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Introduction to Excel 2010

Before we start…Throughout the following pages, we will reference several menu options and how you can get to them. To do this, we will use the following convention: When you see the following, ViewZoom, the first word (“View”) refers to a menu option usually found on the toolbar. The word that follows (“Zoom”) is a menu choice found under the first option you made.

Part 1: Becoming Familiar with Excel

Starting ExcelNote: Different versions of Windows may have slightly different steps/commands. An icon for MS Excel may already be located on the desktop as well.

1. Click the Start button on the Windows taskbar.2. Point to Programs (or All Programs)3. Click Microsoft Excel to open a new workbook

The Excel ScreenThe screen in Excel looks very different than those used in other types of applications.

Page | 1 Revised 2/23/2014

The large window, labeled "Microsoft Excel" may take up the entire screen. This is referred to as the Application Window. The top line is called the Title Bar and has three buttons on the right side of the bar (Minimize, Restore, and Close); the Quick Access Toolbar is located on the left side of the Title Bar. Use the Minimize, Restore, and Close buttons to size the window and/or close it. The Quick Access Tool Bar allows you to access frequently-used commands. The Quick Access Tool Bar can be left in the default position (as shown in the screenshot) or moved.

The second line is called the Ribbon. The Ribbon helps you quickly find the commands that you need to complete a task. Commands are organized in groups which are collected under menu tabs relating to a type of activity; such as Page Layout. The Ribbon can be shown or hidden using the arrow button on the Title Bar.

The next line has the Name Box and the Formula Bar. The Name Box is used to display the active cell or cells; it can also be used to select a named reference (set of cells, chart, etc.) within your spreadsheet. The Formula Bar displays the contents of the current cell; if the cell contains a formula or function, it displays the formula/function instead of the result. Text, numbers, formulas or functions can also be typed directly into the Formula Bar.

The Zoom feature (located on the Ribbon under the View tab) allows you to change the size of the viewing area. This does not affect the actual printing of the file. Click on the left hand button and make a selection. You can also use the zoom slider in the lower right corner of the application window.

Excel has its own online help menu. You can access the Help options with the question mark icon on the Title Bar or by pressing F1 on the keyboard. A window will appear that prompts you to enter the topic you need help with.

Columns, Rows and CellsThe horizontal bar across the top of the worksheet area is filled with letters, beginning with A. Each letter represents a column while the vertical bar on the left side of the worksheet filled with numbers refers to rows.

The intersection between a column and a row is referred to as a cell. A cell is similar to a box that can be used to store a piece of information. Each piece of information could be a word or group of words, a number or a mathematical formula.

Each cell has its own address. This address is used in formulas for referencing different parts of the worksheet. The address of a cell is labeled with the letter of the column and the number of the row in which it is located. For example, the address of a cell in column B, row 5 would be referred to as B5. The column is always listed first, followed by the row without any spaces between the two.

These cell addresses are useful when entering formulas. Instead of typing actual values in your equations, you simply type the cell address that the value is stored in. Then, if you need to go back and change one of the values the spreadsheet automatically updates the answer based on the new number(s).

The cell with the dark border within the worksheet is referred to as the active cell. If you begin typing, or create a function in the Formula Bar, the active cell will be populated. Each cell may contain text, numbers, or dates. You can enter up to 32,000 characters in each cell (equivalent to a 44 page report!).


Worksheets and WorkbooksA worksheet is made up of up to 17,179,869,180 individual cells. The first 26 columns are lettered A through Z. Excel then begins lettering the 27th column with AA and so on. In a single Excel worksheet there are 16,384 columns (lettered A-XFD) and 1,048,576 rows (numbered 1-1,048,576), however, the more data you have in a worksheet, the less manageable it becomes!

Toward the bottom of the Excel window is a small tab that identifies each sheet in the workbook (file). If there are multiple sheets, you can use the tabs to easily identify what data is stored on each sheet. When you begin a new workbook, the tabs default to being labeled Sheet1, Sheet2, etc. Worksheets can be renamed, moved, copied and deleted by right-clicking on a sheet and selecting the desired command.

Moving Around in ExcelWhen Excel starts, a new worksheet opens. What is currently visible is only a small portion of what is available for you to use. In order to move to areas that you cannot see, you can:

Use the scroll bars Use the keys described in the table below

Keystroke ResultTab Move one cell to the rightShift + Tab Move one cell to the leftArrow key Move one cell in the direction of the arrowCtrl + arrow key Move in the direction of the arrow to the last cell before a blank cell, or to the edge of

the worksheet if all cells are blankPage Up Moves up one screenPage Down Moves down one screenHome Moves to the beginning of the rowCtrl + Home Moves to cell A1Ctrl + End Moves to the last cell containing data (in the bottom right of the worksheet)

Excel Cursors & PointersExcel uses several unique cursors and pointers that are used for different functions. The table below depicts each pointer and its application.


