excellesson4

Introduction toElectronic Spreadsheets

Microsoft Excel

Overview

In this lesson you will be introduced to concept of the electronic spreadsheet, the steps to take to enter text, numeric data, and formulas in the spreadsheet, and how to output the data in table and graphical format. In addition you will be able to use the spreadsheet in very practical ways, comparing costs of various ways of travel as you plan for an extended trip.

Introduction to Electronic SpreadsheetsP. 1

By the end of this lesson, you will be able to

1.Describe the general purposes and uses of electronic spreadsheets

2.Briefly describe the history of electronic spreadsheets

3.Modify the existing spreadsheet, including making changes in the data, adding or modifying formulas, and producing tabular and graphical output.

4.Create a spreadsheet, including inputting column and row headings, literal and numeric data, formulas, and producing various forms of output.

Objectives

Introduction to Electronic SpreadsheetsP. 1

Sample Electronic Spreadsheet

Elements

Rows (horizontal or across; identified by numerals)

Columns (vertical or up and down; identified by letters)

Cells (intersection of a row and a column; letter and number, D4)

Purpose: To enable automatic computation and “What if?” questions

Elements

History of the Electronic Spreadsheet

Year Event

1961 Development of Mainframe-based electronic spreadsheet by Richard Mattessich, UCBerkeley

1978 VisiCalc (Visible Calculator) created by Dan Bricklin and Bob Frankston; Software Arts Corporation founded in 1979; Apple II

1983 Lotus 1-2-3 developed by Mitch Kapor

1984 Microsoft Excel for the Macintosh

1987 Microsoft Excel for the Windows

2003 IBM announces Lotus Symphony, including spreadsheet application

Year Event

History of the Electronic SpreadsheetYear Event

Year Event

Powering-Up ExcelStep 1: Power-up the computer

Step 2: StartAll ProgramsMicrosoft OfficeMicrosoft Office Excel 203

Result: Excel spreadsheet displayed with no data; filename is “Book 1”

Powering-Up ExcelStep 1: Power-up the computer

Step 2: StartAll ProgramsMicrosoft OfficeMicrosoft Office Excel 203

Result: Excel spreadsheet displayed with no data; filename is “Book 1”

Components of the Excel Window

Title Bar

Menu Bar

Standard Tool

Formula Bar

Selector

Row Headings

Column

Headings

Worksheet Area

Worksheet Tabs

Status Bar

Opening an Existing Spreadsheet

Load and display an existing Microsoft Excel document

Action: FileOpen… (Desktop, Files for SS Lesson 4, Trip Planner)

Result: The Excel window with Sheet 1 (no data) displayed

Opening an Existing Worksheet

Load and display an existing Microsoft Excel document

Action: FileOpen… (Desktop, Files for SS Lesson 4, Trip Planner)

Result: Trip Planner, displayed with no numeric data entered

Navigating in the Spreadsheet

Action Result

Moves selector to adjacent cell in the direction of the arrow

Ctrl +, Ctrl +

To the top or bottom of the data existing in the column

Ctrl +, Ctrl +

To the right or left of the data existing in the row

Page Up, Page Dn

Up or down one screen

Home To the cell furthest left in a row

Ctrl + Home Upper left cell

Ctrl + End Last cell in the area containing data

Action Result

Ctrl +, Ctrl +

Page Up, Page Dn

Action Result

Ctrl +, Ctrl +

Page Up, Page Dn

Action Result

Ctrl +, Ctrl +

Page Up, Page Dn

Action Result

Ctrl +, Ctrl +

Page Up, Page Dn

Action Result

Ctrl +, Ctrl +

Page Up, Page Dn

Action Result

Ctrl +, Ctrl +

Page Up, Page Dn

Action Result

Ctrl +, Ctrl +

Page Up, Page Dn

Action: Click on cell B2 and enter 1222

Result: Column header and Row header highlighted; 1222 displayed in cell B2 and Formula Bar

Action: In the same way enter 22 in B4

Result: 22 28 displayed in ormula Bar

Action: Click on D4 and enter =B3/B4

Result: Again click on cell D4.Excel displays 55.54545455 in D4 while displaying =B3/B4 in Formula Bar (the formula for thenumber of gallons needed for one/half of the trip)

Note: Click the Delete key to discard this formula

Displaying the Contents of a CellP. 4

Result: 22 28 displayed in Formula Bar

Entering the Three Kinds of Data

Excel understands your input is a label or title or any other word if the

first character that you enter is an alphabetic character `

Excel understands your input is a value if the

first character that you enter is an alphabetic character

Excel understands your input is a mathematical formula if the

first character that you enter is an equals sign (=)

Notes:

Formulas can also contain Functions: Average, Sum, Count, etc.

