mr. o’leary [email protected] 1 tb133 strategies for the technical professional
TRANSCRIPT
Unit Six SummaryThis unit introduced and explained steps in
critical and creative thinking. It also covered various information sources
and how to evaluate sources.
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Unit 7 ObjectivesEffectively and efficiently use selected
productivity software tools.Demonstrate selected skills of Microsoft
Excel elements.Key concepts will covered in class to achieve
the course objectives:Excel basicsFormulas and functionsCharts
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Excel 2007Microsoft Excel
This spreadsheet tool will help you: Create schedulesPrepare budgetsTrack expensesCreate lists
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Worksheets and Workbooks Spreadsheet—Computerized equivalent of a
ledger Excel is a computerized spreadsheet
application used to build and manipulate worksheets and workbooks.
Worksheet—A spreadsheet that may contain data, values, formulas, and/or charts
Workbook—A collection of related worksheets within one file
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Worksheets and Workbooks
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Excel workbook
This workbook currently has three worksheets
Using Spreadsheets Across DisciplinesSpreadsheets have applications in varied
disciplines:Used for business applications, such as
accountingUsed for “what-if” analysis in business
planningCan also be used in scientific applications.
Geologists can use to chart data. Social scientists can use to predict voting results.
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Good Worksheet DesignPlan before you start entering data.Steps to ensure a good design:
Decide on the purpose of the spreadsheet and how it will be constructed.
Make it obvious where data is to be entered. Enter data and set up formulas wherever
possible. Allow Excel to do what it was designed for—
automatic calculation.
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Good Worksheet DesignTest multiple times to make sure the results
are what you expect. Know what your results should be, so that you
know your result is correct.Format the worksheet so it looks appealing.Document the worksheet as thoroughly as
possible. Save and print the results.
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Excel Window ComponentsA worksheet is a grid of rows and columns.
Rows are numbered; columns are lettered.A cell is an intersection of a column and a
rowA cell reference is the address of that
intersectionDesignated by column letter, then row number
Navigate worksheets using either the mouse or keyboard.
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Excel Window ComponentsActive cell
The cell you are working in; where data will goFormula bar
Shows the active cell’s contentsName box
Displays active cell’s address or name it has been given
Sheet tabsWhat workbook sheets are available
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Excel Window ComponentsStatus Bar
Displays information about a selected command or operation in progress
Select All buttonUsed to select all elements of the worksheet
RibbonPrimary replacement for menus and toolbars made
up of tabs, groups, and commands Tab
Designed to be task-oriented, each one is made up of several groups to facilitate viewing all functions without opening menus
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Active Cell
Formula Bar
Name Box
Sheet Tabs
Status Bar
Select All
button
Row Heading
Column Heading
Enter Data in a CellCreate a new workbook and enter data.You can enter three types of data:
Text ─ letters, numbers, symbols, and spacesValues ─ numbers that represent a quantity, an
amount, a date or time Formulas ─ combination of numbers, cell
references, operators, and/or functions
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Edit Data in a CellThree most common methods to edit data in
a cell: Select the cell you want to edit, click in the
Formula Bar, make changes, press Enter. Double-click in the cell to be edited, make the
changes, press Enter.Select the cell, press the F2 key, make the
changes, press Enter.Two options to clear the cell contents:
Click on the cell and delete.Click on Clear arrow in the Editing group on
the Home tab.
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Mathematical Operations and FormulasMathematical operations are the backbone of
Excel. Formulas are used to perform mathematical
operations and arrive at a calculated result. Formulas must begin with an equal sign (=).They automate calculations that were done
manually.
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Operator Symbols and Order PrecedenceOperator symbols include:
Addition (+)Subtraction (-)Multiplication (*)Division (/)Exponentiation (^)
Order of Precedence controls the sequence in which arithmetic operations are performed:Basic rules: Perform anything in parenthesis
first; then exponents, then multiplication and division; then addition and subtraction.
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Displaying Cell FormulasPress the Ctrl key plus the grave accent (`)
key to display formulas in a worksheet.
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Insert/Delete Rows or ColumnsTo make changes in a worksheet, you may need
to insert rows and columns. To insert a new row:
Click on the row number below where you want the new row inserted.
