Microsoft Excel

1. Microsoft Excel Creating a Worksheet and an Embedded Chart

2. Excel Important Vocab • Active cell • Cell • Column • Command group • Command tabs • Name box • Quick Access Toolbar • Ribbon • Row • ScreenTips • Workbook • Worksheet • Screen Tips • Workbook • Worksheet

3. Microsoft 2016 • The foundation of Excel and locations where you do your work are • Cells • Rows • Columns • Worksheets are part of the workbook. • Each tab is divided into task-specific command groups with commands and options that relate to the group name.

4. SoftwareOrientation (1 of 2) • The ribbon in Microsoft Office Excel 2016 is made up of a series of tabs, each related to specific kinds of tasks that you perform in Excel. The Home tab, shown below, contains the commands that people use the most when creating Excel documents. Each tab contains groups of commands related to specific tasks or functions.

5. SoftwareOrientation (2 of 2) • Commands that have an arrow associated with them (see AutoSum and Find & Select on the previous slide) have other options available for the task. • The Dialog Box Launchers in groups display additional commands not shown on the ribbon. • In the figure on the previous slide, the Clipboard, Font, Alignment, and Number groups have associated dialog boxes or task panes, whereas Styles, Cells, and Editing do not.

6. What is Excel? • A powerful spreadsheet program that lets users to organize data, complete calculations, make decisions, graph data.

7. The 4 major parts of Excel • Workbooks and Worksheets • Charts • Tables • Web support

8. When Excel Starts… • It creates a new blank workbook called Book1

9. Ribbon • A broad band that runs across the top of the Excel window that organizes commands and tools into an easy to use interface.

10. Workbook • Is like a notebook. • It is made up of column and rows • Data is put in the cells of the workbook.

11. Worksheet • Spreadsheets inside the workbook. • Excel opens a new workbook with 3 sheets. • You can add additional worksheets as long as your computer has enough memory to accommodate them.

12. Sheet Tab • Each worksheet has a sheet name that is on a sheet tab. • Located at the bottom of the workbook.

13. The Worksheet Explained • Organized into a rectangular grid containing vertical columns and horizontal rows.

14. Cells in the Worksheet Active Cell Cell • A cell that is highlighted or outlined by a bold rectangle. This is also called the current cell or highlighted cell. • A box on the worksheet grid identified by the intersection of a column and a row.

15. Command group • Task-specific groups divided among the command tabs appropriate to the work a user currently performs.

16. What is a worksheet? • A worksheet is a grid composed of rows, columns, and cells. • Each worksheet column starts at the top of the worksheet and goes to the bottom of the worksheet and is identified by a letter. • Each row starts at the left edge of the worksheet and continues to the right edge and is identified by a number. • Each box, or cell, on the grid is identified by the intersection of a column and row.

17. Rows and Columns ID • Column heading identified by a letter above the grid. • Row heading is identified by a row number on the left side of the grid.

18. A Workbook • Spreadsheet file • It can be compared to a physical book with many pages. • When you open a blank workbook, the temporary filename (Book1) and the program name (Excel) appear in the title bar at the top of the screen. • Book1 (or Book2, Book3, and so on) is a temporary title for your workbook until you save the workbook with a name of your choice.

19. A new Workbook • The new workbook contains one worksheet (Sheet1) by default. • The sheet tabs are located just above the Status bar and are identified as Sheet1, Sheet2, and Sheet3. (think of these as pages. ) • Rename worksheets to identify their content. • Add worksheets with the New sheet (+) button as needed.

20. What is a Cell? • The intersection of each column and row • A cell is a basic unit of a worksheet in which you enter data. • Each worksheet has 16,384 columns, 1,048,576 rows for a total of 17,179,869,180 cells.

21. Cell Reference • A cell is referred to by its unique address • To identify a cell, specify the column letter first, followed by the row number.

22. Active Cell • The one cell into which you can enter data. • Active cell identified in 3 ways: • A heavy border surrounds the cell • Cell reference shows above column A in the Name box. • The column heading and row heading are highlighted.

23. Identifying an Active Cell

24. Gridlines • The horizontal and vertical lines on the worksheet itself. • Gridlines make it easier to see and ID each cell in the worksheet. • They can be turned off, but best to leave them on.

