Excel

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Excel

• Sen Zhang

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What is a spreadsheet?

• Spreadsheets have been used for many, many years
  in business to keep track of information such as
  expenses, help make decisions and for other
  calculation purposes.
• Spreadsheets allow you to organize information in
  tables (which are composed of rows, columns and
  cells).

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The formal definition of the traditional
spreadsheet.

• A piece of paper with rows and columns for
  recording financial data for use in comparative
  analysis.

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If using paper and pencil
The math that goes on behind the scenes on the
paper spreadsheet can be overwhelming. If you
change the loan amount, you will have to start
the math all over again (from scratch), and you
probably will make mistakes somewhere even with
the aid of calculators and you have to start
again.
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What is an Excel spreadsheet?

• Simply put, it is the computer equivalent of a
  paper-based spreadsheet, processed by Microsoft
  Excel software.
• More than simulating the paper-based spreadsheet,
  Excel spreadsheet, however, is more powerful than
  the simple spreadsheet for its added bonus of
  automatic mathematics.

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What is an Excel spreadsheet?

• Excel is an environment that can make number
  manipulation easy and somewhat less painfull than
  otherwise.
• Excel eliminates the tedious recalculations
  required by manual methods.

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If using Excel

• All you need to do is to design your formula
  precisely once, then formulas will do all the
  calculation for you, always precisely and
  correctly!
• The best thing is that you can experiment with
  numbers without having to RE-DO all the
  calculations.

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What makes up a spreadsheet in Excel?

• Spreadsheets are made up of
• COLUMNS. Letters are used to designate each
  COLUMN'S location.
• ROWS. Numbers are used to designate each ROW'S
  location.
• CELL is defined as the space where a specified
  row and column intersect. Each CELL is assigned a
  name according to its COLUMN letter and ROW
  number. When referencing a particular cell, you
  should put the column first and the row second.

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More about names (addresses or identifiers)

• In computing world, everything is modeled an
  object, and every object has a name. (That is why
  computers can do things precisely.)
• Operating system manages data in different files,
  folders, drives, computers or network domains
  etc.
• In Excel, every object here stands for a cell, a
  column, a row, a worksheet or a workbook file.

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Locate a cell

• For example, the cell in the uppermost left
  corner would be "A1." The current cell(s) will
  always be listed in the "Name Box," which appears
  on the left below the standard and formatting
  toolbars (you can drag it to different places.)

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Navigating the Spreadsheet

• You can use the "Up," "Down," "Left," "Right," to
  move (one cell at a time) throughout the
  spreadsheet. You can also simply click the cursor
  into a cell). The "tab" button will move one cell
  to the right. The "Enter" button will confirm the
  entered information and move one cell down.

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What can you do with those cells?

• A cell is the basic unit of a worksheet into
  which you enter data or information.
• In each cell there may be the following types of
  data
• text (labels)
• number data (constants)
• formulae (mathematical equations that work on
  number data, always being prefixed by an
  assignment sign, .)

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Formulas

• They are entries that have an equation that
  calculates the value based on the values of other
  cells or constants.
• Formulas reflect business rules.
• In formulas cells, we DO NOT type in the numbers
  we type in the equation, because the values of
  these cells are supposed to be derived from the
  values of other cells.

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reference

• This cell reference can either be a relative or
  an absolute reference

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Use formulas as much as possible!

• When we are entering formulas into a spreadsheet
  we want to make as many references as possible to
  existing data.
• If we can reference that information we don't
  have to type it in again.

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Intelligence need to be designed.

• Excel is good at repeating and precise
  calculation.
• But Computer is not as smart as human beings. It
  is your responsibility to precisely tell the
  Excel what you want it to do by defining right
  formulas in proper cells.

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How can Excel make calculation easier?

• Excel will keep track of numbers you place in
  cells. Furthermore, if you have defined formula
  cells to refer to each other, any changes made in
  one cell will be reflected in these referring
  cells.
• It sounds a bit complicated, but Excel makes it
  all a breeze.

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Two stages

• Design stage. Implement all business rules using
  formulas. You are the designer, not necessarily
  to be the final user.
• Production stage. you give your well-designed
  Excel workbook which consists of pre-allocated
  blank cells and preset formula cells to the final
  users, who might or might not be yourself.