To insert a new column:Click on the column letter to the right of where
you want the new column inserted.Click the Insert down arrow on the Cells group
on the Home tab Select Insert Sheet Rows or Insert Sheet
Columns.
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Insert/Delete Individual Cells
You may need to insert and delete individual cells instead of an entire row or column.
You can shift cells to the left, right, up, or down to insert and/or delete individual cells.
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Insert/Delete Individual Cells
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RangesA range is a rectangular group of cells in a
worksheet.Can be one cell; may be entire worksheet
To select a range:Click and hold left mouse button and drag from
beginning of range to end.Select first cell, then hold the Shift key while
clicking the last cell.Cells in a range can be contiguous (together)
or noncontiguous (not together).
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Ranges
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Ranges are shown in red and yellow
Move and DeleteThe move operation transfers the contents
from one location to another.Drag and dropCut and paste
The delete operation removes all contents from the cell or range of cells.Select the range and click Delete.
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Copy and PasteCopy makes a duplicate of the contents in the
selected range and places it on the Clipboard.Paste places the contents of the Clipboard in
the selected range.
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Auto FillEnables you to copy the content of a cell or a
range of cells. Drag the fill handle over an adjacent cell or
range of cells.The fill handle is a small black square
appearing in the bottom-right corner of a cell.Use to repetitively copy contents of one cell. Use to complete a sequence like years or
months.
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Manage WorksheetsRename worksheets.
Right-click sheet tab and select Rename.Type the new name and press Enter.
Change sheet tab color.Right-click sheet tab and point to Tab Color.Select Theme Colors, Standard Colors, No
Color, or More Colors. Move, delete, copy or add worksheets.
Right-click sheet tab and select the desired operation.
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Formatting WorksheetsFormatting draws attention to important
areas of the worksheetChange fonts, colors, styles.Merge and center labels.
Center text across a range of cells.Merged cells are treated as one.
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Formatting WorksheetsAdjust cell height and width.
Drag the border between two column headings.Double-click on the border between two column
headings.AutoFit automatically adjusts.
Apply borders and shading.Select a cell border from Borders in the Font
group on the Home tab.Use the Border tab in the Format Cells dialog
box.
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Formatting WorksheetsInsert clip art.
Use it to represent most important aspect of spreadsheet content.
Use sparingly; it can be distracting or take large amounts of disk space.
Format cells.Control formatting for numbers, alignment,
fonts, borders, colors, and patterns.
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Page Setup and PrintingOrientation
Portrait prints vertically down the paper.Landscape prints horizontally down the paper.
MarginsLeft, right, top, bottom
Headers and footersHeaders appear at the top of every page.Footers appear at the bottom of every page.
Sheet optionsShow gridlines, row and column headings.
Print preview
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Managing Cell CommentsAdds documentation to the cell.Provided to clarify thoughts and define
formulas.A red triangle appears in the cell containing
the comment.Comment is visible when you point at the
cell.
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Formula BasicsFormulas are used to perform mathematical
operations and arrive at a calculated result.Must begin with an equal sign (=).Contain mathematical operators.Automate calculations that were once done
manually.
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Creating a FormulaRather than typing a cell address, use an
alternative method that involves minimal typing.
Pointing uses the mouse or arrow keys to select the cell directly when creating a formula.
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Copy Formulas with Fill HandleUse the fill handle, a small black square in
the bottom right corner of a selected cell, to copy formulas.
Provides a clear-cut alternative method for copying the contents of a cell.
Can be used to duplicate formulas.
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Relative vs. Absolute AddressingRelative cell references change relative to the
direction in which the formula is copied. (A2:A10) (B2:B10)
Absolute cell references are fixed; they do not change when a formula is copied.Indicated by dollar ($) signs in front of the column letter
and row number.Most often used when the value will not change, such as a
sales tax percentage, or when formula always calculates from a fixed starting point, like a running average
Use the F4 key to toggle between relative and absolute cell referencing.
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FunctionsA predefined formula that can be selected
from a listAlready has the formula information; just
requires cell referencesCannot not replace all formulas – just
common/routine ones in specific disciplinesTake values, perform operations, and return
results
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Functions (continued)SUM is the most commonly used function.
