Microsoft Excel 2002

1
Microsoft Excel 2002

• Tutorial 1 Using Excel To Manage Financial Data

2
Identify major components of the Excel window

• Excel is a computerized spreadsheet, an important
  business tool that helps you analyze information.
  
• Excel stores spreadsheets in documents called
  workbooks.
• Each workbook is made up of individual
  worksheets, or sheets.
• Because all sorts of calculations can be made in
  the spreadsheet, it is more flexible than a paper
  spreadsheet.
• The Excel window has some basic components, such
  as an Active cell, Column headings, a Formula
  bar, a Name box, the mouse pointer, Row headings,
  Sheet tabs, a Task Pane, Tab scrolling buttons
  and Toolbars.

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Spreadsheet History

• From 4,000 BC
• Through China, then
• Through the Roman Empire
• We will learn how to multiply like the Romans did
  thousands of years ago
• On our fingers!
• To your parents and grandparents use
• To Microsoft Excel

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Spreadsheet History

• "The increasing complexity of transactions,
  provoked by the volume of exchanges, was at the
  origin of the invention of means of recording. At
  the end of the 4th millenium BC appeared the
  first document written on clay tablets.

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• These are accounting documents on which the
  figures are shown by notches, and the goods by
  pictograms. This tablet also mentions the names
  of Uruk and Dilmun, the present island of
  Bahrain." - Louvre

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Example of Inventory Spreadsheet 4,000 years BC
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Invention of Zero

• Zero was invented by the Hindu mathematicians
  Aryabhata and Varamihara in India around or
  shortly after the year 520 A.D.

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Roman Finger Multiplication

• Had to memorize multiplication table 1 to 5
• Anything over 5, they used their fingers
• 88
• 97
• 99
• 66
• 77

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Earliest Spreadsheet

• Visicalc
• Lotus
• Quatro-Pro
• Excel
• BU

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A sample Excel worksheet
In Excel, you may open and save a workbook the
same way you would open a document in Word or
PowerPoint.
This figure shows a sample budget spreadsheet.
The spreadsheet is laid out in a grid of rows and
columns.
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Excel worksheets and workbooks

• When you set up calculations in a worksheet, if
  an entry is changed in a cell, the spreadsheet
  will automatically update any calculated values
  that were based on that entry.
• When you open Excel, by default it will open a
  blank workbook with three blank worksheets.
• When you save a workbook, you have a Save As
  option that can save the spreadsheet to earlier
  versions of Excel or to Quattro Pro, Lotus 123
  formats, dBase formats, and even to a comma or
  tab-delimited text file.

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Identify Excel components
13
Descriptions of Excel components
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Navigate within worksheets

• To navigate within a workbook, you use the arrow
  keys, PageUp, PageDown, or the Ctrl key in
  combination with the arrow keys to make larger
  movements.
• The most direct means of navigation is with your
  mouse.
• Scroll bars are provided and work as they do in
  all Windows applications.

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Navigate between worksheets

• To move to other Worksheets, you can
• Click their tab with the mouse
• Use the Ctrl key with the Page Up and Page Down
  keys to move sequentially up or down through the
  worksheets
• If you are familiar with Microsoft Access, you
  will find the tab scrolling buttons for moving
  between worksheets to be similar to record
  browsing on an Access form or datasheet.

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Navigation keystrokes
This figure shows the keystrokes that are used in
Excel and the resulting action.
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Navigate using scroll bars
Clicking in the scroll bar above the scroll box
is the same as using the Page Up key.
Clicking below the vertical scroll bar yields the
same result as the Page Down key.
You can also click and drag the scroll boxes to
make large, rapid moves across the spreadsheet.
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Use tab scrolling buttons
To browse through the names of the worksheet
tabs, you may also use a set of tab scrolling
buttons, located at the lower left portion of the
Excel window, just to the left of the first
worksheet tab.
Browsing through the worksheet tab names does not
change the active worksheet. (This tab
scrolling feature is only active when there are
more worksheet tabs than are visible in the Excel
window.)
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Identify cell ranges

• A group of worksheet cells is known as a cell
  range, or range.
• Working with ranges in a worksheet makes working
  with the data easier.
• Ranges can be adjacent or nonadjacent.
• An adjacent range is a single, rectangular block
  of cells
• Select an adjacent range by clicking on a cell
  and dragging to an opposite corner of a rectangle
  of cells
• A nonadjacent range is comprised of two or more
  adjacent ranges that are not contiguous to each
  other
• To select a nonadjacent range, begin by selecting
  an adjacent range, then press and hold down the
  Ctrl key as you select other adjacent ranges

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Select / move worksheet cells

• To select a large area of cells, select the first
  cell in the range, press and hold the Shift key,
  and then click the last cell in the range.
• Once you have selected a range of cells, you may
  move the cells within the worksheet by clicking
  and dragging the selection from its current
  location to its new one.
• By pressing and holding the Ctrl key as you drag,
  Excel will leave the original selection in its
  place and paste a copy of the selection in the
  new location.
• To move between workbooks, use the Alt key while
  dragging the selection.

