Microsoft Excel
Excel
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A spreadsheet program
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organize data
complete calculations
make decisions
graph data
develop reports
Project 1
Creating a Worksheet
and Embedded Chart
What’s New
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Excel Window
Entering Text and Numbers
AutoSum
Fill Handle
Merge & Center Button
AutoFormat
ChartWizard
Excel Window
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Column
Row
Cell
Gridlines
Active Cell
Cell reference
Block Plus Pointer
256 rows by 16,384 cols
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Scroll bars
Menu Bar
Std Toolbar
Formatting Toolbar
Formula Bar
Name Box
Status Bar
Sheet Tabs
Cell & Range
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Cell
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Intersection of a row and a column
Range
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A series of two or more adjacent cells
Rectangular shape
Entering Text and Numbers
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Click (or use arrow keys) to SELECT CELL
TYPE TEXT OR enter numbers (no ,)
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Click green check box in formula bar
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OR
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Press enter
OR
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Press arrow key in direction of next input cell
AutoSum
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 on standard toolbar
Sum numbers above (or left of) current
cell
Click  twice for single cell
Click  once for range
Fill Handle
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Used to copy contents of a cell
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Point to bottom right corner of active cell
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Drag to copy
Merge and Center
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To center a label across multiple columns
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Type label
Select range
Click Merge and Center Button <-a->
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AutoFormat
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Applies font styles to a range
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Font size, type
Borders, cell widths
Select range to format (e.g. all but title)
Format Menu 
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AutoFormat Command
Select Table Format (e.g., Accounting 2)
OK
Chart Wizard
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Graphical representation of data
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Select data to graph (e.g. all but totals & title)
Click Chart Wizard button
Select Chart Type (e.g., 3D bar chart)
Click Finish
Move & Resize as desired
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Project 2
Formulas, Formatting,
And Web Queries
What’s New
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Entering Formulas
=d3*e3
Point Mode
Copying formulas
Functions: Avg, Max, Min
=AVERAGE(D3:D10)
Fx button
Background color button
Text color button
Border button
Currency format button
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Comma format button
Floating $ format
Percent style format
Conditional format
Changing col width /
row height
Print landscape orient.
Print formulas (Ctrl `)
Printing: Fit to 1 page
DataGet External Data
Stock Quote Query
Renaming Sheet Tabs
>1 Lines Per Cell: Alt+Enter
Date
Initial
Acquired Shares Price
Entering Formulas
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Begin with =
Type cell address or constants as operands
Operators are + - * / ^
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Sample formulas in project
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=D3*E3
=H3-F3
=I8/F8
Average Function
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Click on cell to contain the Average. (D9)
Type =Average(
Highlight range of cells to be averaged.
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For example: Click on D3 and drag to highlight through
D7.
Release mouse button
Type )
Press Enter.
Other Functions
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=max(d3:d7)
=min(d3:d7)
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button allows one to select functions
Formatting Worksheet Title
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In title, first letters larger than others
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Select one character at a time
Specify font size (28 pts)
Repeat
Rest of text in label is 20 pts.
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Fill Color /
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Font Color
Select range
Select desired color
Border Button
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Heavy Bottom
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row 3, column 4
How Numbers Display in Cells
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If numbers are too wide for the column
##### will appear in the cell.
This does not mean you have lost the
number or done something wrong.
It merely means the column is not wide
enough.
Using Formatting Toolbar to Format Numbers
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Click the Currency Style ( $ ) button on
the Formatting toolbar.
Click on the Comma Style (
the Formatting toolbar.
, ) button on
Formatting Currency Style w/ Floating $
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Highlight cells to be formatted & Point to the
highlighted area,
Right-click for a Quick menu.
Click Format Cells
Click Number tab
Click Currency in the Category list box.
Click the down arrow under Symbol; Click $.
Click on the Black ($1,234.10) in the Negative
box.
Notes on Formatting Numbers
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FIXED $ -- Click on $ on formatting tool bar.
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FLOATING $ -- Must use dialog box.
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Select Format Cells from Format Menu
choose Currency
use $
and negative numbers in black parentheses.
Notes on Formatting Numbers
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Comma with zero (0) displaying
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Must use dialog box.
Select Format Cells from Format Menu;
then choose Currency;
choose None for for Symbol;
negative numbers in black parentheses.
(This option will align the decimals places also.)
Comma with hyphen (-) displaying for zero
values
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Click on the comma on the formatting tool bar.