Part 2: Simple Exercises Using Excel

Entering & Editing DataEntering data is as simple as beginning to type. In the following section, you will enter sample data, edit that sample data, and delete & undelete that data.

Activity 1Enter the following information into your Excel worksheet:

PM2.5 Concentration (ug/m3)Jan Feb Mar Apr May Jun Total

Year 1 32.5 28.2 9.8 15.2 12.8 12.8Year 2 25.0 30.9 13.11 19.99 12.34 10.098Year 3 28.45 22.14 10.856 16.24 15.334 16.84Year 4 26.36 14.78 16.51 18.98 12.62 12.21Year 5 31.64 20.31 15.88 17.47 9.33 11.1

Editing data is simple as well. As with any Microsoft application, there are several options for doing this. First, highlight the cell you wish to edit, then:

1. Begin typing to completely overwrite cell contents2. Double-click the cell and a flashing insertion point appears in the cell3. Use the formula bar4. Press F2 on your keyboard

After editing a value, hit Enter or Tab to accept the changes and move to another cell.


Activity 2Edit three of your values, using any option mentioned above.

Deletion of data can be relatively straightforward. You can:1. Select a cell or range of cells and press delete2. Select a cell or range of cells and Home EditingClear All.

Activity 3Delete two values in your table using either choice above.

Undoing an action can save both time and headache. On the Quick Access toolbar, you may see two arrows. Using these arrows, you can either Undo the last action or series of actions you just completed, or Redo an action. Undo/Redo is only available for actions since the last Save command; once saved, changes cannot be undone.

Activity 4Undo the deletion you completed in Activity 3 until the last two changes made are undone.

Working with columns and rowsWidthSometimes the data you enter does not fit the default cell width of 8.43 characters. When this happens, you will see either ##### or see a number expressed in scientific notation (2.34E+08). To fix this, you will have to adjust the cell width. There are three options available to do this:

1. Make sure the highlighted cell is in the column that you want adjusted. Choose Home Cells Format Column width from the menu bar. Then type in a new width and press enter. Note: Default width is 8.43 characters.

2. Using the mouse, position the pointer at the right-most end of the column you wish to re-size. The Pointer will become a two-headed arrow. You can then click and drag to the desired column width.

3. Using the mouse, position the pointer at the right-most end of the column you wish to resize and double click. It should resize to fit the largest word/character size.

HeightIn the same respect, some of the data you enter will not fit the height of the cell and/or row it is in. Here are two ways to change the row height:

1. Make sure the highlighted cell is in the row that you want adjusted. Choose Home Cells Format Row Height from the menu bar. Then type in a new height and press enter. Note: Default height is 12.75 points (approximately 1/6 inch or 0.4 cm)

2. Use the mouse: Point to the top edge of the row number boundary to get the two-headed arrow. Drag downward to increase the row height. Drag upward to decrease the row height.

Inserting & DeletingIf you decide that you need another column in between your existing values, or that you want to insert a row or rows between existing values, you should use the following exercises (Note: these methods can also be completed by using the right-click option on your mouse):

Inserting a single column: click on the column to the right of where you want the new column, then choose Home Cells Insert Insert Sheet Columns

Inserting a single row: click a cell in the row below where you want the new row and choose Home Cells Insert Insert Sheet RowsPage | 5 Revised 2/23/2014

Deleting a row or column: select a cell in each row or column to be deleted and choose Home Cells Delete Delete Sheet Rows or Delete Sheet Columns.

Note: Inserting or deleting cells, rows or columns may affect formulas or information in other cells.

Activity 5Insert a column between Jun and Total. Label this column Subtotal. Insert a row between the table title (“PM2.5 Concentration”) and the header row (Jan-Jun). You decide that this is not the format you want; remove the newest columns and rows using the options above.

FormattingOnce you have created your worksheet, you may want to format it to make it easy to read and ensure that your data are displayed clearly and appropriately. Formatting is the adjusting the structure and layout of a worksheet and its individual parts, including text alignment, font size, number formats, and even borders and shading.

To format the way your cells display numbers, select the cells you would like to format. Choose Home CellsFormatFormat Cells tab from the menu bar. The format cells dialog box appears, and allows you to select from different tabs to format Number, Alignment, Font, Borders, Fill (Shading). There are a variety of number formats available to easily change the way your data are displayed.

