Lab 1: Excel Basics

Simon Chapters 1 and 2

URBPL 5/6010: Urban Research
University of Utah
Pam Perlich BUC 103
Craig Forster BEHS 101
Spreadsheet Files for this Lab
Files are found on
CD with the text
On class website
Simon, Chapter 1
AnnualExpenses.xls
Simon Chapter 2
Consolidate.xls
Outline.xls

Introduction
Good Work Habits / Practices
Document
Data sources, dates, procedures
Back-up
At least 2 copies of electronic files
Never depend completely on network back-ups
Organize
File structure, file naming
Archive
Why? Replicate, defend/explain, reuse
Develop error checking procedures
Introduction
Suggested Back-up Procedures
for this Class
Although not required, it would be wise for
you to invest in some type of magnetic media
(memory stick or whatever) to transport your
files to and from class.
Although less dependable, you can also
create back-ups by emailing files to yourself.
Email is fast, but not always reliable.
Introduction
MS Excel Help Facility
Take a few minutes and explore the help
facility.
Notice that there are on-line resources at
www.Mircrosoft.com


Introduction
Functionality of Excel
Data entry
Junk in junk out (error propagation)
Data analysis
Major focus of the course
Data / results display
Communicate findings
Simplification
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Data Entry
Data lists
Group data for similar treatment
Data forms
Automate and validate data entry
Data from external sources
Import various file formats
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Data Analysis
Formula creation
Computations, built-in functions
Macros
Automate repetitious tasks
Pivot tables
Create cross tabulations from data bases
Analysis tools
Add-ins: These include statistical functions
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Results Presentation
Graphical presentation
Variety of chart types
Customization
Worth a thousand words a good
graph can communicate difficult
concepts visually
Pivot Charts
Dynamic linkage to pivot table
Graph data
Visually inspect for errors
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Data Types
Text or alphanumeric
Can be text only, numbers only, or a
combination
Numeric
Numbers, dates, formulas

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Data Types - Text
Letters and numbers combined in one cell
Maximum of 32,000 characters
Exceptions
Scientific notation
1.45E+05 (1.45 times 10 raised to the 5
th
power or
145,000)
Single quote preceding a number => excel
interprets this as text
Social security numbers => 000-00-0000

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Data Type - Numeric
Number: Variety of formats
Formulas
Dates and time
Fractions: Interpreted as dates => format
Numeric characters
1 2 3 4 5 6 7 8 9 0 , % $ + - ( ) e E
15 digits of precision
Truncates and converts to zero after this
35,555,545,365,875,922
35,555,545,365,875,988
both converted to 35,555,545,365,875,900

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Navigation and Data Entry in Excel
Open a blank Excel workbook
Put your cursor in Cell B3 (Column B, Row 3)
Enter the number 15000
Right click on B3, select format cell. Explore formatting.
Put the cursor in a different cell
Enter
How does Excel interpret this? Explore formatting dates.
Enter =3/4
How does Excel interpret this? Explore formatting percentages.


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Cell Location : Sheet 1, Row 3 Column B
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Select a Range = B3..D5
Select (left mouse click) cell B3
Hold down the shift key
Select (left mouse click) cell D5
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Enter a Formula
Put your cursor in cell G2.
Enter a formula such as
=10+5
Put your cursor in cell G3.
Type the formula
= G2 1
Copy this formula from G3 paste it into G4,
G5, G6
What happens to the formula as you paste it?

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Find a Value: Explore Search Options
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Open: AnnualExpenses.xls
Searching
Wild cards * and ?
Example:
Open AnnualExpense.xls from CD with text
Find *ber returns
September
October
November
December
Search and replace practice this function
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Name a Range
Select a range of contiguous cells (C2..C14)
Insert => Name => Define
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Name a Range
Select a range of contiguous cells
Insert => Name => Define = Define Name
Use in formulas : =sum (groceries)
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Automatically Name Ranges
Row and column headings will be used
Select A2..H14
Insert Name Create
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Excel Makes the Ranges Available
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Copy, Paste, and Paste Special
Select the range of cells that you want to
copy
Point to where you want to paste them
Paste special:
Values
Formats
Transpose
Etc.
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Formats and Worksheet Protection
Formats
Auto Formats
Custom format save to a template
Create named styles
Password Protection
Entire worksheet
Ranges
Once protected, you must unprotect in order to
modify the protected area
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Form for Data Entry
Make column headings
Select first cell that is the name for the first
column
Data => Form
Answer OK to pop-up dialogue box
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Sorting Data
Select data block
Data => Sort
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Data Consolidation
Combine several identically formatted data
tables into one summary table consolidated
by titles in the first column
Open consolidate.xls
Data => Consolidate
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Data Consolidation
Function => Sum (or whatever)
Specify ranges

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Group and Outline
Outline.xls from book CD
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Group and Outline
Auto Outline the balance of the data
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Table and Print Instructions
The spreadsheet good_bad_tables.xls
demonstrates table construction basics
Basic formatting
Correct titles, headings, and sources
Significant digits
Print procedure
Select print area
File Print Area Set Print Area
File Print Preview Set up
Select Page and Margin tabs to format for printing

Project 1 Guidance
Working with Excel
New features and functions are added with each
version.
Private vendors sell software that works with Excel
to expand functionality
Statistical packages
Simulation packages
Accounting packages
Not as important to remember exactly how to do a
function / operation as it is to remember that the
function / operation exists.
You can use the help facility or reference materials to keep
track of the exact procedure.


Concluding Remarks