ms excel notes1 part 1 introduction to microsoft excel: what is a spreadsheet? microsoft excel notes
TRANSCRIPT
MS Excel Notes 1
Part 1
Introduction to Microsoft Excel: What is a Spreadsheet?
MicrosoftExcelNotes
MS Excel Notes 2
Objectives (1 of 2)
• Describe what a spreadsheet is and potential applications
• Distinguish between a formula and a constant• Open, save, print a workbook; insert and delete rows
and columns• Distinguish between a pull-down menu, shortcut
menu and toolbar
MS Excel Notes 3
Objectives (2 of 2)
• Describe the three-dimensional nature of a workbook; distinguish between a workbook and a worksheet
• Print worksheet with values or formulas• Use Page Setup to print worksheet and
preview before printing
MS Excel Notes 4
Overview
• Introduction to Spreadsheets and Excel• Show wide diversity of spreadsheet
applications• Fundamentals of spreadsheets using Excel• Worksheet recalculates automatically after
changes
MS Excel Notes 5
Spreadsheet Basics
• Spreadsheet is a computerized ledger• Divided into Rows and Columns• Cell References• Constants--entries that do not change• Formulas--combination of constants and
functions
MS Excel Notes 6
Excel Basics• Common user interface of all Office
applications• Worksheet is an Excel spreadsheet• Workbook contains one or more worksheets• Toolbars--Standard and Formatting• File menu--Save, Open and Print commands
MS Excel Notes 7
Modifying the Worksheet
• Insert and Delete Commands for both rows and columns
• Page Setup Commands--Portrait versus Landscape, Margins, Header/Footer, and Sheet Tabs
MS Excel Notes 8
Excel Features and Commands• Active cell• Formula bar• Shortcut menu• Status bar• Toolbars• ScreenTips• Edit Delete versus Edit Clear• Incompatible File Type from Excel• Save as Command
MS Excel Notes 9
Part 2
Gaining Proficiency: Copying, Formatting, and Isolating Assumptions
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MS Excel Notes 10
Objectives • Explain importance of isolating assumptions
• Define, select and deselect cell ranges
• Copy and move cells; differentiate between relative, absolute and mixed addresses
• Format a worksheet
• Change column widths
• Describe steps to create a financial forecast worksheet
MS Excel Notes 11
Overview
• Basic commands to create a worksheet• Use cell ranges and commands to build a
worksheet• Isolate assumptions to easily evaluate
alternatives• Improve appearance of worksheets• Accuracy is critical for spreadsheets
MS Excel Notes 12
Getting around the Worksheet
• A rectangular group of cells is a range• Copy duplicates contents of a cell from a
source range to a destination range• Three types of addresses: absolute, relative
and mixed• Move transfer contents of a cell
MS Excel Notes 13
Formatting
• Column widths• Row Heights• Numeric Format• Alignment• Fonts• Borders, Patterns, and Shading
MS Excel Notes 14
Numeric Formats
General
Number
Currency
Accounting
Date
Time
Percentage
Fraction
Scientific
Text
Special
Custom
MS Excel Notes 15
A Financial Forecast
• Always isolate assumptions and initial conditions
• Creating a financial forecast is a common task
• Be aware that by isolating that is separating initial conditions you spreadsheet will be more valuable when changes occur
MS Excel Notes 16
Part 3
Graphs and Charts: Delivering a Message
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MS Excel Notes 17
Objectives (1 of 2)
• Know advantages and disadvantages of different chart types
• Distinguish between an embedded chart and one in a separate chart sheet
• Use the ChartWizard• Use arrows and text to enhance a chart
MS Excel Notes 18
Objectives (2 of 2)
• Differentiate between data series specified in rows versus ones in columns
• Understand how charts can be accurate statistically yet misleading conceptually
• Create a compound document consisting of word processing, worksheet and a chart
MS Excel Notes 19
Overview
• Business graphics one of most exciting Windows applications
• Determine message of chart• Create charts using Chart Wizard• Plot multiple data sets on a single chart• Dynamically link a chart to a memo
MS Excel Notes 20
Chart Types
• Always remember to keep it simple• Pie and Exploded pie charts, effective for
displaying proportional relationships• Column chart used for number display• Bar charts show numbers horizontally
MS Excel Notes 21
Creating a Chart
