XP
Microsoft Office Excel 2003
Tutorial 1 – Using Excel To Manage Data
Identify major components
of the Excel window
XP
• Excel is a computerized spreadsheet
– an important business tool that helps you calculate, analyze and report
information.
– 4 major parts
•
•
•
•
Worksheets: allow users to enter, calculate, manipulate, analyze data
Charts
Lists: lists organize, sort, search data
Web support: save excel into HTML format ; support access to real-time data (stock
quotes) using Web queries
• stores spreadsheets in documents called workbooks.
– Each workbook is made up of individual worksheets, or sheets.
• Worksheet window components
– Title bar, menu bar, standard toolbar, formatting toolbar, formula bar, name box,,
scroll bar (scroll boxes, scroll arrows, tab split box)
– status bar (mode indicator, autocalculate area, keyboard indicator (CAPS, NUM,
SCRL)
Worksheet
–
–
–
–
XP
Sheet tab (sheet name appears) – 255 sheets in a workbook
Column heading (A, B… AA, AB,..BA,.. 256 columns)
Row heading (1..65,536)
Cell:
• a basic unit of a worksheet into which you enter data (16M cells)
– Cell reference:
• a unique address (coordinate of intersection of a column and a row) – C5,
A12
– an Active cell
• one cell that you can enter data into (heavy board)
• Name box shows the active cell reference
– Gridlines
– the mouse pointer
– Select All button
A sample Excel worksheet
XP
Excel worksheets and workbooks
XP
• calculations in a worksheet,
– if an entry is changed in a cell, the spreadsheet will automatically
update any calculated values that were based on that entry.
• default -open a blank workbook with three blank worksheets.
• save a workbook in a file
– File extension: <your file name>.xls
– Can save as earlier versions of Excel or to Quattro Pro, Lotus 123
formats, dBase formats, and even to a comma or tab-delimited text
file, Web page.
Identify Excel components
XP
Navigate within worksheets
XP
• use mouse.
• Scroll bars are provided and work as they do in all Windows
applications.
Navigate between worksheets
XP
• To move to other Worksheets, you can:
– Click their tab with the mouse
– Use the Ctrl key with the Page Up and Page Down keys to move
sequentially up or down through the worksheets
Developing a Worksheet
• Determine the worksheet’s purpose.
• Enter the data and formulas.
• Test the worksheet and make any necessary edits /
corrections.
• Document the worksheet and improve appearance.
• Save and print the complete worksheet.
XP
Entering Data into a Worksheet
XP
• first make the cell in which you want to enter the data active
by clicking it.
• Enter the data (text, formulas, dates, etc.) into the active
cell.
– Use the Alt+Enter key combination to enter text on multiple lines
within the same cell.
– Use TAB key, arrow keys, or ENTER key to navigate among the
cells.
Entering Formulas
XP
• A formula is a mathematical expression that calculates a
value.
– Ex: 7 * 8, 7/8, C1 + B12
– formulas always begin with an equal sign (=).
• = 7*8, = c1+b12, =(7*12)/C12
– A formula can consist of one or more arithmetic operators.
– The order of precedence is a set of predefined rules that Excel
follows to calculate a formula.
Arithmetic Operators
XP
Order of Precedence Rules
XP
Resize worksheet rows and columns
XP
– Click the dividing line on the column or row, and drag the dividing
line to change the width of the column or height of the row
– Double-click the border of a column heading, and the column will
increase in width to match the length of the longest entry in the
column
• Widths are expressed either in terms of the number of
characters or the number of screen pixels.
Identify cell ranges
XP
• A group of worksheet cells = a cell range, or range.
• Ranges can be adjacent or nonadjacent.
– An adjacent range is a single, rectangular block of cells
– Select an adjacent range by clicking on a cell and dragging to an opposite corner
of a rectangle of cells
– A nonadjacent range is comprised of two or more adjacent ranges that are not
contiguous to each other
• To select a nonadjacent range, begin by selecting an adjacent range, then press and
hold down the Ctrl key as you select other adjacent ranges
Range selection techniques
XP
Select and move worksheet cells
XP
• To select & move a large area of cells,
– select the first cell in the range, press and hold the Shift key, and
then click the last cell in the range.
– Move: clicking and dragging the selection from its current location
to its new one, when MOVE POINTER (cross hair with white
arrow) appears
– Copy : By pressing and holding the Ctrl key on the selction,
COPY POINTER appears (plus sign with White arrow), then drag
and paste to a new location
– To move between workbooks, use the Alt key while dragging the
selection.
Moving selected cell ranges
XP
Insert worksheet rows and columns
XP
• You can insert individual cells within a row or column and
then choose how to displace the existing cells.
– Insert menu and then select row or column,
– right click on a row or column heading
– a selection of cells and then choose Insert from the shortcut menu.
Delete worksheet rows and columns
XP
• To delete and clear cells, rows, or columns, you can use the
Edit menu, or right click on a heading or a selection of cells
and choose Delete from the shortcut menu.
• Clearing, as opposed to deleting, does not alter the structure
of the worksheet or shift uncleared data cells.
Use the Undo and Redo features
XP
• The Undo feature allows you to sequentially back up to a
certain action, such as a delete, a move, an entry, etc. and
allows you to reverse those actions.
• Redo allows you to reapply actions one step at a time that
you have previously undone.
Insert, move, and rename worksheets XP
• Worksheets are much like pages within a book;
– you peruse through them like you flip the pages of a book.
• Right click on the sheet tab
– Move or Copy. Select a new position in the workbook for the worksheet
or click the Create a copy checkbox and Excel will paste a copy of that
worksheet in the workbook.
– Move also can be done by dragging the tab to a desired position.
– insert, delete or rename a worksheet.
Print a workbook
• To Print a worksheet, you can use:
– A menu
– The Print button on the standard toolbar
– The Ctrl-P keystroke to initiate a printout of the worksheet
• Excel uses the same basic methods for printing as other
Windows and Microsoft Office applications.
XP
The Print dialog box
XP
Quiz?
XP
• A(n)____ is the place where a column and row intersect.
• To make sheet 2 the active worksheet, you _____
• Name the entries as text, a value, a formula
–
–
–
–
11/09/2006
Net Income
=D1-D9
C11*225
• Enter formula to divide the value in cell E5 by the value in cell
E6
• Write the cell reference for a range from A5 to F8.
• How do you change the name of the worksheet?
• How to display the formulas?
Fill Handle to copy a cell to adjacent cells
XP
• Source area/copy area (usually formula or function)
• Destination area/paste area (range of cells that receive the
copy)
– Relative reference
– Absolute reference