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Module 3

Module 3. Microsoft Office Suite Microsoft Excel. MODULE OVERVIEW. Part 1. What is A Spreadsheet?. Objectives. Describe what a spreadsheet is and potential applications Distinguish between a formula and a constant Open, save, print a workbook; insert and delete rows and columns

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Module 3

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  1. Module 3 Microsoft Office Suite Microsoft Excel

  2. MODULE OVERVIEW

  3. Part 1 What is A Spreadsheet?

  4. Objectives • Describe what a spreadsheet is and potential applications • Distinguish between a formula and a constant • Open, save, print a workbook; • insert and delete rows and columns • Use Page Setup to print worksheet and preview before printing

  5. Spreadsheet Basics • The spreadsheet is the microcomputer application that is most widely used by managers and executives (i.e. a computerized ledger) Annual Report with Graph can be created easily with Excel

  6. Spreadsheet Basics • Cell- the intersection of a row and column form a cell in a spreadsheet. • Cell references - each cell has a unique address or reference such as A9 (cell located at column A and row 9). • Constant - an entry that does not change and may be numeric or descriptive text. • Formula- a combination of numeric constants, cell references, arithmetic operators, and/or functions that produces a new value from existing values. • Function - a predefined computational task or calculation.

  7. Excel 2007 Basics • Common user interface on all Office 2007 applications • A worksheet is an Excel spreadsheet • A workbook contains one or more worksheets • The Ribbon—Replaces the previous Menu Bar and Tool Bar • The Office Button-Save, Open and Print commands

  8. Excel 2007 Worksheet The Ribbon Cell Cell A1 (Column A , Row 1) is also the Active Cell Columns Rows worksheets

  9. Modifying the Worksheet • Insert Command • To add individual cells, rows or columns

  10. Modifying the Worksheet • Delete Command • To delete individual cells, rows or columns

  11. Modifying the Worksheet • Page Setup Dialogue Box • Page, Margins, Header/Footer, and Sheet Tabs Click the Dialogue Box Launcher at the Page Setup Frame of the Page Layout Tab

  12. Part 2 Gaining Proficiency: Copying and Formatting

  13. Objectives • Define, select and deselect cell ranges • Differentiate between relative, absolute and mixed addresses • Format a worksheet • Change column widths

  14. Getting around the Worksheet Range Range • Range - rectangular group of cells, which are specified by indicating the diagonally opposite corners.

  15. Getting around the Worksheet • Absolute reference - a reference that does not change when copied. It is specified with a dollar sign in front of both the row and column ($A$1). • Relative reference - a reference that adjusts during a copy operation and is specified without dollar signs (A1). • Mixed reference - a reference that adjusts either the row or column reference but not both. It is specified with a single dollar sign ($A1 or A$1).

  16. Getting around the Worksheet Relative Reference for Cell E5 = C5-D5 Cell E6 = C6-D6 Cell E7 = C7-D7 etc Absolute Reference for Cell F5 = D6*$B$15 Cell F6 = D6*$B$15 Cell F7 = D7*$B$15 etc

  17. Excel 2007 Formatting Select a row and move your cursor to the row’s border to use the row height handler. Right-click a row to access the Row Height attribute. • Row height - the height of a row in a worksheet. The row height changes automatically as the font size changes.

  18. Excel 2000 Formatting • Double- click the row height handler so that the row height is the minimum height that can make the row’s cells’ content visible vertically. • Column width - the width of a worksheet column can be changed the same way that row height can be changed.

  19. Excel 2007 Formatting Format Cells Dialog Box • The most commonly used formatting commands are available as buttons at the Home tab or by right-clicking the cell to be formatted.

  20. Excel 2007 Formatting • Number tab – enables you to specify the type of value contained in a cell and how it should be displayed. • Alignment tab - you may align text within the cells either horizontally or vertically and then choose left, center, right, justify or centered. • Fonts tab – you may format the size, colour, style, and font family to be used. • Border tab - enables you to create a border around a cell or range. • Fill tab - lets you choose a different color to shade the cell or range

  21. The Number Tab in the Format Cells Dialogue Box • General - the default format for numeric entries and displays the way it was entered. • Number - displays a number without the thousands separator comma and with any number of decimal places. • Currency - displays a number with the 1000 separator comma and an optional dollar sign and negative values (in red or minus sign). • Accounting - displays a number with the thousand separation, optional dollar sign (leftmost aligned) negative values in ( ) and zero values as hyphens. • Date- displays a date in various date formats.

  22. The Number Tab in the Format Cells Dialogue Box • Time - displays the time in various time formats. • Percentage - the number is multiplied by 100 before is displayed with a % sign. • Fraction - displays a number as a fraction such as ¼. • Scientific - displays a number as a decimal followed by the exponent of base 10. • Text - left aligns the entry; useful for numbers that are not used in calculations such as zip codes. • Special - displays a number with extra characters such as ( ) around a phone number area code. • Custom - allows you to develop your own formats.

