curs1 - excel fundamentals.pptx

7/30/2019 CURS1 - Excel fundamentals.pptx

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Excel fundamentals. Definition. Features

Microsoft Excel represents the most important

spreadsheet that manipulates and processesseveral kind of data, mainly, numeric data, which

are organized into many rows and columns.

The most important Excel features:

Formatting and Editing Worksheets

Building Formulas and Performing Data Analysis

Managing Excel Databases

Creating different kind of Charts

Analyzing Data with Decision Support System Instruments

Performing What-If Analysis

New features of Excel 2007:

Provide a new graphical interface, changing completely

the Excel menu old concept;

Manage larger data collection more rows and columns;

Create new opportunities as regards formatting cells and

formatting worksheets;

Manage data tables more efficiently;

Create formulas much more handy;

Allow to summarize data; Create powerful conditional formats;

Create more relevant and attractive charts or diagrams;

Supply the improvement of the synthesizing tools.


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EXCEL FUNDAMENTALS. FORMULA BAR

Formula BarName Box

Formula Bar: a bar placed just below the Ribbon that we use

to enter and edit values or formulas in worksheet cells.

In fact, the formula bar displays the constant value or formula

stored, at one moment, in the active cell.

Name Box: a rectangular area at the left-end of the formula

bar that always shows up the reference (address) of the active

cell (A1), regardless of where we scroll along the worksheet.


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Excel fundamentals. Quick Access Toolbar


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1. The f ir s t workbookyou open is called Book1. This title appears in the title

bar at the top of the window until you save the workbook with your own title

2. Sheet tabsat the bottom of the workbook window

EXCEL FUNDAMENTALS. WORKBOOK WINDOWAn Excel workbook represents a file that contains one or

more worksheets, which we can use to organize many kinds of

related information. In fact, Excel workbook is one of thegreatest organizational tools, that allows to keep in the same

place all the documents that relate to a specific project.

Active Workbook Window


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EXCEL FUNDAMENTALS. FLOATING WINDOW

Floating Window


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THE EXCEL SCREEN ELEMENTSWorkbooks initially comprise three worksheets. Each worksheet

has a name on its sheet tab at the bottom left of the workbook

window: Sheet1, Sheet2, and Sheet3. We can view a worksheet

by simply clicking its sheet tab

At the bottom of the workbook window there are navigational

controls that we can use to move from sheet to sheet in ourworkbook


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EXCEL FUNDAMENTALS. EXCEL WORKSHEETSThere are letters across

the top and numbersdown the left side

Columns go from top to bottom

on the worksheet, vertically

(column headings are letters)

Rows go from left to right on

the worksheet, horizontally

(row headings are numbers)

Office button menu Excel Options tab Excel Options dialog

boxInclude this many sheets range

Worksheet represents the primary document that allows us to store and work

with data in its workspace, consisting of cells that are organized into columnsand rows.

The worksheet contains 16.834 columns in all, identified by lettersfrom first column A through XFD (after column Z comes column AA,

after AZ comes BA, and so on, up to the last worksheet column XFD)

The worksheet contains 1.048.576 rows, identified by numbers

There are 17.179.869.184 cells to work in on each worksheet


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EXCEL FUNDAMENTALS. STATUS BAR

At the left-end of the status bar Excel displays some information aboutwhat is happening in its workspace. For example:

Ready Excel is waiting for an entry

Enter the user is typing into the worksheet cell

Edit the user is making double-click into the cell that contains data

Also at the left side of the status bar Excel displays various keyboard

modes that the user can tu rn onorturn of f. For example:

Caps Lo ck appears when the user pressed the Caps Lock key

Num Lock appears when the user activated the numeric keypad


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EXCEL FUNDAMENTALS. STATUS BARWhen two or more cells are selected and at least one of them

contains a value, normally Excel displays the sum , the coun t and

the average of the valuesin the selected range and this is calledthe AutoCalculate feature. If we right-clicks the area, a shortcut

menu appears, that has other options we can choose from

(Minimum, Maximum, Average etc).

