Jump Right In!
Essential Computer Skills
Using Microsoft® 2013
By Andrews, Dark, and West
Chapter 10
Managing Numbers and
Text Using Excel
Copyright © 2015 Pearson Education, Inc.
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Objectives
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Examine the Excel window and tools
Enter and format titles and column headings
Enter data in a worksheet
Organize data in a worksheet
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Objectives Cont’d
• Use labels to make information easier to find
• Use formulas and functions
• Copy a formula that uses relative and absolute
references
• Calculate a percentage
• Format a worksheet for printing
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Understanding How to Use Excel
• Microsoft Excel is a spreadsheet program
– Build a worksheet made up of columns and rows
– One or more worksheets is a workbook
• Excel can be used for:
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Tracking numbers and text
Sorting records
Performing calculations
Arranging information in a tabular format*
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Understanding How to Use Excel
Excel opens a blank workbook with one worksheet
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Understanding How to Use Excel
• Open Excel, create a blank workbook, and
maximize the window
• Click each ribbon tab and look at the buttons
• Click on a cell and enter a number
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Understanding How to Use Excel
• Open an existing template
– The Family monthly budget planner template
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Building a Worksheet with Titles,
Headings, and Data
The Excel worksheet is used to
keep a roster for a softball team
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Building a Worksheet with Titles,
Headings, and Data
• Start with a blank workbook
– Defaults with one worksheet
– Enter titles, column headings
– When text is too wide for a cell
• Displays in adjacent cell
• Is truncated, or
• ########
– Cell is not wide enough
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Building a Worksheet with Titles,
Headings, and Data
• A Cell Style
– Predetermined formatting that can be applied to a
cell or group of cells
The softball roster
has titles and column
headings entered
with styles added
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Building a Worksheet with Titles,
Headings, and Data
• Cells can be formatted for data before or after
data is entered
• Formatting depends on the type of data being
entered
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Negative numbers
Currency (dollars and cents)
Date
Percentage
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Building a Worksheet with Titles,
Headings, and Data
You can format cells in the Format
Cells dialog box
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Building a Worksheet with Titles,
Headings, and Data
The column headings in Row 7 have been formatted using the Orientation
button on the Home Ribbon. The dates in Row 8 have been formatted
using the Format Cells dialog box
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Building a Worksheet with Titles,
Headings, and Data
• To increase or decrease the
width of a column
– Press and drag the vertical bar on
the right side of the column letter
• To AutoFit column width, use
the Home ribbon and click
AutoFit Column Width
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Building a Worksheet with Titles,
Headings, and Data
You can use the Auto Fill Options tool to copy data, a series
of data, or formatting to other cells
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Building a Worksheet with Titles,
Headings, and Data
The Roster worksheet has team data added
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Building a Worksheet with Titles,
Headings, and Data
●
We can easily sort rows of data, either ascending or descending, according to
some column’s entries
○ We can even apply a subsort, to sort by more than one criterion
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Adding Calculations to a Worksheet
• Add labels to help identify values and calculations
in nearby cells
– Labels help organize and make sense of data
• Formulas perform calculations
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Formulas always begin with an equal sign
Use numbers or cells that contain numbers in a formula
Can contain +, -, *, and / operators
Can use parentheses
Order of operations is same as in math
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Adding Calculations to a Worksheet
• Three ways to find the sum in a cell:
– Using numbers
• =25+8
– Using cell addresses
• =D21+D22
– Using a function
• =SUM(D21+D22)
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Adding Calculations to a Worksheet
• Excel offers many functions including:
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SUM
AVERAGE
MIN
MAX
TODAY
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Adding Calculations to a Worksheet
• Any formula can easily be edited
• AutoSum
– A command that automatically inserts a function into a cell
to sum the cells
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Adding Calculations to a Worksheet
• Relative reference
– A cell address in a formula that is relative to the
location of the formula
– Example: =A1+A2
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Adding Calculations to a Worksheet
Using a relative reference, Excel changes a cell address in a
formula when the formula is copied to a new location
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Adding Calculations to a Worksheet
• Absolute reference
– A cell address in a formula that does not change
when the formula is copied to a new location
– Example: =$A$1+$A$2
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Adding Calculations to a Worksheet
When you use an absolute reference, Excel doesn’t change a cell
address in a formula when the formula is copied to a new location
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Adding Calculations to a Worksheet
• A percentage is calculated by using a formula
• A percentage is a fraction
• A percentage is calculated by dividing the part by
the whole
• Percentages are formatted using the Percentage
formatting with or without decimals
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Printing a Worksheet
The worksheet prints on a single page
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Summary Thus Far
• Excel is a spreadsheet program used to build
worksheets that hold text, numbers, calculations,
charts, and graphics
• Build a worksheet with titles and headings, add
themes and formatting, widen columns, and format
numbers
• The Auto Fill Options and Format Painter tools
help make formatting easier and more consistent
• A formula is used to make a comparison or contains
an equation used to make a calculation
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Summary
• Use numbers or cell addresses in a formula
• Functions in Excel include SUM, AVERAGE, MIN,
MAX, and TODAY
• Use a relative reference in a formula if you want the cell
address to change when the formula is copied to a new
location
• Use an absolute reference in a formula if you don’t
want the cell address to change when the formulas is
copied to a new location
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Jump Right In!
