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Using Excel in the Library

Using Excel in the Library. Instructor Sandy Lamoureux sllamoureux@earthlink.net An Infopeople Workshop Fall 2004. This Workshop Is Brought to You By the Infopeople Project.

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Using Excel in the Library

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  1. Using Excel in the Library Instructor Sandy Lamoureux sllamoureux@earthlink.net An Infopeople Workshop Fall 2004

  2. This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis.

  3. Introductions • Name • Library • Position at the library • How do you want to use Excel?

  4. Agenda • Introduction to Excel • Creating a worksheet • Formatting a worksheet • Working with formulas • Managing data in a worksheet • Creating graphs and charts • Saving and printing a worksheet

  5. What is Excel? • An electronic spreadsheet program. • Store, summarize, evaluate, share, and present relevant information in an organized format.

  6. Worksheets are made up of: • Rows - designated by numbers • Columns – designated by letters • Cells – • an intersection of a row and a column • a single addressable unit in a spreadsheet • Worksheets - Individual spreadsheets

  7. Workbook Workbooks are made up of one or more worksheets.

  8. Moving Between Cells • to move to the next cell to the right in a row. • to move to the next cell down in a column. • You may also use the arrow keys to move to adjacent cells. Tab Enter

  9. Creating a Worksheet Plan • What information do you want to organize? • What problem do you want to solve? • What would be the best way to present your information? • Determine row and column labels

  10. Open a new worksheet • Name and save the worksheet • Enter column and row labels • Enter and format data • Change column width • Sort information

  11. In order to effect you must select.

  12. Items to Format in a Worksheet • Data • Numbers • Dates • Cells • AutoFit • Borders and Shading

  13. In order to effect you must select.

  14. Working With Formulas • A Formula in Excel, is the equation that produces a new value from existing values. • Use formulas to calculate a value to be displayed. • When a cell contains a formula, the formula is displayed in the Formula Bar. • The result of the formula displays in the cell.

  15. = • A Formula always begins with = A1+B1+C1 Add cells A1, B1, C1 = A1 – D2 Subtract cell D2 from A1

  16. Order of Calculations • 1. All calculations inside parentheses (nesting) are done first. • 2. Exponents (^) • 3. Multiplication (*) and Division (/) • 4. Addition (+) and Subtraction (-)

  17. Troubleshooting Formulas • = sign • Cell references • Relative • Absolute - $ • Order of calculation • Parentheses • Punctuation • Number formatting

  18. Charts and Graphs Definition: A chart or graph is a graphical representation of values in the worksheet.

  19. Chart Wizard • Excel offers many types of charts and graphs • Use the Chart Wizard to create • For greatest impact: • keep charts simple • label them clearly

  20. Use the Chart Wizard • Select data to include in the chart. • Run the chart Wizard from the tool bar. • Select the type of chart for the data. • Label components of the chart. • Try different chart types. • Refine the chart after the wizard is finished.

  21. Why would you use excel to organize information in a list? • Columns and rows • Organizing information • Sort and filter information

  22. Shelf reading • Desk schedules • Items to order • Friends addresses and phone numbers • Volunteer hours

  23. Managing Information in a List • Sort Rearrange the order of rows based on the contents of one or more columns. • Filter Hide rows in a list so only rows that meet a certain criteria are visible.

  24. Make the ListReadable • Format column labels so they are easy to read • Use cell borders • Avoid blank columns and rows in the list • Don’t type leading or trailing spaces

  25. Create Your Own Spreadsheet • Plan • What would be the best way to present your information? • Organize data • Determine row and column labels • Enter your information into Excel • Format worksheet • Enter available information • Calculations

  26. Printing a Worksheet • Use Page Setup • Set the Print Area • Print comments, gridlines • Print row and column headings • Repeat headings on each page • Fit printed document to the page • Use Print Preview

  27. Remember --- In order to effect you must select.

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