Microsoft Excel
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What is Excel?
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A computerized “spreadsheet”
(worksheets)
Spreadsheets are most often used for
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Cash flow analysis
Budgeting
Decision making (what-if analysis)
Cost estimating
Inventory management (limited)
Financial reporting (limited)
An Excel file is a workbook that contains
multiple worksheets
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Formula
bar
sheet tab
active cell
(C3: column C, row 3)
Worksheet Window
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Headings
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intersection of a row and column
Cell reference
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A, B, C
1, 2, 3
Cell
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Columns (letters at the top)
Rows (numbers along the side)
Example: A1
Active cell
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cell you currently working on
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Range
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cell or rectangular block of cells designated with the colon
 Example: A1:A5
says “cells A1 through A5”
Sheet tabs at the bottom for “sheets” (pages) of workbook
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Cell Contents
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Values
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Numbers, dates, text
Text is left aligned, others are right aligned
Formulas
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math
Begin with =
Examples include
* Multiply
/ divide
^ power
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Contain numbers or cell references
Result shows in cell
Formula bar shows formula
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Example Formulas
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Add cells:
=A1+A2
=B14+F23
=A1+A2+A3+A4+A5
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Multiply cells:
=A1*A2
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Functions
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A special prewritten formula that provides a shortcut for
commonly used calculations
Each function has a syntax
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Syntax specifies order of typing the parts, where to put
commas, punctuation, etc.
Determines order of arguments or values that Excel must
use in the calculation
=A1+A2+A3+A4+A5
=(A1+A2)/2
=MIN(A1:A3)
=MAX(A1:A3)
can be easier written as
can be easier written as
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=SUM(A1:A5)
=AVERAGE(A1:A2)
Mike’s favorite functions
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SUM (sums a range of cells)
AVERAGE (average of a range of cells)
TODAY (shows the date/time as of now)
IF (evaluates a condition and acts accordingly)
MIN (returns the minimum value in a range of cells)
MAX (returns the maximum value in a range of cells)
IRR (financial - internal Rate of Return)
NPV (financial - the Net Present Value of a range of
income)
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IF Function
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Makes a decision
Format:
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=IF(condition, what to do if true, what to do if false)
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Put quotes around text argument
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=IF(A1>=60, “Pass”, “Fail”)
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Today Function
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Shows today’s date
=TODAY()
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No arguments
To format:
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Format menu >>Cells>>Number tab: Category: Date,
mmm-yy==>”Mar-98”
OR right-mouse click, then Format cells
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Relative Reference
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Cell reference is based on its location relative to
the cell containing the formula
Cell references that change when copied are
called relative cell references
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Relative Reference
(Double-click on this table to invoke Excel, then double-click
on the cell that you want to see the formula in)
1
2
3
4
A
B
Q1
C
Q2
40
50
60
60
70
70
Total
100
120
130
Notice “A2+B2” changes to “A3+B3” to “A4+B4”
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Absolute Reference
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Is a cell reference in a formula that does not change
when copied into another cell
Fixed location on spreadsheet
Insert $ before the column and/or row of the cell
reference
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=A1/$A$4
F4 Key for changing the type of cell references
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Absolute Reference
(Double-click on this table to invoke Excel, then double-click
on the cell that you want to see the formula in)
A
B
Q1
Q2
1
40
60
2
3
50
70
4
60
70
5
6 Predicited Q3
C
D
Q3
63
73.5
73.5
Total
100
120
130
5%
Notice “B2*(1+C$6)” changes to “B3*(1+C$6)” to “B4*(1+C$6)”
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Changing Column Width
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Double-click dividing line for autofit to make column
as wide as longest label or number in column
Drag column heading dividing line
Select column heading(s), go to Format menu>>
Column >> Width or Autofit Selection
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Shift-click for adjacent columns
Ctrl-click for non-adjacent columns
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Headers and Footers
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File menu>>Page setup>>Header/Footer
Printed on top margin (header) or bottom margin
(footer) of every page
By default:
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Worksheet name header
Page number footer
Must do for every worksheet
Custom header/footer
Page number, date, time, filename tools
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Display Formulas
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Tools menu>>Options>>View tab>>Formulas
Short-cut key
Ctrl ~ (toggle switch--on/off)
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Comment
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Text attached to a cell
Small red triangle shows in upper right hand corner.
When mouse is moved over the cell, a yellow box
appears with the comment in it.
Advantage: Provides documentation that not every
user needs to see
Insert >>Comment
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OR right-mouse click, Insert Comment
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Center Text Across Columns
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Highlight destination (range of cells)
Format menu>>Cells>>Alignment: Text Alignment:
Horizontal: select Center Across Selection
OR
Click on “Merge and Center” button on the Formatting
toolbar
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Charts
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Types
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2-D or 3D
Area, Bar, Column, Doughnut, Line, Pie, XY (Scatter),
Radar, ...
Chart formats
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Several for each type
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Purpose of Charts
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Pie chart
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Column or bar chart
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Magnitude of change over time
XY
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Trends/changes over time
Area
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Comparisons between the data represented by each
column or bar
Line chart
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Proportion of parts to whole
Relationship between sets of (x,y) data points
Radar
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Changes in data relative to center point
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Chart Wizard
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Click Chart Wizard button on toolbar
Click Chart Type
“Press and hold to view sample” button
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Data labels tab
Show label and percent for pie chart
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Legends tab (show legend or not)
Wizard still works after chart is created: Select chart,
then click on Wizard button to format further
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Selecting Non-adjacent Cells
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Highlight the first cells (or range of cells)
Example: labels for chart
Press CTRL key
Then highlight second range of cells
Example: values in the cells
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Embedded Chart or Object
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Charts placed in the same worksheet as the data
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The other option is to place the chart on a separate
worksheet
Click chart to select
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Selection or sizing handles appear
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Small black squares that appear on the boundaries of the chart
Double-click to activate
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Developing Worksheets
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Plan - generally first
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Determine purpose
Build (enter data and formulas)
Test worksheet
Correct errors
Document worksheet
Improve appearance
Save and print
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