Represented by a sigma ()Adds values within a specified range
Syntax refers to the grammatical structure of a formula.Must adhere to stated structure of formula
Arguments are values ─ used as input and returned as output.
Function Wizard automates entering the function formulas.
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Using AutoSum ()Automates the SUM function.Click the cell where you want the result.Click AutoSum button.Select the range of cells you want to sum.Press Enter to complete.An example of AutoSum:
=Sum(C4:C10) represents sum of all the cells in the cell range C4 to C10
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Basic Statistical FunctionsPerform a variety of calculations to aid in
decision-making:AVERAGE calculates the average of a range of
numbers.MIN calculates the minimum value in a range.MAX calculates the maximum value in a range.COUNT counts the number of values within a
range.MEDIAN finds the midpoint value in a range.
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Date FunctionsEfficiently handle time-consuming
proceduresHelp analyze data related to the passing of
time TODAY function places the current date in
the selected cell =TODAY() Updates when file is opened again
NOW function displays current date and time, side by side
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Logical and Lookup Functions
Logical functions help in decision making.Lookup functions are very useful for looking
up data entered in a specific range of cells.Example: Well-suited for tax tablesSearches for a value based on a cell
referenceTwo types: VLOOKUP and HLOOKUP
VLOOKUP arranges data vertically. HLOOKUP arranges data horizontally.
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IF FunctionUsed to determine whether a condition has been
metFormat:
IF(condition,value_if_true,value_if_false)Has three arguments:
a condition tested to determine if it is true or falsethe resulting value if the condition is truethe resulting value if the condition is false
When the condition is met, the formula performs one task; when it is not met, the formula performs another task.
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Financial FunctionsUsed for decisions involving payments,
investments, interest rates, etc.Allows you to consider several alternatives
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PMT FunctionUsed to calculate loan payments.Has three arguments:
PMT(rate,nper,pv,fv,type) the interest rate per period the number of periods the amount of the loan
Computes the associated payment on a loan.
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FV FunctionUsed to determine the future value of an
amount, such as an investmentHas three arguments:
FV(rate,nper,pmt,pv,type) The interest rate (also called the rate of return) The number of periods (how long you will pay into
the investment) The periodic investment (how much you will invest
per year)
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ChartsA chart is a graphic or visual
representation of data.Multiple chart types can enhance
information, adding visual appeal and making it easier to analyze data.
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Choosing a Chart Type Graphic representation of dataAttractive, clear way to convey informationSelect the type of chart that best presents
your message. Add enhancements to better communicate
your information.
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Choosing a Chart Type (continued)Data point is a numeric value that describes a
single item on a chart.Data series is a group of related data points.Category label describes a group of data
points in a chart.
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Choosing a Chart Type
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Which chart type would best suit the data shown in the worksheet?
Column ChartsUsed to show actual numbers rather than
percentagesDisplays data comparisons vertically in columnsThe X or horizontal axis depicts categorical
labels.The Y or vertical axis depicts numerical values.The plot area contains the graphical
representation of values in data series.The chart area contains entire chart and all of
its elements.
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Column ChartsColumn chart displays software sales revenue
by city.The height of the column reflects revenue of
each city.Pittsburgh has the highest revenue and Buffalo
has the lowest revenue.
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Column Charts
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Height of
column reflectsvalue of the
data point
Chart
title
Plot area
Y axis
X axis
Chart area
Clustered Column Chart
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Shows totals for each software category in a uniquely colored column
Stacked Column Chart
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Total sales in the Y-axis would go up as the total sales go up
Bar ChartsColumn charts with a horizontal orientation Emphasizes the difference between items
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Bar Chart
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Clustered bar chart shows totals for each software category in a uniquely colored bar
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Pie ChartsEffectively shows
proportional relationships
The pie denotes the total amount.
The size of each slice corresponds to its respective percentage of the total.
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Line ChartShows trends
over a long period of time
A line is used to connect data points
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Other Chart TypesDoughnut chartScatter (xy) chartStock chart
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Creating a ChartSix main steps to create a chart:
1. Specify the data series.2. Select the range of cells to chart.3. Select the chart type.4. Insert the chart and designate the chart
location.5. Choose chart options/add graphics in
charts.6. Change the chart location and size.