Percent Formatting
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Click on the % button on the Formatting tool
bar.
Click on the Increase decimal places
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just to the right of the comma button
two times (for 2 decimal places).
Changing Column Widths & Row
Heights
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Default column width is 8.43 characters
Default row height is 12.75 points.
This is because the default font is Arial 10
point.
Can be manually changed
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by dragging column or row divider lines
Or use Best Fit.
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width will be increased / decreased to fit widest
entry
double click divider line
Rearranging the Order of Sheets
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Double-click on the sheet tab
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Type in Sheet name (Pie Chart)
Click on OK.
Repeat steps for other sheets.
Sheet 1 should be renamed Investment Analysis.
Point to the name of sheet (Investment Analysis) to
be moved
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or right-click on the tab and choose rename
drag it over the other sheet name tab (over Pie Chart).
Release mouse button.
Displaying and Printing Formulas
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Hold down CTRL and press the Left Single
Quotation
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Mark also called the Accent mark (
`)
location to the left of the number 1 and above the tab key
File -> Page Setup; Page tab.
Click Landscape orientation.
Click Fit to so the wide printout fits on one page
Getting External Data from the Web
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Click on the Sheet 2 tab; then click in A1.
Click on the Data menu; Click on Get External Data.
Click on Run Web Query…
On Run Query Dialog Box, click on Multiple Stock Quotes by
PC Quote, Inc.
Click on the Get Data command button.
Click on Existing worksheet option.
On the Enter Parameter values dialog box, click in the Text
Box and key in symbols: cpq dell intc msft nscp
Click in box on use reference for refreshes. Click on OK.
Microsoft Excel - Project 3
What-if Analysis and Working
With Large Worksheets
New Features in Project 3
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Expenses are dependent on
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projected monthly net sales
assumptions
Using the Fill Handle to create a series
Rotating Text
Copying a cell’s format using the Format Painter
Copying cell contents to non-adjacent cells
Adding Drop Shadow to cells
Drawing Toolbar
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A special toolbar that allows
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drawing shapes
drawing arrows
dropping shadows
around cells you want to emphasize.
Select All Button
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Selects all cells
Immediately above the row heading 1
left of column heading A.
Using Fill Handle to Create a Series
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Excel has built-in sequences to fill a range of cells
automatically.
See page E3.10 for examples.
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How to create a series
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Type first element(s) of sequence (For example, January)
Highlight element(s)
Drag to create a series as long as desired
Excel will automatically type the next item in the sequence
until all highlighted cells are filled.
Rotating Text
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Select Range to Rotate
Right click over selected
range
Click “Format Cells” on
context sensitive menu
Click on Alignment tab
Click on 45 degree
marker
(or type 45 in degrees)
Using the Format Painter
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Copies all formatting (font, border, etc.)
in a source cell to a target range
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To use
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Click on source cell (for example, G3)
Click on the Format Painter
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(Mouse pointer changes to a Paint brush)
Click a single target cell (or drag a target range)
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(for example H3, to copy the formats from G3 to H3))
Displaying the System Date
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Select target cell
Click on the Paste
Function Button fx
Click Date and Time in
the Function category
box.
Click NOW in the
Function name box.
Format as desired
Right Click -> Format
Cells -> Number Tab ->
Date -> Pick Type
Copying Cells to Non-Adjacent Area
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Highlight source range (for example, A7:A11)
Click on the Copy button
Click in the first cell to receive the copy (for example,
A16).
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Press the ENTER key (or Paste button) P
Inserting Rows and Columns
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Right click on the ROW number or COL letter
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for row below (or COLUMN TO RIGHT) where one is to
be inserted.
Entire row or column is highlighted.
Click on Insert.
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Rows are pushed down
Columns are moved right.
Deleting Rows and Columns
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Right click on the ROW number or COL letter
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for row or column where one is to be deleted.
Entire row or column is highlighted.
Click on Delete.
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Rows are pushed down
Columns are moved right.
Entering Data with Format Symbols
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If you enter a number with
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$,
a comma
whole number
%
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Excel automatically formats it when it is entered into
the cell.
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See page E3.18 on Table 3-2 for examples.
Freezing Worksheet Titles
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Click in the cell
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below the column headings you wish to freeze and
to the right of the row headings you wish to freeze
Click on Window on the menu bar.
Click on Freeze Panes.
To unfreeze the panes:
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click on unfreeze on the Window menu.
