PowerSchool University2012

Trainer Name

Trainer/Consultant

Excel: Beyond the Basics

Agenda

• Welcome and Introductions

• Understanding Basic Excel Concepts

• Using Formulas and Functions in Excel

• Formatting Your Data

• Formatting and Printing a Worksheet

• Time for Review

Basic Excel Concepts

What Is Excel?

Microsoft Excel® is a spreadsheet program used to organize numeric and non-numeric values into rows and columns. Use built-in tools and functions to analyze and manipulate those values.

This Is Our Goal

Enter values and functions to create a spreadsheet that looks like this:

The Menu and Toolbars

Menu Bar

Standard Toolbar

Formatting Toolbar

Formula Bar

The Basic Excel Layout

Column A

Row 1

Cell C7

Please turn your attention to your trainer...

Watch It!

Excel Key Facts

• A cell is a single data field in a worksheet

• Worksheets are pages in a workbook

• A workbook is an Excel file

• A worksheet has 16,384 columns (Excel 2008 and later)

• A worksheet has 1,048,576 rows (Excel 2008 and later)

The Most Important Button in Excel

Now It’s Your Turn

Complete hands-on activity 1:

Find Your Way Around in Excel

Formulas and Functions in Excel

Formulas in Excel

• A formula is an equation used to calculate a value

• A formula is usually a mix of cell references and numbers

• A formula can use one or more functions to get the desired result

Types of Functions in Excel

• Database

• Date and time

• Engineering

• Financial

• Information

• Logical

• Lookup and reference

• Math and trigonometry

• Statistical

• Text

Examples of Basic Formulas

• =A1+B1 Adds the values in A1 and B1

• =A1+B1*2 Multiplies the value in B1 by 2, then adds that result to the value of A1

• =(A1+B1)*2 Adds the values in A1 and B1, then multiplies that result by 2

Examples of More Complex Formulas

• =SUM(A2:A5) Adds up all the values from A2 through A5

• =AVERAGE(A2:A5) Averages the values in A2 through A5

• =COUNT(A2:A5) Counts how many numbers there are between A2 and A5

Please Excuse My Dear Aunt Sally

• ()

• ^

• *

• /

• +

• -

Parentheses

Exponents

Multiplication

Division

Addition

Subtraction

Insert a “SUM” Function in Excel

Select the cell where you want to insert the function, and click the arrow next to the AutoSum button

Select the appropriate function

Make sure the correct cells are selected

Press Enter

∑

Select the cell where you want to insert the function, and click the arrow next to AutoSum

Choose Sum

=SUM(B3:D3)

B3 is the first cell being added

D3 is the last cell being added

SUM is the name of the function

Select cells to add

$ 900.00Total

Press Enter to calculate the total

Cursor Styles and Actions

Excel has four types of cursors:

• Select mode

• Click and drag

• Resize

• AutoFill

AutoFill

• Copy a formula across a row or down a column more easily

• Populate cells with values from a predefined list (days of the week, months of the year)

• Populate cells with values from your own list

AutoFilling Patterns

• Days of the week

• Months of the year

• Numbers

• Customized lists

Create Your Own Custom Lists

Now It’s Your Turn

Complete hands-on activities 2–12:

Create Your First Formula

Use the SUM Function

Use Paste Special

Lock Formulas

Use Parentheses in Formulas

Find the Average Value in a Range

Find the Lowest Value in a Range

Find the Highest Value in a Range

Copy Formulas withAutoFill

Use AutoFill for a Built-in List

Create A Custom List

Formatting Your Data

Our End Result Will Look Like This

• As you scroll down, you can still see the top (frozen) row(s)

• As you scroll to the right, you can still see the left (frozen) column

Freeze Panes

Ways to Format Cells in Excel

• Use the Format toolbar to perform a single action (change a cell color, change the font)

• Use the Format Cells dialog box to make multiple changes to the same set of cells

Format Cells Dialog Box

• Use one-stop functionality to format a cell

• Click Undo to rescind all the formatting changes at once

• Preview what a format change will look like

Format Painter

• Select the cell with the formatting you want to copy

• Click the Format Painter button

• Select the cell(s) where you want the new formatting

Conditional Formatting

Select the cell or group of cells to format

Click Format, then select Conditional Formatting

Define your conditions

Define the formatting to be applied

Close each of the windows by clicking OK

Select cells

Click Format, then select Conditional Formatting

Define the conditions

Select custom format... and select formatting options

Click OK to close the formatting windows and see the format applied to the spreadsheet

Now It’s Your Turn

Complete hands-on activities 13–19:

Insert a Row

Freeze Panes

Use the Formatting Toolbar to Create a Heading

Format Using Format Cells

Format Numbers as Currency

Use the Format Painter

Use Conditional Formatting

Formatting and Printing a Worksheet

Worksheet Tabs

• By default, each Excel workbook has one worksheet tab (or three worksheet tabs in Windows version)

• To change a worksheet's name, right-click the worksheet tab, and select Rename

• Worksheet names are limited to 31 characters (no slashes, colons, or question marks)

Page Setup > Page

Change the page orientation (Portrait or Landscape)

Page Setup > Sheet

• Repeat a row at the top of each page if your worksheet will print on more than one page

• Choose Draft quality to print a copy that uses less ink

• Change the page order if your worksheet will span multiple pages vertically and horizontally

Copying a Worksheet

• Copying a worksheet duplicates all the formatting and formulas in the worksheet

• Copying a worksheet also duplicates the page setup

• The copy displays the same name as the original, with a (2) at the end

Copy a Worksheet in a Workbook

Right-click the worksheet tab and select Move or Copy...

Select (move to end)

Select Create a copy

Click OK

Right-click the worksheet tab, and select Move or

Copy...

Select (move to end)

Select Create a copy

Click OK

Now It’s Your Turn

Complete hands-on activities 20–24:

Organize Data

Change a Worksheet’s Name

Use Page Setup

Copy a Worksheet

Delete a Worksheet

Time for

Review

Question 1

True or False? Excel formulas follow the mathematical order of

operations.

True!

Excel formulas follow the mathematical order of operations.

Answer 1

A B

C D*

= @

(

All formulas in Excel start with:

Question 2

A B

C D

All formulas in Excel start with:

Answer 2

=

(*

@

A B

C DConditional Formatting

Format Cells Write a macro

You can’t do it

How do you make a cell's color dependent on its value?

Question 3

A B

C D

Answer 3

Conditional Formatting

Format Cells Write a macro

You can’t do it

How do you make a cell's color dependent on its value?

A B

C DTo insert clip art

To change the color of a cell

To create a unique format for a cell

To copy formatting from one cell to another

What is the purpose of the Format Painter?

Question 4

A B

C D

Answer 4

To insert clip art

To change the color of a cell

To create a unique format for a cell

To copy formatting from one cell to another

What is the purpose of the Format Painter?

Question 5

True or False? Cell references arecase sensitive.

False!

Cell references are notcase sensitive.

Answer 5

Key Points from Today’s Class• Excel files – use the rows and columns to

organize and manipulate data

• Formulas – use formulas like equations to calculate values in selected cells

• Cells – format cells to change their appearance

• Page format – adjust the page format so that files print as you want

Question and Answer

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