CE1556 Microsoft Office
Microsoft Excel
Part A
Objectives
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Define worksheets and workbooks
Use spreadsheets across disciplines
Plan for good workbook and worksheet design
Identify Excel window components
Enter and edit data in cells
Objectives (continued)
 Describe and use symbols and the order of
precedence
 Display cell formulas
 Insert and delete rows and columns
 Use cell ranges, move, copy, paste, paste
special, and AutoFill
 Manage worksheets
Objectives (continued)
 Format worksheets
 Select page setup options for printing
 Manage cell comments
Define Worksheets and
Workbooks
 Spreadsheet ─ computerized equivalent of a ledger
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Excel ─ a computerized spreadsheet application used
to build and manipulate worksheets and workbooks
 Worksheet ─ a spreadsheet that may contain data,
values, formulas, and/or charts
 Workbook ─ a collection of related worksheets
within one file
Define Worksheets and Workbooks
Excel workbook
This workbook currently
has three worksheets
Using Spreadsheets Across
Disciplines
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Spreadsheets have applications in varied disciplines
Used for business applications, such as accounting
Used for “what-if” analysis in business planning
Can also be used in scientific applications
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Geologists can use to chart data about scientific
phenomena
Social Scientists can use to predict voting results
Planning for Good Workbook
and Worksheet Design
 Plan before you start entering data
 Steps to ensure a good design:
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Decide on the purpose of the spreadsheet and how it will
be constructed
Make it obvious where data is to be entered
Enter data and set up formulas wherever possible
 Allow Excel to do what it was designed for –
automatic calculation
Planning for Good Workbook and
Worksheet Design
 Test multiple times to make sure the results are what
you expect
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Know what your results should be, so that you know
your result is correct
 Format the worksheet so it looks appealing
 Document the worksheet as thoroughly as possible
 Save and print the results
Identifying Excel Window
Components
 Worksheet is divided into a grid of rows and columns
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Rows are numbered; columns are lettered
 Cell ─ an intersection of a column and a row
 Cell reference ─ the address of that intersection
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Designated by column letter, then row number
 Navigate worksheets using either the mouse or
keyboard
Identifying Excel Window
Components
 Active cell
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The cell you are working in; where data will be
input
 Formula bar
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Shows the active cell’s contents
 Name box
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Displays active cell’s address or name it has
been given
 Sheet tabs
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What sheets of workbook are available
Identifying Excel Window
Components
 Status Bar
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Displays information about a selected command or
operation in progress
 Select All button
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used to select all elements of the worksheet
 Ribbon
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Primary replacement for menus and toolbars made up of
tabs, groups, and commands
 Tab
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Designed to be task-oriented
Each one is made up of several groups to facilitate
viewing all of its functions without opening menus
Identifying Excel Window
Components
Formula
Bar
Name
Box
Active
Cell
Select All
button
Sheet
Tabs
Status
Bar
Enter Data in a Cell
 Create a new workbook and enter data
 Three types of data you can enter:
 Text ─ letters, numbers, symbols, and spaces
 Values ─ numbers that represent a quantity, an
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amount, a date or time
Formulas ─ combination of numbers, cell
references, operators, and/or functions
Edit Data in a Cell
 Three most common methods to edit data in a cell:
 Select the cell you want to edit, click in the
Formula Bar, make changes, press Enter
 Double-click in the cell to be edited, make the
changes, press Enter
 Select the cell, press the F2 key, make the
changes, press Enter
 Two options to clear the contents of the cell:
 Click on the cell and delete
 Click on Clear arrow in the Editing group on
the Home tab
Using Save and Save As
 Click the Office button, then select Save or
Save As
 Use the Save As option if you need to assign a
name to the file
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Provides the Save As dialog box
 Once named, use the Save command
Mathematical Operations and
Formulas
 Mathematical operations are the backbone of
Excel
 Formulas are used to perform mathematical
operations and arrive at a calculated result
 Must begin with an equals (=) sign
 Used to automate calculations that were done
manually
Operator Symbols and Order
Precedence
 Operator symbols include:
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Addition (+), Subtraction (-), Multiplication (*),
and Division (/), Exponentiation (^)
 Order of Precedence controls the sequence in
which arithmetic operations are performed:
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Basic rules – anything in parenthesis performed
first; then multiplication and division; then
addition and subtraction
Displaying Cell Formulas
 Press the Ctrl key plus
the tilde (~) key to
display formulas in a
worksheet
Insert/Delete Rows or Columns
 Due to modifications required in a worksheet, rows and
columns may need to be inserted
 To insert a new row
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Click on the row number below where you want the new
row inserted
 To insert a new column
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Click on the column letter to the right of where you want
the new column inserted
 Click the Insert pull-down arrow on the Cells group on
the Home tab
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Select Insert Sheet Rows or Insert Sheet Columns
Insert/Delete Individual Cells
 May need to insert and delete individual cells
instead of entire row or column
 Can “shift cells” to the left, right, up or down to
insert and/or delete individual cells