Excel also understands dates and times MM/DD/YY HH:MM

Notes:

A trip is being planned to drive to Disney World in Orlando, Florida. The task is to cost out the trip to determine if it is possible to do with limited resources. The following data have been determined through use of the Internet

Task for Using Excel: The Setting

CategoryMiles each way

Amount1222

CategoryAdult Park Admission

Amount65

Miles / Gallon 22 Child Park Admission

$ / Gallon 3.06 # of Adults 2

Nights Lodging while traveling

each way

2 # of Children 1

Lodging while Traveling

110 Days in Trip 9

Nights Lodging in Fl

4 Avg. Adult Meals / Day

$ Park Lodging 225 Avg, Child Meals / Day

Days in Park 3 Souvenir Costs 100

Action: In the cell locations indicated, key in the values for each of the expenditure categories

Entering Data in the Spreadsheet

Category Amount

Cell Category Amount

Miles each way 1222 B3 Adult Park Admission

65 B11

Miles / Gallon 22 B4 Child Park Admission

57 B12

$ / Gallon 3.06 B5 # of Adults 2 B13

Nights Lodging while traveling

each way

2 B6 # of Children 1 B14

Lodging while Traveling

110 B7 Days in Trip 9 B15

Nights Lodging in Fl

4 B8 Avg. Adult Meals / Day

40 B16

$ Park Lodging 225 B9 Avg, Child Meals / Day

30 B17

Days in Park 3 B10

Souvenir Costs 100 B18

Action: Enter the 16 values in cells in Column B

Entering the Numeric Data

Result: The data related to the trip are all entered

B3 1222B4 22B5 3.06B6 2B7 110B8 4B9 225B10 3B11 65B12 57B13 2B14 1B15 9B16 40B17 30B18 100

Action: Enter the 16 values in cells in Column B

Entering the Numeric Data

Result: The data related to the trip are all entered

B3 1222B4 22B5 3.06B6 2B7 110B8 4B9 225B10 3B11 65B12 57B13 2B14 1B15 9B16 40B17 30B18 100

Action: While holding the Ctrl key, click on cells B5, B9, B11-12, B16-B18

Formatting Selected Cells

Reason for holding the Ctrl key when clicking on the indicated cells: To be able to simultaneously select non-adjacent cells

Action: While holding the Ctrl key, click on cells B5, B9, B11-B12, B16-B18

Formatting Selected Cells

Reason for holding the Ctrl key when clicking on the indicated cells: To be able to simultaneously select non-adjacent cells

Action: FormatCellsNumberCurrency

Formatting Selected Cells (cont.)

Reason for selecting “Currency”: To format values as dollars and cents

Action: FormatCellsNumberCurrency

Reason for selecting “Currency”: To format values as dollars and cents

Action: Click “OK”

Result: Values displayed with dollar signs and two decimal positions

Action: Click “OK”

Result: Values displayed with dollar signs and two decimal positions

The steps to follow to enter and format spreadsheet data are:

1. Power-up the computer

2. StartAll ProgramsMicrosoft OfficeMicrosoft Office Excel 2003

3. FileOpen… (Desktop, Files for SS Lesson 4, Trip Planner)

4.. Place the selection tool in the desired cell and key in the data

5. Select the data (use Shift+Click if data are adjacent, Ctr+Clickif data are non-adjacent)

6. FormatCellsNumber(Choose type of display desired)

7. Click “OK”

Result: Data entered, formatted in selected spreadsheetse

Review 1P. 8

7. Click “OK”

Review 1P. 8

7. Click “OK”

Review 1P. 8

7. Click “OK”

Review 1P. 8

4. Place the selection tool in the desired cell and key in the data

7. Click “OK”

Review 1P. 8

7. Click “OK”

Review 1P. 8

7. Click “OK”

Review 1P. 8

7. Click “OK”

Review 1P. 8

Purpose: In order to tell the computer just what to do with thedata that have been entered, it is necessary to enter formulasinto selected cells.

For example, in order to determine the Gasoline Cost it is necessaryto calculate how many gallons will be needed and then to multiplythat amount by the average cost per gallon.

In using the names of the variables in the spreadsheet, the formulawould look as follows:

Gasoline Cost equals two times “Miles each way” divided by “Miles / Gallon” times “$ / gallon”

Excel formula in E3: =2*B3/B4*B5

Entering FormulasP. 9

Purpose: In order to tell the computer just what to do with thedata that have been entered, it is necessary to enter formulasinto selected cells.

For example, in order to determine the Gasoline Cost it is necessaryto calculate how many gallons will be needed and then to multiplythat amount by the average cost per gallon.

In using the names of the variables in the spreadsheet, the formulawould look as follows:

Gasoline Cost equals two times “Miles each way” divided by “Miles / Gallon” times “$ / gallon”

Excel formula in E3: =2*B3/B4*B5

Entering FormulasP. 9

Purpose of the MDAS Rule: To define the order of execution of arithmetic operators

Definition of the MDAS Rule: Excel executes the operators from left to right across the line, first doing * and / and then + and -

To remember the rule, think of the phrase, My Dear Aunt Sally

The need for the MDAS Rule: Example—2+3*4= 20 MDAS= 14

Additions to the MDAS Rule

1.If there are parentheses, do the operation in the parentheses first

Example: (2+3)*4= 20

2.If there are numbers being raised to powers (squared, cubed), do those right after clearing parentheses

The MDAS RuleP. 8P. 9

Example: (2+3)*4= 20

Explanation of Results:

