Excel CH 01 Introduction to Spreadsheet.ppt
- 2. Objectives • Understand the use of spreadsheets and Excel • Learn the parts of the Excel window •Scroll through a worksheet and navigate between worksheets • Create and save a workbook file •Enter text, numbers, and dates into a worksheet
- 3. Objectives •Resize, insert, and remove columns and rows •Select and move cell ranges •Insert formulas and functions •Insert, delete, move, and rename worksheets •Work with editing tools •Preview and print a workbook
- 4. Chapter 1: Introduction to Spreadsheet
- 5. Introduction to Spreadsheet A spreadsheet is a computer application with tools that increase the user's productivity in capturing, analysing, and sharing tabular data sets. It displays multiple cells usually in a two- dimensional matrix or grid consisting of rows and columns (in other words, a table, hence "tabular"). Each cell contains alphanumeric text, numeric values, or formulas.
- 6. A formula defines how the content of that cell is to be calculated from the contents of any other cell (or combination of cells) each time any cell is updated. Spreadsheets developed as computerized simulations of paper accounting worksheets. They boost productivity because of their ability to re-calculate the entire sheet automatically after a change to a single cell is made.
- 7. A modern spreadsheet file consists of multiple worksheets (sheets) that make up one workbook. A cell on one sheet is capable of referencing cells on other, different sheets, whether within the same workbook or even in different workbooks. Spreadsheets are often imported into databases to become tables within them.
- 8. Visicalc was the first electronic spreadsheet on a microcomputer. Lotus 1-2-3 was the leading spreadsheet when DOS was the dominant operating system. Excel now has the largest market share on the Windows and Macintosh platforms. A list of current spreadsheet software are: Microsoft Excel, IBM Lotus Symphony, Corel Quattro Pro (WordPerfect Office), KSpread, Kingsoft Spreadsheets, ZCubes-Calci, Resolver One, and GNU Oleo.
- 9. Introducing Excel This course shall be based on Microsoft Excel 2016 for Windows. No exceptions.
- 10. •Microsoft Office Excel 2016 (or Excel) is a computer program used to enter, analyze, and present quantitative data •Excel is the world’s most widely-used and popular spreadsheet program. •It is part of the Microsoft Office suite and has become the world standard. • Often used in business for budgeting, inventory management, and decision making
- 11. Excel commands Excel 2016 features a brand new “menu-less” user interface. In place of a menu system, Excel uses a context-sensitive Ribbon system. The words along the top (such as Home, Insert, Page Layout, and so on) are known as tabs.
- 12. When you click a tab, the Ribbon displays the commands for the selected tab. Each command has a name, which is (usually) displayed next to or below the icon. The commands are arranged in groups, and the group name appears at the bottom of the Ribbon.
- 13. The five major parts of Excel are: 1. Workbooks and Worksheets Workbooks are a collection of worksheets. Worksheets allow users to enter, calculate, manipulate, and analyse data
- 14. 2. Graphics, diagrams, and charts Use Shapes and the new SmartArt to create professional-looking diagrams and create a wide variety of highly customizable charts. 3. Tables Tables organize and store data within worksheets.
- 15. 4. Web Support Web support allows users to save Excel worksheets or parts of a worksheet in HTML format, so a user can view and manipulate the worksheet using a browser. 5. Automating complex tasks Perform a tedious task with a single mouse click with Excel’s macro capabilities.
- 16. Mouse Conventions Some mouse-related terms: Mouse pointer: The small graphic figure that moves on-screen when you move your mouse. Point: Move the mouse so that the mouse pointer is on a specific item.
- 17. Press: Press the left mouse button once and keep it pressed. Normally, this is used when dragging. Click: Press the left mouse button once and release it immediately. Double-click: Press the left mouse button twice in rapid succession.
- 18. Right-click: Press the right mouse button once and release it immediately. The right mouse button is used in Excel to pop up shortcut menus that are appropriate for whatever is currently selected. Drag: Press the left mouse button and keep it pressed while you move the mouse. Dragging is often used to select a range of cells or to change the size of an object.
- 19. Starting Excel • Click the Start button on the Windows Vista or Windows 7 taskbar to display the Start menu. • Click All Programs at the bottom of left pane on the Start menu to display the All Programs list. • Click Microsoft Office in the All Programs list to display the Microsoft Office list. • Click Microsoft Office Excel 2013 to start Excel • Double-click Excel 2013 icon on desktop, if one is present
- 20. The Excel Workbook • Excel documents are known as workbooks • By default, Excel 2016 workbooks use an .xlsx (Extensible Markup Language) file extension. This format requires less storage space and makes the spreadsheet more “shareable” with others • Each workbook is comprised of one or more worksheets.
