Microsoft Excel

An introduction to spreadsheets

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The Basics

• A workbook consists of 16 spreadsheets.• Each spreadsheet is partitioned into

rows and columns.• A cell is the intersection of a row and

column.• Rows are labeled 1, 2, …, 65536.• Columns are labeled A, B, …, Z, AA, AB,

…, AZ, BA, BB, … , IV.

Basics ...

• A cell is referenced by its column label followed by its row label. For example,

B7AK37iv65536

ROWCOLUMN

A cell can contain

• textTotal Sales

• a number234.6

• a formula (must begin with an =)=B2-C7

• a built-in function (must begin with an =)=SUM(K3..K9)

A cell can contain

• textTotal Sales

• a number234.6

• a formula (must begin with an =)=B2-C7

• a built-in function (must begin with an =)=SUM(K3..K9)

Changing the size of columns

• Move the mouse between the two columns that you want to alter.

• The arrow will change to a plus sign, and then you can click on the line and change the width of the column.

Change the size of rows

• To change the size of the rows you do the same thing that you did to change the size of the columns.

• The only difference is you put the mouse between the two numbers instead of letters

Importing a Text File

• From the File menu, choose Open

• Enter the name of the text file

• Click OK

• Follow the steps displayed by the Text Import Wizard

Adding Style to a worksheet• Select the

desired range of cells you want

• Choose Format, then Style

• Open the Style Name drop-down list box

• Select the style you want

• Click OK

Formatting Cells

• Choose Cells from the Format menu

• Click on a tab (for example, Number)

• Select format (for example, choose currency, 2 decimal places)

• Click OK

Copying a Formula

• Move the mouse to the bottom-right corner of the cell to be copied.

• When the cursor changes shape to +, click and drag the mouse over the cells you are copying to.

• Release the mouse.

• Quick way to copy cells and their formulas:

- Click on a cell

- Point the mouse to the Fill handle

arrow becomes +

- Drag to range of cells then release

Using Autofill

The autofill feature allows you to copy the first entry to the end of the column

Using Functions

• Click the fx button to start the function wizard.

• Locate the function to be entered into a cell.

Function ...

• Enter a cell reference for each argument of the function.

• A cell reference may be a range of cells or a single cell.

• Click Finish.

Charts

• To make a chart click on the chart wizard.

• Now decide what kind of chart you would like to use.

• Enter the formula =$E$2:$E$6 into the range box.

• Then enter the necessary information into step 2, and then press finish.

Charts

• To make a chart click on the chart wizard.

• Now decide what kind of chart you would like to use.

• Enter the formula =$E$2:$E$6 into the range box.

• Then enter the necessary information into step 2, and then press finish.

This is similar to whatyour chart should

look like, dependingon the type of chart

you select.

Sorting data in a worksheet.

• To sort any kind of data in a worksheet select the data you want sorted and then go to sort in the data menu.

• Press continue with the current selection.• Press ascending to make the information

be sorted alphabetically A-Z, press ok.• Your information will now appear sorted by

first name A-Z.

Template

• A template is a worksheet in which text and formulas have been entered but the data manipulated by the formulas have been left out. A template is created when it is used on a periodic basis, e.g., a quarterly report, a grade roster, … .

Example template

Student names andgrades are left out

Copying cells

• Cell FormulaLet the above notation represent that a Formula is stored in a Cell. For example, D2 B2 * C2 says that formula =B2*C2 is stored in cell D2. To compute the formula in Celldestination copied from Cellsource use the notation below:

• Cellsource Formulasource

c | | r Celldestination Formuladestination

where c = change in column from source to destination and r = change in row from source to destination.

Relative Addressing

• Copy D2’s contents to cell D10D2 B2 * C2

c=0 | | r=8 D10 ?

Do not change the column but advance the row by 8 implies B10 * C10 is the formula stored in cell D10.

Change all columns by cand

change all rows by r

Saving and printing a worksheet.

• File | Save or Save as

Entire workbook

will be saved

Printing…

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