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Six Steps1. Specify the data series.
The rows and/or columns that contain the data you want to chart.
2. Select the range to chart.Can be a single cell, but most often is
multiple cells.Cells may be adjacent or non-adjacent.Use Shift key to select adjacent cells; use
Ctrl key to select non-adjacent cells.
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Six Steps (continued) 3. Select the chart type.
Each type presents data in a different way. Pick the type that will best visually illustrate
the information you want to convey.
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Select a Chart Type
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Chart Type Purpose
Column Compares categories, shows changes over time
Bar Shows comparison between independent variables. Not used for time or dates
Pie Shows percentages of a whole. Exploded pie emphasizes a popular category
Line Shows change in a series over categories or time
Doughnut Compares how two or more series contribute to the whole
Scatter Shows correlation between two sets of values
Stock Shows high low stock prices
Six Steps (continued)4. Insert chart and designate location.
Insert as an embedded object in the worksheet.
Can print worksheet and chart on one page Insert the chart as a New Sheet.
Will require you to print the worksheet and chart on separate pages
You can choose the location to display the chart.
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Six Steps (continued)5. Choose chart options using the Design,
Layout, and Format tabs. The Design tab can be used to display data in
rows or columns. The Layout tab can be used to change the
display of chart elements. The Format tab can be used to apply special
effects.
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Six Steps (continued)Add graphics to chart.
May add company logos or representative clip art to personalize charts.
Remember, less is sometimes more, so be sparing in use of graphics.
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Add a GraphicTo add a graphic to a chart:
In the Illustrations section on the Insert tab, select the medium where the graphic will come from (Picture, Clip Art, Shapes, or SmartArt).
Search for and insert the graphic.Size and move the graphic on the
chart as desired.
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Six Steps (continued)6. To change the chart location and size
Select the chart to reveal sizing handles. Drag the sizing handles to achieve desired
location and size.
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Print ChartsYou can print a chart:
Including the worksheet in which it is embeddedThat is embedded, without printing the worksheetThat was placed on a separate worksheet
Always Print Preview to ensure you are printing what you intended.
Select Print from the File menu or click the Print button on the Standard Toolbar.
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Printing Large WorksheetsPage Breaks, Page Orientation, Printing a
selection, and the order in which pages print must be considered
You can adjust column widths, margins, and page orientation before printing to avoid wasting paper.
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Page BreaksPage Break Preview
Shows where page breaks occur Gives you the opportunity to change them
To adjust page breaks:Click the Page Break Preview button on the status
bar. If the Welcome to Page Break Preview message
box appears, check the Do not show this dialog again box and click OK.
Watermark shows the page numbers.Move the dashed blue lines as needed to adjust
the page breaks.
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Page OrientationPrinting an entire worksheet on a single page
is more efficient.Can be accomplished by changing the page
orientation.Page orientation can be either Portrait (tall)
or Landscape (wide).To change page orientation to print more of a
worksheet on a page:Click Orientation on the Page Setup group on
Layout tab.Select Portrait or Landscape.
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Print a SelectionIf you want to print only part of a worksheet, you
can select an area to print.To print a selection or range of a worksheet:
Select the portion of the worksheet you want to print.
Click the Page Layout tab and then select the Page Setup dialog box launcher in the Page Setup group.
Click Print; then click Selection in the Print what section.
Verify the selection using Preview.Click Print in the Print group on the Print Preview
tab.
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Control Print Page OrderSometimes you need to change the order that pages
print.Data may make more sense if the order is changed. Like data can be kept together.
When you have four pages to print, you can print left to right or top to bottom.
Choose order based on your worksheet data. To change the print page order:
Click the Page Setup dialog box launcher on the Page Layout tab.
Click the Sheet tab.Change the Page Order options, as appropriate.
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SummaryThis unit demonstrated the basic features
and tasks of the spreadsheet tool Microsoft Excel, including formulas and functions and using charts.
This unit also showed how this tool will allow students to prepare schedules, set budgets, track expenses, and create lists.
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