Note: changing the format of the numbers only changes the way they are displayed, but does not change the underlying values. This enables you to switch back and forth between different number formats without losing essential information. Changing decimal places displayed automatically rounds the underlying values, however, the original values (not rounded) are still used in any calculations involving those values.

Activity 6Select the numerical data values in your table and format them so that they display only one digit after the decimal place. Select the Month headers in your table and format the alignment so that the text is centered; format the font so that it is BOLD and underlined.

Saving your workYou will want to frequently save your work. This can prevent a great deal of heartache, headache, and wasted time. Additionally, it is important to save a copy of your original data before editing or manipulating it in any way. To save a copy of your original spreadsheet, use FileSave As. A dialog box appears prompting you for a location and file name. You can repeat the Save function after additional changes are made by clicking on the floppy disc icon on the toolbar.

When choosing a file name, keep these points in mind: Excel automatically suggests a file name, such as Book 1. Workbooks can be given names up to 255 characters long. You should choose a meaningful name, something that represents the content of the worksheet,

in a logical location, so that finding the file later will be easy. You cannot use the following characters in filenames: / \ > < * ? | : ;

Note: If you are routinely saving spreadsheets with similar content (such as data reports from a lab that change over time), it is recommended you use a standardized naming convention to keep your documents organized (eg. PM25_SiteA_040713.xlsx).

Activity 7Use FileSave As to save your workbook to the Desktop; give the file a meaningful name.


Closing, Opening WorkbooksClosing and opening workbooks in Excel is the same as with other Microsoft Office software. In the upper right corner of the Excel window you will notice two sets of three buttons (Minimize, Maximize and Close). Note that one set of buttons controls the Excel window and one set of buttons controls the Workbook window (your active file). If you close the Excel window, it will automatically close the Workbook window as well.

Files can be opened directly from the Excel window using FileOpen. The file browsing window will appear and you can look for the file you wish to open. If it was recently open, it will also appear in a list under FileRecent.

Activity 8Close the current workbook file; then re-open it using one of the methods above.

Part 3: Excel Functions and Tools

Formula Creation & Math FunctionsExcel provides several built-in math functions, or you can create your own custom formulas. To use a built-in function:

1. Click in the cell where you want the results to appear.

2. Click on the Insert Function button next to the Formula Bar to open the function dialog.

3. From within the Insert Function dialog box, you can search for a function by name or select a category in the Function category list. All of the associated functions are listed below the function category, with a description of the function and its arguments below. Note: the Insert Function dialog box automatically displays most recently used functions for the function category.

4. After selecting the function you want, click OK to close the dialog box (Note: some functions have variations available with different arguments and results; a description of each function is Page | 7 Revised 2/23/2014

listed at the bottom of the dialog box when you select it; always be sure you are using the correct function.)

5. The Function Arguments dialog box appears next

6. Define your arguments: you can do this by entering a value or a cell address (depending on the argument) directly into the space, or you can click the show/hide dialog box button, this will minimize the dialog box so you can more easily select cells in the underlying worksheet (Note: each argument is clarified in the lower part of the Function Arguments dialog box)

7. After defining your arguments, click OK. The results of your formula will appear in the cell.

You can also create your own formula by either typing it directly into the formula bar. There are a few tips you need to keep in mind when creating your own formulas:

Order of operations (PEMDAS): Parentheses, Exponentials, Multiplication & Division first, Addition and Subtraction second

All formulas MUST start with an equal sign ( = ) Use a blank cell as your active cell to avoid errors Use appropriate arithmetic and reference operators for correct results

Note: to view the function in a cell, select the cell and notice the formula displayed in the Formula Bar. If you double-click on the cell, the formula is displayed directly in the cell AND the cells or range of cells used in the formula are highlighted in various colors for easy identification.

Arithmetic operators: Perform basic mathematical operations such as addition, subtraction, or multiplication; combine numbers; and produce numeric results, using the following arithmetic operators.

Arithmeticoperator Meaning Example

+ (plus sign) Addition = 3+3– (minus sign) Subtraction

Negation= 3–1= –1

* (asterisk) Multiplication = 3*3/ (forward slash) Division = 3/3% (percent sign) Percent = 20%^ (caret) Exponent = 3^2

Reference operators: Combine ranges of cells for calculations with the following operators.Referenceoperator Meaning Example: (colon) Range operator, which produces one

reference to all the cells between two references, including the two

B5:B15


Show/Hide Dialog Box

Button

references, (comma) Union operator, which combines

multiple references into one referenceSUM(B5:B15,D5:D15)

Activity 9Select the first empty cell under the heading “Total” and insert the SUM function. Define the SUM function arguments so that it is totaling the values from Jan-Jun for Year 1. Create a new header in the next column as “Average” and insert the AVERAGE function so that the average of the concentration values is calculated for Year 1.

