Exploring Microsoft Excel 2003/2007

Introduction to Excel

Exploring Office 2003 - Grauer and Barber

Objectives

Describe potential spreadsheet applications. Distinguish between a constant, a formula, and a function. Distinguish between a workbook and a worksheet. Explain how rows and columns are labeled.

Exploring Office 2003 - Grauer and Barber

Objectives (continued)

Insert or delete rows and columns. Print a worksheet to show displayed values or cell contents. Distinguish between relative, absolute, and mixed references. Copy and/or move cell formulas. Format a worksheet.

Exploring Office 2003 - Grauer and Barber

Introduction to Microsoft Excel

Common user interface with other Office applications

Menus and toolbars are similar to Word and Power Point

Exploring Office 2003 - Grauer and Barber

Introduction to Spreadsheets

Workbook contains one or more worksheets Spreadsheet a computerized ledger Rows and Columns

Columns identified with alphabetic headings Rows identified with numeric headings

Intersection of row and column forms a cell.

Exploring Office 2003 - Grauer and Barber

An Excel Workbook
Menu bar gives lists of commands

Formatting toolbar

Standard toolbar

Title bar shows name of workbook

Exploring Office 2003 - Grauer and Barber

Rows, Columns, and Cells

Cell referenced by column, then number

Active cell surrounded by heavy border

Row headings to the left of each row. Rows designated with numbers

Column headings above each column. Columns designated with letters

Exploring Office 2003 - Grauer and Barber

Types of Cell Entries

Constant an entry that does not change

Can be a numeric value or descriptive text

Student

Adam

100

Functions a predefined computational task

Users cannot change them

=AVERAGE(B3:B7) =SUM(A1:B2)

Exploring Office 2003 - Grauer and Barber

Formulas and Constants

Constant is entries that does not change. It may be a number, such as a grade on an exam, or it may be descriptive text (name).
Formula is combination of numeric constants, cell references, arithmetic operators, and/or functions.
Always begins with an equal sign =(B3+B4+B5/5) =AVERAGE(B3:B7)
Exploring Office 2003 - Grauer and Barber
9

Toolbars

Appear beneath the menu bar Contain buttons that perform commonly-used commands Standard toolbar buttons correspond to most basic commands in Excel

Examples include opening, closing, and saving a workbook

Formatting toolbar buttons correspond to common formatting operations

Examples include boldface and cell alignment

Exploring Office 2003 - Grauer and Barber
11

Formulas and Constants

12

Operator + * / % ^(caret)

Purpose Addition Subtraction or negation Multiplication Division Percent Exponent

Example =A5+A7 =A5-A7 =A5*A7 =A5/A7 =35% =6^2 (same as 62)

13

Exploring Office 2003 - Grauer and Barber

Function
SUM (argument) AVERAGE (argument)

Description
Calculates the sum of the arguments Calculates the average of the arguments

MAX (argument)
MIN (argument)

Displays the largest value among the arguments

Display the smallest value among the arguments

COUNT (argument) Calculates the number of values in the arguments PMT (argument) IF (argument) TODAY() Calculates loan payment amounts Determines a value if a condition is true or false Returns the current date using a date format
Exploring Office 2003 - Grauer and Barber
14

Absolute and Related References

Exploring Office 2003 - Grauer and Barber

15

Gross Pay = Regular Hours * Hourly Rate + Overtime Hours * Hourly Rate * 1.5 Withholding Tax = Gross Pay * Withholding Rate

Exploring Office 2003 - Grauer and Barber

16

Excel Summery

Spreadsheet is the PC application that is used most frequently by managers and executives.

It is the computerized equivalent of an accountant's ledger. Enables us to organize data in a readily understandable format.

Exploring Office 2003 - Grauer and Barber

17

Definitions

General format it is the default format for numeric entries and displays a number according to the way it was originally entered. Number format displays a number with or without the 1000 separator and with any number of decimal places. Negative numbers can be displayed with parentheses and/ or can be shown in red. Scientific format which displays a number as a decimal fraction followed by a whole number exponent of 10; for example the number 12345 would appear as 1.2345E+04. The exponent, +04 in the example, is the number of places the decimal point is moved to the left. Very small numbers have negative exponents.
18

Relative references means it would change frequently. Absolute reference means it would not change frequently, its permanent. For example: $C$11 in cell. Pointing its more accurate to just pointing to the cell that you needed to process it. You can directly click in the cell that will contain the formula and type an equal sign to begin entering the formula, and click in the cell you wants to reference.
19

Chapter 2 Gaining Proficiency

This chapter introduces several new capabilities to increase your proficiency in Excel the following example introduces a variable rate mortgage. PMT Function FV Future Value Goal Seek Command

20

Relative versus Absolute Addresses The distinction between relative and an absolute reference is: a cell reference changes during a copy operation (relative) versus one that does not (absolute). Consider the PMT function as it appears in cell B6:

21

PMT Calculates loan payment amounts

PMT function requires three arguments (the interest rate per period, the number of periods, and the amount of the loan). = PMT (0.09/12, 36,-14999)

Interest rate per period (annual rate divided by 12) Number of periods (3 year 12 months/year) Amount of loan (as a negative amount)
In class activity 11
22

FV (Future Value

The interest rate is also called the rate of return, the number of periods, and the periodic investment. Ex: If you plan to contribute $3000 a year to an IRA, expect earning 7% annually, and that you will be contributing for 40 years (begin contributing from25~65). And the amount of money would be $589,905.
Amount at retirement = FV (Rate of return, Term, Periodic payment)
Computed value becomes $598905 7% 40 years $3,000
In class activity 12
23

Inserting a function: Insert -> Function The Insert Function command places a function into a worksheet, you can select a function from a category and insert to a certain cell. The Goal Seek Command Tools-> Goal Seek Command This command may enable us to reduce the projected monthly payment at a specified level.
24

Chapter 4 Graphs and Charts

States Arizona Orlando Iowa Public Websites 34 33 35 Non-public websites 32 43 22

States New York Chicago Indiana Washington

Public Websites 88 10 67 98

Non-public websites 32 24 76 99
25

Public Websites

Non-public websites 120

100

80

60

40

20

0 Arizona Orlando Iowa New York Indiana Washington Chicago

Figure 1-1 Public and Non-public Parks and Recreations Websites

26

Public Websites

Arizona Orlando Iowa New York Indiana Washington Chicago

Non-public websites
Non-public websites

99 76

43 32 22 32 24

Arizona

Orlando

Iowa

New York

Indiana

Washington Chicago

27

What is a Chart?

A graphic representation of data in a worksheet The chart is based on descriptive entries called category labels, and on numeric values called data point.

Deferent Kinds of Charts:

Column Chart Line Chart Pie Chart Bar Chart Scatter Chart

Non-public websites
Non-public websites 99 76 43 22

32

32

24

28

Chapter 6 Creating, Sorting and Querying a worksheet Database

Work sheet as database

Club members, list of students attending college, instructors grade book, and a list of company sales representatives. Database -> Records -> fields (names, age, gender)

Formulas Functions Display results based on other fields in the database % of Quote and Grade
29

Computational Fields

The Print Preview Command

View and adjust margins by clicking the Margins button

Exploring Office 2003 - Grauer and Barber

40

IF Function

Enables decision making to be implemented within a worksheet. Three arguments:

Condition is either true or false Value returned for a true condition Value returned for a false condition

=IF (condition, value-if-true, value-if-false)

Exploring Office 2003 - Grauer and Barber

41