Basic spreadsheet Skills

Advance spreadsheet Skills

Advance spreadsheet Skills
 Advance spreadsheet Skills
Microsoft Excel
• Microsoft Excel is a spreadsheet developed by
Microsoft for Windows, macOS, Android and iOS.
• provides an automated way of displaying any
statistical data.
• It can be used to automatically compute for several
factors that are not easy to notice especially when
faced by a large data.
 Advance spreadsheet Skills
• Worksheet size on its maximum limit is
1,048,576 rows by 16,384 columns.
• Microsoft Excel
includes several
arithmetic and
basic functions
that help you
compute faster.
Advance spreadsheet Skills
 Advance spreadsheet Skills
• Quick Access Toolbar: The Quick Access Toolbar
provides commands you frequently use.
– Save, Undo, and Redo appear on the toolbar by default.
• Title Bar: In the top center of the window to the right
of the Quick Access toolbar is the Title bar.
• Help Button  : The Help button, along with several
other buttons, is located in the upper-right corner of
the window. 
 Advance spreadsheet Skills
• Help Button  : The Help button, along with several
other buttons, is located in the upper-right corner of
the window.
• Ribbon Display Options Button  : The Ribbon Display
Options button is located next to the Help button.
– Use it to display the following menu options: Auto-hide
Ribbon, Show Tabs, and Show Tabs and Commands.
 Advance spreadsheet Skills
• Minimize Button  : The Minimize button is located
next to the Ribbon Display Options button.
• Restore Down  : The Restore Down button is located
next to the Minimize button. 
• Close Button  : The Close button is located in the far
right corner of the Excel window. It closes the active
workbook. 
 Advance spreadsheet Skills
• Ribbon: To tell software what to do, you issue
commands. In Excel, you can use the Ribbon to issue
commands. The Ribbon is located below the Title
bar. 
• Formula Bar: Optionally, the Formula Bar is found
below the Ribbon. Use the Formula Bar to enter and
edit data. 
• Vertical and Horizontal Scroll Bars: You can move up,
down, and across your window by dragging the icon
located on a scroll bar. 
 Advance spreadsheet Skills
• Status Bar: The Status bar appears at the very
bottom of the window and provides information such
as the sum, the average, and the count of selected
numbers.
• Worksheet: Just below the Formula Bar is your
worksheet. This is where you enter your data. Each
worksheet contains columns and rows.
 Advance spreadsheet Skills
• Cells: Worksheets are divided into cells. The
combination of a column coordinate and a row
coordinate make up a cell address.
• You refer to cells by their cell address.
• Normal Button  : The Normal button formats your
worksheet for easy data entry.
 Advance spreadsheet Skills
• Page Layout Button  : The Print Layout button
displays your workbook in such a way as to make it
easy for you to assign printing options and to see
how your worksheet will look when printed.
• Page Break Preview  : The Page Break Preview
button displays your workbook and shows where
each page begins and ends.
 Advance spreadsheet Skills
• Zoom Slider and Zoom: The Zoom slider zooms in
and out on your workbook. Dragging the slider to the
left zooms out, makes your workbook smaller, and
allows you to see more of your workbook. 
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
Advance spreadsheet Skills
 Worksheet Navigation
• To navigate between worksheets
– Use sheet tabs
• To navigate within a worksheet
– Use mouse, keyboard, GoTo dialog box, or
type cell reference in Name box

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Worksheet Navigation Keys

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 Planning a Workbook
• Use a planning analysis sheet to define:
– Goal or purpose of workbook
– Type of data to collect
– Formulas needed to apply to data you
collected and entered
– Appearance of workbook content

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Entering Text, Numbers, and Dates
• Text data
– Combination of letters, numbers, and symbols
– Often referred to as a text string
• Number data
– Numerical value to be used in a mathematical
calculation
• Date and time data
– Commonly recognized formats for date and time
values

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 Entering Text
• New data appears in both the active cell and
the formula bar
• Truncation
• AutoComplete feature
• To enter multiple lines of text within a cell
– Create a line break with Alt + Enter

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Entering Text

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Entering Numbers

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 Working with Columns and Rows
• To make data easier to read:
– Modify size of columns and rows in a
worksheet
• To modify size of columns or rows:
– Drag border to resize
– Double-click border to autofit
– Format the Cells group to specify