Fill & Series CommandsExcel can help you enter a series of numbers, dates, times, or other standardized values. For instance, if you want to fill a column with a list of consecutive dates or numbers, instead of typing dates or numbers in each cell of the column you can use the “Series” command or you can click and drag the “fill handle” on a cell. Both of these methods are described below.

Using the Fill HandleWhen you select a cell or cells, a small black square appears in the lower right corner of the selection. When you hover over the fill handle, the pointer changes to a “solid plus” (see above under Excel Cursors and Pointers). You can either:

Click and hold the fill handle, drag down or across to fill sequential values into those cells Right-click the fill handle and hold it down while you drag the selection box over the cells that

you want to fill. When you release the mouse button, a menu will appear, choose “fill series” and the boxes will fill automatically. (Note: the right-click option gives you a shortcut menu with additional “fill” options to choose from)

You can also use the Fill handle to copy formulas from one cell to another adjacent cell.

Activity 10Select the cell with the Total concentration values for Year 1. Grab the fill handle and drag the selection down so that the formula is filled in for Years 2-5.

Using the Series commandThe Series command is especially helpful for filling values in a range of cells and can be customized to include specific lists (such as site names) or non-standard sequences (such as every 6 days).

To use the Series command: Select the cell that contains the first value. Using your mouse, click and drag the hollow plus pointer so the cells that you wish to fill are

highlighted. Under HomeEditingFill choose Series. The Series dialog box will appear. Select the appropriate options for your series

Activity 11In a blank cell in your worksheet enter the heading “Sampling Schedule 1/6” and below the heading enter 7/1/14. Select the cell with the date displayed, and drag down to highlight approximately 10 more cells below it. Under HomeEditingFill choose Series; for this example, chose “Columns” in the Series in list and “Date” on the Type list and “Day” on the Date Unit list. Enter “6” for Step Value. Click on OK and the selected cells will be filled with the desired dates.

Creating Custom Series


Custom series are useful for text (such as site names or months of the year, etc.) or mixed text/numeric values that are always in the same order (ie: FY12, FY13, etc.). There are two ways to create a custom series:

Enter first two values of series (ie. Year 1, Year 2) Select both cells and drag fill handle to fill desired cells

OR: First, define a custom list: FileExcel OptionsAdvancedGeneralEdit Custom Lists Select cells to be filled, with starting value in first cell then select HomeFillSeries and select

AutoFill under the Type option. Alternately, you can select the starting cell and drag fill handle to fill desired cells

Activity 12Create a custom series using the steps above, then create a list in your spreadsheet using Fill/Series.Creating chartsCharts can emphasize important points in your data and make them easier to understand. Using charts, you are able to get your point across efficiently and quickly, embedding them in reports or presenting them to interested audiences.

What do different graphs represent?The following table illustrates what some of the different graphs illustrate.

Name Description of UseColumn Compares values across categoriesBar For comparing multiple valuesLine Displays a trend over timePie Displays contribution of each value to a totalXY (Scatter) Compares pairs of values, also known as XY chartOther Charts Click Other Charts for Stock, Surface, Doughnut, Bubble, etc.

To create a chart, you must first have data in your worksheet. Included with this data, it is helpful to have labels in the column to the left of the data to indicate categories, labels across the row above the data that indicate the type of data or the time over which the data will be analyzed, data all formatted the same way, and data in cells that are next to each other.

First, determine the type of chart that will display the data most effectively. Second, select the cells that contain the data that you want charted – this is the data range.

Click InsertCharts, choose which chart type you will be using. You can always change type later if it is not the right type. The chart will be created automatically using default settings. You can change the chart type, data ranges, plotting methods, titles, legend placement, and chart placement using various tools in the Chart Tools tab set that appears when the chart is selected.

Activity 11Select the data for PM2.5 Concentrations (Jan-Jun and Year 1-Year 5). Go to InsertCharts and select the type of chart you want to make (refer to the table of chart types above). Select the chart so that the “Chart Tools” menu tabs appear on the Ribbon; review the options for changing and formatting your chart to see how they work. Try changing the chart type to see how the data can be represented using different formats (note: some may not be appropriate for your data set).


