Office

1. Office CHOUM AHMED www.choumahmed.com

2. Microsoft Excel Lesson 04

3. Spreadsheet Overview • Let us consider an office scene. Many books or files for recording and totaling economic transactions, with debits and credits in separate rows and columns (tables) are used for keeping monetary balance for each account in the office, they can be used to write numbers and make calculations too. This is referred to as a Spreadsheet

4. Spreadsheet Overview • A spreadsheet is simply a grid of boxes, or cells, set up in rows and columns. Every cell has a unique address, corresponding to its row and column location. For example, the cell in the first column and first row is A1. The cell in the third column and four row would be C4. The computer can find its way around the spreadsheet by using those addresses, and perform functions on the numbers you enter in those cells like Calculations. • Microsoft Excel is an example of a spreadsheet software

6. Microsoft Excel Overview • Microsoft Excel is a spreadsheet application developed by Microsoft for Microsoft Windows and Mac OS. It features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications. It has been a very widely applied spreadsheet for these platforms, especially since version 5 in 1993, and it has replaced Lotus 1-2-3 as the industry standard for spreadsheets. Excel forms part of Microsoft Office.

8. An Advantage of Microsoft Excel • Microsoft Excel has the ability to create graphical or visual representations of your data which can give a quick overview of your work. • Features of Spreadsheets?

9. Features of Microsoft Excel • MS Excel allows us to keep header and footer in our spreadsheet document. • MS Excel allows us to find the needed data (text and numbers) in the workbook and also replace the existing data with a new one. • It allows user to protect their workbooks by using password from unauthorized access to their information. • Filtering is a quick and easy way to find and work with a subset of data in a range. A filtered range displays only the rows that meet the criteria you specify for a column. MS Excel provides two commands for filtering ranges: AutoFilter; which includes filter by selection, for simple criteria Advanced Filter; for more complex criteria

10. Features of Microsoft Excel • Data sorting is the process of arranging data in some logical order. MS Excel allows us to sort data either in ascending or descending order. • MS Excel has got many built- in formulae for sum, average, minimum, etc. We can use those formulae as per our needs. • MS Excel allows us to create different charts such as bar graph, pie- charts, line graphs, etc. This helps us to analyze and compare data very easily. • MS Excel automatically edits the result if any changes are made in any of the cell. • Using formula auditing we can graphically display or trace the relationships between cells and formulas with blue arrows. We can trace the precedents (the cells that provide data to a specific cell) or the dependents (the cells that depend on the value in a specific cell).

11. Features of Microsoft Excel • File extension/format… .xls or .xlsx • Cross Version Compatibility… .csv or .dbf or .dif • Image Formats… .jpg or .gif or .png • Macros • Password Protection… Opening, modifying, editing workbook, the sharing of workbook • Using external data • Export and migration of spreadsheets

12. Using Microsoft Excel • While working in MS-EXCEL you have to work with a mouse. Also one can work, to some extent, through the keyboard. The use of mouse is simpler as it is fully menu driven. In MS-EXCEL every command is available in the form of ‘icons’. • In a Microsoft Excel, we are working with a Workbook, and inside a workbook are worksheets.

13. The UI of Microsoft Excel • Title Bar • Menu Bar • Ribbon • Tabs • Tab Groups • Formula bar • Rows and Columns • Cells • Worksheet • Workbook • Status bar

14. Formula bar Rows and Columns Cells Worksheets and Workbooks Status bar

15. Microsoft Excel Terminology • Absolute cell reference: Cell reference which remains fixed even if the cell in which the reference occurs is moving to a new location • Active Cell: Cell that contain the insertion point and is identified by a dark border around the cell. Its address is shown in the formula bar. Any action you perform is performed on the active cell. • Active Window: The area on the Desktop that is currently being used and which usually contains a file or an application. • Argument: The function name is followed by it in parentheses and tells Excel which values to calculate. • AutoFormat: A feature that allows you to change a worksheet's overall appearance by choosing from predefined formats • Borders: Line effects that you can place around cells or cell ranges to improve the appearance or effectiveness of your worksheets. • Cell Address: It is the location of a cell on a worksheet and is defined by the column letter and the row number. For example, cell A1 is where column A and row 1 intersect. • Cell: It is the intersection of a row and a column. It can contain a label, a numeric value, or a formula. • Chart: Graphical presentations of data from a worksheet. OTHER TERMS ARE DOCUMENTED IN MICROSOFT WORD… see the document icon attached

16. To be continued... In the Lab