Excel
Microsoft Excel is an electronic
spreadsheet program.
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cel97/excel.html#excel
Microsoft Excel is an electronic
spreadsheet program.
• You may have heard the terms "spreadsheet" and "worksheet".
• People generally use them interchangeably.
• To remain consistent with Microsoft and other publishers the term
worksheet refers to the row-and-column matrix sheet on which you work
upon
• and the term spreadsheet refers to this type of computer application.
• In addition, the term workbook will refer to the book of pages that is the
standard Excel document.
• The workbook can contain worksheets, chart sheets, or macro modules.
Spreadsheet
• A spreadsheet is the computer equivalent of a
paper ledger sheet.
• It consists of a grid made from columns and
rows.
• It is an environment that can make number
manipulation easy and somewhat painless.
Spreadsheets are made up of
• columns
• rows
• and their intersections are called cells
– In each cell there may be the following types of
data text (labels)
• number data (constants)
• formulas (mathematical equations that do all the work)
Columns
• In a spreadsheet the COLUMN is defined as
the vertical space that is going up and down
the window.
• Letters are used to designate each COLUMN'S
location
In the above diagram the COLUMN labeled C is
highlighted.
Rows
• In a spreadsheet the ROW is defined as the
horizontal space that is going across the
window.
• Numbers are used to designate each ROW'S
location.
In the above diagram the ROW labeled 4 is
highlighted.
Cells
• In a spreadsheet the CELL is defined as the space
where a specified row and column intersect.
• Each CELL is assigned a name according to its
COLUMN letter and ROW number (the cell
reference)
• In the above diagram the CELL labeled B6 is
highlighted.
– When referencing a cell, you should put the column
first and the row second.
Types of Data
In a spreadsheet there are three basic types of
data that can be entered:
• labels - (text with no numerical value)
• constants - (just a number -- constant value)
• formulas* - (a mathematical equation used to
calculate)
ALL formulas
Data types
Examples
Descriptions
Label
Name or Wage or
Days
anything that is just
text
Constant
5 or 3.75 or -7.4
any number
Formula
=5+3 or = 8*5+3
math equation
begin with an equal sign (=).
Labels
• Labels are text entries.
• They do not have a value associated with
them.
• We typically use labels to identify what we are
talking about.
– The labels are NOT for the computer but rather for
US so we can clarify what we are doing.
In our first example: the labels were
computer ledger
car loan
interest
# of payments
Constants
• Constants are entries that have a specific fixed
value.
• If someone asks you how old you are, you
would answer with a specific answer.
– Sure, other people will have different answers, but
it is a fixed value for each person.
In our first example: the constants were
$12,000
9.6%
60
• As you can see from these examples there may be different
types of numbers.
• Sometimes constants are referring to dollars, sometimes
referring to percentages, and other times referring to a
number of items (in this case 60 months).
• These are typed into the computer with just the numbers
and are changed to display their type of number by
formatting (we will talk about this later).
• Again, we use constants to enter FIXED number data.
Formulas
• Formulas are entries that have an equation
that calculates the value to display.
• We DO NOT type in the numbers we are
looking for; we type in the equation.
• This equation will be updated upon the
change or entry of any data that is referenced
in the equation.
Parts of the Excel Screen
• The Main Screen Parts
Parts of the Excel Screen
• Active Cell
In a worksheet, the cell with the black outline. Data is always
entered into the active cell.
• Column Letter
Columns run vertically on a worksheet and each one is identified by
a letter in the column header.
• Formula Bar
Located above the worksheet, this area displays the contents of the
active cell. It can also be used for entering or editing data and
formulas.
• Name Box
Located next to the formula bar, the Name Box displays the cell
reference or the name of the active cell.
• Row Number
Rows run horizontally in an Excel worksheet and are identified by a
number in the row header.
• Sheet Tab
Switching between worksheets in a Microsoft Excel file is done by
clicking on the sheet tab at the bottom of the screen..
Entering Data in Excel
• Plan your spreadsheet - Before you start to type.
