practical computing by lynn hogan. practical computing chapter 8 creating spreadsheets (using...

Practical Computing

by Lynn Hogan

Practical Computing

Chapter 8

Creating Spreadsheets

(Using Microsoft Excel 2007)

Copyright @ 2009 Pearson Prentice Hall. All rights reserved. 3

Objectives

• Understand the concept of spreadsheet software• Be able to create and edit a worksheet• Know how to select, copy, and move worksheet

components• Be able to create formulas and work with

functions• Know how to format a worksheet, making

changes to the font, alignment, and column width


What is Spreadsheet software?

• List of data arranged in columns and rows

• Easy to organize numbers in a table format• Visually shows the relationship between the numbers

• Used to:• Maintain records

• Explore the effect of changes

• Monitor expenses

• Budget

• Maintain records of transactions


Keys to Creating Spreadsheets

• Being a mathematician is not necessary• Organize the numbers

• Understand the dependencies between numbers

• Should be set up to answer questions

• Work upfront to create the spreadsheet• Planning

• Pays off with automatic calculations

• Use to calculate

• Use for “what-if’s”


Create and Manage a Workbook

• Made up of one or more worksheets• Electronic grid of columns and rows• One page of a workbook

• Saving an Excel file actually saves a Workbook• Customize worksheet by formatting

• Similar to Word

• Print workbooks or worksheets


Workbook Elements

• Grid of columns and rows• Worksheet area

• Gray area at top (identified by letters)• Column headings

• Gray area to left (identified by numbers)• Row headings

• Intersection of column and row• Cell• Identified by cell reference or cell address


The Ribbon

• Found along the top of the Excel window• Replaces former Menu bar• Provides a series of tabs• Each tab divided into groups and commands• Active tab highlighted


Title Bar and Quick Access Toolbar

• Title Bar• Shown at top of window• Long shaded bar• Name of document• Name of Office program (Excel)

• Quick Access Toolbar• Left side of Title bar• Frequently used commands

• Save, Undo, Repeat• Easily customized by clicking arrow on right side


Office Button

• Left of Quick Access toolbar• Common tasks

• Saving• Printing


Status Bar and Views

• Status bar• Bottom of document• Provides information about progress of commands

• Views• Right side of Status bar• Normal view – default view, shows worksheet grid• Print Layout view – shows margin areas


Name Box and Formula Bar

• Name Box• Below the Ribbon• Displays position of active cell

• Formula Bar• Next to Name Box• Displays content of active cell


Navigating in a Worksheet

Action Mouse Command Keyboard Command

Move to a cell Click the cell Use the arrow keys (directional keys on the right side of the keyboard)

Move to cell A1 Click the cell Press Ctrl+Home

Move up one screen Click in the vertical scroll bar above the scroll box

Press PgUp

Move down one screen Click in the vertical scroll bar below the scroll box

Press PgDn

Move to a specific cell, even out of viewing space

Press F5. Enter the cell reference and click Enter


Saving a Workbook

• Saving a workbook saves all worksheets• Click the Office button• Click Save or Save As

• Save replaces existing file• Save As allows a filename or location change

• First time a workbook is saved• There is no difference between Save and Save As


Correcting Mistakes

• Data entry mistake before pressing Enter key• Backspace and retype

• Repairing data after data entry• Click cell, retype entire entry• Click cell, click Formula Bar, make changes, press

Enter• Click cell, press F2, make changes, press Enter• Double-click cell, make changes, press Enter


Clearing Contents

• Click cell, press Delete• Right-click cell, click Delete, click OK• Click the Clear arrow in Editing on Home tab

• Select from list of options


Printing

• Use Print Preview first to see printed document• Click the Office button• Point to Print• Click Print Preview

• Use Page Setup before Printing• Page Tab – set orientation – Portrait or Landscape

• Scaling - Adjust to or Fit to options• Margin Tab – change right, left, top bottoms margins

• Headers and footers• Sheet Tab – gridlines, row and column heading


Selecting Ranges, Columns, and Rows

• Range is a group of one or more cells• Select before you change rule• Selecting a range

• Click and drag over the cells• Release mouse and cell will be shaded• Multiple cells appear in a box with a border

• To select a column• Click on the column heading

• To select a row• Click on the row heading


Inserting Columns and Rows

To Do This

Insert a column 1. Click the column heading (or click and drag multiple column headings)

2. Right-click in the shaded area

3. Click Insert

Insert a row 1. Click the row heading (or click and drag multiple row headings)


3. Click Insert


Deleting Columns and Rows

To Do this

Delete a column 1. Click the column heading (or click and drag multiple column headings)


3. Click Delete

Delete a row 1. Click the row heading (or click and drag multiple row headings)


3. Click Delete


Cutting, Copying, and Pasting Cell Contents

• Moving data is cutting• Duplicating data is copying• Both actions place the data on the clipboard

• Temporary holding location• Holds 24 different items

• Paste places the data in its new location• Leaves a copy on the clipboard


Formula

• Group of instructions for performing a calculation• Begins with an = sign• Arithmetic operations same as Algebra• Order of precedence the same as Algebra• Variables in Algebra become cell addresses• Functions are predefined complex calculations

• Have an unique name• Have parameters enclosed in parentheses• =AVERAGE(A1:A30)


Absolute and Relative Cell References

• Cell reference of copied formula changes based on the new location• Relative cell referencing• A1

• Cell reference of copied formula does not change• Absolute cell reference• User must enter $ sign in front of cell reference• $A$1


Formatting

• Changes the appearance• Not the values

• Column Width• Change if numbers spill over into the next cell• Or ######### appear instead of the number• Place mouse pointer on dividing line between

columns in shaded area at top of worksheet• Drag dividing line to increase or decrease


Formatting (continued)

• Aligning data• Number automatically aligned to left• User can center or left align numbers• Select column to align• Click Home tab, click Alignment• Select type of alignment


Formatting (continued)

• Formatting numbers• Apply numeric formatting to add $ , % or extra zeros• Select column or range of cells• Click Home tab then click Number group• Select formatting


Making the Worksheet Great• Formatting

• Bold, italics, font type and size, alignment, borders, shading• Numbers

• Currency• Commas• Dates • Number of places after the decimal

• Spell check• Don’t forget!

• Grammar check• AutoCorrect

• Automatically corrects many misspellings


Don’t Forget

• Spreadsheet software simplifies the task of organizing numeric data on an electronic grid of columns and rows

• A workbook includes one or more worksheets

• Microsoft Excel is a spreadsheet program included in Microsoft Office suite

• You can type data in a worksheet as text, numbers, or formulas


Don’t Forget

• Before making any changes to worksheet data, first select the cells to be affected

• A range is a group of one or more cells• You can select ranges, columns, and rows• A formula is a set of instructions that tells

Excel how to perform a calculation


Don’t Forget

• Functions are predefined formulas that simplify complex operations

• Absolute cell references in a formula do not change as the formula is copied to another location

• Relative cell references change relative to the position from which they are copied

• Formatting is changing the worksheet by using alignment, formatting numbers, or changing the appearance of worksheet data


Questions?

practical computing by lynn hogan. practical computing chapter 8 creating spreadsheets (using...

Documents