• Embedding in a worksheet or separate chart sheet
• Use the Chart Wizard a four step process– Step one choosing a chart– Step two review data series– Step three final touches– Step four where to store
• Enhance with Drawing toolbar or Chart toolbar
MS Excel Notes 22
Multiple Data Series
• What message do you want chart to display• Rows versus columns
– If data series are in rows the Chart Wizard will use first row for X axis and use first column for legend text
– If data series are in columns the Chart Wizard will use first column for X axis and use first row for legend text
MS Excel Notes 23
Object Linking and Embedding
• Primary advantage of Windows is to create a compound document
• Embedded object is stored in the compound document
• Linked object is stored in its own file and used with a compound document
• OLE pronounced “Oh-lay”
MS Excel Notes 24
Additional Chart Information
• Excel has 14 standard chart types on the Chart Wizard
• Line used to display time-related information• Combination uses two or more charts• Use Accurate Labels• Don’t add Dissimilar Quantities
MS Excel Notes 25
Part 4
Spreadsheets in Decision Making: What If?
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MS Excel Notes 26
Objectives (1 of 2)
• Use spreadsheets in decision making; use Goal Seek and Scenario Manager
• Use PMT function• Use Paste Function • Use fill handle and AutoFill capability• Use pointing to create a formula
MS Excel Notes 27
Objectives (2 of 2)
• Use Average, Max, Min, and Count functions in a worksheet
• Use the If function to implement a decision and explain how the Vlookup function is used
• Print and view large spreadsheets
MS Excel Notes 28
Overview
• Spreadsheets are a tool for decision making• Use financial and statistical functions• Find desired end results with the Goal Seek
command • Choose between solutions with Scenario
Manager • Use relative and absolute cell references
MS Excel Notes 29
Excel Features
• Relative versus Absolute addressing in a worksheet
• Using the fill handle to copy• Pointing to cell address for formulas or
functions is more accurate• Using the Paste Function and the Formula
Palette
MS Excel Notes 30
Using Functions
• Statistical Functions: MAX, MIN, AVERAGE, COUNT, and COUNTA
• Use functions over arithmetic expressions• IF function enhances decision making• VLOOKUP(vertical lookup) Function and its
use
MS Excel Notes 31
Managing a Large Worksheet
• Scrolling shows specific rows and columns• Freezing Panes keeps headings in sight• AutoFill capability enter series into adjacent
cells• Scenario Manager enables evaluation of
multiple conditions
MS Excel Notes 32
Part 5
List and Data Management: Converting Data to Information
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MS Excel Notes 33
Objectives1 of 2
• Create a list • Add, edit and delete records in an existing list• Distinguish between data and information• Describe the TODAY function and use date
arithmetic• Use the Sort command
MS Excel Notes 34
Objectives2 of 2
• Use the database functions, DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT
• Use AutoFilter and Advanced Filter• Use the Subtotals command• Use a pivot table
MS Excel Notes 35
Overview
• Maintain data in a list
• Fundamentals of list management
• Display selected records
• Sort the list
• Use database functions, criteria range, and arithmetic
• Excel or Access can be used for database management
MS Excel Notes 36
List and Data Management
• Data management is based on lists in Excel• Database concepts--record, fields, and
primary keys• Need valid input to produce valid output--
Garbage In Garbage Out (GIGO)• Editing the list through Insert Row and
Columns command and Edit Delete
MS Excel Notes 37
Important Commands
• Data Form Command provides easy way to add, edit and delete records
• Sort command arranges lists according to value in fields
• Date Arithmetic is a powerful tool for formulas
MS Excel Notes 38
Data Versus Information
• Data is simply facts• Information is data arranged for a specific
use• Decisions in an organization are based on
information• Data commands, functions and reports
provide information
MS Excel Notes 39
Filter Commands
• AutoFilter is a subset of records which meet a set of criteria
• Advanced Filter allows for complex criterion and storing records in a separate worksheet area