Why is 339.94 displayed in E3? Result of executing the formula

What is displayed on Formula Bar? The formula that is in E3

Action: Key in the Gasoline Cost formula in cell E3: =B3*2/B4*B5Then press Enter, and then again select cell E3

Output:

Entering Formulas in the Trip PlannerP. 10

Output:

Entering Formulas in the Trip Planner

Output:

Entering Formulas in the Trip Planner

Action: Create and enter the formula in E6 to compute “LodgingCost” (Cost of lodging on the road plus lodging at Park)

1. Lodging while Traveling each way

Formula equals number of nights (B2) times “$ Lodging whiletraveling” (B7): =2*(B6*B7)

2. Lodging at Park

Formula equals number of nights (B8) times “$ Park Lodging”(B9): =B8*B9)

3.Combine the two formulas into one and enter in E6

=(2*B6*B7)+(B8*B9)

Resulting value as displayed in E6: 1340.00

Entering Remaining FormulasP. 10

2. Lodging at Park

=(2*B6*B7)+(B8*B9)

2. Lodging at Park

=(2*B6*B7)+(B8*B9)

2. Lodging at Park

=(2*B6*B7)+(B8*B9)

2. Lodging at Park

=(2*B6*B7)+(B8*B9)

Action: Create and enter the formula in E10 to compute “Park Admission”

1.Park Admission equals days in park times sum of cost for the

number of adults and cost for the number of children

2. Cost for adults: =B13*B11*B10

3. Cost for children: =B14*B12+B10

Formula to be entered in E1: =(B13*B11*B10)+(B14*B12+B10)

Resulting value in E10: 561.00

Entering Remaining Formulas (cont.)P. 11

Action: Create and enter the formula in E15 to compute “Meal Cost”

1.“Meal Cost” equals # of adults x adult cost/day x # of days

plus # of children x children cost/day x # of days

3. Cost for children: =B14*B17*B15

Formula to be entered in E15: =(B13*B16*B15 )+(B14*B17*B15)

Action: Create and enter the formula in E19 to compute the

total cost of the trip

1.Because the “Souvenir Costs” are a one-time cost, the cell

reference to be entered in E18 is: =B18

2.To computer the total cost of the trip it will be necessary to sum

gasoline, lodging, admission, meals, and miscellaneous

3. Total cost: =E3+E6+E10+E15+E18

Formula to be entered in E15: =E3+E6+E10+E15+E18

1. Locate the cell into which the formula is to be placed

2. Decide which cells have the data needed

3. Determine the mathematical procedures

4. Key in an equals sign (=)

5. Key in the operators and the cells to be referenced

6. Press Enter and check the accuracy of the result

7. If errors, make corrections as needed

8. Save the file

Review 2

The steps to follow in entering formulas in a spreadsheet

8. Save the file

Review 2

8. Save the file

Review 2

8. Save the file

Review 2

8. Save the file

Review 2

8. Save the file

Review 2

8. Save the file

Review 2

8. Save the file

Review 2

8. Save the file

Review 2

Result: Numeric values displayed with dollar sign and 2 decimal places

Action: Change values indicating money to “Currency”

1. Move the insertion point to the top of Column E (the insertion point will change to a downward-point arrow) and click the left mouse buttonResult: Entire column selected

2. FormatCellsNumberCurrency

Final Formatting of the SpreadsheetP. 12

Result: The name of the spreadsheet (Trip Planner) is larger and bold

Action: Change label in A1 to 14 pt.

1. Select Cell A1, FormatCellsFont14 and then

FormatCellsFontBoldFormatCellsNumberCurrency

Final Formatting of the Spreadsheet (cont.)P. 13

Result: The name of the spreadsheet (Trip Planner) is larger and bold

Action: Change label in A1 to 14 pt.

1. Select Cell A1, FormatCellsFont14 and then

FormatCellsFontBoldFormatCellsNumberCurrency

Final Formatting of the Spreadsheet (cont.)P. 13

Action: FilePrint (Landscape)

Result: Trip Planner printed

Print the SpreadsheetP. 13

Action: FilePrint (Landscape)

Result: Trip Planner printed

Print the SpreadsheetP. 13

Action: Select D3, E3, D6, E6, D10, E10, D15, E15, D18 and E18 (Remember, Ctrl and click)

InsertChart…Select Column, Click “Finish”

Result: Bar chart showing the five categories of expenses

Graphical OutputP. 14

Action: Select D3, E3, D6, E6, D10, E10, D15, E15, D18 and E18 (Remember, Ctrl and click)

InsertChart…Select Column, Click “Finish”

Result: Bar chart showing the five categories of expenses

Graphical OutputP. 14

In this lesson on electronic spreadsheets you have been introduced to

1. The description of the general purposes and uses of electronic spreadsheets

2. A brief history of electronic spreadsheets

3. The terminology used in describing spreadsheets

4. How to modify an existing spreadsheet, including making changes in the data, adding or modifying formulas, and producing tabular and graphical output.

5. Modify an existing spreadsheet, including inputting column and row headings, literal and numeric data, formulas, and producing various forms of output.

SummaryP. 14

THE END

excellesson4

spreadsheet application

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