Relative vs. Absolute Addressing
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Relative Addressing
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Formulas copied automatically change cell references
e.g., B4 in a formula becomes C4
Absolute Addressing
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Formulas copied keep the same cell row and/or
column reference
e.g., B4 in a formula remains B4 when copied
To Use Absolute Cell Addressing
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Either
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OR
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Put a $ sign before the column and row number.
Select cell reference and press F4
When entering formulas, to make absolute:
 Type the cell address
 With cursor still next to cell reference, press the F4 key.
Cell Addressing Examples
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B4
Relative address
Both col and row will be
adjusted
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$B$4
Absolute address Neither column nor row will be
adjusted when copied.
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B$4
Mixed address
The column will be adjusted, but
not the row number when
copied.
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$B4
Mixed address
The column will not be adjusted,
but the row will be adjusted
when
copied.
See page E3.24 for more examples
IF Function
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The IF function is used when
the information in the cell may have one of two possible values
based on the results of a specific condition.
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Example:
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Bonuses are paid if Net Sales are at least as much as a predetermined
amount shown is B19. The amount of the bonus is pre-set in B18.
The IF function syntax:
if(condition, trueValue, falseValue)
=if(B4>=$B$19, $B$18, 0)
Comparison Operators
>
<
>=
<=
<>
Greater than
Less than
Greater than or equal to
Less than or equal to
Not equal to
Adding a Drop Shadow to Cells
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Highlight target range.
Click the Drop Shadow button
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(next to the last one) on the Drawing toolbar.
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A dialog box opens.
Click on the Row 4, Col 2 (Shadow Style 14).
Dividing Screen Into 2 Separate
Windows
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To divide the screen vertically
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(to see two separate parts of a worksheet)
Point to the top of the vertical scroll bar
Drag down to divide the windows into 2 vertical windows.
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Drag back up to restore the windows.
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To divide the screen horizontally,
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point to the right of the horizontal scroll bar
drag back to the left
Adding a Pie Chart to the Workboo
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Select the range of cells containing the labels for the
pie slices (A3:A7).
Hold down CTRL and highlight the range of cells to
be charted (H3:H7).
Click on Chart Wizard on the standard tool bar.
Click on Click on Pie for chart type;
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Click on the Row 1, Col 2 (3-D Pie Sub-type); click on Next.
If the range is correct (A3:A7; H3:H7) click on Next
Chart Wizard Dialog Box Steps
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In Step 3 box, click on Title tab
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(type in Portfolio
Breakdown);
Click on Legend tab remove check to show legend
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click on Data Labels tab:
click on Show labels and Percent. Click on Next.
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In Step 4, click as new sheet.
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Click in text box to name the sheet. (Pie
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Click on finish.
Chart).
Formatting the Chart Title
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Point to the Chart title and click to select it.
Click on the Font size box down arrow, and click on
36.
Click on the Underline button on the Formatting
toolbar.
Point to the Font Color button on the Formatting
toolbar. Click on Red (Column 1, Row 3).
Formatting the Data Labels
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Point to one of the five data labels (names by each slice of
the pie) and Right-click for a quick menu.
Click on Format Data Labels…
Click on the Font tab.
Click on Bold in the Font Style Box.
Click on 12 in the Font Size Box.
Click the down arrow in the Color box.
Click on the color Red (column 1, row 3)
Click on OK.
Point to each data label and drag it away from the slice
(leader lines will connect it to the slice)
Changing the Colors of the Slices
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Click on slice desired (Compaq) twice - one time to select the
slices, and once to select the individual slice.
Click on the Color down arrow on the Formatting toolbar; Click
on color desired (RED, column 1, row 3).
One at a time click the remaining slices and select the color.
Netscape
BLUE (column 6, row 2)
Microsoft
YELLOW column 3, row 4)
Intel
GREEN (column 4, row 2)
Dell
PLUM (column 7, row 4)
Exploding the Pie Chart
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Exploding
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Offsetting one or more slices from the rest of the chart to
emphasize it.
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Make sure the sizing handles are still on the pie slices.
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Click the slice - Don’t double-click it.
Drag the slice to the desired position.
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Rotating and Tilting the Pie Chart
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Click on the Slice twice to select it.
Click on Chart on menu bar.
Click on 3-D View…
Click Up Arrow on Format 3-D View dialog box until
Elevation shows desired number (25).
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Rotate by clicking the right-hand arrow button
(counter clockwise) until the Rotation box displays
desired degree (190).
Click on Apply.