Shortcut menu:a contextual menu

that displays a list

of options relevant

to the selectedworksheet item

(range of numbers)


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A. Using Ctrl+Enterkeyboard shortcut to place any kind

of information into multiple cells simultaneously

To enter the same data into multiple worksheet cells, one pressthe Ctrl+Enterkeyboard shortcut, this way, the same information

will be inserted into each cell in the range of the selected cells.

B. Filling-in a series of numbers or dates:1. Select the first cell in the range you want to fill and enter the

starting value for the series;

2. Enter a value in the next cell to establish a pattern (the

incremental step);

3. Select the cells that contain the starting values,at least 2 cells;4. Drag the f i l l hand leover the range you want to fill:

in increasing order- drag down or to the right

in decreasing order- drag up or to the left;

5. Release the mouse button and Excel will automatically fill therespective series.

FILL DATA AUTOMATICALLY IN WORKSHEET CELLS

Incrementalstep is 3

Fill-handle


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Fill data automatically in worksheet cells


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Fill-in a series of numbers or dates

To specify the type of series, use the right mouse button to dragthe fill handle over the range, and then click the appropriate

command on the shortcut menu.

Fill data automatically in worksheet cells


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CREATING A CUSTOM FILL SERIESA custom fill series is a set of data that is used to fill a

column or a row in a repeating pattern; for example, North,South, East, West. You can create a custom fill series from

existing items that you've listed on a worksheet, or you can

type the list from scratch. Microsoft Office Excel provides

day-of-the-week and month-of-the year built-in lists, butthe user can also create his own custom list.

There are two ways to create a custom list:

If our custom list is short, we can type the values directly in thedialog box, so we can Create a custom list by typing in values;

On the contrary, if the custom list is long, we can import it from

a range of cells, so we can Create a custom list starting from an

existing item.


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1.Click the Microsoft Office

Button, and then click

Excel Options tab

2. On the Excel Options dialog box, select the Popularcategory,

and then, in the Top options for working with Excel area,activate the Edit Custom Lists button

CREATING CUSTOM LISTS. STEPS


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CREATING CUSTOM LISTS. IMPORTING ITEMS

To use the selected list,

click Import button


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CREATING CUSTOM LISTS. NEW LIST

To ty pe a new l ist, select New list in the Custom lists

box, and then type the entries in the List entries box,

beginning with the first entry.

When the list is complete, click the Add button.


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ENTER DATA IN WORKSHEET CELLSCHANGE OR DELETE A CUSTOM FILL SERIES

In the

Custom

lists box,

select the

list you

want to

changeor

to d elete

To edit the listmake the changes you want in the List

entries box, and then click Add button

To deletethe listsimply click

Delete

button


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OPERATIONS WITH A WORKSHEET


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To validate, press

the Enter key

New name

To change a sheets name, double-click

the sheet tab. Excel highlights the name on

the sheet tab so that you can edit the name

or replace it with a new name. Sheet namescan be up to 31 characters, and spaces are

allowed. However, you cant use the

following characters in sheet names:

: colon

/ slash

\ backslash

? question mark

* asterisk

OPERATIONS WITH A WORKSHEETNAMING AND RENAMING WORKSHEETS


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EXCEL FEATURES. FREEZING PANESTo keep row and column labels or other some important

worksheet data visible as we scroll through a sheet, we can

"freeze" the top rows and/or left columns. The frozen rows and

columns don't scroll but remain visible (in sight) as we move

through the rest of the worksheet.

Freezing panes is one of the most important Excel feature that

allows to select data that remains visible when scrolling in a

sheet. For example, keeping permanentlyrow and column labels

visible as we scroll down or scroll across the worksheet.

The Row/Column titles are divided from the rest of the current

worksheet by a vertical/horizontal line - Excel inserts dark lines

to indicate the frozen rows and columns.


