Excel

1. Excel Sen Zhang

2. What is a spreadsheet? • Spreadsheets have been used for many, many years in business to keep track of information such as expenses, help make decisions and for other calculation purposes. • Spreadsheets allow you to organize information in tables (which are composed of rows, columns and cells).

3. The formal definition of the traditional spreadsheet. • A piece of paper with rows and columns for recording financial data for use in comparative analysis.

4. If using paper and pencil The math that goes on behind the scenes on the paper spreadsheet can be overwhelming. If you change the loan amount, you will have to start the math all over again (from scratch), and you probably will make mistakes somewhere even with the aid of calculators and you have to start again.

5. What is an Excel spreadsheet? • Simply put, it is the computer equivalent of a paper-based spreadsheet, processed by Microsoft Excel software. • More than simulating the paper-based spreadsheet, Excel spreadsheet, however, is more powerful than the simple spreadsheet for its added bonus of automatic mathematics.

6. What is an Excel spreadsheet? • Excel is an environment that can make number manipulation easy and somewhat less painfull than otherwise. • Excel eliminates the tedious recalculations required by manual methods.

7. If using Excel • All you need to do is to design your formula precisely once, then formulas will do all the calculation for you, always precisely and correctly! • The best thing is that you can experiment with numbers without having to RE-DO all the calculations.

8. What makes up a spreadsheet in Excel? • Spreadsheets are made up of • COLUMNS.Letters are used to designate each COLUMN'S location. • ROWS.Numbers are used to designate each ROW'S location. • CELL is defined as the space where a specified row and column intersect. Each CELL is assigned a name according to its COLUMN letter and ROW number. When referencing a particular cell, you should put the column first and the row second.

9. More about names (addresses or identifiers) • In computing world, everything is modeled an object, and every object has a name. (That is why computers can do things precisely.) • Operating system manages data in different files, folders, drives, computers or network domains etc. • In Excel, every object here stands for a cell, a column, a row, a worksheet or a workbook file.

10. Locate a cell • For example, the cell in the uppermost left corner would be "A1." The current cell(s) will always be listed in the "Name Box," which appears on the left below the standard and formatting toolbars (you can drag it to different places.)

11. Navigating the Spreadsheet • You can use the "Up," "Down," "Left," "Right," to move (one cell at a time) throughout the spreadsheet. You can also simply click the cursor into a cell). The "tab" button will move one cell to the right. The "Enter" button will confirm the entered information and move one cell down.

12. What can you do with those cells? • A cell is the basic unit of a worksheet into which you enter data or information. • In each cell there may be the following types of data • text (labels) • number data (constants) • formulae (mathematical equations that work on number data, always being prefixed by an assignment sign, “=”.)

13. Formulas • They are entries that have an equation that calculates the value based on the values of other cells or constants. • Formulas reflect business rules. • In formulas cells, we DO NOT type in the numbers; we type in the equation, because the values of these cells are supposed to be derived from the values of other cells.

14. reference • This cellreference can either be a relative or an absolute reference

15. Use formulas as much as possible! • When we are entering formulas into a spreadsheet we want to make as many references as possible to existing data. • If we can reference that information we don't have to type it in again.

16. Intelligence need to be designed. • Excel is good at repeating and precise calculation. • But Computer is not as smart as human beings. It is your responsibility to precisely tell the Excel what you want it to do by defining right formulas in proper cells.

17. How can Excel make calculation easier? • Excel will keep track of numbers you place in cells. Furthermore, if you have defined formula cells to refer to each other, any changes made in one cell will be reflected in these referring cells. • It sounds a bit complicated, but Excel makes it all a breeze.

18. Two stages • Design stage. Implement all business rules using formulas. You are the designer, not necessarily to be the final user. • Production stage. you give your well-designed Excel workbook which consists of pre-allocated blank cells and preset formula cells to the final users, who might or might not be yourself.

19. Layout design, • text, label and row header and column header information. • Numerical data directly input from users. • Derived data defined by formulas (including both straight formulas and predefined functions.) • Format and lighten up the dry data appearance • Generate charts • Web support (two ways) • Some data could be retrieved from Web. • Save as webpage

20. An example • This is what a basic spreadsheet may look like, keeping track of the grades for five students. As you'll notice, numbers automatically align to the right, while text automatically aligns to the left. Room has been allowed at the top and the left for column and row headings, which have been placed in bold. • We will show grade 1, 2, 3 can be generated easily.

21. Simple Formulas: • "92.67" was not entered as the contents for cell "E2." The "formula bar" has the following entered into it: • =(B2+C2+D2)/3

22. repeating • If you wanted to do the same for students 2 through 5, you would enter in similar formulas for each cell from "E3" to "E6" replacing the column letters and row numbers where appropriate.

