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Exp2003 exl ppt_01

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Exp2003 exl ppt_01

  1. 1. Exploring Microsoft Excel 2003 Committed to Shaping the Next Generation of IT Experts. Chapter 1 – Introduction to Excel: What is a Spreadsheet? Robert Grauer and Maryann Barber
  2. 2. Objectives <ul><li>Describe potential spreadsheet applications </li></ul><ul><li>Distinguish between a constant, a formula, and a function </li></ul><ul><li>Distinguish between a workbook and a worksheet </li></ul><ul><li>Explain how rows and columns are labeled </li></ul><ul><li>Download the practice files </li></ul>
  3. 3. Objectives (continued) <ul><li>Insert or delete rows and columns </li></ul><ul><li>Print a worksheet to show displayed values or cell contents </li></ul><ul><li>Distinguish between relative, absolute, and mixed references </li></ul><ul><li>Copy and/or move cell formulas </li></ul><ul><li>Format a worksheet </li></ul>
  4. 4. Introduction to Spreadsheets <ul><li>Spreadsheet – a computerized ledger </li></ul><ul><li>Divided into rows and columns </li></ul><ul><ul><li>Columns identified with alphabetic headings </li></ul></ul><ul><ul><li>Rows identified with numeric headings </li></ul></ul><ul><li>Cell – the intersection of a row and a column </li></ul><ul><ul><li>Cell reference uniquely identifies a cell </li></ul></ul><ul><ul><ul><li>Consists of column letter and row number </li></ul></ul></ul>
  5. 5. Rows, Columns, and Cells Cell referenced by column, then number Active cell surrounded by heavy border Column headings above each column. Columns designated with letters Row headings to the left of each row. Rows designated with numbers
  6. 6. Types of Cell Entries <ul><li>Constant – an entry that does not change </li></ul><ul><ul><li>Can be a numeric value or descriptive text </li></ul></ul><ul><li>Function – a predefined computational task </li></ul><ul><li>Formula – a combination of numeric constants, cell references, arithmetic operators, and functions </li></ul><ul><ul><li>Always begins with an equal sign </li></ul></ul>
  7. 7. Introduction to Microsoft Excel <ul><li>Common user interface with other Office applications </li></ul><ul><ul><li>Menus and toolbars are similar to Word and Power Point </li></ul></ul><ul><li>Workbook – contains one or more worksheets </li></ul><ul><li>Worksheet – an Excel spreadsheet </li></ul>
  8. 8. Toolbars <ul><li>Appear beneath the menu bar </li></ul><ul><li>Contain buttons that perform commonly-used commands </li></ul><ul><li>Standard toolbar – buttons correspond to most basic commands in Excel </li></ul><ul><ul><li>Examples include opening, closing, and saving a workbook </li></ul></ul><ul><li>Formatting toolbar – buttons correspond to common formatting operations </li></ul><ul><ul><li>Examples include boldface and cell alignment </li></ul></ul>
  9. 9. An Excel Workbook Title bar shows name of workbook Standard toolbar Menu bar gives lists of commands Formatting toolbar
  10. 10. The File Menu <ul><li>Contains most common commands related to Excel files </li></ul><ul><li>Examples: </li></ul><ul><ul><li>New command creates a new workbook </li></ul></ul><ul><ul><li>Open command opens an existing workbook </li></ul></ul><ul><ul><li>Save command saves a workbook </li></ul></ul><ul><ul><li>Save As command saves a copy of an existing workbook under a different name or file type </li></ul></ul><ul><ul><li>Print command prints all or part of a worksheet </li></ul></ul>
  11. 11. Opening a Workbook Use the Look In list box to specify the folder containing the file you want to open Double-click the file you want to open
  12. 12. The Save As Command Type the new file name Use the Save In list box to specify the folder/disk the file will be saved in
  13. 13. The Active Cell, Formula Bar, and Worksheet Tabs Click tabs to move to a different worksheet Active cell is highlighted Formula bar displays contents of active cell
  14. 14. Using the Help System Click the Help menu Type a question and click Search Select one of the search results and it will appear in the Help pane
  15. 15. Modifying the Worksheet: The Insert Command Can be used to add rows, columns, or cells
  16. 16. Modifying the Worksheet: The Delete Command If deleting a cell, specify whether to move other cells up or to the left Specify whether you’re deleting cell, row, or column
  17. 17. Modifying the Worksheet: The Delete Command <ul><li>Another way to add or remove columns and rows is highlight the column/row and Right click. </li></ul><ul><li>Students will often press the Delete key. Pressing that key performs the Clear command, which removes the contents of the cell, but does not delete the cell from the worksheet. It is the best choice to simply erase data from a cell. </li></ul>
  18. 18. Page Setup Page tab controls print orientation and scaling Margins tab is used to set top, bottom, left and right margins
  19. 19. Page Setup (continued) Header/Footer tab allows user to create headers and footers for each printed sheet Sheet tab is used to control repeating rows or columns or print gridlines
  20. 20. Printing Headers and Footers Use Page Setup dialog to create a Header
  21. 21. Page Setup <ul><li>These two tabs are very useful for printing large worksheets. If rows are too wide to print on one page, set up the rows containing the descriptive row labels to print on each page. If there are too many rows to print on one page vertically, set up the columns containing the descriptive column heading labels to print on each page. . </li></ul>
  22. 22. Display the Cell Formulas <ul><li>Press the Ctrl key and the ~ to toggle between displaying cell values and formulas. To provide a backup!. It also provides a frame of reference, should modifications be needed in the future. </li></ul>
