CIS111 Basic PC LiteracyCIS111 Basic PC LiteracyGetting Started with Excel Getting Started with Excel

20072007

Understanding Spreadsheet Understanding Spreadsheet SoftwareSoftware

• Microsoft Excel is an electronic spreadsheet program.

• An spreadsheet program allows you to perform numeric calculations.

• The spreadsheet (Excel) file is called a worksheet.

• There are individual worksheets stored within a workbook.

• What can Excel do? It can:- Perform basic and advanced calculations.- Recalculate data quickly and easily.- Perform “what-if” scenarios.- Organize data in ascending or descending order.- Analyze data and create data summaries.- Create charts and other graphical images.

Open the file Open the file EX A-1.xlsxEX A-1.xlsx

Save the file to your disk asSave the file to your disk as Tour Guide Payroll Calculator.xlsxTour Guide Payroll Calculator.xlsx

Excel 2007 WindowExcel 2007 Window• The intersection of a row and a column is called a cell.

• Each cell has its own unique location called the cell address.

• The active cell address is displayed in the name box.

• A cell address is identified by itscoordinates, such as A1, B25, etc.

• When you click in a cell,the cell address will appear.

The formula bar allows you to enter or edit data in the worksheet. This displays what is located in the cell you have selected. It may be text, a number, a formula, or a function.

Sheet tabs let you switchfrom one sheet to anothersheet in a workbook. You can give each sheet a name. You can add sheets, delete sheets, copy and move sheets, as well as copy sheets to other workbooks.

Entering Data in ExcelEntering Data in Excel

• Labels – text and numerical information not used in calculations.

• Labels help you identify data in worksheet rows and columns.• You should enter all the labels first before entering other

content

• Values – actual numbers used in calculations.• Formulas – equations in a worksheet that use both

values and cell addresses.=C5*(D5-E5) (This formula uses only cell addresses.)

=B25*.2 (This formula uses both cell addresses and values.)

• Functions – predefined formulas, such as:=sum(A4:A10) (This function would the total of the cells.)

=average(A10:R10) (This function would the average of the cells.)

Understanding Formulas Understanding Formulas

Excel Excel arithmetic arithmetic operatorsoperators

• When you work with formulas that contain more than one operator, the order of precedence is very important because it affects the final value.

• Excel performs the calculations in a particular sequence based on the following rules:

– Operations within the parentheses are calculated first.– Exponents are calculated next.– Then multiplication and division – from left to right.– Finally, addition and subtraction – from left to right.

Understanding FormulasUnderstanding Formulas

Formula appears in formula bar

Result of formula

Click in cell E5.

The formula calculates the regular pay by multiplying the value in B5 (hours) times the value in D5 (hourly rate).

=B5*D5

Understanding FormulasUnderstanding Formulas

Formula appears in formula bar

Result of formula

Click in cell F5.

The formula calculates the overtime pay by multiplying the value in C5 (overtime hours) times the value of (2 times the value in D5, which is hourly rate).

=C5*(2*D5) This section of the formula calculates the overtime pay (F5), which is twice the regular pay. That’s why regular pay in D5 is multiplied by 2.

Entering Labels Entering Labels

Click in cell A15.

Key the text, Totals.

Using the Using the AUTOSUMAUTOSUM button button

Cells included in function

Function

1. Click in cell B15B15.

2. Click the AutoSum button on the Home tab > Editing group.

3. A moving dotted border surrounds the section that may possibly be the cells to add together.

4. The function =SUM(B5:B14) appears in cell 15 and in the formula bar at the top.

5. This is correct, so press [enter].

6. Your answer should be 378.

Editing Cell EntriesEditing Cell Entries• You can change, or You can change, or editedit, the contents of an , the contents of an activeactive cell. cell.• To edit the contents of the To edit the contents of the activeactive cell: cell:

• Double-click the cell, orDouble-click the cell, or

• Click in the formula bar, orClick in the formula bar, or

• Just start typing in the cell itself, orJust start typing in the cell itself, or

• Use the F2 function key.Use the F2 function key.

• Excel switches to Excel switches to EditEdit mode when you are making cell entries mode when you are making cell entries

1. Click in cell C13. Change the value to 6.6.

2. Click in cell C18. Type the text Average Gross PayAverage Gross Pay

3. Click in cell A5 behind the “PP”; press DELETE to remove the “ii” so that it now reads “PeterPeter”

4. Click in cell B6. Press [F2F2]. Press BACKSPACEBACKSPACE; type 8; 8; press ENTER.

5. Click in cell A9. Press [F2F2]. Type Maez, JavierMaez, Javier.

6. Double-click cell C12. press DELETEDELETE, type 4, 4, click theon the formula bar.

Edit Mode Indicator

Common Pointers in ExcelCommon Pointers in Excel

Using the FILL buttonUsing the FILL button

• Click in cell Click in cell B15B15..• Drag the mouse pointer to cell Drag the mouse pointer to cell G15G15• Click the Click the FILLFILL button in the Editing group, then button in the Editing group, then

click click RIGHTRIGHT in the Fill menu. in the Fill menu.

ANSWERS:

Using the FILL HandleUsing the FILL Handle• Click UNDO to remove what you copied on the previous Click UNDO to remove what you copied on the previous

slide.slide.

• Click in cell B15.Click in cell B15.

• Note that there is a black square in the bottom right-Note that there is a black square in the bottom right-hand corner. This is the FILL handle.hand corner. This is the FILL handle.

• Click and drag the Fill handle over through cell G15.Click and drag the Fill handle over through cell G15.

This is called This is called relative copyingrelative copying. In other words, the direction . In other words, the direction in which you copy is in which you copy is relativerelative as to what will be changed. as to what will be changed.

- If you click and drag to the - If you click and drag to the rightright, the , the column letter column letter will will change.change.

- If you click and drag - If you click and drag downdown, the , the row number row number will change.will change.

Entering and Editing a Simple FormulaEntering and Editing a Simple Formula

Formulas start withFormulas start with

the equal sign the equal sign ==..

1.1.Click in cell Click in cell G5G5

2.2.Type Type ==

3.3.Click cell Click cell EE55

4.4.Type Type ++

5.5.Click cell Click cell F5F5..

To copy the formula down through G14, click the fill handle and drag through G15.

ANSWERS