EXCEL 101Level 1 on a MAC

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Basic Functions of Excel

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Formatting Cells

Can change property and aesthetics of cells: orientation, size, colour ...

Implications of formatting: Only certain text can be entered into cell without

receiving error message Can affect formulas (ex. Percentage)

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Formatting Cells

Click on cell or click on table and go to Format on menu bar

Formatting Cells

Under Format, select ‘cell’ and a menu will appear

Formatting Cells

General speaking, finance spreadsheets would use accounting or currency formats, each with additional formatting options

When you enter figures, they will appear in your selected format

These figureshave beenformatted in‘Currency’

Formulas: The Basics

Add: +

Subtract: -

Multiply: *

Divide: /

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Formulas: The Basics

To create a formula: In the cell that you want the answer to be entered, put an equals sign

Formulas: The Basics

Then click the cell that holds the information that you want in the formula—a letter:number combination will show up in the formula cell and the top bar

Formulas: The Basics

Enter the sign representing the action you want to complete [+, -, *, /] then click on the cell that represents the second number in the formula or type in the values required for your formula

This formula means cell B2

will always equal what is in

cell A2 multiplied by 5

Formulas: The Basics

This formula meanscell A7 will alwaysequal cell A2 plus cellA3

Formulas: The Basics

To complete the formula, hit ‘Enter’ When you click on the cell, the answer will be in the cell

and the formula will be visible in the top content bar

Formulas: The Basics

To have same formula in other cells, right click to copy the cell and paste it where you want the formula to show up or simply click on the cell and drag from the box in the bottom right of the highlighted cell

When you click on the cell, a small box will

appear at the bottom right—drag that box to

copy the formula

Formulas: The Basics

A simple formula in action....

Formulas: The Basics

An Example involving more complex calculations Shows the calculation of a salary including MERC

Auto Features

The Auto Sum button is the upper right hand corner of your Excel Menu bar—it has a drop down menu to select other functions

Auto Features

Auto functions can calculate different pieces of information related to your data: ex. Sum, average, min...

Once you click on an auto function,

it will highlight the data to be included. Use your cursor to highlight the correct data.

Auto Features

An Example of Auto sum

How can you build a table that captures the information you need for your finances?

For Financial Management

Building a Table

Base headings and columns on information you need to know

Insert formulas Test them out!

Build a table that is easy for you to read and use!

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Protecting a Table

Formulas are safe If you know the

password, you can still revise as necessary

If you don’t know the password, you cannot revise the formulas Cannot account for

changes or mistakes in formulas

PROS CONS

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Protecting a Table

Purpose: the cells with formulas are protected (ie. you can’t revise them, and the cells that require data are unprotected)

All cells are locked by default, meaning if you protect a sheet ALL of the cells are protected

Unlock cells that require data input first then protect the worksheet

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Unlocking Cells

Click on cells you want to remain open, go to ‘format cells’ and click on ‘Protection’

Uncheck the

‘Locked’ box

Protecting a Table

Go to the ‘Tools’ tab and select Protect sheet or Protect workbook

Protecting a Table

Once you click on protect sheet, a box will come up letting you know what you’re protecting; in this case you can protect all three options

Protecting a Table

Enter and then re-enter your password

Now the formulas are protected!

Revising a Table

WHY? Finances:

Tax rates have changed Budget items or details have changed

Statistics Tracking New funders or changes in funding practices mean

they want new/different information Your needs/wants have changed

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Revising a Table

In terms of finance, has much to do with revising formulas

Your sheet must be unprotected to change formulas

Go to the Tools tab, click on unprotect sheet, and input your password Unprotect will only be an option if you’ve protected

your sheet or workbook!

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Revising a Table

Edit your formulas by clicking on the box with the formula

The formula

appears in the

content bar and the cell.

Revising a Table

Revise the formula in the content bar at the top or in the cell itself; drag or copy and paste to revise the formula in the whole table

Was A2 plus A3—now A2multiplied by A3

Revising a Table

Once the new formula is applied to the other cells, the cell contents immediately change to reflect the new formula’s answer

Summary Sheet

Summary sheets total your data from previous sheets Useful when completing multi-term/multi-year

budgets

NB. Tables can be copied and pasted from one sheet to the next

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Summary Sheet

Create your summary sheet table in the format and style you deem appropriate to capture the information you need

Complete a separate table for

Year 1, 2, 3 of budget

Complete a summary sheet to

capture the total budget

Summary Sheet

To add total data, enter a = in your cell, then go back to the Year 1 sheet and click on the cell data that you require

Note that the content bar shows that you

are adding data from a different sheet

Summary Sheet

NB: After you click on the data, enter the action (+,-,*,/) BEFORE you move to the next sheet

When you get to the end of your formula, press enter before you go to the summary sheet.

The content bar shows your formula.

Summary Sheet

When you click on the data from the last sheet and hit enter, you will immediately be sent to the summary sheetthe total is in the cell

You can drag the firstformula through the rest of the summary table, including the total OR you can Autosum to getthe total

Hiding Panes

If you would like to see only specific information, you can hide sections of your chart. Make sure your sheet is unprotected to work on this

Hiding Panes

Highlight the rows, columns, or sheets you’d like hidden, go the Format tab and click on row, column or sheet and click on Hide

Hiding Panes

You now have the same information, but only certain panes are visible.

Hiding Panes

To unhide the panes, highlight the columns on either side of the hidden panes, go to the format-[row,column, or sheet] tab and click unhide

Freezing Panes

This action keeps panes in place while others move when you scroll

Freezing Panes

Highlight the pane you want frozen; go to the Window tab and click on ‘Freeze Panes’

Freezing Panes

Depending on how your table has been built, you may not always be able to freeze specific panes, but it can still be done

For this reason it is ideal to include titles etc… in the header/footer

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Header/Footer

Go to the View tab Click Page Layout Go to the top of the page to add titles etc…

This menu bar willappear and allow you to insert a number of items, including page numbers, dates and titles

Other Applications

Statistics tracking Creating graphs and charts Databases of donors, funders, participants.... Sorting and filtering information Project Management

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The Help Menu

The at the top right corner of the page

Browse function Search function

?

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Quiz: What did you learn?

1. What is the first thing you enter into a cell to create a formula?

2. How do you protect your formulas?3. Why would you create a summary page? How do

you do it?4. What else would you use Microsoft Excel?

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Contact us at core@foryouth.ca Follow us on twitter @fyiCORE

Questions or Concerns?