excel basics tutorial lauren ottaviano fall 2012
TRANSCRIPT
Rows and Columns
• Rows: horizontal lines on the grid• Numbered, total of 220 = 1,048,576
• Columns: vertical lines on the grid• Lettered from A . . . Z, AA, AB, . . . To ZZ, AAA to XFD• Total of 214 = 16,384 columns.
Row & Column Operations• Insert, Delete, Cut, Copy, Paste• Move cursor over to row or column heading (number or letter on
the border of the spreadsheet)• Cursor turns into an arrow• Right click to see menu
• Also Hide or Unhide rows/columns
Resizing a row or column• Move cursor over to edge of column or row label (the number
or letter)• Cursor turns into an “adjustor”• Click and drag to resize
Insert & Delete with Cells• When you insert or delete a cell, you need to state how the
other cells should be rearranged.• To simply empty the contents, press the delete or
backspace button
Multiple Worksheets• Multiple “worksheets” are associated with a single file or
“workbook”• Click on tab at bottom to move from one to another. –far right
tab inserts a new sheet.
Multiple Worksheets• Right click on sheet name to move, copy, etc.
• If you selectmore than oneworksheet & thenedit some cells,the same edits willappear on all ofthe selected sheets
Cursor Movements• Ctrl + arrow• Move to the next or last area with content
• Shift + arrow• Select this cell and cell in the next direction• Further use of arrows: expand size of selected rectangle.
• Shift + ctrl + arrow• Select all cells/rows/columns until next cell or last cell with
content
Cursor Movements• From bottom right: shift + ctrl + up – select last column of data
• Shift + ctrl+ left – selectremainingcolumns ofdata
Cursor Movements• Move cursor to edge of selection and it becomes arrows in four
directions
• Drag to moveentire selection
Cell Properties• Right-click on cell or group of cells to see drop-down menu.
• Click on “Format Cells”to adjust cell properties
Formatting Cells• Number tab: determine the data type• Number• Currency• Date• Percentage• Text• Custom
• Each with its ownoptions
Formatting Cells• Number options in toolbar• Change number of decimal places• Presence of comma• Dollar or other currency• Convert data type
Date Formats• Excel has multiple options for presenting dates• Dates are stored as numbers• Allows for addition, subtraction of days• Date number 1 is 1/1/1900.• Earlier dates are allowed, but some problems arise with algebra
Formatting Cells• Other tabs allow for changing text alignment,font, borders, fill,& rights forchanging the cell.
Merging Cells• Cells can be joined horizontally, vertically, or both into larger
rectangles
• Mainly for creating titles
Freezing Panes• For large spreadsheets, the header row or column can be
frozen so that it always displays when scrolling.
Paste Special• Option when right-clicking a cell or can be dragged and
selected from the paste button.
• Can paste formulas,values (what theformulas equal),formats (font, etc.),transpose of cell
Sorting Data• Can sort data in ascending or descending order by any
variable.• Can also do nested sorting
• First by column A then by column B.• Excel will use column names if you ask.
• Go to data tab sort for dialogue box with sorting options
Pasting Text• Tab delimited text pastes directly into Excel as different columns.• For other text (comma-delimited, other delimiters, or block text), first
paste, then select your text and click on “text to columns” in the Data tab
Text to Columns• After clicking text to columns, a dialogue box opens with a
variety of options.• This same box opens when youopen a text filedirectly in Excel
Text to Columns• If you pick “delimited,” you can select the delimiter (i.e., what
indicates the start of the next column)• Tab, comma, semicolon, etc.
• If you pick “fixed width,” then you select the places where each old column ends and new one begins
Formulas• To calculate a value based upon values in other cells, begin the
entry with =• Refer to other cells by their locations (C3, B3, etc.)• Formula appears in the formula bar above the column heading.• Cells are highlighted when selected
Expanding formulas• Move your cursor to the lower-right of the cell, and it turns
into a plus sign.
• Drag in any direction tofill in the same formulain those additional cells
• Double click to repeatformula for all values untilnext blank space in column
Expanding Formulas• By default, the locations of cells change as you drag or paste.• As you move from B3 to E7,
= C17/B12 would change to = F21/E16
• To keep a cell, column, or row constant, use a dollar sign before the number or letter in the formula.• As you move from B3 to E7,
= C$17/$B12 would change to = F$17/$B16
Formulas• Arithmetic Operators
+, -, *, /, ^ (plus, minus, times, divide, exponent)Parentheses (for order of operations)
• Mathematical FunctionsSQRT, LN, LOG, EXP, MODROUNDDOWN, ROUNDUP, ROUND
Formulas• Logical Operators
IF(condition,value if true,value if false)uses >, >=, =, <=, <AND(condition a, condition b) or &OR(condition a, condition b)nested ifs:
IF(condition a ,IF(condition b,0,1),1)
Formulas• Statistical Functions
SUM(A1,A2,B1,B2) or SUM(A1:B2)SUMIF(A1:A13, "<=20") –sum of all elements ≤ 20
AVERAGE, MIN, MAX, MEDIAN, STDEV, COUNTSUMPRODUCT(A1:A13,B1:B13)COVAR(A1:A13,B1:B13)
NORMDIST(x,mean,sd,cumulative)NORMINV(probability,mean,sd)
other distributions as well (F, t, beta, binomial, etc.)
RAND() –random number between zero and oneUse norminv to make it random normal
Formulas• Text functions
UPPER, LOWER, PROPER –change caseLEN –length (number of characters)SUBSTITUTE(text, string to remove, string to replace it with)FIND(text to find, text to search)
finds position of first instance of a string in textMID(text, starting position, number of characters)
picks out a portion of the text
Formulas• Cell positions
ADDRESS(1,2) = $B$1useful if you need the 5th row from the 36th column, or if the location depends on another formula.
COLUMN(B1) is 2 (because 2 is the second column)ROW(B36) is 36.
Formulas• VLOOKUP(value in leftmost column, table of
data, column from data to return)
Note: data must be sorted by first column.
Formulas• HLOOKUP(value in top row, table of data, row from data to
return) • VLOOKUP and HLOOKUP are useful for values such as “ID of top
earner,” Note: data must be sorted from left to right
Formulas• Financial functions
PMT(interest rate, number of periods, present value) –the number of payments for a loan
NPV(interest rate, payment after 1 year, payment after 2 years, . . . , payment after n years)
NPER(interest rate, payment per period, present value of sum being paid off)
IRR(cash flow in year 0, cash flow in year 1, . . . , cash flow in year n, initial guess for irr)
Naming Values or Ranges• Useful for keeping track of items in your spreadsheet. –right
click, then select name a range to get a dialogue box