– Before you begin entering data into a spreadsheet it is a
good idea to do a bit of planning before you begin to type.
Points to consider:
• What is the purpose of the spreadsheet?
• What information needs to be included?
• What headings are needed to explain the information
in the spreadsheet?
• What is the best layout for the information? in rows or
columns?
How to Enter Data into a Spreadsheet
Entering your data into a spreadsheet is always a
three step process.
These steps are:
• Click on the cell where you want the data to
go.
• Type your data into the cell.
• Press the ENTER key on the keyboard or click
on another cell with the mouse.
Speeding up data entry
• Many people use the mouse when moving around their spreadsheet.
– Using the mouse, though, is the slow way of doing anything on a
computer. It's fine if you have only a small amount of data to enter
or if you're not in a hurry.
• To speed up your data entry use the keyboard.
• Below is a list of keys that you can use when you want to quickly enter
your data.
• Enter key: enters the data and moves the active cell highlight down to
the next cell in the current column.
• Tab key: enters the data and moves the active cell highlight to the next
cell in the current row.
• Arrow keys: enters the data and moves the active cell highlight to the
next cell in the direction of the specific arrow key pressed. For example,
if the up arrow is pressed, the active cell highlight moves up to the next
cell in the current column.
• Esc key: cancels the current data entry.
Entering Text and Constants
• Text is displayed in two areas.
• Text is displayed in the active
cell within the workbook and it is also
displayed in the formula bar.
• The formula bar is activated as soon as you
begin typing in a cell.
• At the far left is the reference section, which
will show the reference of the active cell.
• In the example below, the highlighted
numbers 5 and 6 in the formula bar can be
removed by hitting the DELETE key on the
keyboard and replaced with different
numbers.
Editing Cells in Excel
Change Complete Cell Contents
• Click on the cell, type over the existing entry, and press the
ENTER key on the keyboard.
Change Part of the Cell Contents
• Method 1
–
–
–
–
Click on the cell to make it the active cell.
Click on the data in the formula bar.
Delete the part to be changed and type in the new data.
Press the ENTER key.
• Method 2
– Double click on the cell.
– Edit the part of the cell you want to change.
– Press the ENTER key.
Moving around the spreadsheet
•
Home key: moves the active cell highlight to column A without changing rows.
•
Ctrl + Home keys: moves the active cell highlight to cell A1.
•
Ctrl + End keys: moves the active cell highlight to the last cell of the
spreadsheet containing data.
•
Ctrl + Down Arrow keys: moves the active cell highlight to the last row of the
spreadsheet without changing columns.
•
Ctrl + Up Arrow keys: moves the active cell highlight to the first row of the
spreadsheet without changing columns.
•
Ctrl + Page Down keys: moves the active cell highlight to the next sheet of the
spreadsheet.
•
Ctrl + Page Up keys: moves the active cell highlight to the previous sheet of
the spreadsheet.
Formatting
Three areas of formatting are available in
Microsoft Excel:
• number formatting - using percent, comma,
date, and currency formatting
• cell formatting
• text formatting
Excel Math
• Adding Numbers in Excel
• To add two or more numbers in Excel you
need to create a formula. Two important
points to remember about Excel formulas:
• formulas in Excel always begin with the equal
sign ( = )
• the equal sign always goes in the cell where
you want the answer to go
Use Cell References in Formulas
• Even though you can use numbers directly in a
formula, it is much better to use the references or
addresses of the cells containing the numbers you
want to add.
• If you use the cell references rather than the actual
data, later, if you need to change the data in either cell,
the results of the formula will update automatically
without you having to rewrite the formula.
Setting Up the Addition Formula
• As an example, lets create a formula in cell C1 that will add the contents of
cell B1 from cell A1.
Our formula:
=A1 + B1
Our data:
• place the number 20 in cell A1
• place the number 10 in cell B1
Formula Steps
• To add 10 to 20 and have the answer appear in cell C1:
• Type an equal sign in cell C1.