  23. Part 3 Using Formulas & Functions

  24. Objectives • Write simple formula for basic calculations • Use existing function of Excel : • SUM • AVERAGE • MAX • MIN • PMT function • Use Goal Seek • Create, view and print large spreadsheets

  25. Formulas • A formula is an entry that performs calculation • The result of the calculation is displayed in the cell containing the formula • A formula always begin with an “=“(equal) sign, which defines it as a numeric entry • In a formula that contains more than one operator, Excel performs the calculation in a specific order or precedence. • Formula = 5*4–3= 17 • Formula = 5*(4–3) = 5 • The values on which a numeric formula performs a calculation are called operands (numbers, cell references).

  26. Formulas • Formulas use the following arithmetic operators to specify the type of numeric operation to perform :+ for addition - for subtraction / for division * for multiplication ^ for exponentiation

  27. Let say we have a range of cells (B1B10) with value (1  10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 as follow Formulas B11=B1+B2+B3+B4+B5+B6+B7+B8+B9+B10

  28. Functions • Functions are built-in formulas that perform certain types of calculations automatically • The syntax or rules of structure for entering all functions is = Function name(argument1, argument2,…) • Common functions are : =SUM()Total of arguments =AVERAGE() Average of arguments =MAX() Maximum value in argument =MIN() Minimum value in argument

  29. Let say we have a range of cells (B1B10) with value (1  10). To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 which is quite lengthy = B1+B2+B3+B4+B5+ B6+B7+B8+B9+B10 Using functions =SUM(), we can just use a simpler formula which is Functions (SUM) • =SUM(B1:B10)

  30. Let say we have a range of cells (B1B10) with value (1  10). To get the average value (1+2+3+4+5+6+7+8+9+10 / 10 = 5.5) in an array of numbers we can use the =AVERAGE() function, which is Functions (AVERAGE) • =AVERAGE (B1:B10)

  31. Let say we have a range of cells (B1B10) To get the MAX or MIN value in an array of numbers we can use the =MAX() or MIN() function, which is Functions (MAX & MIN) • =MAX(B1:B10) = 10 • =MIN(B1:B10) = 1

  32. What-If Analysis • A technique used to evaluate the effects of changing selected factors in a worksheet. • This is a common accounting function that has been made easier with the introduction of spreadsheet programs • By substituting different values in cells that are referenced by formulas, you can quickly see the effect of the changes when the formulas are calculated. Car Loan You can change the value of the down payment to determine your monthly payment to the bank

  33. Analysis of a Car Loan • Can I afford it? • How do I calculate for: • rebates • down payments • interest rates • years of loan

  34. Using a Worksheet for Analyzing a Car Loan • Set up a worksheet template with initial conditions • Use the PMT function to computes the associated payment for a loan. • To calculate PMT we need to know interest rates divided by 12, length of the loan, and amount of the loan • B7=PMT(B5/12,B6*12,B4) • Use Goal Seek to set an end result

  35. Establish PMT interest rate term down payment Use Goal Seek change result changing one variable Setting up Goal Seek

  36. Setting up Goal Seek (Cont…) • PMT Function • A predefined formula that accepts one or more arguments as input, performs the indicated calculation and returns another value as output • Goal Seek command • Enables us to set an end result in order to determine the input to produce that result

  37. Managing a Large Worksheet • Scrolling shows specific rows and columns • Freezing Panes keeps headings in sight • AutoFill capability enter series into adjacent cells • Repeat specific rows as headings for printouts

  38. Freeze Panes • Select the first row below the rows that should be frozen (Row 5). • At the View tab, click on Freeze Panes. • Rows 1-4 are frozen and visible no matter how far you scroll.

  39. AutoFill Handler • Select the cells that can specify the pattern of the succeeding cells. • Drag the fill handler until it previews the last of the required value. You can move the handler back and forth. • Release the fill handler when you’re done.

  40. Printing Repeating Rows • Launch the Page Setup Dialogue Box. • At the Sheet tabs, specify the rows to be repeated. $1:$4 specifies Rows 1 to 4 • Press OK.

  41. Part 4 Graphs and Charts: Delivering A Message

  42. Objectives • Introduction to Excel charts • Elements of an Excel chart • How to create a chart

  43. Introduction to Excel Charts • A chart is a visual representation of numeric values (data on a worksheet) • It helps viewers to spot trends or patterns from tabulated data more quickly • What can you infer from this student’s historical CGPA?

  44. Introduction to Excel Charts What can you easily spot from the chart now?

  45. Introduction to Excel Charts • A chart is created from data on a worksheet • The different parts of a chart are derived from the way the worksheet data is structured, e.g.: • the numeric CGPA values becomes the charted points • the names of the study periods become the points on the x-axis

  46. Introduction to Excel Charts • A chart can be embedded into the same worksheet that contains the data values

  47. Introduction to Excel Charts • It can also be placed in a separate chart sheet (better for large or complex charts)

  48. Introduction to Excel Charts • It can even be embedded into another Office document e.g. Word and remain dynamic

  49. Introduction to Excel Charts • A chart is dynamic because it is linked to the data values from which it was created • If the a data value is edited, then the chart is automatically updated to reflect the edited value

  50. Elements of an Excel Chart y-axis or Value Axis Chart Title Major Gridline Plot Area Minor Gridline Scale Value Data Label Axis Title Data Marker Legend x-axis or Category Axis Chart Area Axis Title Category

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