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• Layout design,
• text, label and row header and column header
  information.
• Numerical data directly input from users.
• Derived data defined by formulas (including both
  straight formulas and predefined functions.)
• Format and lighten up the dry data appearance
• Generate charts
• Web support (two ways)
• Some data could be retrieved from Web.
• Save as webpage

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An example

• This is what a basic spreadsheet may look like,
  keeping track of the grades for five students. As
  you'll notice, numbers automatically align to the
  right, while text automatically aligns to the
  left. Room has been allowed at the top and the
  left for column and row headings, which have been
  placed in bold.
• We will show grade 1, 2, 3 can be generated
  easily.

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Simple Formulas

• "92.67" was not entered as the contents for cell
  "E2." The "formula bar" has the following entered
  into it
• (B2C2D2)/3

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repeating

• If you wanted to do the same for students 2
  through 5, you would enter in similar formulas
  for each cell from "E3" to "E6" replacing the
  column letters and row numbers where appropriate.

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Copying by dragging fill handler

• An easy method to replicate formulas is to select
  the cell which contains the original formula
  ("E2" in this case), click the bottom right
  corner of the selection box, and drag down
  several rows (to "E6" in this example). The
  formula will be copied down in each cell, and
  will change itself to reflect each new row.

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Relative addresses used in formulas

• Cells information is copied from its relative
  position. In other words in the original cell
  (e2) the equation was (B2C2D2)/3. When we
  paste the function it will look for the three
  cells to the left. So the equation pasted into
  (e3) would be (B3C3D3)/3. And the equation
  pasted into (e4) would be (B4C4D4)/3.

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Absolute address in formulas

• Sometimes it is necessary to keep a certain
  position that is not relative to the new cell
  location.
• This is possible by inserting a before the
  Column letter or a before the Row number (or
  both). This is called Absolute Positioning.

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Absolute address
If we were to fill down with this formula we would have the exact same formula in all of the cells C1, C2, C3, and C4. The dollar signs Lock the cell location to a FIXED position. When it is copied and pasted it remains EXACTLY the same (no relative).
A B C
1 5 3 A1B1
2 8 2 A1B1
3 4 6 A1B1
4 3 8 A1B1

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Relative position Absolute position

• Relative position, AB12
• Absolute position, AB12
• Mixed reference A2 with only one dollar sign
  before either the column or the row .
• Unless you use absolute positions in your
  formula, the smart Excel will take it for granted
  that the reference is relative, that means they
  will change positions based on its intelligence!

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More examples about relative position in formula

• D5 cell contains a formula, which is d4c4.
• If this formula is copy to d8 what is the result?
• D7c7, why.

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• D5d4c4
• What is the relative position.
• Compared with d5, d4 means same column, denoted
  0 one row above denoted as -1.
• Compared with d5, c4 means one column left,
  denoted -1 one row above denoted as -1.

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• This relative information will be maintained in
  new cell
• D8D7C7

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Absolute position in formula

• D5d4c4

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What are Excel functions?

• An Excel function is a predefined formula.
• Sum, max, average etc.
• Many more

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A function exampleGenerate a random value
between two limits

• Enter the following values in cell A1 and A2 65,
  84 (these values will act as the lower and upper
  bound limits)Enter the following formula in
  cell B1 RANDBETWEEN(A1,A2)A random number
  between 65 and 84 will be generated

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• Different views ctrl (accent symbol)

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A new Excel Workbook

• Microsoft Excel will automatically open with a
  blank spreadsheet spanning many columns and rows.
  You will notice a number of toolbars with many
  more options included.

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A Workbook window

• Title bar
• Menu bar, tool bars, floating and docking at top
  or bottom of the window.
• Status bar
• Worksheet windows

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Excel Fundamentals
Worksheet Layout
Standard Toolbar
Formatting Toolbar
Cells
C6
Status Bar
B12
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Excel Fundamentals
Worksheet Layout
Formula Bar

• Worksheet Layout, continued

f
Name Box
Sheet Tabs
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Excel Fundamentals
Excel Capabilities
Use a function to analyze the data ...
AutoSum Tool
Formula Bar
Formula in Cell
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Printing Worksheets

• Select File, then Print
• Always a good idea to select Print Preview

Select Printer
Print Selection
Number of Copies
Print Preview
?
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General Options