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 Working with Columns and Rows
• Column width
– Expressed in terms of number of characters
or pixels (8.43 characters equals 64 pixels)
– Note: Pixel size is based on screen
resolution
• Row height
– Measured in points (1/72 of an inch) or
pixels
– Default row height: 15 points or 20 pixels
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Working with Columns and Rows

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 Working with Columns and Rows
• Inserting a column or row
– Existing columns or rows shift to
accommodate

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 Working with Columns and Rows
• Deleting and clearing a row or column
– Deleting removes both the data and the
cells
– Clearing removes the data, leaving blank
cells where data had been

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 Working with Cells and Ranges
• Range reference indicates location and size of a
cell range
– Adjacent (A1:G5)
– Nonadjacent (A1:A5;F1:G5)
• Selecting a range
– Work with all cells in the range as a group
• Moving and copying a range
– Drag and drop
– Cut and paste
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 Working with Cells and Ranges
• Inserting and deleting a range
– Existing cells shift to accommodate the
change

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 Working with Formulas
• Formula
– An expression that returns a value
– Written using operators that combine different
values, resulting in a single displayed value

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 Working with Formulas
• Entering a formula
– Click cell where you want formula results to
appear
– Type = and an expression that calculates a value
using cell references and arithmetic operators
• Cell references allow you to change values
used in the calculation without having to
modify the formula itself
– Press Enter or Tab to complete the formula

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 Working with Formulas
• Order of precedence
– Set of predefined rules used to determine
sequence in which operators are applied in
a calculation

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 Working with Formulas
• Viewing a formula
– Select cell and review expression displayed in the
formula bar
– Each cell reference is color coded in the formula
and corresponding cell in the worksheet

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 Working with Formulas
• Copying and pasting formulas
– Cell references adjust to reflect new
location of the formula in the worksheet

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 Working with Formulas
• Guidelines for writing effective formulas:
– Keep them simple
– Do not hide data values within formulas
– Break up formulas to show intermediate
results

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 Introducing Functions
• Function
– Named operation that returns a value
– Simplifies a formula, reducing a long formula into a
compact statement; for example, to add values in
the range A1:A10:
• Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
- or -
• Use the SUM function to accomplish the same
thing:
=SUM(A1:A10)
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Entering a Function

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 Entering Functions with AutoSum
• Fast, convenient way to enter commonly used
functions
• Includes buttons to quickly insert/generate:
– Sum of values in column or row (SUM)
– Average value in column or row (AVERAGE)
– Total count of numeric values in column or row
(COUNT)
– Minimum value in column or row (MIN)
– Maximum value in column or row (MAX)

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Entering Functions with AutoSum

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 Working with Worksheets
• Inserting a worksheet
– Name of new worksheet is based on number
and names of other sheets in the workbook
• Deleting a worksheet
• Renaming a worksheet
– 31 characters maximum, including blank
spaces
– Width of sheet tab adjusts to length of name

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 Working with Worksheets
• Moving and copying a worksheet
– To move:
• Click and drag
– To copy:
• Ctrl + drag and drop
– Place most important worksheets at
beginning of workbook (leftmost sheet
tabs), less important worksheets toward
end (rightmost tabs)
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 Editing Worksheet Content
• Use Edit mode to edit cell contents
– Keyboard shortcuts apply only to text within
selected cell

• Undoing and redoing an action

– Excel maintains a list of actions performed in a
workbook during current session
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 Editing Worksheet Content
• Using find and replace

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 Editing Worksheet Content
• Using the spelling checker

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 Previewing a Workbook
• Changing worksheet views
– Normal view
– Page Layout view
– Page Break Preview

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Page Layout View

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Page Break Preview

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 Previewing a Workbook
• Working with page orientation
– Portrait orientation (default)
• Page is taller than wide
– Landscape orientation
• Page is wider than tall

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 Printing a Workbook
• Print tab provides options for choosing what
to print and how to print
– Printout includes only the data in the
worksheet
– Other elements (e.g., row/column headings,
gridlines) will not print by default
• Good practice: Review print preview before
printing to ensure that printout looks exactly
as you intended and avoid unnecessary
reprinting
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Printing a Workbook

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 Viewing and Printing Worksheet
Formulas
• Switch to formula view
– Useful when you encounter unexpected results
and want to examine underlying formulas or to
discuss your formulas with a colleague

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 Viewing and Printing Worksheet
Formulas
• Scaling the printout of a worksheet forces
contents to fit on a single page

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The end