Post on 30-Dec-2015
Using Excel in the Using Excel in the LibraryLibrary
InstructorSandy Lamoureux
sllamoureux@earthlink.netAn Infopeople Workshop
Fall 2004
This Workshop Is Brought to You By the Infopeople Project
Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come,
first-served basis.
IntroductionsIntroductions
Name
Library
Position at the library
How do you want to use Excel?
AgendaAgenda
Introduction to Excel Creating a worksheet Formatting a worksheet Working with formulas Managing data in a worksheet Creating graphs and charts Saving and printing a worksheet
What is Excel?What is Excel?
An electronic spreadsheet program.
Store, summarize, evaluate, share, and present relevant information in an organized format.
Worksheets are made up of:Worksheets are made up of:
Rows - designated by numbers Columns – designated by letters Cells –
an intersection of a row and a column a single addressable unit in a
spreadsheet Worksheets - Individual spreadsheets
WorkbookWorkbook
Workbooks are made up of one or more worksheets.
Moving Between CellsMoving Between Cells
to move to the next cell to the right in a row.
to move to the next cell down in a column.
You may also use the arrow keys to move to adjacent cells.
Creating a WorksheetCreating a Worksheet
PlanPlan What information do you want to organize?
What problem do you want to solve?
What would be the best way to present your
information?
Determine row and column labels
Open a new worksheet
Name and save the worksheet
Enter column and row labels
Enter and format data
Change column width
Sort information
Items to Format in a WorksheetItems to Format in a Worksheet
Data Numbers Dates Cells AutoFit Borders and Shading
Working With FormulasWorking With Formulas A Formula in Excel, is the equation that
produces a new value from existing values.
Use formulas to calculate a value to be displayed.
When a cell contains a formula, the formula is displayed in the Formula Bar.
The result of the formula displays in the cell.
A Formula always begins with
= A1+B1+C1
Add cells A1, B1, C1
= A1 – D2
Subtract cell D2 from A1
Order of CalculationsOrder of Calculations
1. All calculations inside parentheses (nesting) are done first.
2. Exponents (^)
3. Multiplication (*) and Division (/)
4. Addition (+) and Subtraction (-)
Troubleshooting FormulasTroubleshooting Formulas
= sign Cell references
RelativeAbsolute - $
Order of calculation Parentheses
Punctuation Number formatting
Charts and GraphsCharts and Graphs
Definition: A chart or Definition: A chart or graph is a graphical graph is a graphical representation of representation of values in the values in the worksheet.worksheet.
Chart WizardChart Wizard
Excel offers many types of charts and graphs
Use the Chart Wizard to create For greatest impact:
keep charts simple label them clearly
Use the Chart WizardUse the Chart Wizard Select data to include in the chart. Run the chart Wizard from the tool bar. Select the type of chart for the data. Label components of the chart. Try different chart types. Refine the chart after the wizard is
finished.
Why would you use excel to Why would you use excel to organize information in a list?organize information in a list?
Columns and rows
Organizing information
Sort and filter information
Shelf reading Desk schedules Items to order Friends addresses and
phone numbers Volunteer hours
Managing Information in a ListManaging Information in a List
SortRearrange the order of rows based on the contents of one or more columns.
FilterHide rows in a list so only rows that meet a certain criteria are visible.
Make the ListMake the List ReadableReadable
Format column labels so they are easy to read
Use cell borders
Avoid blank columns and rows in the list
Don’t type leading or trailing spaces
Create Your Own SpreadsheetCreate Your Own Spreadsheet PlanPlan
What would be the best way to present your information?
Organize data
Determine row and column labels
Enter your information into Excel
Format worksheet
Enter available information
Calculations
Use Page Setup Set the Print Area Print comments, gridlines Print row and column headings Repeat headings on each page Fit printed document to the page Use Print Preview
Printing a WorksheetPrinting a Worksheet
Remember --- Remember ---