ms excel notes1 part 1 introduction to microsoft excel: what is a spreadsheet? microsoft excel notes
TRANSCRIPT
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MS Excel Notes 1
Part 1
Introduction to Microsoft Excel: What is a Spreadsheet?
MicrosoftExcelNotes
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MS Excel Notes 2
Objectives (1 of 2)
• Describe what a spreadsheet is and potential applications
• Distinguish between a formula and a constant• Open, save, print a workbook; insert and delete rows
and columns• Distinguish between a pull-down menu, shortcut
menu and toolbar
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MS Excel Notes 3
Objectives (2 of 2)
• Describe the three-dimensional nature of a workbook; distinguish between a workbook and a worksheet
• Print worksheet with values or formulas• Use Page Setup to print worksheet and
preview before printing
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MS Excel Notes 4
Overview
• Introduction to Spreadsheets and Excel• Show wide diversity of spreadsheet
applications• Fundamentals of spreadsheets using Excel• Worksheet recalculates automatically after
changes
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MS Excel Notes 5
Spreadsheet Basics
• Spreadsheet is a computerized ledger• Divided into Rows and Columns• Cell References• Constants--entries that do not change• Formulas--combination of constants and
functions
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MS Excel Notes 6
Excel Basics• Common user interface of all Office
applications• Worksheet is an Excel spreadsheet• Workbook contains one or more worksheets• Toolbars--Standard and Formatting• File menu--Save, Open and Print commands
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MS Excel Notes 7
Modifying the Worksheet
• Insert and Delete Commands for both rows and columns
• Page Setup Commands--Portrait versus Landscape, Margins, Header/Footer, and Sheet Tabs
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MS Excel Notes 8
Excel Features and Commands• Active cell• Formula bar• Shortcut menu• Status bar• Toolbars• ScreenTips• Edit Delete versus Edit Clear• Incompatible File Type from Excel• Save as Command
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MS Excel Notes 9
Part 2
Gaining Proficiency: Copying, Formatting, and Isolating Assumptions
MicrosoftExcelNotes
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MS Excel Notes 10
Objectives • Explain importance of isolating assumptions
• Define, select and deselect cell ranges
• Copy and move cells; differentiate between relative, absolute and mixed addresses
• Format a worksheet
• Change column widths
• Describe steps to create a financial forecast worksheet
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MS Excel Notes 11
Overview
• Basic commands to create a worksheet• Use cell ranges and commands to build a
worksheet• Isolate assumptions to easily evaluate
alternatives• Improve appearance of worksheets• Accuracy is critical for spreadsheets
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MS Excel Notes 12
Getting around the Worksheet
• A rectangular group of cells is a range• Copy duplicates contents of a cell from a
source range to a destination range• Three types of addresses: absolute, relative
and mixed• Move transfer contents of a cell
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MS Excel Notes 13
Formatting
• Column widths• Row Heights• Numeric Format• Alignment• Fonts• Borders, Patterns, and Shading
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MS Excel Notes 14
Numeric Formats
General
Number
Currency
Accounting
Date
Time
Percentage
Fraction
Scientific
Text
Special
Custom
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MS Excel Notes 15
A Financial Forecast
• Always isolate assumptions and initial conditions
• Creating a financial forecast is a common task
• Be aware that by isolating that is separating initial conditions you spreadsheet will be more valuable when changes occur
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MS Excel Notes 16
Part 3
Graphs and Charts: Delivering a Message
MicrosoftExcelNotes
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MS Excel Notes 17
Objectives (1 of 2)
• Know advantages and disadvantages of different chart types
• Distinguish between an embedded chart and one in a separate chart sheet
• Use the ChartWizard• Use arrows and text to enhance a chart
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MS Excel Notes 18
Objectives (2 of 2)
• Differentiate between data series specified in rows versus ones in columns
• Understand how charts can be accurate statistically yet misleading conceptually
• Create a compound document consisting of word processing, worksheet and a chart
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MS Excel Notes 19
Overview
• Business graphics one of most exciting Windows applications
• Determine message of chart• Create charts using Chart Wizard• Plot multiple data sets on a single chart• Dynamically link a chart to a memo
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MS Excel Notes 20
Chart Types
• Always remember to keep it simple• Pie and Exploded pie charts, effective for
displaying proportional relationships• Column chart used for number display• Bar charts show numbers horizontally
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MS Excel Notes 21
Creating a Chart
• Embedding in a worksheet or separate chart sheet
• Use the Chart Wizard a four step process– Step one choosing a chart– Step two review data series– Step three final touches– Step four where to store
• Enhance with Drawing toolbar or Chart toolbar
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MS Excel Notes 22
Multiple Data Series
• What message do you want chart to display• Rows versus columns
– If data series are in rows the Chart Wizard will use first row for X axis and use first column for legend text
– If data series are in columns the Chart Wizard will use first column for X axis and use first row for legend text
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MS Excel Notes 23
Object Linking and Embedding
• Primary advantage of Windows is to create a compound document
• Embedded object is stored in the compound document
• Linked object is stored in its own file and used with a compound document
• OLE pronounced “Oh-lay”
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MS Excel Notes 24
Additional Chart Information
• Excel has 14 standard chart types on the Chart Wizard
• Line used to display time-related information• Combination uses two or more charts• Use Accurate Labels• Don’t add Dissimilar Quantities
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MS Excel Notes 25
Part 4
Spreadsheets in Decision Making: What If?
