or merge changes into a new document.
There are additional customization options for the Compare and Merge tool, such
as the legal blackline option. Legal blackline is a compare-only option which
shows only the areas of the document that have changed. This option always
produces a new, third document. You can also use the Show option to further
customize the review process. This enables you to select whose changes you
want to view, or choose to layer all reviewers’ changes on top of one another,
much like laying transparencies over one another to see a combined image. For
more information, refer to Word Help.
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Word 2002
Sharing Your Work
Office XP provides new options for sharing your work on the Web. Regardless of the
Office XP application that you are working in, you can share your work quickly and
efficiently by publishing it to the Web. You can publish administrative documents for
colleagues to view, publish student research papers to the school’s Web site for
parents, and more.
With Office XP, you
can save to the Web
from any application.
If your school has a
Web site, you can
easily post Microsoft
PowerPoint®
presentations or
Microsoft Excel
charts.
Saving to MSN Communities
Publishing your document to a Microsoft MSN® Community Web site for your
school is another option for Web publishing. You can create your own MSN
Community, join other Communities, and even create a list of your favorite
Communities. With MSN Communities, documents are saved directly to a file on
the Internet—called a file cabinet—which can be made private or public,
depending on the security levels that you need. When you save your document to
a file cabinet, you can save it as a standard Word document, or save it as a Web
page so that it is converted to HTML.
Because MSN Communities uses Microsoft Passport as the authentication
mechanism, you can log on to a Passport account and publish your document
immediately. Passport is a service that provides security and convenience when
using online services by enabling a single user name and password for many
Web sites. You can set up a Passport account directly from Word Help or the
MSN Web site. Or, you can visit the Passport Web site at
http://www.passport.com/.
After you have finalized the Great Lakes Shipwrecks research paper, your are
ready to share it with other students. You can present the paper and also publish
it to a Web site to share with other students and parents. Suppose you have set
up an MSN Community for your team or class, and are now ready to publish the
research paper.
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Word 2002
To save your document to MSN
1. With Great Lakes Shipwrecks.doc open, on the File menu, click Save as
Web Page. The Save As dialog box appears.
2. In the Save in text box, click to select My Network Places from the dropdown list.
3. Double-click My Web Sites on MSN.
4. In the Sign In with Microsoft Passport dialog box, type your user name
and password for your Passport account, and then click OK.
5. Select MSN Communities.
6. Double-click the Community to which you want to save your document.
7. Click to select the folder that you want, and then click Save.
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