Insert/Delete Individual Cells
Ranges
 A range is a rectangular group of cells in a
worksheet
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Can be one cell; may be entire worksheet
 Select a range
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Click and hold left mouse button and drag
from beginning of range to end
Select first cell, then hold the Shift key while
clicking the last cell
 Can be contiguous (together) or
noncontiguous (not together)
Auto Fill
 Enables you to copy the content of a cell or a range of
cells
 Drag the fill handle over an adjacent cell or range of
cells
 The fill handle is a small black square appearing in the
bottom-right corner of a cell
 Use to repetitively copy contents of one cell
 Use to complete a sequence like years or months
Formula Basics
 Formulas are used to perform mathematical
operations and arrive at a calculated result
 Must begin with an equals (=) sign
 Contain mathematical operators
 Used to automate calculations that were once
done manually
Creating a Formula
 Rather than typing a cell address, use an
alternative method that involves minimal typing
 Pointing uses the mouse or arrow keys to
select the cell directly when creating a formula
Copy Formulas with Fill Handle
 Use the fill handle, a small black square in the
bottom right corner of a selected cell, to copy
formulas
 Provides a clear-cut alternative method for
copying the contents of a cell
 Can be used to duplicate formulas
Functions
 A predefined formula that can be selected from a
list
 Already has the formula information; just
requires cell references
 Do not replace all formulas
 Take values, perform operations, and return
results
Functions (continued)
 SUM is the most commonly used function
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represented by a sigma ()
Adds values within a specified range
 Syntax refers to the grammatical structure of a formula
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Must adhere to stated structure of formula
 Arguments are values ─ used as input and returned as
output
 Function Wizard automates entering the function
formulas
Charts
 A chart is a graphic or visual representation of data
 Multiple chart types can enhance information, adding
visual appeal and making it easy to analyze data
Choosing a Chart Type
 Graphic representation of data
 Attractive, clear way to convey information
 Select the type of chart that best presents your
message
 Add enhancements to better communicate your
information
Choosing a Chart Type (continued)
 Data point - numeric value that describes a single item
on a chart
 Data series - group of related data points
 Category label - describes a group of data points in a
chart
Choosing a Chart Type
 Which chart would best suit the data shown in the worksheet below?
Questions to Ask
 Percentage of the total revenue by city?
 Percentage of total revenue by product?
 Percentage of total revenue each product produces in
each city?
 Percentage of total revenue each city produces in
each product?
Column Charts
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Used to show actual numbers rather than percentages
Displays data comparisons vertically in columns
The X or horizontal axis depicts categorical labels
The Y or vertical axis depicts numerical values
The plot area contains graphical representation of values in data
series
 The chart area contains entire chart and all of its elements
Column Charts
 Column chart displays the revenue of software sales by city
 The height of the column reflects revenue of each city
 Pittsburgh has the highest revenue and Buffalo has the lowest
revenue
Add a 3-D Effect
3-D can enhance
the display of
one set of data
Bar Charts
 Column charts with a horizontal orientation
 Emphasizes the difference between items
Bar Chart
 Clustered bar chart shows totals for each software category in
a uniquely colored bar
Pie Charts
 Effective way to display proportional relationships
 The pie denotes the total amount
 Each slice corresponds to its respective percentage of
the total
Pie Chart
3-D Pie Chart
 A 3-D pie chart may be
misleading
 One section may “appear”
larger than the others, but
may not really be larger
Creating a Chart
 Six main steps to create a chart
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Specify the data series
Select the range of cells to chart
Select the chart type
Insert the chart and designate the chart location
Choose chart options/add graphics in charts
Change the chart location and size
Six Steps
 Specify the data series
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The rows and/or columns that contain the data you
want to chart
 Select the range to chart
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Can be a single cell, but most often is multiple cells
Cells may be adjacent or non-adjacent
Use Shift key to select adjacent cells; use Ctrl key to
select non-adjacent cells
Six Steps (continued)
 Select the chart type
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Each type presents data in a different way
Pick the type that will best visually illustrate the
information you want to convey
Select a Chart Type
Chart Type
Purpose
Column
Compares categories, shows changes over time
Bar
Shows comparison between independent variables. Not used for time or dates
Pie
Shows percentages of a whole. Exploded pie emphasizes a popular category
Line
Shows change in a series over categories or time
Doughnut
Compares how two or more series contribute to the whole
Scatter
Shows correlation between two sets of values
Stock
Shows high low stock prices
Six Steps (continued)
 Insert chart and designate location
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Insert as an embedded object in the worksheet
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Insert the chart as a New Sheet
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Can print worksheet and chart on one page
Will require you to print the worksheet and chart on
separate pages
You can choose the location to display the chart
Six Steps (continued)
 Choose chart options using the Design, Layout and
Format tabs
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The Design tab can be used to display data in rows or
columns
The Layout tab can be used to change the display of
chart elements
The Format tab can be used to apply special effects
Six Steps (continued)
 To change the chart location and size
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Select the chart to reveal sizing handles
Drag the sizing handles to achieve desired location
and size
Questions?