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Spreadsheet Overview

Spreadsheet Overview. Introduction to MS Excel Components & Operating Environment Inputting Texts & Numbers Using & Copying Formulas File Management Formatting a Spreadsheet Creating a Chart or Graph. Basic Components. Worksheet: Cells, Rows & Columns. 1. 3. 2. Range or Block

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Spreadsheet Overview

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  1. Spreadsheet Overview • Introduction to MS Excel • Components & Operating Environment • Inputting Texts & Numbers • Using & Copying Formulas • File Management • Formatting a Spreadsheet • Creating a Chart or Graph

  2. Basic Components Worksheet: Cells, Rows & Columns 1 3 2 • Range or Block • A1:E1 Row of cells • B3:B7 Column of cells • D3:E8 Matrix of cells

  3. Operating Environment Menu Speedbars Formula Bar • Arrow Keys in your keyboard • Mouse • Menu Options • Speedbar • Formula Bar • Keyboard short-cuts • Ctrl + X (Cut), Ctrl + C (Copy), Ctrl + V (Paste) (press the “X” key while holding the “Ctrl” key down)

  4. Inputting Text & Numbers • Select a cell & start typing • Text (automatically left-alligned) : • Characters • Combination of numbers and characters • Numbers (automatically right-alligned): • Only numbers • Can use mathematical formulas • Use the Speedbar buttons to format your texts and numbers, or use the menu: Format/Cells…

  5. Using Formulas Always begin with the equal sign (=) Use one or more of these Basic Operators: + Addition =A1+B1 - Subtraction =A1-B1 * Multiplication =A1*B1 / Division =A1/B1 ^ Exponents =A1^B1 ( ) Parenthesis =(A1-B1)*C1 Formulas in one cell can be copied to another. The result depends on type of reference. • Relative Referencing • Absolute Referencing

  6. Copying Formulas • Relative Referencing: Type your formula & refer to the name of the cells (i.e. A2*B2). The resulting formula after copying will automatically adjust its cell references relative to its location. The formula for area (in cell C3) is shown in the formula bar As you copy the formula down, it adjusts the cell references. i.e., in line 3 it will be =A3*B3, In line 4 it will be =A4*B4, etc.

  7. Copying Formulas • Absolute Referencing: Use when you always want to refer to a certain cell. Refer to this cell by using the dollar ($) signs  i.e., $B$2 to signify B2 The formula (for cell C3) is shown in the formula bar: =A2*$B$2 As you copy the formula down, it adjusts the cell reference for A2, but maintains the reference to B2. i.e., in line 3 it will be =A3*B2, In line 4 it will be =A4*B2, etc.

  8. Editing • Typeover • Selective Editing: in the formula bar (next to “=“) • Selecting Blocks: highlight them • Copying Blocks: • Edit / Copy and Edit / Paste • copy and paste buttons on the Speedbar • Ctrl + C and Ctrl + V

  9. File Management • Saving: - File / Save as & File / Save - Save on the Speedbar • Opening: - File / Open - Open on the Speedbar • Close and Exit: - File / Close and- File / Exit • Printing: - File / Print - Select a printer - Select what: Selection, Active sheet(s)

  10. Formatting a Spreadsheet • To open the Format Cells Window • Select Format / Cells from the Main Menu • the right mouse button, then select Format Cells… • See the worksheet “Formatting” in Week3_Excel.xls • Border • Patterns • Protection • Format / Cells / Autoformat

  11. Creating a Chart or Graph • A graphic representation of data • Insert / Chart … • Chart type • Column, bar • Line • Pie • XY (scatter) • Worksheet “Graph” in Week3_Excel.xls

  12. Creating a Chart or Graph Chart Wizard - Step 2 of 4 ... • XY (Scatter) Chart using ChartWizard 1. Select the range of data for a chart 1.5. Insert / Chart … or 2. Select the chart type (XY chart) 3. Select a format for the XY chart 4. Define • Series in rows or columns Data Range Data Range Series in:

  13. Creating a Chart or Graph Chart Wizard - Step 2 of 4 ... 4. Define • Name for legend, • X-axis labels A set of data in each column or row is shown here separately Series Name Category (X) axis labels

  14. Creating a Chart or Graph 5. Type in: Chart title, Category (X) axis, Value (Y) axis Chart Wizard - Step 3 of 4 ...

  15. Creating a Chart or Graph • An embedded chart or a separate sheet Chart Wizard - Step 4 of 4 ...

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