25. Worksheet Window

26. Worksheet Window • You view the portion of the worksheet displayed on the screen through a worksheet window. • Use the scroll bars, scroll arrows, and scroll boxes to move the worksheet around.

27. Status Bar

28. Status Bar • Presents info about: • the worksheet, • the function of the button the mouse pointer is pointing to • or the mode of Excel.

29. THE RIBBON

30. The Ribbon • The control center in Excel • Provides easy, central access to the tasks you perform while creating a worksheet. • The ribbon has: • Tabs, groups, and commands. • Each tab surrounds a collection of groups • Each group contains related commands.

31. More on the Ribbon • Has seven top-level tabs: • Home, Insert, Page, Layout, Formulas, Data, Review and View. Command Tabs

32. Name Box • Located below the ribbon at the left end of the formula bar. When a user types a cell location into this box and presses Enter, the insertion point moves to that cell.

33. Home Tab

34. Quick Access Toolbar • A toolbar that gives you fast and easy access to the tools you use most often in Excel. This Photo by Unknown Author is licensed under CC BY-SA-NC

35. Screen Tips • Small, onscreen rectangles that display descriptive text when you rest the pointer on a command or control.

36. Home Tab is.. • Called the Primary tab • Contains groups with the more frequently used commands. • The active tab is the tab currently displayed.

37. Dialog box Launcher • When click displays a dialog box or a task pane.

38. Dialog Box • Contains additional commands and options for the group.

39. Task Pane • Is a window that has more commands and can stay open while you work on the worksheet.

40. Formula Bar • Appears below the Ribbon • You can make bigger by dragging the sizing handle or clicking the expand button.

41. Splitting the Window • When a worksheet contains a lot of data, you can see only a small portion of the worksheet in Excel’s Normal and page Layout views. • The Split command enables to view the worksheet in two panes or four quadrants. • The Split command lets you use the scroll bars on the right and at the bottom of the window to display different sections of the worksheet at the same time so you can compare or contrast data or see what effect a change in one part of the worksheet might have on a distant part of the worksheet.

42. Working with an Existing Workbook • Many workbooks require frequent updating because existing data has changed or new data must be added. • Workers frequently open an existing workbook, update information, and then save the workbook to be revised later. • Filenames should reflect the type of data contained in the file and be descriptive so you can locate and retrieve files quickly. • Filenames can be up to 255 characters long, including the filename extension. • Most people use short descriptive filenames that clearly identify the content of the workbook.

43. Selecting a Cell • To enter data into a cell, you first must select it. • Easiest way to select a cell (make it active) is to use the mouse and click. • Use the arrow keys to move around the spreadsheet.

44. Entering Text • In Excel, any set of characters containing a letter, hyphen (as in a phone number) or space is considered text. • Text is used to: • Place worksheet titles, column titles, and row titles on the worksheet.

45. Alignment of Text • Excel left-aligns text in a cell. • Left-aligned means the cell entry is positioned at the far left in the cell. • When text is longer than the width of a column, Excel shows the overflow characters in adjacent cells to the right as long as these adjacent cells contain no data.

46. Functions/Formulas • AUTOSUM--a function used to add a column or row of numbers. • AVERAGE—function used to add a series of numbers and then divide by the number in that series. • MAX—function used to determine or identify the largest number in a group of selected number. • MIN—function to identify the smallest number. • Function—a built-in formula.

47. Navigating the Worksheet • An Excel worksheet can contain more than one million rows and more than sixteen thousand columns. • There are several ways to navigate through worksheets that contain numerous rows and columns: • Arrow keys • Scroll bars • The mouse 

48. Navigating Data with the Go To Command • The workbook used in these exercises is neither long nor particularly complicated. When dealing with much larger databases, or longer sets of workbooks, you might wish you had some easier means to get around the data than just scrolling. • The Name Box indicates the current cell you are in as well as gives you the opportunity to name the cell or a range. • The Go To command can take you to particular points in a worksheet, including cells and cell ranges that you name yourself.

49. Step by Step: Navigate Data with the Go To Command

50. Correcting Mistakes While Typing • If you type the wrong letter, and see it before you hit ENTER, use the BACKSPACE key to delete characters.