MS Excel Overview

Andy Remedios

2015

Why Use Excel?

When You Need To: Track accounting / financial

data Expenses

Debit/credit tracking

Income tax calculations

Mortgage / refinance calculations

Gas mileage

Use simple math formulae Math & trigonometry

Date / time

Statistics

Et. al.

Organize data into tables

Create lists To-do lists

Check lists

Shopping lists

Party invitees & pot luck dishes

Wedding logistics

Display graphs and pie charts

2

What Is Covered

Basic Features

Getting Help

Basic Definitions

Basic Functionality

Formatting

Text

Numbers

Cell References

Printing

Useful Tricks

Using the fill handle

Freezing headers

Using functions

Advanced Features

Macros

Importing / exporting data

Graphs / pie charts

Visual Basic

3

Basic Features

4

Getting Help

F1 Key (Help Key)

Internet

Microsoft:

http://office.microsoft.com/en-us/excel-help/

Google:

http://www.google.com

YouTube:

http://www.youtube.com

5

Basic Definitions

Cell most basic unit of Excel

Row horizontal collection of cells

Column vertical collection of cells

Worksheet a single page in an Excel file

Workbook a collection of worksheets (i.e. an

Excel file)

6

Basic Functionality

Entering text vs. numeric data

Selecting cells, rows, & columns

The clipboard: copying & pasting data

Ctrl-C (copy)

Ctrl-V (paste)

Ctrl-X (cut)

Paste special (see next page)

7

Paste Special

Transposing Data

8

Formatting Text Data

Font selection

Bold, italic, underline

Justification (Right, Left, Center)

Indentation

Wrap Text

Merge & Center

9

Formatting Numbers

Currency

Date

Time

Phone numbers

Social Security numbers

10

Cell Referencing

Precede reference with = sign

Relative Cell References (default)

Access the cell relative to the current cell location

No use of $ to reference cell

Absolute Cell References

Always use the referenced cell, regardless of current cell location

Uses $ to reference cell

Refinancing example:Relative Absolute

11

Referencing Cells on Another

WorkSheet

Type = sign

Followed by worksheet name in single quotes ( )

Followed by exclamation point !

Followed by cell reference

Example: =Sheet1!A1

12

Sorting Data

Highlight the cells you wish to sort

Home Sort & Filter

Data Sort

13

Printing

File Print Ctrl-P (shortcut)

14

Useful Tricks

15

2Fill Handle

Quick way to populate cells with data using a predictable pattern

1. Numeric patterns

2. Days of the week

3. Months of the year

Procedure

Highlight a group of cells

Hover cursor over box in lower right corner

Drag to desired length

3

s1

16

Freezing Rows/Columns

Select row/column/cell where you would like

freezing to occur

View Freeze Panes

17

Freezing Rows/Columns When Printing

Add Page Setup to Quick Access Toolbar File Options Quick Access Toolbar

Find Page Setup in left column

Press Add >> button to add it to right

column

Set Rows/Columns to Freeze in Page Setup

Page Setup Sheet

Rows to repeat at top

Columns to repeat at left

18

Functions

Many different types of functions in Excel Basic arithmetic

Financial

Date & Time

Statistical

Lookup & Reference

Database

Text

Logical

Information

Engineering

Cube

Compatibility

Click on the fx

Formulas Insert Function

19

Advanced Features

20

Macros

1. What is a macro?a) A sequential set of instructions

2. Add Developer tab to the ribbon

a) File Options Customize Ribbon Main Tabs

b) Make sure Developer check box is checked

3. Create a Macroa) Developer Record Macro

b) Name your new Macro

c) Perform a task in Excel

d) Developer Stop Recording

4. Use the Macroa) Developer Macros

b) Select the desired Macro from the list

Why use Macros?

Save time

Creates processes that can be stored Used in other Excel files

Shared with others

21

Importing/Exporting Data

Enables users to exchange data with

other applications

Internet

Quicken

TurboTax

Export Data

File Save As

Most common is .CSV format

(comma-separated values)

Import Data

Simply open the .CSV file in Excel

22

Creating Graphs

Insert Column 2-D Column

Month Sales Expenses

Jan $ 31.00 $ 47.00

Feb $ 86.00 $ 63.00

Mar $ 51.00 $ 77.00

Apr $ 9.00 $ 98.00

May $ 39.00 $ 17.00

Jun $ 38.00 $ 72.00

Jul $ 9.00 $ 95.00

Aug $ 48.00 $ 51.00

Sep $ 72.00 $ 39.00

Oct $ 3.00 $ 25.00

Nov $ 58.00 $ 87.00

Dec $ 31.00 $ 79.00 $-

$20.00

$40.00

$60.00

$80.00

$100.00

$120.00

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Sales

Expenses

23

Creating Pie Charts

Insert Pie 3-D Pie

Jan $ 44.00 $ 22.00

Feb $ 7.00 $ 98.00

Mar $ 68.00 $ 47.00

Apr $ 94.00 $ 80.00

May $ 75.00 $ 42.00

Jun $ 87.00 $ 74.00

Jul $ 49.00 $ 5.00

Aug $ 46.00 $ 37.00

Sep $ 38.00 $ 17.00

Oct $ 87.00 $ 76.00

Nov $ 87.00 $ 82.00

Dec $ 96.00 $ 59.00

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

24

Visual Basic

Powerful feature that allows users to create

customized forms and background processing

Add Developer tab to the ribbon

File Options Customize Ribbon Main Tabs

Make sure Developer check box is checked

25

And remember

numbers dont lie.

26