Basic Computer Class

Microsoft Excel

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What is Excel for?Excel is useful for calculations, charts, databases, and data analysis.Excel is used to make and edit spreadsheets the way Microsoft Word is used to make documents.Spreadsheets organize numbers, formulas, and words into rows and columns. Each row/column intersection is called a cell.

Numbers entered into cells can be used by formulas in the spreadsheet to solve cumbersome calculations. This helps with budgets and other number crunching or repetitive calculation tasks. You can easily change the numbers used by a formula to test what if scenarios such as how much more would I need to earn to pay for the gas and oil to commute to Schaumburg rather than Rockford? OrOn what and how much do I need to cut back to save for a summer vacation?Excel can then create charts to show the results graphically.

The Excel windowOpening Excel creates a new workbook that is open to the home tab.The workbook contains three spreadsheets.

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Each Sheet contains 60,000 columns Over a million rows 16.7 million cells

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Sorting DataOpen Library DB Click the top left cell and drag through the bottom right cell to select all the data.Sort by StateSort by State and MonthUndo

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Entering DataClick cell A1. The border of the active cell is bold.

Type your name.

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Enter the date in another cell Use the arrow keys to move to cell D1 and enter the date. Notice that what you type in the cell is shown in the Formula Bar.The cell that you are in is shown in the Name Box.

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Move a rowClick the row number to the left of your name and notice that the row turns blue.Put your cursor on the bold border below your name and notice that the cursor becomes a diagonal arrow.Click and drag the row to row 4

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Move a cellClick the cell with your name in it and notice that the border of this active cell becomes bold.Put your cursor on the bold border below your name and notice the cursor becomes a diagonal arrow.Click and hold the mouse button and drag the cell back to A1

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Type some numbers in the cells below your nameUse the down arrow key to move to cell A3.Type 1.Move to cell A4.Type 2.Move to cell A5.Type 3.Move to cell A6.

In cell A6 type the formula =a3+a4+a5Press the Enter key to leave the cell and calculate the result.Enter a formula

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Use autosumClick and drag from A3 through A5. Release the mouse.Put the cursor on one of the bold borders, hold down Ctrl+click, and drag the cells to the C columnClick C3 and drag through C5 to select the three cells.Click the AutoSum button at the top right corner of Excel.

Formulas and functionsFormulas always start with an = sign.=2+2=C3+C4 + - * / ^Functions are-defined formulas in Excel=name_of_function=SUM=AVERAGE

=SQRT=TODAY()=NOW()

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Formulas and functions cont.Select worksheet 3 at the bottom left corner of Excel.Enter random numbers in 9 cells of column B.Click and drag through the cells, and then use Ctrl+click to drag a copy of the cells to column D

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Formulas and functions cont...

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Insert date and time

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Insert rows or columnsSelect a column.Right click and select insert.Select a row.Right click and select insert row.Select a set of cells.Right click and specify whether to shift existing cells across or down.Select multiple rows.Right click and select insert row to insert the same number of rows as is selected.

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Auto seriesType first value(s)Click corner dot for the small + cursor.Click and drag

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Conditional Formatting

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Custom Conditional Formatting

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More Conditional Formatting

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More Conditional FormattingSyntax is:=if(cell operator value, phrase if true, phrase if false)

=if(D12>=1600,Well Done!,Go Home)

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Even More Conditional FormattingOpen Practical Joke Items =sumif(range,"filter argument","range to filter) =sumif(C4:C49,Illinois",F4:F49) searches for Illinois in column C cells 4-49 and then adds the values in column F that have Illinois averageif function does averages

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Even More Conditional Formatting

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Pivot TablesClick in the dataFrom the Insert Tab select Pivot Table

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Pivot TablesThe pivot table is created on a new SheetState to Row LabelsItem to Column LabelsQuantity to ValuesMonth to Report Filter

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Pivot Chart

Create a monthly budgetYou can model different budgets to see how much money is left at the end of the month.Click Sheet2 at the bottom of Excel to switch to the blank Sheet2.Right click the tab and select Rename.Name the tab Budget.