• Click on cell A1 with the mouse pointer.
• Type the plus sign ( ) in cell C1.
• Click on cell B1 with the mouse pointer.
• Press the ENTER key on the keyboard.
• The answer 30 should be present in cell C1.
• Even though you see the answer in cell C1, if you click on that cell you will
see our formula in the formula bar above the work area.
Subtracting Numbers in Excel
• Subtracting Numbers in Excel
• To subtract two or more numbers in Excel you
need to create a formula. Two important
points to remember about Excel formulas:
• formulas in Excel always begin with the equal
sign ( = )
• the equal sign always goes in the cell where
you want the answer to go
Setting Up the Subtraction Formula
As an example, lets create a formula in cell C1 that will subtract the
contents of cell B1 from cell A1.
Our formula:
=A1 - B1
Our data:
add the number 20 in cell A1
add the number 10 in cell B1
Formula Steps
To subtract 10 from 20 and have the answer appear in cell C1:
Type an equal sign in cell C1.
Click on cell A1 with the mouse pointer.
Type a minus sign ( - ) in cell C1.
Click on cell B1 with the mouse pointer.
Press the ENTER key on the keyboard.
The answer 10 should be present in cell C1.
Even though you see the answer in cell C1, if you click on that cell you will
see our formula in the formula bar above the work area.
Multiplying Numbers in Excel
• To multiply two or more numbers in Excel you need to create
a formula. Important points to remember about Excel
formulas:
• formulas in Excel always begin with the equal sign ( = )
• the equal sign always goes in the cell where you want the
answer to go
• the multiplication sign in Excel is the asterisk ( * )
Use Cell References in Formulas
• Even though you can use numbers directly in a formula, it is
much better to use the references or addresses of the cells
containing the numbers you want to add.
• If you use the cell references rather than the actual data, later,
if you need to change the data in either cell, the results of the
formula will update automatically without you having to
rewrite the formula.
Setting Up the Multiplication Formula
As an example, lets create a formula in cell C1 that will multiply the contents of
cell B1 from cell A1.
Our formula:
• =A1 * B1
Our data:
• place the number 20 in cell A1
• place the number 10 in cell B1
Formula Steps
• To multiply 10 to 20 and have the answer appear in cell C1:
• Type an equal sign in cell C1.
• Click on cell A1 with the mouse pointer.
• Type an asterisk sign ( * ) in cell C1.
• Click on cell B1 with the mouse pointer.
• Press the ENTER key on the keyboard.
• The answer 200 should be present in cell C1.
• Even though you see the answer in cell C1, if you click on that cell you will see
our formula in the formula bar above the work area.
Excel Division
• the division symbol is the forward slash ( / )
• As an example, lets create a formula in cell E1
that will divide the contents of cell C1 by cell
D1.
Our formula:
• =C1 / D1
Setting Up the Division Formula
Division Formula Steps
• To divide 20 by 10 and have the answer appear in cell E1:
• Type an equal sign in cell E1.
• Click on cell C1 with the mouse pointer.
• Type the division sign ( / ) in cell E1.
• Click on cell D1 with the mouse pointer.
• Press the ENTER key on the keyboard.
• The answer 2 should be present in cell E1.
• Even though you see the answer in cell E1, if you click on that
cell you will see our formula in the formula bar above the work
area.
To use the AutoSUM button
Click on the cell where you want the answer to appear.
AutoSUM
The AutoSUM button,
located on the Standard
Toolbar in Excel 2003, is a
shortcut provided for
using the SUM function.
When you click on the
AutoSUM button, the
SUM function is entered
into the active cell.
Click on the AutoSUM button.
The function will auto select the closest range of data cells.
The selected cells are surrounded by the marching ants.
Check to make sure that the selected range for the function
is correct.
If it is correct, press Enter on the keyboard.
If it is incorrect, drag select with the mouse the correct
range and then press Enter on the keyboard.
Excel Printing
• Printing in Excel is a bit different than printing in some
other programs, such as a word processor.
