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Microsoft Excel for Poverty Law Advocates: Intermediate Gabrielle Hammond www.LSNTAP.Org. NTAP’s Intermediate Excel Training. Topics Covered:. A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function
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Microsoft Excel for Poverty Law Advocates: Intermediate Gabrielle Hammond www.LSNTAP.Org
NTAP’s Intermediate Excel Training Topics Covered: • A Review of the Fundamentals • Multiple Worksheets • Formatting Worksheets • Fixing Headers for View and Print • Using the Fill Function • Relative versus Absolute References • Charts and Graphs • Mail Merge from Excel Data
Review of the Basics • A spreadsheet program • The Name Box • The cell, cell range, and simple functions • Order of mathematical equations
Starting Simple: Cell References and Cell Ranges • In the Name Box, the cell location is referenced. • Next to the Name Box is the Insert Function bar. Formulas are denoted by the EQUALS sign “=“. • A cell reference is a group of cells you designate, usually with a colon. Example: =B1:B5
Remember Simple Functions • = is key to recognize all characters thereafter as a formula • : is a range (B1 through B5) • , indicates only the cells on either side of the comma: (B1 only and B5 only, not B2, B3, or B4) • SUM • AVERAGE
Remembering Simple Equations • B1+B5 Addition • B1-B5 Subtraction • B1*B5 Multiplication • B1/B5 Division • B1%B5 Percentage • B1^B6 Exponential Equations
Name that Cell Reference! • The cell in Column A and Row 1 • A1 • The range of cells in Col A and Rows 10 thru 20 • A10:20 • The range of cells in Row 15 and Cols B thru E • B15:E15
Name that Cell Reference! • All cells in Row 5 • 5:5 • All cells in Rows 5 - 10 • 5:10 • All cells in Column H thru J • H:J • Range of cells in Col A thru E, rows 10 thru 20 • A10:E20
NTAP’s Intermediate Excel Training Topics Covered: • A Review of the Fundamentals • Multiple Worksheets • Formatting Worksheets • Fixing Headers for View and Print • Using the Fill Function • Relative versus Absolute References • Charts and Graphs • Mail Merge from Excel Data
Topic 1: Shortcuts • You can also move a worksheet by dragging and dropping the tabs • You can rename by double-clicking a tab and then when the name is highlighted you type the new name
Topic 1: Why Multiple Worksheets? • Group Important Data in one File • Worksheets refer to each other: Link them together. • Example: The State of Colorado Child Support Spreadsheet creates a pleading from data entered by the plaintiff
Topic 1:Create Cross Reference btw Worksheets • Move the cursor to the desired cell on the other sheet, type = and select the cell you want referenced. • OR, USE CODE: =sheetname!cell reference; for example =Gabrielle!B13
NTAP’s Intermediate Excel Training Topics Covered: • A Review of the Fundamentals • Multiple Worksheets • Formatting Worksheets • Fixing Headers for View and Print • Using the Fill Function • Relative versus Absolute References • Charts and Graphs • Mail Merge from Excel Data
Formatting Worksheets • Formatting Cells • Number • Alignment • Font • Border • Patterns • Protection
NTAP’s Intermediate Excel Training Topics Covered: • A Review of the Fundamentals • Multiple Worksheets • Formatting Worksheets • Fixing Columns and Rows for View and Print • Using the Fill Function • Relative versus Absolute References • Charts and Graphs • Mail Merge from Excel Data
Freeze Panes for Viewing • An Excel spreadsheet can be completed with infinite rows or columns. • When you want to keep rows or columns fixed on the screen for easier viewing
Freeze Columns & Rows • To Freeze a Row: • Put cursor in first cell immediately below the row you want to freeze. • Go To “Window” on the Menu • Click Freeze Panes • Notice the Line that demarks it as frozen • Ex: To freeze Row 1, put cursor in cell A2.
Freeze Columns for Viewing • To Freeze a Column for Viewing: • Put cursor in first cell R of column you want to freeze. • Go to Window on Menu • Click Freeze Panes • Example: To freeze Column A, put cursor in B1
Freezing Both Columns and Rows • Put cursor in first cell below and to the R of Column and Row you want to freeze. • Go to Window on the Menu Bar. • Click Freeze Panes. • Example: To freeze Col A and Row 1, put your cursor in Cell B2.
NTAP’s Intermediate Excel Training Topics Covered: • A Review of the Fundamentals • Multiple Worksheets • Formatting Worksheets • Fixing Headers for Viewand Print • Using the Fill Function • Relative versus Absolute References • Charts and Graphs • Mail Merge from Excel Data
Print Column and Row on Every Page • Row headings are the row numbers to the L or the worksheet • Column headings are the letters or numbers that appear at the top of the columns to a worksheet
Print Rows or Columns Each Page • Click the worksheet • File Menu | Page Setup | Sheet • Find the Rows to Repeat at Top or Columns to Repeat at Left • Select the Row and Column Headings when your cursor is in that field • Notice the code: $1:$1 or $A:$A
NTAP’s Intermediate Excel Training Topics Covered: • A Review of the Fundamentals • Multiple Worksheets • Formatting Worksheets • Fixing Headers for View and Print • Using the Fill Function • Relative versus Absolute References • Charts and Graphs • Mail Merge from Excel Data
Saving Time: The Fill Function • Allows you to conveniently replicate a formula across columns or rows • Can be absolute or relative • A Time Saver.
Relative v. Fixed Values • Relative is the default. • Relative: • Copies formulas across a worksheet, but does not copy a fixed value in a static cell. • Absolute: • Copies a specific cell reference and its value to other cells.
Relative References • Think of compound interest…. • Every cell will be changed relative to the prior cell.
Fixed or Absolute Values • Every cell is changed according to the original formula / value. • Think of simple interest…
Fill to the Right – Relative Reference • OPTION 1….Good ole Copy and Paste • 1. Enter formula in one cell. • Copy it. • Drag cursor across fields you want it copied to… Paste. • Relative Reference moves the referenced field in relation to the fill • OPTION 2…Fill to the Right • 1. Menu Bar | Edit | Fill to Right. • 2. Menu Bar | Edit | Fill… Series • OPTION 3…Use the Keyboard • 1. Enter the formula that will be filled • 2. Highlight row to be filled and click <ctrl>R
Fill Down – Relative Reference • Enter the formula that will be filled • Highlight column to be filled and click <ctrl>D • Other 2 Options Work too…
Absolute Reference: Remember $$ • OPTION 1: • Enter the formula to be filled • Use format $COLUMN$ROW for fixed reference • OPTION 2: • Shortcut to get fixed reference is F4
Fill to the right – Fixed Reference From another worksheet • Enter the formula to be filled • Use format =Sheetname!$x$z for fixed reference where x and z are the cell references on the other sheet
Advanced Topic Preview: Food for Thought • Mixed Fixed references like $COLUMNROW or COLUMN$ROW • F4 toggles through full and partial fixed references
NTAP’s Intermediate Excel Training Topics Covered: • A Review of the Fundamentals • Multiple Worksheets • Formatting Worksheets • Fixing Headers for View and Print • Using the Fill Function • Relative versus Absolute References • Charts and Graphs • Mail Merge from Excel Data
Charts • Click Insert | Chart • Pick type of Chart or Graph Type • Enter Data Range • Add Legends and other frills
Click Series Tab and Select Category Labels and Name chart then Next