octoberr 2003bent thomsen - fit 3-11 it – som værktøj bent thomsen institut for datalogi aalborg...
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Octoberr 2003 Bent Thomsen - FIT 3-1 1
IT – som værktøj
Bent Thomsen
Institut for Datalogi
Aalborg Universitet
Octoberr 2003 Bent Thomsen - FIT 3-1 2
Introduction to Spreadsheets
Bent Thomsen
Octoberr 2003 Bent Thomsen - FIT 3-1 3
What is an electronic spreadsheet?
It is the electronic equivalent of an accounting worksheet, comprised of rows and columns to allow you to do many tasks in the organization of numbers in a clear, easy to understand format
Octoberr 2003 Bent Thomsen - FIT 3-1 4
What is an electronic spreadsheet?
• It is a tool to help you calculate budgets, do economic analysis, statistics, planning, engineering calculations, …
• Replaces pen, paper and pocket calculator
• Can show diagrams and graphs
• Can input data from other programs
• Can output data to other programs
Octoberr 2003 Bent Thomsen - FIT 3-1 5
Some Advantages of Spreadsheets
• Spreadsheets are capable of exploring “what-if”scenarios (e.g. budgets, submitting bids)
• Once it is set up properly, the user can save time by never having to set up the spreadsheet again– Blank spreadsheets are called templates.– Monthly salaries,grade sheets
Octoberr 2003 Bent Thomsen - FIT 3-1 6
Popular Spreadsheets
• Quattro Pro• Lotus 1-2-3• StarOffice Calc• Microsoft Excel
Octoberr 2003 Bent Thomsen - FIT 3-1 7
Spreadsheet terminology• Row - horizontal axis (designated by numbers)
• Column - vertical axis (designated by letters)
• Cell - intersection of row and column (designated by an address comprised of the column letter and row number e.g. A1)
• Block//Range - a rectangular group of one or more cells (identified by block coordinates (e.g. A1:G4)
Octoberr 2003 Bent Thomsen - FIT 3-1 8
Spreadsheet terminology (con’t.)
• Label - alphanumeric
• Value - a number or formula result
• Formula - creates relationships among other cells
• Template - a notebook that has labels, formulas, and all of the formatting but no actual data (e.g. actual figures and numbers)
Octoberr 2003 Bent Thomsen - FIT 3-1 9
How big is a spreadsheet?
• Normally you see 9 columns and 18 rows
• = 162 cells
• One sheet has 256 columns and 65536 rows
• = 1677216 cells
• That is more than 103000 screens
• Would take 34000 A4 pages to print
• Take 194 days to fill at one cell pr second
Octoberr 2003 Bent Thomsen - FIT 3-1 10
Starting Excel
• Menu bar
• Blank worksheet in document window
Octoberr 2003 Bent Thomsen - FIT 3-1 11
Exploring the Excel Screen
Title bar
Menu toolbar
Standard toolbar
Screen Tip
Active worksheet in workbook window
Formatting toolbar
Task Pane: organizes related
commands
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Activating Toolbars
Click on View and Toolbars
Toolbars sub-menu appears
Click on desired toolbar
Check indicates active item; click to
deactivate
Octoberr 2003 Bent Thomsen - FIT 3-1 13
Moving Around the Worksheet
Working in an active cell(intersection of a row and column)
Cell pointer
I-beam: to place
insertion point
Insertion point: where text will be
entered
Octoberr 2003 Bent Thomsen - FIT 3-1 14
Moving Around the Worksheet• Move cell
pointer – arrow keys
– scroll bars
• Change pages – click on tabs
– tab scroll buttons
Octoberr 2003 Bent Thomsen - FIT 3-1 15
Moving Around the Worksheet
• Consider cell B4 active
• Note– thick cross mouse pointer
– row, column buttons highlighted
• After scrolling to right, note … – row button still highlighted
– name box still shows B4 as active cell
Octoberr 2003 Bent Thomsen - FIT 3-1 17
Moving Around the Worksheet
To select a column
•Click on the column heading button
•Whole column is highlighted
Octoberr 2003 Bent Thomsen - FIT 3-1 18
Entering Labels• Click desired cell to make it active
• Label is displayed both in cell and in formula bar as you type
• Label displays out of its column
– as long as other columns are empty
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Worksheet with Labels
• Note – Documentation
section– Label cut off, next cell
occupied– Labels aligned left
Octoberr 2003 Bent Thomsen - FIT 3-1 20
Editing a Cell's Information
• Click on desired cell– Cell pointer moves there– Contents displayed in
formula bar
• Click mouse pointer (I-beam) to location within text– type, delete, copy, paste
as needed
I
Octoberr 2003 Bent Thomsen - FIT 3-1 21
Entering Values
• When entering numbers– do not use commas
– numbers are right justified by default
• To proceed to next cell right use [Tab] or right arrow key
• To proceed down, use [Enter] key
Octoberr 2003 Bent Thomsen - FIT 3-1 22
Entering Formulas• Formulas are mathematical equations
– perform calculations– always start with an equal sign (=)
• Formula shows informula bar
• Note color referencesin formula
. . .
Octoberr 2003 Bent Thomsen - FIT 3-1 23
Entering Formulas• After formula entered and cell pointer moved
– Formula does not show in formula bar
– Result of calculations shows in cell where formula entered
Octoberr 2003 Bent Thomsen - FIT 3-1 24
Operators
• ^ - exponents
• + - addition
• * - multiplication
• / - division
• - - subtraction
• = - function
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Example
=5+1*38
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Order Calculations are Performed
• First exponents• Then any multiplication and division in the
order they occur• Then any addition and subtraction in the
order they occur
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Parentheses
• Operations within parentheses are performed before those outside.
