Introductory Excel 2000,XP and 2003 for Windows

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Introductory Excel 2000,XP and 2003 for Windows

• Jolanta Soltis
• MCSE, MCT, A

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Course Objectives

• In this course you will learn how to
• Identify the disadvantages of paper spreadsheets
  and the advantages of electronic spreadsheets by
  exploring both.
• Create a basic worksheet by entering text,
  values, and formulas.
• Create formulas by using Excels built-in
  functions.
• Move and copy data by using shortcut menus,
  drag-and-drop editing, and toolbar buttons.
• Change the appearance of worksheet data by using
  a variety of formatting techniques.
• Prepare a document for printing by using the
  spell checking feature and a variety of printing
  options.
• Use the three-dimensional aspect of the Excel
  workbook environment by creating formulas that
  refer to cells on multiple worksheets.
• Save an Excel workbook as a Web page.

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Attendee Introductions

• Your name
• Current position
• Background in Microsoft Office
• Expectations

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Excel Window Structure
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Menu Bar and Toolbars

• Menu bar
• Standard toolbar
• Formatting toolbar

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Other Toolbars

• View / Toolbars

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Document Navigation Controls

• Standard navigation controls
• Vertical, Horizontal scrollbars
• Previous heading, next heading buttons
• Document Navigator(Select Browse Object button)
• Allow browsing by different types of
  objects(pages, headings, sections, graphics,etc.)

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Types of data

• Numbers either positive or negative and include
  fractional parts(1,2,-6,7.767)
• Equations start with equal sign
• Text text does not start with a digit or the
  equal sign

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Activities...
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Templates
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How to open template?

• Template files contain style and formatting
  information
• Denoted by extension (.dot)
• Unless specified otherwise, NORMAL.DOT is default
  document template
• You should make a backup copy of your NORMAL.DOT
  template in another directory

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Activities...
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Excel basics

• The paper spreadsheet
• The Excel program
• The workbook environment

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The paper spreadsheet

• What is Excel 2000
• Mature, full-featured spreadsheet application
• Used for number crunching, manipulation data
• Powerful graphing capabilities for presenting,
  comparing data sets,
• Tight integration with other Office 2000
  applications facilitates data exchange

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The workbook environment

• Fundamental Excel document
• Consist of multiple worksheets
• Individual worksheets selected by worksheet tab
  (at bottom of worksheet)
• Default is three worksheets, but can be changed
• Saved together as one file with extension .xls

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Selection (Cell) Reference
Toolbars
Selected Cell
Column Headers
Row headers
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The workbook environment (continue)

• Worksheet structure
• 256 columns (labeled from A to IV)
• A, B, CAA,AB,ACBA,BB,BCetc.
• 65,536 rows
• Cells and cell ranges
• A cell is denoted by the intersection of a column
  and row
• Column A, Row 1 is referred to as cell A1
• A cell range is a group of cells
• Denoted by two cell numbers separated by a colon
  (A1B3)

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Entering data and navigating in a worksheet

• Entering and correcting data
• Saving a file
• Using formulas
• Opening a second file
• Navigation and movement techniques

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• Cursor appears as a cross
• When you click on a cell the cell is highlighted

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Entering and correcting data

• Select cell by placing cross shaped cell pointer
  over cell
• Type data, then press ltEntergt
• Data is automatically entered if a new cell is
  selected
• Tip to left align data type apostrophe symbol()
  before data value
• Navigating within a worksheet

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Saving a file

• File / Save

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Using formulas

• What is formula?
• Expression that calculates a value based on
  contents of other cells
• A cell containing a formula will automatically
  display the calculated value
• Value is recalculated whenever content of cells
  in formula are changed
• Formulas always begin with an equal sign ()
• Allows Excel to distinguish between data values
  and formulas

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Using formulas (continue)

• The formula can be expressed in any of the
  following ways
• B4B5B6B7 ltENTERgt
• SUM(C4C7) ltENTERgt
• SUM(Difference)

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What is function?

• A predefined expression (such as SUM or Average
• Excel features over 250 predefined functions for
  common operations

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Navigation and movement techniques

• Up one cell UP ARROW
• Down one cell DOWN ARROW
• Right one cell TAB, RIGHT ARROW
• Left one cell LEFT ARROW
• First active cell of the current row HOME
• Last active cell of the current row END
• Down one screen Page Down
• Up one screen Page Up
• To cell A1 Ctrl Home
• The the last cell with data Ctrl End

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Modifying a workbook

• Working with ranges
• Working with functions
• Editing cell contents

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Working with ranges

• Giving meaningful names to cells and ranges makes
  it easier to refer to them
• Do not use spaces
• CTRL F3 opens the Define Name dialog box
• You can use named ranges instead of cell
  references in formulas

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Working with functions
SUM(A1,C12,D4) SUM(A1-D4) AVERAGE() MAX() MIN
() IF()
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Editing cell contents

• Click on the cell and start typing to delete the
  previous contents of the cell
• After typing click on Enter key or Enter button
  on the Formula Bar or other cell to enter your
  text or numbers

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Moving and copying data

• Inserting rows and ranges
• Moving data
• Copying data
• Absolute references
• Using the Fill Series feature

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Inserting rows, columns and ranges

• Insert\Rows
• Insert\Columns
• Insert\Cells

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Moving data and Copying data

• Cut, Copy, Paste and Paste Special

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Absolute references

• Relative addressing (change relative to the cell
  from which the formula is being copied)
• Absolute addressing (used to refer to specific
  cell)

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Using the Fill Series feature
AutoFill feature is used to enter a series of
data (Numbers, days, months,)
Fill handle
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Formatting a worksheet

• Formatting a worksheet
• Number formats and text alignment
• Copying and pasting formats
• Special and custom formatting

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Formatting a worksheet

• Set up the following spreadsheet
• Select cells B2 through D2 by clicking in cell
  B2, holding down the left mouse button and
  dragging the cursor over to cell D2.

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Number formats and text alignment
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Special and custom formatting
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Printing a worksheet

• Checking spelling
• Using the Print Preview command
• Printing a large worksheet
• Additional print options

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Checking spelling

• Tools\Spelling

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Using the Print Preview command
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Printing a large worksheet
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Additional print options
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Save an Excel workbook as a Web page.

• File\Save as Web Page

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If you have any questions, please feel free to
contact Academic Computing Services Jolanta
Soltis, IT Consultant [phone] e-mail
soltis_at_njit.edu