  23. 23. The Print Preview Command View and adjust margins by clicking the Margins button
  24. 24. Page Setup <ul><li>We work on a desktop with either a 21” monitor or a very high-resolution LCD display and are often lulled into a false sense of security about how much data will appear. Before printing a worksheet, users should use the Print Preview command. It saves lots of paper and many trips to the printer. </li></ul>
  25. 25. Renaming Worksheets <ul><li>Right Click on the tab for Sheet2 </li></ul><ul><li>Click on Rename </li></ul><ul><li>Move it ahead of Sheet1 </li></ul>
  26. 26. Assignment 1 <ul><li>Title of Exercise: Modifying a Worksheet </li></ul><ul><li>Objective: to open an existing workbook; rename all the worksheets , Place a header with name, section and assignment #, to insert and delete rows and columns; to print cell formulas and displayed values; to use the Page Setup command </li></ul><ul><ul><li>Input File: Grade Book Solution </li></ul></ul><ul><ul><li>Output File: Grade Book Solution </li></ul></ul>
  27. 27. Using Cell Ranges <ul><li>Range – a rectangular group of cells </li></ul><ul><ul><li>May be a single cell or the entire worksheet </li></ul></ul><ul><ul><li>May consist of a row (or part of a row), a column (or part of a column) or multiple rows and/or columns </li></ul></ul><ul><li>To select a range: </li></ul><ul><ul><li>Click left mouse button at the beginning of the range </li></ul></ul><ul><ul><li>Hold left mouse button as you drag the mouse </li></ul></ul><ul><ul><li>Release left mouse button at the end of the range </li></ul></ul>
  28. 28. Copying and Moving Cells <ul><li>Copy command – duplicates the contents of a cell or range of cells </li></ul><ul><ul><li>Source range – the cell(s) you are copying from </li></ul></ul><ul><ul><li>Destination range – the cell(s) you are copying to </li></ul></ul><ul><ul><ul><li>You can copy to more than one destination ranges </li></ul></ul></ul><ul><li>Move operation – transfers the contents of a cell or range to another cell or range </li></ul><ul><li>You must use both the Copy (or Cut) command and the Paste command </li></ul>
  29. 29. Cell Referencing <ul><li>Absolute reference: remains constant when copied </li></ul><ul><ul><li>Specified with dollar signs before the column and row </li></ul></ul><ul><li>Relative reference: adjusts during a copy operation </li></ul><ul><ul><li>Specified without dollar signs, i.e. B4 </li></ul></ul><ul><li>Mixed reference: either the row or the column is absolute; the other is relative </li></ul><ul><ul><li>Specified with a dollar sign before the absolute part of the reference, i.e. B$4 </li></ul></ul>
  30. 30. Absolute and Relative References Absolute references are used to refer to the weight of each exam. These weights do not change for each student, so absolute references are needed to keep those references constant as the formula is copied Relative references are used to refer to each student’s exam scores. These scores do change for each student, so relative references are needed to make sure each student’s average reflects his/her scores
  31. 31. Compute the Student Semester Averages Absolute and relative references used in formulas Create the formula in cell E4 and copy to other cells
  32. 32. Isolating the Assumptions Enter new exam weights in row 13 New student averages are automatically recalculated
  33. 33. Isolating the Assumptions <ul><li>Assumptions (the exam weights) are isolated physically from the formulas. All formulas refer to the cells containing the exam weights (the assumptions), not the values of those weights. </li></ul><ul><li>Building formulas in this way makes the worksheet more flexible and easier to use. If formulas referred to the exam weights, rather than the cells containing the weights, and you wanted to change the weights, you would have to change the formula. </li></ul>
  34. 34. Formatting Cells <ul><li>Format Cells command – controls the formatting for numbers, alignment, fonts, borders, and patterns (color) </li></ul><ul><li>Select-then-do </li></ul><ul><ul><li>Select the cells to which the formatting will apply </li></ul></ul><ul><ul><li>Execute the Format Cells command </li></ul></ul>
  35. 35. The Format Cells Command Number tab allows you to specify appearance of numbers Alignment tab specifies vertical and horizontal alignment Font tab allows you to specify font type and size Borders and Patterns tabs allow you to create special effects
  36. 36. Formatting Cells <ul><li>One of the most important formatting decisions is the number of decimal places numbers should have. </li></ul><ul><li>If a column contains any mixed numbers, all numbers in that column should contain the same number of decimal places. </li></ul><ul><li>Numbers are right-aligned by default and should remain that way, so that decimal places line up. </li></ul>
  37. 37. Formatting Cells <ul><li>If the column is wide, change the alignment of the text label for that column to right; otherwise, when the worksheet is printed, the text label won’t look like it belongs to that column of numbers. </li></ul>
  38. 38. The Completed Worksheet Shading is used to identify labels and assumptions, and to show class averages. For shading, stick to light colors, such as yellow or light blue, and use a bold typeface
  39. 39. Assignment 2 <ul><li>Title of Exercise: Formatting a Worksheet </li></ul><ul><li>Objective: to format a worksheet using boldface, italics, shading, and borders; to change the font and/or alignment of a selected entry. Remember name, section, assignment number in header! </li></ul><ul><ul><li>Input file: Better Grade Book </li></ul></ul><ul><ul><li>Output file: Better Grade Book </li></ul></ul>