23. Copying by dragging fill handler • An easy method to replicate formulas is to select the cell which contains the original formula ("E2" in this case), click the bottom right corner of the selection box, and drag down several rows (to "E6" in this example). The formula will be copied down in each cell, and will change itself to reflect each new row.

24. Relative addresses used in formulas • Cells information is copied from its relative position. In other words in the original cell (e2) the equation was =(B2+C2+D2)/3. When we paste the function it will look for the three cells to the left. So the equation pasted into (e3) would be =(B3+C3+D3)/3. And the equation pasted into (e4) would be =(B4+C4+D4)/3.

25. Absolute address in formulas • Sometimes it is necessary to keep a certain position that is not relative to the new cell location. • This is possible by inserting a $ before the Column letter or a $ before the Row number (or both). This is called Absolute Positioning.

26. Absolute address

27. Relative position & Absolute position • Relative position, AB12 • Absolute position, $AB$12 • Mixed reference $A2 with only one dollar sign before either the column or the row . • Unless you use absolute positions in your formula, the smart Excel will take it for granted that the reference is relative, that means they will change positions based on its intelligence!

28. More examples about relative position in formula • D5 cell contains a formula, which is d4+c4. • If this formula is copy to d8 what is the result? • D7+c7, why.

29. D5=d4+c4 • What is the relative position. • Compared with d5, d4 means same column, denoted 0; one row above denoted as -1. • Compared with d5, c4 means one column left, denoted -1; one row above denoted as -1.

30. This relative information will be maintained in new cell • D8=D7+C7

31. Absolute position in formula • D5=$d$4+$c$4

32. What are Excel functions? • An Excel function is a predefined formula. • Sum, max, average etc. • Many more

33. A function exampleGenerate a random value between two limits • Enter the following values in cell A1 and A2: 65, 84 (these values will act as the lower and upper bound limits)Enter the following formula in cell B1: =RANDBETWEEN(A1,A2)A random number between 65 and 84 will be generated

34. Different views ctrl+ ` (accent symbol)

35. A new Excel Workbook • Microsoft Excel will automatically open with a blank spreadsheet spanning many columns and rows. You will notice a number of toolbars with many more options included.

36. A Workbook window • Title bar • Menu bar, tool bars, floating and docking at top or bottom of the window. • Status bar • Worksheet windows

37. Excel Fundamentals Worksheet Layout Standard Toolbar Formatting Toolbar Cells C6 Status Bar B12 6

38. Excel Fundamentals Worksheet Layout Formula Bar • Worksheet Layout, continued f Name Box Sheet Tabs 7

39. Excel Fundamentals Excel Capabilities Use a function to analyze the data ... Formula Bar AutoSum Tool Formula in Cell 28

40. Printing Worksheets • Select File, then Print • Always a good idea to select Print Preview Select Printer Print Selection Number of Copies Print Preview ? 7

41. General Options • Select Tools, then Options Set the number of blank worksheets to start with Manage “Recently used file list” Set Standard Font Set File Location Set User Name 13

42. Custom Formats • Select Format, then Cells • Select the Number Tab, then Custom. Type the format in the box Select Custom 11

43. Excel Fundamentals Entering Data Enter and edit some data ... Text is Bold and Centered 27

44. Linking Worksheets, identifying cells across multiple sheets Formula Cell D4 “On-Hand” Worksheet 3

45. Sorting • One of Excel’s powerful features is its ability to sort, while still retaining the relationships among information. For example, let’s take our student grade example from above. What if we wanted to sort the grades in descending order? First, let’s select the information we want to sort.

46. Sorting • Now let’s select the “Sort” option from the “Data” menu. • A new window will appear asking how you would like to sort the information. Let’s sort it by the average grade, which is in Column E; be sure to set by “Descending” order. If there were other criteria you wished to sort by as secondary measures, you could do so; let’s select “Then by” as “Grade 3” just for the practice of doing so (“Descending” order, as well).

47. Sorting

48. Sorting • Excel will sort your information with the specifications you entered. The results should look something like this:

49. Dry spreadsheets • Spreadsheets full of numbers can be pretty dry, so we need some tools to dress them up a little. • You can add bells and whistles to not only decorate the appearance of your sheets, but also improve their and readability. • We can use most of the tricks in our word processor to do the formatting of text. We can use : bold face, italics, underline, change the color, align (left, right, center), font size, font, etc.

50. Design for Looks • Here is some (fictitious) data from an author’s book tour. • When unformatted, the table is hard to read and understand 15