Microsoft Excel for Poverty Law Advocates: Intermediate Gabrielle Hammond LSNTAP.Org
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Transcript of Microsoft Excel for Poverty Law Advocates: Intermediate Gabrielle Hammond LSNTAP.Org
Microsoft Excel for Poverty Law Advocates: Intermediate
Gabrielle Hammondwww.LSNTAP.Org
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Review of the Basics
A spreadsheet program The Name Box The cell, cell range, and simple functions
Order of mathematical equations
Starting Simple: Cell References and Cell Ranges
In the Name Box, the cell location is referenced.
Next to the Name Box is the Insert Function bar. Formulas are denoted by the EQUALS sign “=“.
A cell reference is a group of cells you designate, usually with a colon. Example: =B1:B5
Remember Simple Functions
= is key to recognize all characters thereafter as a formula
: is a range (B1 through B5) , indicates only the cells on either side of the comma: (B1 only and B5 only, not B2, B3, or B4)
SUM AVERAGE
Remembering Simple Equations
B1+B5 Addition B1-B5 Subtraction B1*B5 Multiplication B1/B5 Division B1%B5 Percentage B1^B6 Exponential Equations
Name that Cell Reference!
The cell in Column A and Row 1 A1 The range of cells in Col A and Rows 10 thru 20
A10:20 The range of cells in Row 15 and Cols B thru E
B15:E15
Name that Cell Reference!
All cells in Row 5 5:5 All cells in Rows 5 - 10 5:10 All cells in Column H thru J H:J Range of cells in Col A thru E, rows 10 thru 20
A10:E20
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Topic 1: A Workbook Contains “Sheets”
Topic 1: To Rename or Move, Right-Click.
Topic 1: Shortcuts
You can also move a worksheet by dragging and dropping the tabs
You can rename by double-clicking a tab and then when the name is highlighted you type the new name
Topic 1: Why Multiple Worksheets?
Group Important Data in one File
Worksheets refer to each other: Link them together.
Example: The State of Colorado Child Support Spreadsheet creates a pleading from data entered by the plaintiff
Topic 1:Create Cross Reference btw Worksheets
Move the cursor to the desired cell on the other sheet, type = and select the cell you want referenced.
OR, USE CODE: =sheetname!cell reference; for example =Gabrielle!B13
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Formatting Worksheets
Formatting Cells Number Alignment Font Border Patterns Protection
Formatting Cells
Format Cells
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Columns and Rows for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Freeze Panes for Viewing
An Excel spreadsheet can be completed with infinite rows or columns.
When you want to keep rows or columns fixed on the screen for easier viewing
Freeze Columns & Rows
To Freeze a Row: Put cursor in first cell immediately below the row you want to freeze.
Go To “Window” on the Menu Click Freeze Panes Notice the Line that demarks it as frozen
Ex: To freeze Row 1, put cursor in cell A2.
Freeze Columns for Viewing
To Freeze a Column for Viewing: Put cursor in first cell R of column you want to freeze.
Go to Window on Menu Click Freeze Panes
Example: To freeze Column A, put cursor in B1
Freezing Both Columns and Rows
Put cursor in first cell below and to the R of Column and Row you want to freeze.
Go to Window on the Menu Bar. Click Freeze Panes. Example: To freeze Col A and Row 1, put your cursor in Cell B2.
Freeze Panes
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Print Column and Row on Every Page
Row headings are the row numbers to the L or the worksheet
Column headings are the letters or numbers that appear at the top of the columns to a worksheet
Print Rows or Columns Each Page
Click the worksheet File Menu | Page Setup | Sheet Find the Rows to Repeat at Top or Columns to Repeat at Left
Select the Row and Column Headings when your cursor is in that field
Notice the code: $1:$1 or $A:$A
Print Columns & Rows Each Page
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Saving Time: The Fill Function
Allows you to conveniently replicate a formula across columns or rows
Can be absolute or relative
A Time Saver.
Fill Function: Before
Fill Function: After
Relative v. Fixed Values
Relative is the default. Relative:
Copies formulas across a worksheet, but does not copy a fixed value in a static cell.
Absolute: Copies a specific cell reference and its value to other cells.
Relative References
Think of compound interest….
Every cell will be changed relative to the prior cell.
Fixed or Absolute Values
Every cell is changed according to the original formula / value.
Think of simple interest…
Fill to the Right – Relative Reference
OPTION 1….Good ole Copy and Paste 1. Enter formula in one cell. Copy it. Drag cursor across fields you want it copied to… Paste.
Relative Reference moves the referenced field in relation to the fill
OPTION 2…Fill to the Right 1. Menu Bar | Edit | Fill to Right. 2. Menu Bar | Edit | Fill… Series
OPTION 3…Use the Keyboard 1. Enter the formula that will be filled 2. Highlight row to be filled and click <ctrl>R
Fill Down – Relative Reference
Enter the formula that will be filled
Highlight column to be filled and click <ctrl>D
Other 2 Options Work too…
Absolute Reference: Remember $$
OPTION 1: Enter the formula to be filled Use format $COLUMN$ROW for fixed reference
OPTION 2: Shortcut to get fixed reference is F4
Fill to the right – Fixed Reference From another worksheet
Enter the formula to be filled Use format =Sheetname!$x$z for fixed reference where x and z are the cell references on the other sheet
Advanced Topic Preview: Food for Thought
Mixed Fixed references like $COLUMNROW or COLUMN$ROW
F4 toggles through full and partial fixed references
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Charts
Click Insert | Chart Pick type of Chart or Graph Type
Enter Data Range Add Legends and other frills
Pie Chart
Select Pie from Wizard, then Next
Highlight Data Range
Click Series Tab and Select Category Labels and Name chart then Next
Click on Data Labels, Select Desired Items
Click on Legend Tab, Select Location then Next
Select where to put Chart and name new Sheet if applicable
Finished Result
Final Words on Charts and Graphs
There are endless varieties of charts Play around with the chart wizard and see
what happens If you change the data in chart or graph
by clicking on the data points and moving them around, the spreadsheet values change
The size of the chart may affect how much data shows click and drag corner to resize and see what happens
You can format many of the elements of a finished chart click, i.e. click on legend elements to reformat them
NTAP’s Intermediate Excel Training
A Review of the Fundamentals Multiple Worksheets Formatting Worksheets Fixing Headers for View and Print Using the Fill Function Relative versus Absolute References Charts and Graphs Mail Merge from Excel Data
Topics Covered:
Mail Merge with Excel Data
Columns must be correctly identified with headers (e.g., First Name, Last Name)
Switch to MS Word Tools | Letters & Mailings | Mail Merge Wizard
Follow prompts and Select Excel Worksheet as Data Source