OFF105: MS Excel (Beginning and
Intermediate) for Advocates
Jeff Narabrook
www.lsntap.org
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Lists of data
◦ Contacts, dates, etc.
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Financial tracking
◦ Budgets
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Charts and graphs
Grant Reporting
Customized calcuation sheets
Import and export data
Today’s Agenda
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Function
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Spreadsheet program allowing data entry into
rows and columns
Very useful for managing certain types of
data
Your funders and partners expect you to be
able to use it!
Today’s Agenda
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Functions
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Name Box
Formula Bar
Cell References
Making Formulas
Workbook and Worksheets
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A colon indicates a range of cells B1:B5 (B1
through B5)
A comma indicates only individually listed
cells B1, B2, B3, B5 (does not include B4)
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Formulas contain
◦ An = sign
◦ Cells or cell references
◦ Calculation symbol
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=(B1+B5)
Addition
=(B1-B5)
Subtraction
=(B1*B5)
Multiplication
=(B1/B5)
Division
=(B1%B5)
Percentage
=(B1^B6)
Exponential Equations
=SUM (B1:B5)
=AVERAGE (B1:B5)
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Excel documents are called ‘workbooks’
which contain ‘worksheets’
Worksheets are meant to contain sets of data
that can be linked to another
Today’s Agenda
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
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Function
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Managing worksheets
◦ Renaming
◦ Moving
◦ Adding/Deleting
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Linking worksheets together
◦ Why?
◦ How?
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Why link worksheets?
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How do you link worksheets?
◦ Move the cursor to the desired cell on the other
sheet, type = and select the cell you want
referenced.
◦ Manual link with Excel code:
 =sheetname!cell reference;
 For example =Budget!B13 will give you the contents of
cell B13 in worksheet named ‘Budget’
 Make sure to use single quotes if the title has a space
 Ex. Worksheet Budget Summary will be linked as
=‘Budget Summary’!A1
 You can also rename cells in the name box for easier
linking codes
 No numbers or spaces
Today’s Agenda
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill and Function
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Formatting Cells
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AutoFit
Number
Merge and Center
Background Fill
Font
Alignment
Sort
Border
Protection
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Freezing a row and/or column can make
spreadsheets much easier to edit, by keeping
your primary headers always in view
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To Freeze a Row:
◦ Put cursor in first cell immediately below the row
you want to freeze.
◦ Go To “Window” on the Menu
◦ Click ‘Freeze Panes’
◦ Notice the Line that demarks it as frozen
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To Unfreeze:
◦ Go to “Window” on the Menu
◦ Click ‘Unfreeze’
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File Menu|Page Setup|Sheet
Repeat Rows/Columns
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Header/Footer
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Creates a header/footer for each page
Add/remove gridlines
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Prints your primary headings on every page
Add or removes cell grid lines
Adjust margins
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Adjusts page margins
Today’s Agenda
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Function
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Allows you to conveniently replicate content
and formulas across columns or rows
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Click on lower right-hand corner until a +
shape appears. Keeping your mouse button
depressed, drag below to the cells you want
filled.
Today’s Agenda
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Function
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Relative is the default.
Relative:
◦ Copies formulas across a worksheet, but does not
copy a fixed value in a static cell.
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Absolute:
◦ Copies a specific cell reference and its value to
other cells.
Today’s Agenda
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Functions
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Click Insert | Chart
Pick type of Chart or Graph Type
Enter Data Range
Add Legends and other frills
Today’s Agenda
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
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Function
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
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Survey Tool Data
Contact Lists from other Databases
PIKA Reports
Email Contact Lists
Today’s Agenda
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What is Excel and Why Use It?
Excel Fundamentals
Using Worksheets
Formatting Worksheets
Fill Function
Relative versus Absolute References
Charts and Graphs
Importing and Exporting Data
Excel 2003 vs. Excel 2007
www.lsntap.org/techlibrary
Jeff Narabrook
[email protected]