Essential Computer Skills
Using Microsoft® 2013
By Andrews, Dark, and West
Chapter 11
Organizing Data
Using Excel
Copyright © 2015 Pearson Education, Inc.
30
Objectives
• Use the Merge & Center and Freeze Panes
commands
• Convert a range of data to an Excel table and
add a total row
• Apply cell names and table names in a workbook
• Use the IF function to check a condition
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Objectives Cont’d
• Manage multiple worksheets in a workbook
• Use the CONCATENATE function to manage
text
• Use the SUMIF function to calculate sums
• Insert and format a chart on a worksheet
• Understand how Excel macros can help with
repetitive tasks
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Using a Table to Manage Data
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Using a Table to Manage Data
The Sales worksheet has titles, column headings, and
data added
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Using a Table to Manage Data
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Rows in a table can easily be sorted
Rows can be filtered for different criteria
A total row can be added for summary calculations
Formulas are easily built using column names
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Using a Table to Manage Data
Excel can automatically sort or filter all data in a table
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Using a Table to Manage Data
A filter causes rows in a table to be hidden from view
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Using a Table to Manage Data
• When you add a row, it is automatically part
of the table
• To prevent data entry errors, use the dropdown list to choose an entry
• You can also type the first letters of the data
and let Excel complete the entry
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Using a Table to Manage Data
• Manually assign a name to a cell,
range of cells, or a table
– Easier to use in formulas
– Use in place of the cell address
• Use Table Name box to name a
cell or range
• Tables are automatically named
but can be changed
• Use Name Manager to manage
all cell names
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Using a Table to Manage Data
• The If function checks if a condition is met
– Returns one value if true; another value if false
• Has three parts, or arguments:
– IF(logical_test, value_if_true, value_if_false)
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Using a Table to Manage Data
• An alternate method for entering functions
You can use the Function Arguments
dialog box to build the If function
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Using Multiple Worksheets
The Sellers worksheet is added to the workbook
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Using Multiple Worksheets
• Concatenate function
– A function that joins text together into one cell
– The word “concatenate” means to connect items
together in a chain
– As many arguments as necessary
• =CONCATENATE(cell1,cell2,cell3)
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Using Multiple Worksheets
• Sumif function
– A function that searches a range of cells
– If a cell meets the criteria, a corresponding cell in the
range to sum is added to the sum
– Three arguments: SUMIF(range_to_search, criteria,
range_to_sum)
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Using Multiple Worksheets
• Cells in other worksheets can be referenced via !
– Be careful when naming worksheets, or you may
need to ‘escape’ the label with single-quotes
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Conditional Formatting
• Sometimes you want all cases of a particular
trend to match a specific style
– e.g. if creating a tabulation of grades at the end of
term, you may want those who failed (or who didn’t
score 40% on the midterm) to stand out
• Conditional formatting can apply a style
automatically for you
• At its fanciest, it can get pretty complicated,
involving different formulae and external
references
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Enhancing Worksheets with
Charts and Macros
• Pie chart
– A chart or graph that shows the parts of a whole
• Line chart
– A chart or graph that shows trends over time
• Column chart
– A chart or graph best used to compare values and
can also show trends over time.
– Used to quickly find the largest and smallest values
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Charts — Sparklines
• Sparklines are like mini-charts that fit into a cell
• Use them to show general trends, or
supplemental information
– But avoid them for important information;
particularly when exact quantities matter
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Enhancing Worksheets with
Charts and Macros
Excel offers a variety of chart types. Select the
type that helps you best visualize the data.
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Enhancing Worksheets with
Charts and Macros
• When adding charts, note that (by default) charts
will not include data in hidden cells
– I suppose we should talk about hidden cells then,
right?
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Reusing Sheets
Besides templates, there are other easy ways to
reuse sheets. Typically, you just fill in the parts
you’ll always need, along with formulae and share
the file
• This might be a good time to start protecting a
workbook and locking cells
• If certain cells need to be used in a specific way, this is a
new (and very good) purpose for using comments
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Enhancing Worksheets with
Charts and Macros
• Macro
– A program embedded in a Word document, Excel
workbook, or Access database that can perform
instructions or steps that the programmer has
previously recorded
– Helpful for repetitive tasks
– Written in VBA
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Summary
• A table can be used to manage data
• Subtotal and If functions help enhance a table
and the data it presents
• Use multiple worksheets to organize a large
amount of data
• It is easy to enhance a worksheet with charts and
macros
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What have we learned?
• Do you know how to enter data?
• Do you know how to reference cells? The
difference between absolute and relative?
• Can you use an ‘if’ to calculate a cell’s contents?
• Can you use conditional formatting?
• Can you create a chart? A sparkline?
•
Do you understand how hidden cells work?
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Questions
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Copyright
All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.
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