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Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 Copyright © 2008 Prentice-Hall. All rights reserved. CommittedtoShapingtheNextGenerationofITExperts.

Chapter 1: Introduction to Excel

What Can I Do with a Spreadsheet

Robert Grauer, Keith Mulbery, Judy Scheeren

Exploring Microsoft Office Excel 2007

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Objectives

  Defineworksheetsandworkbooks  Usespreadsheetsacrossdisciplines  Planforgoodworkbookandworksheetdesign

  IdentifyExcelwindowcomponents  Enterandeditdataincells

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Objectives(continued)

  Describeandusesymbolsandtheorderofprecedence

  Displaycellformulas  Insertanddeleterowsandcolumns  Usecellranges,move,copy,paste,pastespecial,andAutoFill

 Manageworksheets

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Objectives(continued)

  Formatworksheets  Selectpagesetupoptionsforprinting Managecellcomments

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DefineWorksheetsandWorkbooks  Spreadsheet─computerizedequivalentofaledger  Excel─acomputerizedspreadsheetapplicationusedtobuildandmanipulateworksheetsandworkbooks

  Worksheet─aspreadsheetthatmaycontaindata,values,formulas,and/orcharts

  Workbook─acollectionofrelatedworksheetswithinonefile

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Excel workbook

This workbook currently has three worksheets

Define Worksheets and Workbooks

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UsingSpreadsheetsAcrossDisciplines

  Spreadsheetshaveapplicationsinvarieddisciplines  Usedforbusinessapplications,suchasaccounting  Usedfor“what-if”analysisinbusinessplanning  Canalsobeusedinscientificapplications

  Geologistscanusetochartdataaboutscientificphenomena

  SocialScientistscanusetopredictvotingresults

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PlanningforGoodWorkbookandWorksheetDesign

  Planbeforeyoustartenteringdata  Stepstoensureagooddesign:

  Decideonthepurposeofthespreadsheetandhowitwillbeconstructed

  Makeitobviouswheredataistobeentered  Enterdataandsetupformulaswhereverpossible

  AllowExceltodowhatitwasdesignedfor–automaticcalculation

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PlanningforGoodWorkbookandWorksheetDesign

  Testmultipletimestomakesuretheresultsarewhatyouexpect  Knowwhatyourresultsshouldbe,sothatyouknowyourresultiscorrect

  Formattheworksheetsoitlooksappealing  Documenttheworksheetasthoroughlyaspossible  Saveandprinttheresults

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IdentifyingExcelWindowComponents

  Worksheetisdividedintoagridofrowsandcolumns  Rowsarenumbered;columnsarelettered

  Cell ─ an intersection of a column and a row   Cell reference─theaddressofthatintersection

  Designatedbycolumnletter,thenrownumber  Navigateworksheetsusingeitherthemouseorkeyboard

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IdentifyingExcelWindowComponents  Activecell

  Thecellyouareworkingin;wheredatawillbeinput

  Formulabar  Showstheactivecell’scontents

  Namebox  Displaysactivecell’saddressornameithasbeengiven

  Sheettabs  Whatsheetsofworkbookareavailable

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IdentifyingExcelWindowComponents  StatusBar

  Displaysinformationaboutaselectedcommandoroperationinprogress

  SelectAllbutton  usedtoselectallelementsoftheworksheet

  Ribbon  Primaryreplacementformenusandtoolbarsmadeupoftabs,groups,andcommands

  Tab  Designedtobetask-oriented  Eachoneismadeupofseveralgroupstofacilitateviewingallofitsfunctionswithoutopeningmenus

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Active Cell

Formula Bar

Name Box

Sheet Tabs

Status Bar

Select All button

Identifying Excel Window Components

Row Heading

Column Heading

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EnterDatainaCell

  Createanewworkbookandenterdata  Threetypesofdatayoucanenter:

  Text─letters,numbers,symbols,andspaces  Values─numbersthatrepresentaquantity,anamount,adateortime

  Formulas─combinationofnumbers,cellreferences,operators,and/orfunctions

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EditDatainaCell

  Threemostcommonmethodstoeditdatainacell:  Selectthecellyouwanttoedit,clickintheFormulaBar,makechanges,pressEnter

  Double-clickinthecelltobeedited,makethechanges,pressEnter

  Selectthecell,presstheF2key,makethechanges,pressEnter

  Twooptionstoclearthecontentsofthecell: Clickonthecellanddelete ClickonCleararrowintheEditinggroupontheHometab 16

UsingSaveandSaveAs

  ClicktheOfficebutton,thenselectSaveorSaveAs

  UsetheSaveAsoptionifyouneedtoassignanametothefile  ProvidestheSaveAsdialogbox

  Oncenamed,usetheSavecommand

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MathematicalOperationsandFormulas

