microsoft excel presented by showorks fair software and online entries

Microsoft Excel

Presented by ShoWorks Fair Software and Online Entrieswww.fairsoftware.com

Copyright 2007 Gladstone Inc. Sponsored by ShoWorks software

What is Excel? A computerized “spreadsheet”

(worksheets) Spreadsheets are most often used for

Cash flow analysis Budgeting Decision making (what-if analysis) Cost estimating Inventory management (limited) Financial reporting (limited)

An Excel file is a workbook that contains multiple worksheets

Formulabar

sheet tab active cell(C3: column C, row 3)

Worksheet Window Headings

Columns (letters at the top) A, B, C Rows (numbers along the side) 1, 2, 3

Cell intersection of a row and column

Cell reference Example: A1

Active cell cell you currently working on

Range cell or rectangular block of cells designated with the colon Example: A1:A5 says “cells A1 through A5”

Sheet tabs at the bottom for “sheets” (pages) of workbook



Cell Contents

Values Numbers, dates, text Text is left aligned, others are right aligned

Formulas math Begin with =

Examples include

* Multiply

/ divide

^ power Contain numbers or cell references Result shows in cell Formula bar shows formula


Example Formulas

Add cells:

=A1+A2=B14+F23=A1+A2+A3+A4+A5

Multiply cells:

=A1*A2


Functions

A special prewritten formula that provides a shortcut for commonly used calculations

Each function has a syntax Syntax specifies order of typing the parts, where to put

commas, punctuation, etc. Determines order of arguments or values that Excel must

use in the calculation

=A1+A2+A3+A4+A5 can be easier written as =SUM(A1:A5)

=(A1+A2)/2 can be easier written as =AVERAGE(A1:A2)

=MIN(A1:A3)

=MAX(A1:A3)

Mike’s favorite functions

SUM (sums a range of cells) AVERAGE (average of a range of cells) TODAY (shows the date/time as of now) IF (evaluates a condition and acts accordingly) MIN (returns the minimum value in a range of cells) MAX (returns the maximum value in a range of cells) IRR (financial - internal Rate of Return) NPV (financial - the Net Present Value of a range of

income)



IF Function

Makes a decision Format: =IF(condition, what to do if true, what to do if false)

Put quotes around text argument

=IF(A1>=60, “Pass”, “Fail”)


Today Function

Shows today’s date=TODAY()

No arguments To format:

Format menu >>Cells>>Number tab: Category: Date, mmm-yy==>”Mar-98”

OR right-mouse click, then Format cells


Cell reference is based on its location relative to the cell containing the formula

Cell references that change when copied are called relative cell references

Relative Reference


Relative Reference

Notice “A2+B2” changes to “A3+B3” to “A4+B4”

Q1 Q2 Total40 60 10050 70 12060 70 130

(Double-click on this table to invoke Excel, then double-click on the cell that you want to see the formula in)

A B C1234


Absolute Reference

Is a cell reference in a formula that does not change when copied into another cell

Fixed location on spreadsheet Insert $ before the column and/or row of the cell

reference =A1/$A$4

F4 Key for changing the type of cell references


Notice “B2*(1+C$6)” changes to “B3*(1+C$6)” to “B4*(1+C$6)”

Q1 Q2 Q3 Total40 60 63 10050 70 73.5 12060 70 73.5 130

Predicited Q3 5%

(Double-click on this table to invoke Excel, then double-click on the cell that you want to see the formula in)

A B C D123456

Absolute Reference


Changing Column Width

Double-click dividing line for autofit to make column as wide as longest label or number in column

Drag column heading dividing line Select column heading(s), go to Format menu>>

Column >> Width or Autofit Selection Shift-click for adjacent columns Ctrl-click for non-adjacent columns


Headers and Footers File menu>>Page setup>>Header/Footer Printed on top margin (header) or bottom margin

(footer) of every page By default:

Worksheet name header Page number footer

Must do for every worksheet Custom header/footer Page number, date, time, filename tools


Display Formulas

Tools menu>>Options>>View tab>>Formulas Short-cut key

Ctrl ~ (toggle switch--on/off)


Comment

Text attached to a cell Small red triangle shows in upper right hand corner.

When mouse is moved over the cell, a yellow box appears with the comment in it.

Advantage: Provides documentation that not every user needs to see

Insert >>Comment OR right-mouse click, Insert Comment


Center Text Across Columns

Highlight destination (range of cells) Format menu>>Cells>>Alignment: Text Alignment:

Horizontal: select Center Across Selection

OR

Click on “Merge and Center” button on the Formatting toolbar


Charts Types

2-D or 3D Area, Bar, Column, Doughnut, Line, Pie, XY (Scatter),

Radar, ... Chart formats

Several for each type


Purpose of Charts Pie chart

Proportion of parts to whole Column or bar chart

Comparisons between the data represented by each column or bar

Line chart Trends/changes over time

Area Magnitude of change over time

XY Relationship between sets of (x,y) data points

Radar Changes in data relative to center point


Chart Wizard Click Chart Wizard button on toolbar Click Chart Type

“Press and hold to view sample” button Data labels tab

Show label and percent for pie chart Legends tab (show legend or not) Wizard still works after chart is created: Select chart,

then click on Wizard button to format further


Selecting Non-adjacent Cells Highlight the first cells (or range of cells)

Example: labels for chartPress CTRL key

Then highlight second range of cells

Example: values in the cells


Embedded Chart or Object Charts placed in the same worksheet as the data

The other option is to place the chart on a separate worksheet

Click chart to select Selection or sizing handles appear

Small black squares that appear on the boundaries of the chart

Double-click to activate


Developing Worksheets Plan - generally first

Determine purpose Build (enter data and formulas) Test worksheet Correct errors Document worksheet Improve appearance Save and print

microsoft excel presented by showorks fair software and online entries

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