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Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1
Exploring Microsoft Office Excel 2007
1Copyright © 2008 Prentice-Hall. All rights reserved.Committed to Shaping the Next Generation of IT Experts.
Chapter 1:
Introduction to ExcelWhat Can I Do with a Spreadsheet
Robert Grauer, Keith Mulbery, Judy Scheeren
Spreadsheet ─ computerized equivalent of a ledger ◦Excel ─ 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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Define Worksheets and Workbooks
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Excel workbook
This workbook currently has three worksheets
Define Worksheets and Workbooks
Lab step: Right click -> Insert -> Worksheet Choose newly inserted worksheet -> Right
click -> Rename -> Type “Documentation” Change User Name:
◦ Office -> Excel Options -> Click to User Name box to change
Adding comments:◦ Select the cell -> Review -> New Comment
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Spreadsheets have applications in varied disciplines
Used for business applications, such as accounting
Used for “what-if” analysis in business planning
Can also be used in scientific applications◦ Geologists can use to chart data about scientific
phenomena◦ Social Scientists can use to predict voting results
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Using Spreadsheets Across Disciplines
Plan 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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Planning for Good Workbook and Worksheet Design
Test 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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Planning for Good Workbook and Worksheet Design
Worksheet is divided into a grid of rows and columns◦ Rows are numbered; columns are lettered
Cell ─ an intersection of a column and a row Cell reference ─ the address of that
intersection◦ Designated by column letter, then row number
Navigate worksheets using either the mouse or keyboard
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Identifying Excel Window Components
Active cell◦ The cell you are working in; where data will be
input Formula bar
◦ Shows the active cell’s contents Name box
◦ Displays active cell’s address or name it has been given
Sheet tabs◦ What sheets of workbook are available
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Identifying Excel Window Components
Status Bar◦ Displays information about a selected command or
operation in progress Select All button
◦ used to select all elements of the worksheet Ribbon
◦ Primary 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 of its functions without opening menus
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Identifying Excel Window Components
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Active Cell
Formula Bar
Name Box
Sheet Tabs
Status Bar
Select All button
Identifying Excel WindowComponents
Row Heading
Column Heading
Create a new workbook and enter data Three types of data you can enter:
◦ Text ─ letters, numbers, symbols, and spaces◦ Values ─ 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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Enter Data in a Cell
Three 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 contents of the cell:
◦Click on the cell and delete◦Click on Clear arrow in the Editing group
on the Home tab
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Edit Data in a Cell
Click the Office button, then select Save or Save As
Use the Save As option if you need to assign a name to the file◦ Provides the Save As dialog box
Once named, use the Save command
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Using Save and Save As
Mathematical operations are the backbone of Excel
Formulas are used to perform mathematical operations and arrive at a calculated result
Must begin with an equals (=) sign Used to automate calculations that were
done manually
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Mathematical Operations and Formulas
Operator symbols include: ◦ Addition (+), Subtraction (-), Multiplication (*),
and Division (/), Exponentiation (^) Order of Precedence controls the
sequence in which arithmetic operations are performed:◦ Basic rules – anything in parenthesis performed
first; then multiplication and division; then addition and subtraction
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Operator Symbols and Order Precedence
Displaying Cell Formulas
Press the Ctrl key plus the grave accent (`) key to display formulas in a worksheet
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Due to modifications required in a worksheet, rows and columns may need to be inserted
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 Rows or Columns
May need to insert and delete individual cells instead of entire row or column
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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Insert/Delete Individual Cells
A range is a rectangular group of cells in a worksheet◦ Can be one cell; may be entire worksheet
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 Can be contiguous (together) or
noncontiguous (not together)
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Ranges
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Ranges are shown in red and yellow
Ranges (continued)
The move operation transfers the contents from one location to another◦ Use the drag and drop method◦ Use Cut and Paste method
The delete operation removes all contents from the cell or range of cells◦ Select the range and click Delete
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Move and Delete
The Copy command makes a duplicate of the contents in the selected range and places it on the Clipboard
The Paste command places the contents of the Clipboard in the selected range
The Paste Special command allows users several different options
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Copy, Paste, and Paste Special
Enables 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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Auto Fill
Rename 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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Manage Worksheets
Draws attention to important areas of the worksheet
Change fonts, colors, stylesMerge and center labels
◦ Center text across a range of cells◦ Merged cells are treated as one
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Formatting Worksheets
Adjust 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 Worksheets (continued)
Insert Clipart◦ Used to represent most important aspect of
spreadsheet content◦ Use sparingly; 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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Formatting Worksheets (continued)
Orientations◦ Portrait prints vertically down the paper◦ Landscape prints horizontally down the paper
Margins◦ Left, right, top, bottom
Headers and footers◦ Headers appear at the top of every page◦ Footers appear at the bottom of every page
Sheet options◦ Show gridlines, row and column headings
Print preview◦ See how the spreadsheet will print
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Page Setup and Printing
Adds 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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Managing Cell Comments
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Rather 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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Creating a Formula
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Use 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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Copy Formulas with Fill Handle
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Relative cell references change relative to the direction in which the formula is copied
Absolute cell references are exact; 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 need not change,
such as a sales tax percentage. Use the F4 key to toggle between relative
and absolute cell referencing
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Relative vs. Absolute Addressing
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A predefined formula that can be selected from a list
Already has the formula information; just requires cell references
Do not replace all formulas Take values, perform operations, and return
results
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Functions
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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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Functions (continued)
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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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Using AutoSum ()
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Perform a variety of calculations to aide in decision making process◦ 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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Basic Statistical Functions
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Efficiently handle time-consuming procedures
Help 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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Date Functions
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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 well for tax tables◦ Searches for a value based on a cell reference◦ Two types: VLOOKUP and HLOOKUP
VLOOKUP arranges data vertically HLOOKUP arranges data horizontally
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Logical and Lookup Functions
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Used to determine whether a condition has been met
Has three arguments:◦ =IF(condition,value_if_true,value_if_false)
a condition tested to determine if it is true or false the resulting value if the condition is true the 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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IF Function
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Allows for lookup within a vertical table of information
Well suited for large tables of data, such as tax tables
Has three required arguments and one optional argument:◦ VLOOKUP(lookup_value,table_array,col_index_num,r
ange_lookup) a lookup value stored in a cell a range of cells containing a lookup table the number of the column within the lookup table that
contains the value to return
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VLOOKUP
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The lookup value ─ value to look up in a reference table
The lookup table ─ a range of cells containing the reference table◦ A breakpoint ─ is the lowest numeric value for a
category or series The column index number ─ the column
number in the lookup table that contains return values
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VLOOKUP (continued)
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Used for decisions involving payments, investments, interest rates, etc.
Allows you to consider several alternatives
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Financial Functions
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Used 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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PMT Function
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Used to determine the future value of an amount, such as an investment
Has 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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FV Function