discuss key points from tutorials 1-4 o cell references o formulas o functions o formatting o...
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Agenda 11/5 – 11/7 Discuss key points from Tutorials 1-4
o Cell referenceso Formulaso Functionso Formattingo Conditional formattingo Charts
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Introducing Microsoft Excel 2010
Computer program used to enter, store, analyze, and present quantitative data
Creates electronic versions of spreadsheetso Collection of text and numbers laid out in
a grid Displays values calculated from data Allows what-if analysis
o Ability to change values in a spreadsheet and assess the effect they have on calculated values
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Worksheet Navigation A workbook can have two kinds of sheets:
oWorksheet contains a grid of rows and columns into which user enters data
oChart sheet provides visual representation of data• For detailed charts that need more space to be seen clearly
or to show a chart without any worksheet text or data• Do not contain worksheet cells for calculating numeric
values
Cell reference identifies column/row location5
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Worksheet Navigation Keys
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Working with Columns and Rows
To make data easier to read:
oModify size of columns and rows in a worksheet
To modify size of columns or rows:
oDrag border to resizeoDouble-click border to autofito Format the Cells group to specify
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Deleting vs clearing Deleting and clearing a row or column
oDeleting removes both the data and the cells
oClearing removes the data, leaving blank cells where data had been
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Working with Cells and Ranges
Range reference indicates location and size of a cell range
oAdjacent (A1:G5)oNonadjacent (A1:A5;F1:G5)
Selecting a range
oWork with all cells in the range as a group
Moving and copying a range
oDrag and dropoCut and paste
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Working with Formulas Formula
o An expression that returns a valueo Written using operators that combine different values,
resulting in a single displayed value
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Working with Formulas Entering a formula
o Click cell where you want formula results to appear
o Type = and an expression that calculates a value using cell references and arithmetic operators• Cell references allow you to change values used in the calculation without having to modify the formula itself
o Press Enter or Tab to complete the formula
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Working with Formulas Order of precedence
o Set of predefined rules used to determine sequence in which operators are applied in a calculation
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Introducing Functions Function
o Named operation that returns a valueo Simplifies a formula, reducing a long formula into a compact
statement; for example, to add values in the range A1:A10:
• Enter the long formula:=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 - or -• Use the SUM function to accomplish the
same thing:=SUM(A1:A10)
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Entering Functions with AutoSum
Fast, convenient way to enter commonly used functions
Includes buttons to quickly insert/generate:o Sum of values in column or row (SUM)o Average value in column or row (AVERAGE)o Total count of numeric values in column or row (COUNT)o Minimum value in column or row (MIN)o Maximum value in column or row (MAX)
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Cell References and Excel Functions
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Understanding Cell References
To record and analyze data
o Enter data in cells in a worksheetoReference the cells with data in
formulas that perform calculations on that data
Types of cell references
oRelativeoAbsoluteoMixed
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Using Relative References
Cell reference as it appears in worksheet (B2) Always interpreted in relation (relative) to the
location of the cell containing the formula Changes when the formula is copied to another
group of cells Allows quick generation of row/column totals
without revising formulas
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Using Absolute References
Cell reference that remains fixed when the formula is copied to a new location
Have a $ before each column and row designation ($B$2)
Enter values in their own cells; reference the appropriate cells in formulas in the worksheet
oReduces amount of data entryoWhen a data valued is changed, all
formulas based on that cell are updated to reflect the new value
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Using Mixed References
Contain both relative and absolute references “Lock” one part of the cell reference while the
other part can change Have a $ before either the row or column
reference ($B2 or B$2)
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Using a Mixed Reference
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When to Use Relative, Absolute, and Mixed References
Relative referenceso Repeat same formula with cells in different locations
Absolute referenceso Different formulas to refer to the same cell
Mixed referenceso Seldom used other than when creating tables of
calculated values
Use F4 key to cycle through different types of references
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Working with Functions Quick way to calculate summary data Every function follows a set of rules (syntax) that
specifies how the function should be written General syntax of all Excel functions
Square brackets indicate optional arguments
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Working with Functions Advantage of using cell references:
oValues used in the function are visible to users and can be easily edited as needed
Functions can also be placed inside another function, or nested (must include all parentheses)
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Using the Function Library to Insert a Function
When you select a function, the Function Arguments dialog box opens, listing all arguments associated with that function
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Entering Data and Formulas with AutoFill
Use the fill handle to copy a formula and conditional formatting
oMore efficient than two-step process of copying and pasting
By default, AutoFill copies both content and formatting of original range to selected range
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Working with Logical Functions
Logical functions
oBuild decision-making capability into a formula
oWork with statements that are either true or false
Excel supports many different logical functions, including the IF function
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Working with Logical Functions
Comparison operator
o Symbol that indicates the relationship between two values
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Using the IF Function
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Returns one value if a statement is true and returns a different value if that statement is false
IF (logical_test, [value_if_true,] [value_if_false])
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Working with Date Functions
For scheduling or determining on what days of the week certain dates occur
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Financial Functions for Loans and Interest Payments
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Working with Financial Functions
Cost of a loan to the borrower is largely based on three factors:
oPrincipal: amount of money being loaned
o Interest: amount added to the principal by the lender• Calculated as simple interest or as compound interest
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Using Functions to Manage Personal Finances
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Function Use to determine…FV (future value) How much an investment will be worth after a series of
monthly payments at some future timePMT (payment) How much you have to spend each month to repay a
loan or mortgage within a set period of time
IPMT (interest payment)
How much of your monthly loan payment is used to pay the interest
PPMT (principal payment)
How much of your monthly loan payment is used for repaying the principal
PV (present value) Largest loan or mortgage you can afford given a set monthly payment
NPER (number of periods)
How long it will take to pay off a loan with constant monthly payments
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Formatting Cell Text
Formattingo Process of changing workbook’s appearance by defining
fonts, styles, colors, and graphical effects
• Only the appearance of data changes, not data itself
o Enhances readability and appealo Live Preview shows the effects of formatting options
before you apply them
Themeso Named collections of formatting effects
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Options in the Format Cells Dialog Box
Presents formats available from Home tab in a different way and provides more choices
Six tabs, each focusing on different options:
oNumberoAlignmento FontoBordero Fillo Protection
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Copying and Pasting Formats
Copying formats with Format Painter
o Fast and efficient way of maintaining a consistent look and feel throughout a workbook
oCopies formatting without duplicating data
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Copying and Pasting Formats
Use Paste Special to control exactly how to paste the copied range
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Highlighting Cells with Conditional Formatting
Goal of highlighting: Provide strong visual clue of important data or results
Format applied to a cell depends upon value or content of the cell
Dynamic: If cell’s value changes, cell’s format also changes as needed
Excel has four conditional formats: data bars, highlighting, color scales, and icon sets
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Highlighting Rules Each conditional format has a set of rules that
define how formatting should be applied and under what conditions format will be changed
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Excel Charts
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Chart Elements
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Editing the Axis Scale and Text
Range of values (scale) of an axis is based on values in data source
Vertical (value) axis: range of series values Horizontal (category) axis: category values Primary and secondary axes can use different
scales and labels Add descriptive axis titles if axis labels are not
self-explanatory (default is no titles)
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Communicating Effectively with Charts
Keep it simple Focus on the message Limit the number of data series Use gridlines in moderation Choose colors carefully Limit chart to a few text styles
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Choosing the Right Chart
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Chart When to UsePie charts Small number of categories; easy to
distinguish relative sizes of slices
Column or bar chart
Several categories
Line charts Categories follow a sequential order
XY scatter charts
To plot two numeric values against one another
Custom chart Available charts don’t meet your needs