• Within the parentheses the basic rules are followed.
• Multiple sets of parentheses, the innermost are executed first followed by the next set.
Octoberr 2003 Bent Thomsen - FIT 3-1 28
Built-in functions
• Functions are pre-written formulas• Functions must start with an equal sign• Functions takes value(s), perform an operation,
and returns a value(s)• Values you use with a function are arguments• =AVERAGE(D3:D7)
– AVERAGE is the function– D3:D7 is the argument
Octoberr 2003 Bent Thomsen - FIT 3-1 29
Using Functions• Advantages of predefined functions
– save time– more accurate
• Using AutoSum– Click cell at
bottom of column
– Click AutoSumbutton
– Excel assumesit should totalthe column
– SUM functioninserted
Octoberr 2003 Bent Thomsen - FIT 3-1 30
Using Functions
• AutoSum can also be used to right of a row of numbers
Octoberr 2003 Bent Thomsen - FIT 3-1 31
Using Functions• Note end results of
using AutoSum
• Note:– Click AutoSum
button once to display formula,again to apply
– SUM formuladisplays in Formula bar
Octoberr 2003 Bent Thomsen - FIT 3-1 32
Using the Function Insert Feature• Click on Insert, and Function
• Insert Function dialog box appears
Select function category
Choose specific function desired
Octoberr 2003 Bent Thomsen - FIT 3-1 33
Using the Function Insert Feature
Note calculated result of inserted function
Animated border shows selected
range
Formula appears in
cell
Arguments of function must be
specified
Octoberr 2003 Bent Thomsen - FIT 3-1 34
Using the Function Insert Feature
Note calculated result of inserted
function
Octoberr 2003 Bent Thomsen - FIT 3-1 35
Creating a Chart
• Select series of numbers from worksheet
• Click Chart Wizard button– Dialog box opens
• Choose charttype, sub-type– Note preview
button
Click on Next button to proceed
Octoberr 2003 Bent Thomsen - FIT 3-1 36
Creating a Chart
• Step 2– Review and change
series range asneeded
– Click CategoryLabelsbutton to specifysource of labelsfor chart
Octoberr 2003 Bent Thomsen - FIT 3-1 37
Creating a Chart
• Labels now show inlegend
• Range for labelsnow displayed
Click on Next button to proceed
Octoberr 2003 Bent Thomsen - FIT 3-1 38
Creating a Chart
• Step 3– Enter titles (which
will show on preview)
– Specify legend detailson legend tab
– Specify Data Label details as shown
Click on Next button to proceed
Octoberr 2003 Bent Thomsen - FIT 3-1 39
Creating a Chart
• Step 4– Specify where chart will appear
– Click Finish
Octoberr 2003 Bent Thomsen - FIT 3-1 40
Creating a Chart
• Chart is displayed as object in worksheet
Note Chart toolbar displayed while chart is selected
Octoberr 2003 Bent Thomsen - FIT 3-1 41
Moving, Resizing a Chart• With chart selected, mouse cursor changes
to when mouse key pressed– This is the "movement pointer"
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Changing a Chart Type
• Possible to use the same data and change to a different chart– Column chart to bar chart– Bar chart to line chart
• Can also switch between sub-types– Flat pie chart to 3D pie chart
• Important to use a chart type which best represents what the data portrays
Octoberr 2003 Bent Thomsen - FIT 3-1 46
Changing a Chart Type
• To change chart type– Select the chart
– Click on Chart, then Chart Type
– Opens Chart Type dialog box
Octoberr 2003 Bent Thomsen - FIT 3-1 47
Changing a Chart Type
• Chart Type dialog box Choosing 3-D sub-type
Specify a type as the default
type
Octoberr 2003 Bent Thomsen - FIT 3-1 48
Changing a Chart Type
• 3-D view can also be changed– Click Chart, then 3-D view
– Opens 3-D View dialog box
Change angle of elevation Rotate view
Octoberr 2003 Bent Thomsen - FIT 3-1 49
Changing a Chart Type
• Resulting chart– 3-D view– View has been elevated to 30 degrees
Octoberr 2003 Bent Thomsen - FIT 3-1 50
Previewing and Printing a Worksheet
• Click the preview button on the standard toolbar
• Worksheet preview displayed– note mouse cursor
is magnifier
– click on area tozoom in
Octoberr 2003 Bent Thomsen - FIT 3-1 51
Previewing and Printing a Worksheet
• Click the Print button
• Print dialog boxappears– Note options
Octoberr 2003 Bent Thomsen - FIT 3-1 52
Previewing and Printing a Worksheet
Alternative ways to print• Click File and the Print
– Note Print Preview option herealso
• Click Print icon on menu bar
– (Print dialog box will not appear)
Octoberr 2003 Bent Thomsen - FIT 3-1 53
Using the Office Assistant• Click Help on the menu bar
– choose Show Office Assistant
• Enter question in dialog balloon
• Select a help topic
Octoberr 2003 Bent Thomsen - FIT 3-1 54
Using the Office Assistant
• Read the chosen help topic– Note possible multiple
panes of information
• Office Assistant can bedisabled– uncheck option box
in dialog box
Octoberr 2003 Bent Thomsen - FIT 3-1 55
Saving and Closing a Workbook• Click File and Save from
the menu bar
• Use the Save As dialogbox
• Specify new folderas needed withNew Folder dialogbox
• With name of file enteredclick Save button
Octoberr 2003 Bent Thomsen - FIT 3-1 56
Steps in Developing a Spreadsheet
1.Determining the purpose - what inputs, what outputs, what printed reports
2.Planning - plan it on paper first
3.Building and testing - make sure it manipulates the data correctly
4.Documenting - should include something within the worksheet itself (directions, name and date)
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