– One of the main differences is that Excel has five locations
in the program that contain print-related options.
• The first, the Print button, is located on the standard
toolbar.
• The other four of these are listed under the File menu:
–
–
–
–
Print Preview
Page Setup
Print Area
Print
Excel Printing using
the Print button
• If you want to quickly print out the worksheet
that is open in the Excel screen, you can do so by
using the Print button on the standard toolbar.
• Clicking on this button sends the active
worksheet directly to the printer, using the
current print settings.
• Use this button when you want to print a single
copy of a workbook.
– Just realize that, unless you have previously set a Print
Area, you are going to get all the sheets in the
workbook that contains data, not just the sheet that is
on the screen.
Excel Printing Using Print Preview
Before printing all or part or an Excel
spreadsheet, it might be a good idea to
have a look at what is going to get printed –
just in case it’s not what you expect – or
really want.
Print Preview displays the current
worksheet in the preview window. It shows
you how the worksheet will look when it is
printed.
Print preview toolbar
Some of the more commonly used options
on this toolbar are:
Next and Previous buttons – Show you all
the pages that will be printed.
Zoom – Allows you to zoom in on specific
parts of the worksheet.
Setup – Opens the Page Setup dialog box,
Print – Opens the Print dialog box.
Excel Page
Setup Dialog
Box Page Tab
•
The page tab in the Page Setup Dialog Box has three areas of printing options.
•
Orientation – Allows you to print sheets sideways (Landscape view). Very useful
for spreadsheets that are just a bit too wide to print using the default portrait
view.
•
Scaling – Allows you to adjust the size of the worksheet you are printing. Most
often used for shrinking an Excel worksheet to fit on fewer sheets or magnifying a
small worksheet to make it easier to read.
•
Paper Size and Print Quality
– Paper size – is adjusted most often to accommodate larger worksheets such as changing from
the default letter size (8 ½ X 11 inches) to legal size (8 ½ X 14 inches).
– Print quality – has to do with the number of dots per inch (dpi) of ink that are used in printing
a page. The higher the dpi number, the higher the quality the print job will be.
Excel Printing - Using the Page Setup Dialog Box (con't)
• Print Area – Select a range of
cells on the spreadsheet to
print. Very useful if you are
interested only in printing a
small section of the
worksheet.
• Print Titles – Used for printing
certain rows and columns on
every page - usually headings
or titles.
• Page order – Changes the
order for printing pages on a
multiple page spreadsheet.
Normally Excel prints down
the worksheet. If you change
the option, it will print across.
• Print- The most commonly
used options are – Draft quality – Prints a
quick, low quality draft
copy.
Gridlines – For printing the
worksheet gridlines –
making it easier to read
data on larger worksheets.
Row and column headings
– Prints the row numbers
and the column letters
down the side and across
the top of a each
worksheet.
Setting and Clearing a Print Area
• By default, Excel prints the entire worksheet.
• One way to stop this is to set a print area,
which specifies the exact range of cells to
print.
To set a print area –
• Drag select the group of
cells you want included
in the print range.
• Choose File > Print Area
> Set Print Area from
the menu.
• Choose File > Print
Preview from the menu
to check that the print
area is set correctly.
To remove a print area
• Choose File > Print Area
> Clear Print Area from
the menu.
• Choose File > Print
Preview from the menu
to check that the print
area has been clear
Excel Printing - The Print dialog box
The four main option areas
in the Print dialog box
are:
• Printer – Allows you to choose
which printer to print from. To
change printers, click on the
down arrow at the end of the
Name box and chose from the
printers listed in the drop
down menu.
Print range
– All – The default setting –
refers only to pages in the
workbook containing data.
– Pages – List the start and
end page numbers for
those pages to be printed.
Print what?
– Active Sheet – The default
setting - prints the
worksheet page that was
on screen when the Print
dialog box was opened.
– Selection – Prints a
selected a range on the
active page.
– Workbook – Prints pages in
the workbook containing
data.