MicrosoftExcelNotes
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MS Excel Notes 26
Objectives (1 of 2)
• Use spreadsheets in decision making; use Goal Seek and Scenario Manager
• Use PMT function• Use Paste Function • Use fill handle and AutoFill capability• Use pointing to create a formula
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MS Excel Notes 27
Objectives (2 of 2)
• Use Average, Max, Min, and Count functions in a worksheet
• Use the If function to implement a decision and explain how the Vlookup function is used
• Print and view large spreadsheets
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MS Excel Notes 28
Overview
• Spreadsheets are a tool for decision making• Use financial and statistical functions• Find desired end results with the Goal Seek
command • Choose between solutions with Scenario
Manager • Use relative and absolute cell references
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MS Excel Notes 29
Excel Features
• Relative versus Absolute addressing in a worksheet
• Using the fill handle to copy• Pointing to cell address for formulas or
functions is more accurate• Using the Paste Function and the Formula
Palette
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MS Excel Notes 30
Using Functions
• Statistical Functions: MAX, MIN, AVERAGE, COUNT, and COUNTA
• Use functions over arithmetic expressions• IF function enhances decision making• VLOOKUP(vertical lookup) Function and its
use
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MS Excel Notes 31
Managing a Large Worksheet
• Scrolling shows specific rows and columns• Freezing Panes keeps headings in sight• AutoFill capability enter series into adjacent
cells• Scenario Manager enables evaluation of
multiple conditions
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MS Excel Notes 32
Part 5
List and Data Management: Converting Data to Information
MicrosoftExcelNotes
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MS Excel Notes 33
Objectives1 of 2
• Create a list • Add, edit and delete records in an existing list• Distinguish between data and information• Describe the TODAY function and use date
arithmetic• Use the Sort command
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MS Excel Notes 34
Objectives2 of 2
• Use the database functions, DSUM, DAVERAGE, DMAX, DMIN, and DCOUNT
• Use AutoFilter and Advanced Filter• Use the Subtotals command• Use a pivot table
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MS Excel Notes 35
Overview
• Maintain data in a list
• Fundamentals of list management
• Display selected records
• Sort the list
• Use database functions, criteria range, and arithmetic
• Excel or Access can be used for database management
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MS Excel Notes 36
List and Data Management
• Data management is based on lists in Excel• Database concepts--record, fields, and
primary keys• Need valid input to produce valid output--
Garbage In Garbage Out (GIGO)• Editing the list through Insert Row and
Columns command and Edit Delete
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MS Excel Notes 37
Important Commands
• Data Form Command provides easy way to add, edit and delete records
• Sort command arranges lists according to value in fields
• Date Arithmetic is a powerful tool for formulas
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MS Excel Notes 38
Data Versus Information
• Data is simply facts• Information is data arranged for a specific
use• Decisions in an organization are based on
information• Data commands, functions and reports
provide information
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MS Excel Notes 39
Filter Commands
• AutoFilter is a subset of records which meet a set of criteria
• Advanced Filter allows for complex criterion and storing records in a separate worksheet area
• Criteria range specifies the values to search for in records
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MS Excel Notes 40
Criteria Range
• Must contain at least two rows--field names and a second row of values
• Same row entries imply an AND condition• Values entered in different rows meet the OR
condition• Empty rows return all records
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MS Excel Notes 41
Criteria Rangecontinued
• Relational operators can be used to find a designated range
• Upper and Lower Boundaries can be established
• Equal and unequal signs select empty and nonempty records
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MS Excel Notes 42
Database Functions
• Parallels statistical functions• DSUM• DAVERAGE• DMAX• DMIN• DCOUNT