• Select Tools, then Options

Set the number of blank worksheets to start with
Manage Recently used file list
Set Standard Font
Set File Location
Set User Name
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Custom Formats

• Select Format, then Cells
• Select the Number Tab, then Custom. Type the
  format in the box

Select Custom
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Excel Fundamentals
Entering Data
Enter and edit some data ...
Text is Bold and Centered
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Linking Worksheets, identifying cells across
multiple sheets
Formula
Cell D4
On-Hand Worksheet
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Sorting

• One of Excels powerful features is its ability
  to sort, while still retaining the relationships
  among information. For example, lets take our
  student grade example from above. What if we
  wanted to sort the grades in descending order?
  First, lets select the information we want to
  sort.

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Sorting

• Now lets select the Sort option from the
  Data menu.
• A new window will appear asking how you would
  like to sort the information. Lets sort it by
  the average grade, which is in Column E be sure
  to set by Descending order. If there were other
  criteria you wished to sort by as secondary
  measures, you could do so lets select Then by
  as Grade 3 just for the practice of doing so
  (Descending order, as well).

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Sorting
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Sorting

• Excel will sort your information with the
  specifications you entered. The results should
  look something like this

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Dry spreadsheets

• Spreadsheets full of numbers can be pretty dry,
  so we need some tools to dress them up a little.
• You can add bells and whistles to not only
  decorate the appearance of your sheets, but also
  improve their and readability.
• We can use most of the tricks in our word
  processor to do the formatting of text. We can
  use bold face, italics, underline, change the
  color, align (left, right, center), font size,
  font, etc.

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Design for Looks

• Here is some (fictitious) data from an authors
  book tour.
• When unformatted, the table is hard to read and
  understand

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Design for Looks

• The same data, with some formatting.
• Give this a try!

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Cell Formatting

• You may have noticed that, by default, Excel will
  leave as many decimal points as possible within
  the cells width restraints as you increase the
  cells width, the number of decimal points
  increases.

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• Select Cells from the Format menu. A new
  window will appear with a wide variety of ways in
  which to customize your spreadsheets.
• For example, if we wanted to set the percentages
  fixed to only two decimal points, you can make
  this selection under the Number category within
  the Number tab. You can also set the formatting
  for things such as the date, time, currency, etc.
  
• The Font tab will also allow you to change the
  default font used on the spreadsheet. The other
  tabs provide even more ways to customize your
  spreadsheet and its appearance experiment with
  the settings to see what works best for you.

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A picture is worth a thousand words.

• People communicate all the time in graphical
  languages.
• In many cases, you can get a message across more
  quickly with graphs, charts, or maps than with
  words or tables of numbers.
• Excel allow the users to make information.
  graphically articulate.
• Not only chart, but you can also add picture, art
  work and so on.

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Chart Wizard

• Excel allows you to create basic to
  intermediate charts based of information and data
  within your spreadsheets.
• Lets create a column chart from the student
  grade data from before. First, highlight the data.

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• Next, select Chart from the Insert menu.
• A new window will appear asking which type of
  chart you would like to create. For this example,
  lets do a basic pie chart. Select Column from
  the Chart Type on the left side, and pick the
  first sub-type on the right (a normal, 2D column
  chart).

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• Click Next. In this window, youll be asked to
  select your data range this is the area of
  your spreadsheet that you wish to generate a
  chart from. Since youve already selected the
  area before, it should already be entered into
  the appropriate area. Series in allows you to
  choose by which value you want to arrange the
  chart. Lets arrange it by rows this will break
  it down by Grade (such as Test 1, Test 2, etc.)
  and comparing the student scores next to each
  other.

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• Click Next. In step three you can give the
  chart a name (Chart Title), label the X and/or
  Y axis, etc.
• Click Next. The final step will ask whether you
  want the chart as an object in your current
  spreadsheet or in a new one generally, you will
  place it within the same spreadsheet.

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• Click Finish, and your chart will appear in
  your spreadsheet!

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Charts

• The completed chart can be placed to enhance
  presentation, yet remains linked to its data
  source. If the data changes, the chart will too.
  In orther words, if you change values in the data
  source, Excel automatically updates the chart to
  reflect the change.