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FREEZE PANES. HORIZONTAL FREEZING

1. Select the first row belowthe titles (row 5)

2. Select Viewtab on the Ribbon, click Freeze Panes command

and choose the Freeze Top Row option from thedrop-downlist

1

2


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FREEZE PANES. VERTICAL FREEZING

1.Select the first column

to the right(column C)

2. Viewtab - Freeze Panes

command - Freeze First

Columnoption from the

drop-down list


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FREEZE PANES. MIXED FREEZING

1. Select the cell that is both

just below the column titles

and just to the right of the row

titles (cell D5)

2. Viewtab - Freeze Panes

command - Freeze Panes

option from the drop-down list


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FREEZING PANES. EXAMPLES

For example: if you want the information in the first four rows to

stay in sight as you scroll down the worksheet, you must select

the fifth row and freeze (Freeze Top Row commandView tab).

Horizontally freezing


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Vertically freezing

For example: if you want

the information in the firstcolumn to stay in sight as

you scroll across the

worksheet, you must

select the second column(column B) and freeze

(select Freeze First

Column command from

the drop-down list).


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KEEP LABELS VISIBLE BY FREEZING PANES

Mixed freezing

For example: if you want both the information in the first four rows

and also the information in the first column to stay in sight asyou move through the rest of the worksheet:

1. select the cellthat is both just below the column titles and just

to the right of the row titles (cell B5);

2. Choose Freeze Panes command from the drop-down list.


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EXCEL FEATURES. SPLITTING PANESTo view and scroll independently in different parts of a worksheet,

we can split a worksheet horizontally, vertically or both

horizontally and vertically, with synchronized scrolling capabilities.Splitting a worksheet into panes allows us to view different parts of

the same worksheet, side by side, and is useful when we want to

paste data between different areas of a large worksheet.

1. Use the mouse to drag the split bar to where you need it

Drag and drop here to

hor izontal ly spl i tthe sheet

Drag and drop here to

vert ical ly spl i tthe sheet

At the top of the vertical scroll baror at the right end of the

horizontal scroll bar, point to the split box

When the pointer changes to a split pointer drag the split box

down or to the left to the position you want

2. Choose View tab on the RibbonWindow Split button

To restore a window that has been split into four or two scrollable

areas, simply double-click any part of the split bar that divides thepanes or press again the Split button on the Ribbon.


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EXCEL FEATURES. SPLITTING PANESSplit the current worksheet into four areas so that the first row and the first

column of the database stay in sight as we scroll down or scroll across the

worksheet and the four panes can be manage independently.


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COMPARING WORKBOOKS SIDE BY SIDEThe Window group View Side by Side command is extremely

helpful if we need to compare the contents of two similarworkbooks (both workbooks will be in the same windowwell be

able to see the two files on the screen simultaneously).

If more than two windows are open, Excel displays a dialog box

that allows to select the desired workbook for the comparison.

As we scroll in one worksheet, Excel automatically scrolls the

same amount of cells in the second worksheet. Because we can

see the same locations in both worksheets at the same time, it's

no trouble at all to compare the differences between the 2 of them.

The worksheet at the top of the window is the one that's in view

when we click the Side by Side command. We can navigate from

either the top or bottom worksheet. We just have to click in the

worksheet we want to navigate in to activate the scroll bars in that

sheet.

1 Open the two workbooks that we need to compare side by side


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1. Open the two workbooksthat we need to compare side by side

2 Select View tab - Window group - View Side by Side button


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If more than two windows (workbooks) are open,

select one of them from the Compare Side by Side

dialog box and validate with OK button.

! Keep in mind that this feature is for manual

comparison only, Excel doesnt provide a way to

show the differences between the two files contents.

2. Select View tab - Window group - View Side by Side button


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After we activate side-by-side mode the two buttons below the


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After we activate side by side mode the two buttons below the

View Side By Side button become active:

Synchronous Scrolling button allows to scroll through the

workbooks at the same time, so, it locks the two windows together

wherever they happen to be, so that, when we scrollin any direction, the inactive window scrolls in identical way.

Reset Window Positionbutton resets the workbook windows to the

positions they were in when we first started comparing workbooks.

Normally, the window that is active when we choose the commandis the one that appears on top; if we want the other window on top,

click that window and then simply click the Reset button to place it

in the top position.

Note: the View Side By Side button is a toggle button to turn off

id b id d d t t N l i li k th b tt i

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