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MS Excel Notes 43
Subtotals and Pivot Tables
• Subtotals command in the Data menu computes subtotals based on data groups
• Pivot tables extends the capability of database functions by presenting the data in summary form
• Use PivotTable Wizard
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MS Excel Notes 44
Part 6
Consolidating Data:
3D Workbooks and
File Linking
MicrosoftExcelNotes
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MS Excel Notes 45
Objectives1 of 2
• Distinguish between a cell reference, worksheet reference, and a 3D reference; us appropriate references to consolidate data
• Select and group multiple worksheets to enter common formulas
• Explain the advantages of functions over formula
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MS Excel Notes 46
Objectives2 of 2
• Properly organize and document a workbook
• Copy and Paste to another workbook• Distinguish between a source versus
dependent workbook; create external references to link workbooks
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MS Excel Notes 47
Overview
• Combine data from several sources into a summary report
• Reconcile summary totals with detail totals• Workbook contains 3 branch office
worksheets and 1 summary worksheet• OR workbooks for each branch office and
summary workbook
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MS Excel Notes 48
3D Workbook
• Electronic equivalent of a 3 ring binder• Contains Worksheet tabs• Scrolling buttons allow easy movement
amongst worksheets• Window menu allows for tiling, cascading
options for multiple workbooks or worksheets
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MS Excel Notes 49
Worksheet References• Allows you to reference cells in other
worksheets
• Requires using the name of the worksheet before the cell range
• Exclamation point separates worksheet and cell reference
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MS Excel Notes 50
3-D References
• Range that spans two or more worksheets in a workbook
• Can be used in a Summary sheet• Requires worksheet names be separated
using a colon and exclamation point to separate worksheet name from cell reference
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MS Excel Notes 51
Documenting the Workbook
• Helpful to document a workbook with a documentation worksheet
• Contains vital descriptive information making it easier to read for all
• Formatting ability will improve appearance
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MS Excel Notes 52
Linking Workbooks• Retain information in separate
workbooks
• Linking uses external references
• Dependent workbook requires external data from source workbooks
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MS Excel Notes 53
Part 7
Automating Repetitive Tasks: Macros and Visual Basic
MicrosoftExcelNotes
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MS Excel Notes 54
Objectives1 of 2
• Define a macro• Record and run a macro, view and edit a
simple macro• Use the InputBox statement• Use a keyboard shortcut, and/or custom
toolbar to execute a macro
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MS Excel Notes 55
Objectives2 of 2
• Describe function of Personal Macro workbook
• Use the Step Into command to execute a macro one statement at a time
• Use Copy and Paste to duplicate an existing macro
• Use Visual Basic IF and DO statements to make decisions
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MS Excel Notes 56
Overview• Use macros to avoid repetitious tasks• Macro is a set of instructions for Excel• Macro instructions are written in the Visual
Basic Programming Language• Use the macro recorder to create macros• Create more powerful macros
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MS Excel Notes 57
Introduction to Macros
• Macro recorder stores Excel commands• Macros are written in Visual Basic • Macros can be displayed with Visual Basic
Editor• Use Project Explorer to locate macro modules• Statements appear in Code window
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MS Excel Notes 58
Relative vs Absolute Cell Addresses
• Make sure to specify cell references• Absolute is constant; relative changes• Visual Basic uses Offset to indicate space
from active cell
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MS Excel Notes 59
Loops and Decision Making
• Including IF and Do statements allows for testing
• If statement tests a condition and provides a positive and negative
• Do statement repeats a block of statements until a condition becomes true