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• Pictures
• Cliparts
• borders and shading

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Web Feature

• Save as a webpage
• More importantly, it can receive alive data
  online through web services. (Hot!)

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Web queries

• Grab dynamic data from the Internet through web
  service support.
• Can retrieve information from the Internet.
• Data -gt import data

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Save as web pages

• Static
• Dynamic

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Orientation preview

• Orientation
• Portrait
• Landscape
• Preview

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Some unexpected symbols?

• Excel use this string of symbols to
  represent a value that is so large that it cannot
  be displayed within the width of the cell. To
  view the value in the cell, you must either
  increase the width of the column or hover your
  mouse pointer over the cell.
• Something starts with a sign
• REF! indicates that there is an invalid cell
  reference in the formula

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Recognizing Errors

• Excel error messages begin with
• Common Error Messages
• Cell isnt wide enough to show the data
• VALUE! Wrong type of data for a function
• DIV/0! Tried to divide by zero
• NAME? Cell name not defined or (usually)
  misspelled
• REF! Cell reference is not valid
• NUM! Function requires a number
• NULL! Called a non-intersecting range of cells

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• If you enter text or numbers that span further
  than the column allows, simply place your cursor
  on the line dividing two columns next to their
  respective letters, and drag to the right or left
  until the desired width is achieved. You can also
  double-click this dividing line to have Excel
  automatically choose the best width.

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Conditional function

• IF(B2gt90,"a", IF(B2gt80,"b", "c"))

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Conditional Formatting

• Excel can be set to watch for certain values
  in your spreadsheet
• It responds to the values by changing the cells
  to a format you specify

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Conditional Formatting, user friendly appearence

• Apply conditional formatting to Forecast
  Example.xls
• Highlight cells to be formatted (C3 to O26)
• Set values between 0 and 5 to be filled with
  red, 6 to 10 yellow, and
• 11 and above green

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Comments

• When additional information is necessary in a
  worksheet, a
• comment can be inserted
• Select Insert, then choose Comment
• A cell with comments is marked by a red triangle
  at the upper right corner of the cell

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• What does a green triangle mean in Excel?
• Answer Error

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Windows

• Ctrl W close current windowCtrl P print
  current documentCtrl F find certain text in
  current document
• Alt F4 quit current program

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INTERNET EXPLORER

• Tab moves selection between address bar and
  links on current page
• F3 find certain text in current document
• F5 refresh current page (also Ctrl R)F6
  set text input to address bar (also Ctrl Tab)
• F11 switch to full-screen mode
• Ctrl D add current page to favorites list
• F4 expand address bar downwards to view list of
  recently visited sites

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EXCEL KEYBOARD SHORTCUTS

• Ctrl D fill up
• Ctrl G go to some position
• Ctrl H find and replace
• Ctrl R fill right
• Ctrl 1 (one) format cells
• F7 spelling and grammar
• Ctrl K insert a hyperlink

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• Renaming worksheet name
• Adding new worksheet
• Options customization

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Goals

• After completing this lecture you will be able
  to
• Do math by typing simple formulas to add, divide,
  multiply, and subtract.
• Use cell references in formulas, so that Excel
  can automatically update results when values
  change or when you copy formulas.
• Use functions (prewritten formulas) to add up
  values, calculate averages, and find the smallest
  or largest value in a range of values.

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Excel Exam Study Outline

• Spreadsheet (Functional part)
• Charts and Graphs
• Formatting

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Spreadsheet

• Change print alignment
• Enter text
• Cell alignment (right, center, left)
• Indenting text in cells
• Formatting cells (percent, currency, decimal
  places, font, text wrap, fill, etc.)
• Merge and Center command
• Formulas
• Multiplication, subtraction, division, etc. of
  cells with each other and/or by constants
• Copying formulas using Relative, Mixed and
  Absolute cell reference
• Writing complex formulas involving more than one
  calculation.
• Adjusting column width
• Using the AutoSum feature
• Using common functions

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Charts and Graphs

• Accenting data in multiple rows or columns.
• Building a chart using the Chart Wizard
• Changing appearance
• Move legend
• Change colors
• Change title
• Change background
• Change font, etc.
• Data labels
• Embedded chart resizing

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Entering multiple lines of Text within a Cell

• Altenter

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End

• After you try Excel, you'll never go back to a
  calculator, pencils or paper.