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Adjacent / nonadjacent ranges
Working with ranges is an important feature
because it allows you to select groups of cells
and manipulate them within the worksheet or copy
them to other areas, even to other applications
such a Word or Outlook.
Adjacent range selection.
Nonadjacent range selection.
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Range selection techniques
This figure describes several techniques for
selecting cell ranges.
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Moving selected cell ranges
To move a selection of cells, select the adjacent
or non-adjacent range first, release the mouse
button, then place it near the border and drag
the selection to a new location, as shown.
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Text, values, and formulas

• Information entered into cells is categorized as
  either text, values or formulas.
• A date is a special type of value that is stored
  internally as a number and converted to a date on
  the screen using a standard convention.
• Values must be numbers, though they can be
  formatted to appear on the screen as currency or
  a percentage, for example.
• Formulas are expressions that are used to
  calculate a value.
• An expression can contain one or more arithmetic
  operators, such as plus, minus, divide, or
  multiply
• When more than one arithmetic operator is
  present, the calculation must follow
  order-of-precedence rules, which determine which
  operator is applied first, second and so forth

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Editing cells and entering expressions

• You can edit a cell by selecting the cell and
  then clicking in the formula bar or by
  double-clicking the cell to open the cell in edit
  mode.
• Telephone numbers or social security numbers that
  contain other characters (like a dash or
  parentheses) are treated as text and cannot be
  used in calculations.
• Arithmetic operators are used in formulas.

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Undo and Redo features

• Editing is an intrinsic task in any document, and
  especially useful are the Undo and Redo actions.
  
• The Undo feature allows you to sequentially back
  up to a certain action, such as a delete, a move,
  an entry, etc. and allows you to reverse those
  actions.
• Redo allows you to reapply actions one step at a
  time that you have previously undone.

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Excels arithmetic operators
Arithmetic operations, symbols and description of
their use.
28
Know the order of precedence
The order of precedence rules must be considered
when creating expressions. The chart below
illustrates Excels order of precedence and shows
sample expressions and the result of each
expression.
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Insert rows and columns

• You can insert one or many additional rows or
  columns within a worksheet with just a few steps
  using the mouse or menu options.
• You can insert individual cells within a row or
  column and then choose how to displace the
  existing cells.
• You can click the Insert menu and then select row
  or column, or right click on a row or column
  heading or a selection of cells and then choose
  Insert from the shortcut menu.

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Delete worksheet rows and columns

• To delete and clear cells, rows, or columns, you
  can use the Edit menu, or right click on a
  heading or a selection of cells and choose Delete
  from the shortcut menu.
• Clearing, as opposed to deleting, does not alter
  the structure of the worksheet or shift uncleared
  data cells.
• What can be confusing about this process is that
  you can use the Delete key to clear cells, but it
  does not remove them from the worksheet as you
  might expect.

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The Insert dialog box
This figure depicts the Insert dialog box, which
appears when you select a range of cells, right
click on the selection and then choose Insert
from the shortcut menu.
Selecting one of these options controls what
happens to existing cells when the new row or
column is inserted.
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Deleting cells and cell ranges
When you choose to delete a selection, a dialog
box similar to the Insert dialog box pops up,
except that the first two choices are to Shift
cells left or Shift cells up.
Be aware that when you delete (remove) cells,
rows or columns, if a formula in another cell
referenced a cell that was deleted, this will
cause an error in that formula, as depicted in
the figure at right.
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Resize rows and columns

• There are a number of methods for altering row
  height and column width using the mouse or menus
  
• Click the dividing line on the column or row, and
  drag the dividing line to change the width of the
  column or height of the row
• Double-click the border of a column heading, and
  the column will increase in width to match the
  length of the longest entry in the column
• Widths are expressed either in terms of the
  number of characters or the number of screen
  pixels.

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Resize a column
The figure on the left shows column A needs to be
resized. The figure on the right shows it after
it has been resized.
Column A can be resized by clicking and dragging
on the column separator line, or double-clicking
the column header bar.
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Insert, move, rename worksheets

• Worksheets are much like pages within a book you
  peruse through them like you flip the pages of a
  book.
• There are several ways to move, copy and work
  with worksheets.
• Right click on the sheet tab and choose Move or
  Copy. Select a new position in the workbook for
  the worksheet or click the Create a copy checkbox
  and Excel will paste a copy of that worksheet in
  the workbook.
• The same shortcut menu for the sheet tab also
  gives you the option to insert, delete or rename
  a worksheet.

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Print a workbook

• To Print a worksheet, you can use
• A menu
• The Print button on the standard toolbar
• The Ctrl-P keystroke to initiate a printout of
  the worksheet
• Excel uses the same basic methods for printing as
  other Windows and Microsoft Office applications.

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The Print dialog box
The Print dialog box allows you to set several
options. You can control how many pages are
printed, which pages are printed and how many
copies are printed.
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The End

• Now hands-on
• Review of Tutorial 1 Topics
• Fun
• Easy for me to say eh?
• Meet my friend, Phil Handle
• Add 5 columns and 10 rows with 1 click!