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Create column titlesClick D1, type Checking. Click C2, type Starting.Click A3, type Date, and press right arrow.B3 Check #C3 Desc. D3 DebitE3 CreditF3 Total

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Format the column titlesClick the grey row number 3 to select the description row.Click the bold B or Ctrl+b to make the headings bold.Click the column letter D to select the Debit column.Click the arrow next to the yellow paint pail and select a pale pink color.

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Enter descriptions

Shade the monthly balance lineSelect A20 through F20 by one of the following:Click and drag from A20 through F20.Click A20, hold the Ctrl key, click B20, C20, D20, E20, F20.Click A20, hold the shift key,and use the right arrow key to select through F20.Click A20, hold the shift key, click F20.Click the fill icon, and select a pale grey.

Enter balance formula

Enter balance formula, cont.The balance at the end of the month will be shown in the grey cell F20.All Debits and Credits for the month are added to the starting balance to show the balance at the end of the month.The formula is: =F2+D4+D5+D6+D7+D8+D9+D10+D11+D12+D13+D14+D15+D16+D17+D18+D19+E4+E5+E6+E7+E8+E9+E10+E11+E12+E13+E14+E15+E16+E17+E18+E19Using the SUM function: =F2+SUM(D4:E19)

Selecting multiple cellsClick, hold, and drag.Click Name Box and type starting cell : ending cellClick top left corner. Shift click lower right corner.Ctrl+click to add individual rows or cells.Ctrl+spacebar selects column.Shift+spacebar selects row.Ctrl a selects all cells.Click little grey box in top left corner to select all cells.Ctrl+click selects current region.

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Select A3 through F20. Place the cursor on a border, Ctrl+click, and drag the cells straight down to duplicate the contents. Click F38 and notice that the formula uses the new cells that were just pasted.Duplicatecells

Duplicate cells cont.Select A3 through F20. Place the cursor over the lower right corner of the selection. When the cursor is a thin + click, hold, and drag straight down through a few hundred cells. This will copy the selected cells many times to create a few years of budget. Cells A21:F40 are overwritten...Click F38 and notice that the formula uses the new cells that were just pasted.

Formulas and added cells

Enter January debits & credits

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Enter budget information for additional monthsEstimate future income and expenditures for a what if budget prediction.Add additional rows for credits and debits not already covered.Existing formulas are adjusted for added rows or columns.

Delete cell vs. clear contentRight click a cell with text in it.Select Delete.Select Shift cells left or Shift cells up and the deleted space is filled by sliding the row or column into the empty spaceEquations are not adjusted.

Delete cell vs. clear contentRight click a cell with text in it.Select Delete.Select Entire row or Entire column and that column or row is deleted by sliding the row or column into the empty column or rowEquations are adjusted.

Delete cell vs. clear content, cont.Right click a cell with text in it.Select Clear Contents.The cell is emptied, but it keeps its space in the spreadsheetEquations are not affected.

Left align, center, right align the cell contentsSelect a column, cell, or multiple cells.Use the alignment icons to left, center, or right align the text within the cell(s)

Change the colors and font

Keyboard shortcutsCtrl zUndoCtrl yRedoCtrl nNew workbookCtrl sSaveCtrl pPrintEscEscape menuCtrl bBoldCtrl iItalicizeCtrl uUnderlineCtrl cCopyCtrl vPasteCtrl fFindF1HelpHover over a button to show the keyboard shortcut.

Create a temperature chart

Create the table headers and make the text bold.Use autofill to insert months.Enter temperatures.

Create a temp. chart cont...

Templates

..\Jaxworks_BudgetPlan.xltxOffice.comJaxworks_BudgetPlanNormal view vs. print viewUse of If statements=Now for dateComments in cells

PrintingClick File tab and select Print.

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Additional resourcesOffice.com office.comTemplatesTutorialsNorth Suburban Library District books NSLD catalogLynda.com Lynda.comVideo trainingCustomGuide CustomGuide.comCheat sheets and training

Closing ExcelSave work to an external device.

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