• Criteria range specifies the values to search for in records
MS Excel Notes 40
Criteria Range
• Must contain at least two rows--field names and a second row of values
• Same row entries imply an AND condition• Values entered in different rows meet the OR
condition• Empty rows return all records
MS Excel Notes 41
Criteria Rangecontinued
• Relational operators can be used to find a designated range
• Upper and Lower Boundaries can be established
• Equal and unequal signs select empty and nonempty records
MS Excel Notes 42
Database Functions
• Parallels statistical functions• DSUM• DAVERAGE• DMAX• DMIN• DCOUNT
MS Excel Notes 43
Subtotals and Pivot Tables
• Subtotals command in the Data menu computes subtotals based on data groups
• Pivot tables extends the capability of database functions by presenting the data in summary form
• Use PivotTable Wizard
MS Excel Notes 44
Part 6
Consolidating Data:
3D Workbooks and
File Linking
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MS Excel Notes 45
Objectives1 of 2
• Distinguish between a cell reference, worksheet reference, and a 3D reference; us appropriate references to consolidate data
• Select and group multiple worksheets to enter common formulas
• Explain the advantages of functions over formula
MS Excel Notes 46
Objectives2 of 2
• Properly organize and document a workbook
• Copy and Paste to another workbook• Distinguish between a source versus
dependent workbook; create external references to link workbooks
MS Excel Notes 47
Overview
• Combine data from several sources into a summary report
• Reconcile summary totals with detail totals• Workbook contains 3 branch office
worksheets and 1 summary worksheet• OR workbooks for each branch office and
summary workbook
MS Excel Notes 48
3D Workbook
• Electronic equivalent of a 3 ring binder• Contains Worksheet tabs• Scrolling buttons allow easy movement
amongst worksheets• Window menu allows for tiling, cascading
options for multiple workbooks or worksheets
MS Excel Notes 49
Worksheet References• Allows you to reference cells in other
worksheets
• Requires using the name of the worksheet before the cell range
• Exclamation point separates worksheet and cell reference
MS Excel Notes 50
3-D References
• Range that spans two or more worksheets in a workbook
• Can be used in a Summary sheet• Requires worksheet names be separated
using a colon and exclamation point to separate worksheet name from cell reference
MS Excel Notes 51
Documenting the Workbook
• Helpful to document a workbook with a documentation worksheet
• Contains vital descriptive information making it easier to read for all
• Formatting ability will improve appearance
MS Excel Notes 52
Linking Workbooks• Retain information in separate
workbooks
• Linking uses external references
• Dependent workbook requires external data from source workbooks
MS Excel Notes 53
Part 7
Automating Repetitive Tasks: Macros and Visual Basic
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MS Excel Notes 54
Objectives1 of 2
• Define a macro• Record and run a macro, view and edit a
simple macro• Use the InputBox statement• Use a keyboard shortcut, and/or custom
toolbar to execute a macro
MS Excel Notes 55
Objectives2 of 2
• Describe function of Personal Macro workbook
• Use the Step Into command to execute a macro one statement at a time
• Use Copy and Paste to duplicate an existing macro
• Use Visual Basic IF and DO statements to make decisions
MS Excel Notes 56
Overview• Use macros to avoid repetitious tasks• Macro is a set of instructions for Excel• Macro instructions are written in the Visual
Basic Programming Language• Use the macro recorder to create macros• Create more powerful macros
MS Excel Notes 57
Introduction to Macros
• Macro recorder stores Excel commands• Macros are written in Visual Basic • Macros can be displayed with Visual Basic
Editor• Use Project Explorer to locate macro modules• Statements appear in Code window
MS Excel Notes 58
Relative vs Absolute Cell Addresses
• Make sure to specify cell references• Absolute is constant; relative changes• Visual Basic uses Offset to indicate space
from active cell
MS Excel Notes 59
Loops and Decision Making
• Including IF and Do statements allows for testing
• If statement tests a condition and provides a positive and negative
• Do statement repeats a block of statements until a condition becomes true