- 21. • Excel opens a new workbook with one worksheet. • Each worksheet is made up of individual cells. • Each cell contains a value, a formula, or text. • A worksheet also has an invisible draw layer, which holds charts, images, and diagrams. • Each worksheet in a workbook is accessible by clicking the tab at the bottom of the workbook window.
- 22. Figure 1–2: The Workbook
- 23. The Worksheet • The worksheet is organized into a rectangular grid containing vertical columns and horizontal rows. • A column letter above the grid, also called the column heading, identifies each column. • A row number on the left side of the grid, also called the row heading, identifies each row.
- 24. In older versions of Excel (well, except for really old versions), each worksheet used a grid with 65,536 rows and 256 columns. • Excel numbers rows starting with 1 and assigns letters to columns starting with A. • Excel 2007 increases the number of rows and columns in a single worksheet significantly. Every worksheet consists of rows (numbered 1 through 1,048,576) and columns (labelled A through XFD – 16,384 columns).
- 25. • The intersection of a row and a column is called a cell. • At any given time, one cell is the active cell. • You can identify the active cell by its darker border (cell B4), as shown in Figure 1-3. • Its address (its column letter and row number) appears in the Name box. • The upper-left cell in a worksheet is called A1 and the cell down at the bottom right is called XFD1048576.
- 26. Navigating a Worksheet • Excel provides several ways to navigate a worksheet 26
- 28. Contextual Tabs In addition to the standard tabs, Excel 2016 also includes contextual tabs. Whenever an object (such as a chart, a table, or a SmartArt diagram) is selected, specific tools for working with that object are made available in the Ribbon.
- 29. Accessing the Ribbon using your keyboard Ribbon is very keyboard friendly. The trick is to press the Alt key to display the pop-up keytips. Each Ribbon control has a letter (or series of letters) that you type to issue the command.
- 30. Using the shortcut menus In addition to the Ribbon, Excel features a slew of shortcut menus, which you access by right-clicking just about anything within Excel. The box at the right shortcut menu is known as the Mini toolbar
- 32. The process of developing a worksheet that communicates specific information requires careful analysis and planning. As a starting point, establish why the worksheet is needed. Once the purpose is determined, analyse the intended users of the worksheet and their unique needs. Then, gather information about the topic and decide what to include in the worksheet. Finally, determine the worksheet design and style that will be most successful at delivering the message. Project Planning Guidelines
- 33. Project - Worksheet with an Inserted Chart The project here follows proper design guidelines and uses Excel to create the worksheet shown in next two slide. The worksheet contains sales data for Asare Ventures. The company sells its products in several malls throughout Ghana.
- 34. Page 13 REQUEST FOR NEW WORKBOOK Date Submitted: February 15, 2016 Submitted By: Mr. Obeng Worksheet Title: Asare Consortium Second Quarter Sales Needs: An easy-to-read worksheet that shows Asare Consortium’ second quarter sales for each of our sales regions in which we operate (Upper East, Ashanti, Eastern, Northern, Western, Greater Accra). The worksheet also should include total sales for each region, total sales for each product type, and total company sales for the second quarter. Source of Data: The data for the worksheet is available for the end of the second quarter from the chief financial officer (CFO) of Asare Consortium. Calculations: The following calculations must be made for the worksheet: (a) total second quarter sales for each of the five regions; (b) total second quarter sales for each of the five product types; and (c) total second quarter sales for the company. Chart Requirements: Below the data in the worksheet, construct a 3-D Clustered Column chart that compares the total sales for each region within each type of product. Approvals Approval Status: X Approved Rejected Approved By: Date: March 20, 2016 Assigned To: K. Oppong, Spreadsheet Specialist
- 35. Pick a piece of paper and show how your worksheet will look like after arranging the data. Asare Ventures’ first quarter sales for each of our sales regions in which we operate (Ashanti, Eastern, Northern, Western, Central). The worksheet also should include total sales for each region, total sales for each of the 5 product types, and total company sales for the first quarter.
- 37. Creating Your First Excel Worksheet To create a new, blank workbook: 1. Click the File Menu 2. Select New. 3. Click Create. A new, blank workbook appears in the window Other way Press Ctrl+N.