 MathematicaloperationsarethebackboneofExcel

  Formulasareusedtoperformmathematicaloperationsandarriveatacalculatedresult

 Mustbeginwithanequals(=)sign  Usedtoautomatecalculationsthatweredonemanually

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OperatorSymbolsandOrderPrecedence

  Operatorsymbolsinclude:  Addition(+),Subtraction(-),Multiplication(*),andDivision(/),Exponentiation(^)

  OrderofPrecedencecontrolsthesequenceinwhicharithmeticoperationsareperformed:  Basicrules–anythinginparenthesisperformedfirst;thenmultiplicationanddivision;thenadditionandsubtraction

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DisplayingCellFormulas

  PresstheCtrlkeyplusthegraveaccent(`)keytodisplayformulasinaworksheet

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Insert/DeleteRowsorColumns

  Duetomodificationsrequiredinaworksheet,rowsandcolumnsmayneedtobeinserted

  Toinsertanewrow  Clickontherownumberbelowwhereyouwantthenewrowinserted

  Toinsertanewcolumn  Clickonthecolumnlettertotherightofwhereyouwantthenewcolumninserted

  ClicktheInsertdownarrowontheCellsgroupontheHometab  SelectInsertSheetRowsorInsertSheetColumns

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Insert/DeleteIndividualCells

 Mayneedtoinsertanddeleteindividualcellsinsteadofentireroworcolumn

  Can“shiftcells”totheleft,right,up,ordowntoinsertand/ordeleteindividualcells

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Insert/DeleteIndividualCells

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Ranges

  Arangeisarectangulargroupofcellsinaworksheet  Canbeonecell;maybeentireworksheet

  Selectarange  Clickandholdleftmousebuttonanddragfrombeginningofrangetoend

  Selectfirstcell,thenholdtheShiftkeywhileclickingthelastcell

  Canbecontiguous(together)ornoncontiguous(nottogether)

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Ranges are shown in red and yellow

Ranges (continued)

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MoveandDelete

  Themoveoperationtransfersthecontentsfromonelocationtoanother  Usethedraganddropmethod  UseCutandPastemethod

  Thedeleteoperationremovesallcontentsfromthecellorrangeofcells  SelecttherangeandclickDelete

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Copy,Paste,andPasteSpecial

  TheCopycommandmakesaduplicateofthecontentsintheselectedrangeandplacesitontheClipboard

  ThePastecommandplacesthecontentsoftheClipboardintheselectedrange

  ThePasteSpecialcommandallowsusersseveraldifferentoptions

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AutoFill

  Enablesyoutocopythecontentofacellorarangeofcells

  Dragthefillhandleoveranadjacentcellorrangeofcells  Thefillhandleisasmallblacksquareappearinginthebottom-rightcornerofacell

  Usetorepetitivelycopycontentsofonecell  Usetocompleteasequencelikeyearsormonths

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ManageWorksheets

  Renameworksheets  Right-clicksheettabandselectRename  TypethenewnameandpressEnter

  ChangeSheetTabColor  Right-clicksheettabandpointtoTabColor  SelectThemeColors,StandardColors,NoColor,orMoreColors

 Move,delete,copyoraddworksheets  Right-clicksheettabandselectthedesiredoperation

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FormattingWorksheets

 Drawsattentiontoimportantareasoftheworksheet

 Changefonts,colors,styles Mergeandcenterlabels

  Centertextacrossarangeofcells  Mergedcellsaretreatedasone

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FormattingWorksheets(continued)

  Adjustcellheightandwidth  Dragtheborderbetweentwocolumnheadings  Double-clickontheborderbetweentwocolumnheadings  AutoFitautomaticallyadjusts

  Applybordersandshading  SelectacellborderfromBordersintheFontgroupontheHometab

  UsetheBordertabintheFormatCellsdialogbox

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FormattingWorksheets(continued)

  InsertClipart  Usedtorepresentmostimportantaspectofspreadsheetcontent

  Usesparingly;canbedistractingortakelargeamountsofdiskspace

  FormatCells  Controlformattingfornumbers,alignment,fonts,borders,colors,andpatterns

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PageSetupandPrinting

  Orientations  Portraitprintsverticallydownthepaper  Landscapeprintshorizontallydownthepaper

  Margins  Left,right,top,bottom

  Headersandfooters  Headersappearatthetopofeverypage  Footersappearatthebottomofeverypage

  Sheetoptions  Showgridlines,rowandcolumnheadings

  Printpreview  Seehowthespreadsheetwillprint

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ManagingCellComments

  Addsdocumentationtothecell  Providedtoclarifythoughtsanddefineformulas

  Aredtriangleappearsinthecellcontainingthecomment

  Commentisvisiblewhenyoupointatthecell

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Questions?

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