Intro to Info Tech
EXCEL
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Objectives
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Explain
 Basic
spreadsheet concepts
 Relative/Absolute
addresses
 Charts
 Expressions

Show how to:
 Create,
edit, and save
spreadsheets using Excel
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Concepts

Spreadsheet is made up of rows and
columns (cols), essentially a table
 Excel
calls this a worksheet

Col(s) identified with a letter(s): A
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Row(s) identified with a number(s): 1
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Intersection of row & col is a cell

Cells identified by col letter followed
by the row number: A1
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Concepts
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Cells hold the contents of the
spreadsheet
Use the arrow keys to move
between cells or click on a cell
SS will scroll when you reach the
bottom of the screen
To enter data, move the cursor to
the cell and start typing
Multiple worksheets can be stored
in a single PC file called a workbook4
Like Word, when first started can create from a template
or create blank SpreadSheet (SS)
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Standard tabs and ribbons
Active cell (where cursor is) has border around and
address displayed in Name box
Border shows row numbers,
column letters, and active
row/col is highlighted
SS can have many sheets
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Moving In the Spreadsheet
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Up, down, right, and left arrows
move one cell at a time
Page down and Page up moves
1 screen of rows (default)
When at the edge of the screen,
up, down, right, and left arrows
scroll one row/column at a time
Ctrl+Home moves cell A1 to
upper left of SS
Go to a cell: enter cell address
in Name box and press Enter
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Spreadsheet Data

Two general categories
 Text:
descriptive info
 Values:
can perform logic and
mathematical functions against

Values broken into
 Static
numbers/Fixed Constants
 Formulas
 Functions
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When entering data Excel will
distinguish between text and values.
E.g. text is left justified in the cell
but values are right justified
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SS Data
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Text can consist of numeric
characters
 Phone
numbers
 Social
security numbers
Why are these considered text?
No mathematical functions will
be performed against them!
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SS Data

There are some special values
that SS’s recognize
 Dates
 Times
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SS’s will uniquely format these
values and provide special
functions
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SS Data and Formulas
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Formulas begin with an = and are
composed of standard mathematical
functions:
 Exponents
 Multiplication
& Division
 Addition & Subtraction

^
* /
+ –
This is also the order of precedence
(and within the formula, left to right)
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Can change OOP with ()
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Examples: =1+2 , = 2+4/2 , =(2+4)/212
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SS Data - Formulas

Formulas can also include cell
addresses instead of static numbers
 Example:
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=G6+G7
Formulas with static numbers
(instead of cell addresses) are
considered “hard coded”
Formulas with cell addresses are
considered “soft coded”
Hard coding BAAAADDDD!
Soft coding GOOOODDDD!
Why? Because of recalculation!
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Recalculation
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If the content of a cell is changed,
any dependent cells will
automatically be recalculated
Good? Why?
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Cell
CellG11
G11contains
containsa ahard
hardcoded
codedformula
formula
Change
If weachanged
cell valuethe
byCar
clicking
valueand
in cell
typing
G5
G5 changed
to 1000,
to 1000,
the total
thewould
total isbenow
incorrect
incorrect
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We substituted cell addresses for the static values in the
formula
When the Car value in cell G5 is changed, the total in
G11 is recalculated automatically by Excel
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Formulas
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Lots of different ways to specify
cell address
For instance, as you enter the
formula, click on a cell and it will
be added to the formula
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Copy and Move
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Standard cut, copy, & paste
 Click
on cell to be copied
 Click
cut or copy
 Click
on target cell
 Click
paste
When a cell is copied, its border
changes to a moving dashed line
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G5 has been copied
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Copy and Move
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To get rid of the dashed border
press the Esc key
Keystroke short cuts still work
 Crtrl+C
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or Crtrl+X then Crtrl+V
You can also cut or copy a
RANGE of cells
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Ranges
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A rectangular set(s) of adjacent cells
To identify a range, click on the
upper leftmost cell and drag to the
lower rightmost cell (or visa versa)
The range will be “selected”
 All
selected cell’s (except the current
cell) background color will change
and a border will surround the cells

Range identified by:
 Upper
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left cell address
 A colon
 Lower right address
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Range is I4:I9
Once selected you can cut/copy
and paste just like a single cell
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Ranges

Ranges can be moved by
dragging:
 Select
the range
 Click
and hold on the ranges’
border
 Drag
to the new location
 Release
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Non-adjacent Ranges

You can select and manipulate
multiple non-adjacent ranges
 Select
the first range
 Press
and hold the CTRL key
 Select
a non-adjacent range
 Continue
until all ranges are
selected
 Format,
delete, copy/cut and
paste
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Selected non-adjacent ranges
Result of a copy/paste to K13
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Manipulating the SS

To insert a row or column
 Position
the cursor at the row or
column were you want to insert
before
 Click Home tab
 Display Insert menu
 Select Insert Sheet Rows/Columns

You can also:
 Right
click a cell
 Select Insert
 Click Entire Row or Column
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Manipulating the SS
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To delete a row or column
 Position
the cursor at the row or
column to delete
 Click
Home tab
 Display
 Select

Delete menu
Delete Sheet Rows/Columns
To clear a row or column
 Click
on the row number or column
letter (to select)
 Press
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Delete key
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Manipulating the SS
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Change row height or column width
 Move
cursor over row bottom or
column right border divider
 Changes
 Click

cursor to
and drag
Of course, Undo and Redo still
work
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Before you release will show you the effect
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Manipulating the SS