- 38. Selecting a Cell The easiest way to select a cell (make it active) is to use the mouse to move the block plus sign mouse pointer to the cell and then click. An alternative method is to use the arrow keys that are located just to the right of the typewriter keys on the keyboard. Use the Name Box to select a cell
- 39. Auto Fill Handle
- 40. Correcting Errors You can correct errors on a worksheet using one of several methods. • Correcting Errors while You Are Typing Data into a Cell • Correcting Errors after Entering Data into a Cell
- 41. Checking Spelling Excel has a spell checker you can use to check the worksheet for spelling errors. To Check Spelling on the Worksheet 1. Click cell A3 and then type Stcok to misspell the word Stock. 2. Click cell A1. 3. Click the Review tab on the Ribbon. 4. Click the Spelling button on the Ribbon to run the spell checker and display the misspelled word, Stcok, in the Spelling dialog box. 5. With the word Stock highlighted and the Suggestions list, click the Change button to change the misspelled word, Stcok, to the correct word, Stock. 6. If the Microsoft Office Excel dialog box is displayed, click the OK button. 7. Select any cell.
- 42. AutoCorrect AutoCorrect makes three types of corrections for you: • Corrects two initial capital letters by changing the second letter to lowercase. • Capitalizes the first letter in the names of days. • Replaces commonly misspelled words with their correct spelling.
- 43. The Find and Replace Commands • You display the Find & Select menu by clicking the Find & Select button on the Home tab. • The Find command on the Find & Select menu is used to locate a string. • The Replace command on the Find & Select menu is used to locate one string and then replace it with another string.
- 45. Entering Numbers A number can contain only the following characters: 0 1 2 3 4 5 6 7 8 9 + - ( ) , / . $ % E e If a cell entry contains any other keyboard character (including spaces), Excel interprets the entry as text and treats it accordingly.
- 46. Fractions • The forward slash (/) has multiple uses. For example, dates often are entered using the slash. • In formulas, the slash represents division. • To enter a fraction, such as ½, type .5 or 0.5 (i.e., type zero, followed by a space, followed by the number 1, followed by a slash, followed by the number 2).
- 47. • If you type without the preceding zero, Excel will store the value in the cell as the date January 2.
- 48. Numeric Limitations In Excel, a number can be between approximately –1 x 10308 and 1 x 10308, that is, between a negative 1 followed by 308 zeros and a positive 1 followed by 308 zeros. To enter a number such as 6,000,000,000,000,000, you can type 6,000,000,000,000,000, or you can type 6E15, which stands for 6 x 1015.
- 49. Cell Pointer and Auto Fill Copying cells • As in other Windows programs, you can also use "cut", "copy" and "paste" in Excel. • You can copy a cell and paste the contents into another cell. Copying with Auto fill feature
- 50. Simple Copying Using Drag and Drop to Move or Copy Cells Copying with Auto fill feature
- 51. Series A series is a range of values that are linked. One example is the weekdays. • Series with Numbers • Series with Numbers Copying a Cell’s Format Using the Format Painter Button Using the Paste Options Menu
- 52. Changing Document Properties Protecting Worksheet and Workbook Printing a Worksheet Saving Spreadsheets
- 54. • Formatting the Worksheet • Changing Workbook Theme • Changing Column Width and Row Height • Inserting Row and Column • Adding a Worksheet to a Workbook • Aligning Cell Content • Rotating Text • Wrapping Text
- 55. • Changing Background Colour and Applying a Box Border to the Worksheet Title and Subtitle • Numeric Display Formats • Applying Currency Style Format with a Floating Dollar Sign Using the Format Cells Dialog Box • Font Type, Style, Size, and Colour • Changing Cell Style
- 57. Applying Currency Style Format
- 58. Protecting Worksheet and Workbook Protecting a Worksheet 1. Select the cell or range you want to unlock. 2. In the Font group on the Home tab, click the Dialog Box Launcher 3. In the Format Cells dialog box, click the Protection tab, click the Locked check box to remove the check mark, and then click the OK button 4. In the Changes group on the Review tab, click the Protect Sheet button 5. Enter a password (optional) 6. Select all of the actions you want to allow users to take when the worksheet is protected 7. Click the OK button
- 59. Protecting Worksheet and Workbook Protecting a Workbook from modification 1. In the Changes group on the Review tab, click the Protect Workbook button 2. Click the check boxes to indicate whether you want to protect the workbook’s structure, windows, or both (with this new sheet cannot be added, existing sheets cannot be deleted, renamed, etc.) 3. Enter a password (optional) 4. Click the OK button
- 60. Changing the Worksheet Names E-Mailing a Workbook from within Excel Excel Help
- 61. END