Importing TextSome types of air monitors supply data in a text format. These files are often identified by the .txt suffix (example: february00.txt). Text files contain lines of characters, including both numbers and letters. To divide these lines of text into columns of data, characters, including commas or tabs are inserted to separate each field or column of data (referred to as delimited text). Text data can also be in a fixed-width format, where the fields are aligned in columns with spaces between each field. Excel’s Text Import tool can import both of these text file data formats. The Text Importing function takes the lines of characters and converts them into data contained within the columns and rows of an Excel file.

Choose Data Get External Data From Text. The import text dialog box appears. Choose the text file that you would like to import from Excel and double-click on it or single-click the file name, then click the Import button. Follow the instructions given by the Text Importing dialog boxes that follow.

Activity 12In a new spreadsheet, import the Ozone data text file (O3DataExample.txt) from the following URL: bit.ly/ITEP_comp. Use the steps outlined above to initiate the Text Import process.

PrintingPrint Preview & Layout OptionsBefore you print a worksheet it is recommended to preview the document first, click FilePrint (a preview image will appear before actually printing) to see how the sheet will look when you print it. The way pages appear in the preview window depends on the available fonts, the resolution of the printer, etc. and can be adjusted with some of the options available in the Print window (ie. Margins, Orientation, Paper size, Scaling).

To fit all the contents of your worksheet onto one page (or all columns or all rows on one page, etc.) you can adjust the Scaling options, however the size of the text/images will be shrunken to meet the specified scale.

You may notice that Excel wants to print more rows or columns than you want to. You can set the print area using Page LayoutSet Print Area (you must first select the range of cells to include in the print area).

Printing TitlesExcel can print headings or information in specified rows or columns on each page; this is useful when you have to print a file with multiple pages of information and need to refer to column/row headings on each page. Page LayoutPrint Titles opens the Page Setup dialog box. Enter the cell range for the Rows to repeat at top or Columns to repeat at left as desired (ie. A1:K1); if you don’t know the cell addresses, you can select the data directly by using the Show/Hide Dialog Box buttons.

If you want the Column or Row names (A, B, C and 1, 2, 3) to be displayed when printed, check the Row & Column Headings box.


Part 4: More Activities Using ExcelThe following activities are provided for students who have time to proceed onto more advanced topics using Excel.

Activity 1: Converting Temperatures from Fahrenheit to Celsius1. Create a new spreadsheet with a column for Fahrenheit (degF) values and a column for Celsius

(degC) values.2. Enter a series of appropriate values under (degF)3. Enter the formula in the first cell of the (degC) column to convert from degF to degC [Hint:

degC = (degF-32) x (5/9)]4. Use the Fill/Series command to fill the formula to the end of the degF values.

Activity 2: Mean, Standard Deviation, Max, Min, Charts1. From the URL bit.ly/ITEP_comp, Open the Excel file called “PMMock Data-1”2. Answer the following questions by creating formulas for the data set.

a) What is the average (mean) PM2.5 value for the data set?b) What is the standard deviation for the PM2.5 data set?c) What is the maximum PM2.5 value? On what date did it occur? d) What is the minimum PM2.5 value? On what date did it occur? e) How can you use Excel to get this information quickly?

3. Create a chart showing the sampling date (x-axis) and PM2.5 value (y-axis). [InsertChartsLine] Label the X and Y axes and give a title to the graph.

4. When you have finished making the chart, add a trendline line and have the equation and r-squared value displayed on the graph. [click on the chart to select it, then Chart


Show/Hide Dialog Box

Button

ToolsLayoutTrendline. Select: Linear Trendline. Double-click the trendline for more options; select the boxes to add the equation and r-squared value to the chart.]

Activity 3: PM2.5 concentrationPM2.5 filters were weighed before and after sampling and the atmospheric conditions were recorded. What were the PM2.5 concentrations in µg/m3? Set up an Excel spreadsheet to do the calculations.

filter wt before sampling (mg)

filter wt after sampling (mg)

Sampling period (hrs)

flow rate (L/min)

air pressure (mm Hg)

air temp (°C)

143.400 143.900 24 16.600 744 24150.300 150.900 24 16.800 743 20145.700 147.300 24 16.600 756 21

Activity 4: NOx Boiler EmissionsSuppose you want to calculate the emissions of NOx from the combustion of fuel in a boiler. This facility emits NOx at the rate of 3.92 lb/hr, and it is in operation for 8 hours/day, 5 days/week, 52 weeks/year. What are the emissions in tons per year (TPY)? What would the emissions of NOx be if this facility emitted combustion products continually for a year?


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