Can also change the contents of a
cell by
 Double
clicking the cell to edit
 Puts
cursor in the cell in insert
mode
 Click
cell and click formula window
to edit
 Puts
cursor in the formula window
in insert mode
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Delete, Backspace to delete a
character before or after cursor
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Viewing the SS
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Display formulas
 Show
the formula/function instead
of the result of the formula/function
A
lot of formatting not shown
 Click
`

Ctrl + ` (grave accent)
is above the left Tab key
Sort of like reveal codes in Word
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Shows the cell contents rather then the result of a
formula/function
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Manipulating the SS
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Based on the content of the selected
cells, autofill will guess what you
want to input into adjacent cells
Select cells that have series of data
 1,2,3
 1/23/15,
 Mon,
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1/24/15, 1/25/15
Tue, Wed
Click and drag on the fill handle
 Solid
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square in lower right of selected
cells border
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Formatting
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Can use the Home ribbon or
Format box
Format box provides all the
functions of the Home ribbon
plus
 More
numeric formats
 More
alignment options
 Borders
 Patterns
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Can quickly change to $, %, add comma’s, change
number of decimals but Home ribbon options are limited
##### are displayed when a number can’t be displayed
in the cell because cell is too small
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Solution: make font smaller or change col width
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Use Format box for
most options
 Select
range
 Right click range
 Click Format Cells
Notice the variety of
number formats
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All sorts of crazy options
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Font pane shows sample for choices selected
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Need to merge title cells & center the text
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Select the cells, display the Merge & Center menu and
choose Merge & Center
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Headers and footer can be defined
Switch to Page Layout view (not PAGE LAYOUT ribbon)
and click in the header or footer area
Three areas in header/footer and Design ribbon provides
buttons to insert page number, date, time, etc.
Can be formatted just like any other text
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To leave header/footer view, click anywhere outside of
the header or footer then click normal view button
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SS not printing out on one page
Couple solutions
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Change Page Orientation to Landscape
Print options will be different for different printers!
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Change Scale to Fit Sheet on One Page
Makes font smaller – sometime hard to read
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Assignment
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Unit G
 Kite
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Sales Estimates
IC 2
 Sales

Analysis
VW
 Holiday
Sales Summary
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Functions
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Better alternative than formulas
 Can
be performed against ranges
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Function: a predefined calculation
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Ex. =A1+A2+A3 vs. =SUM(A1:A3)
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Syntax:
 Equal
sign
 Function word (e.g. SUM, MAX, MIN)
 Opening parenthesis
 Range
 Closing parenthesis
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Common functions include:
AVERAGE, MIN, MAX, COUNT
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Functions

Lots of ways to enter functions:
 In
a cell type: =, function, (, parameters, )
 Type
=, function, (, select parameters with
mouse cursor, press Enter
 Click
INSERT, select function, fill in
prompt window
 Buttons
on ribbon (e.g. Auto sum)
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Click cell that will hold the function
Display Auto sum menu
Select the function
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Excel will take a guess which cells, press Enter to accept
or...
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Select cells you want to sum or...
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…type in the range
Notice the different type of border when range typed
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If you select the cell to hold the formula first (C24) and
then the range with data (C23:C20) and ALT+=, the
sum function will be inserted into the first cell (C24)
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Go to the Formulas ribbon and either:
display a category menu and select the function or..
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Click either of the Insert Function buttons, select a
function, click OK
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Either way, you get a prompt window where you enter
the parameters and Excel will enter the function
Bolded names
are required
parameters
Notice that there is a short explanation of the function
and the parameter (where the cursor is located)
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More
there is a link to more help
Copyright 2013
by Jansonimportantly,
Industries
This help shows the syntax of the function, explanation
of each parameter, valid values...
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...and examples (which you can even copy into a SS)
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What are valid values for a mortgage rate and nper?
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Date Functions
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Excel stores dates as a number (but
displays them in date format)
So you can perform math on dates
 Find

elapsed number of days
Other functions:
 =TODAY()
returns the current date
 =WEEKDAY(DATE(1988,2,27))
returns a number representing day
of the week
 1=Sunday,
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2 = Monday, etc
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Absolute vs. Relative Addresses
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Absolute Address:
 123

Main St.
Relative Address:
 Next
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door
When you enter cell addresses the
spreadsheet considers them
relative
This is clearly shown when
copying formulas/functions
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Change to formula view to help explain
Absolute vs. Relative Cell addressing
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Copying the formula in C24 to D24:E24 results in:
Excel considers all three formulas the same
Advantage?
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Absolute vs. Relative Addresses
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To specify an absolute address
 Precede
the column letter with a $
 Precede
the row number with a $
Example:
 $A$1
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When use:
 When
you want to reference the
same cell value in many formulas
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Mixed Addresses
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One of the row and col
specifications is relative the other
is absolute
Examples:
 $A1
 A$1
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When use:
 When
you want to reference a
constant value in the same row or
column
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Sorting and Filters
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Must put the data in a table
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Select the Range

Click INSERT Tab then Table
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Select Table
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Each column gets a list arrow
Drop down menu provides sorting and filtering options
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Sorting Largest to Smallest for Column1
results in all the rows being sorted by the value in
Column1
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Filters allow you to restrict which rows are displayed
Click column arrow, Number Filters, then the rule...
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...fill in the value to compare to...
...click OK and …
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...only those rows who's value in the column satisfy the
condition will be shown
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Conditional formatting based on value in the cells
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Select the cells and pick the highlight rule
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Default rule applied
If you don’t like the format options choose Custom
Format…
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… and specify your own
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Common problem
Numbers appear as pound signs (###)
Column isn’t wide enough
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Simply make the column wider
Data will be displayed
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Assignment

Unit H
 Northeast

IC2
 October

Region Sales
Sales Rep Report
Send an email to rjanson@fscj.edu
with all 5 files attached
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