Objectives Part 1 - Knowledge Directorykdirectory1213.weebly.com/uploads/8/1/0/3/8103000/ms... · 2018-09-28 · •Repeat specific rows as headings for printouts Freeze Panes 1

1

Module 3

Microsoft Office Suite

Microsoft Excel

MODULE OVERVIEW

Part 1

What is A Spreadsheet?

Part 2

Gaining Proficiency: Copying and

Formatting

Part 3

Using Formulas & Functions

Part 4

Graphs and Charts: Delivering A Message

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

• Use Page Setup to print worksheet and

preview before printing

2

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

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.

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

Excel 2007 Worksheet

worksheets

Columns

Rows

Cell

Cell A1

(Column A ,

Row 1) is

also the

Active Cell

The Ribbon

3

Modifying the Worksheet

Insert Command To add individual cells, rows or columns

Delete Command To delete individual cells, rows or columns


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

Part 2

Gaining Proficiency: Copying and Formatting

4

Objectives

• Define, select and deselect cell ranges

• Differentiate between relative, absolute

and mixed addresses

• Format a worksheet

• Change column widths

Getting around the Worksheet

Range - rectangular group of cells, which are specified by indicating the diagonally opposite corners.

Range

Range


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).


Absolute Reference for

Cell F5 = D6*$B$15

Cell F6 = D6*$B$15

Cell F7 = D7*$B$15

etc

Relative Reference for

Cell E5 = C5-D5

Cell E6 = C6-D6

Cell E7 = C7-D7

etc

5

Excel 2007 Formatting

• Row height - the height of a row in a worksheet. The row height changes

automatically as the font size changes.

Right-click a row to access the Row

Height attribute.

Select a row and move your cursor to the

row’s border to use the row height

handler.


• 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.


• The most commonly used formatting commands are available as buttons at

the Home tab or by right-clicking the cell to be formatted.

Format Cells Dialog Box


• 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

6

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.

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.

Part 3

Using Formulas & Functions

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

7

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).

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

Formulas

• Let say we have a

range of cells

(B1B10) 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

B11=B1+B2+B3+B4+B5+B6+B7+B8+B9+B10

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

8

Functions (SUM)

• Let say we have a range

of cells (B1B10) 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

=SUM(B1:B10)

Functions (AVERAGE)

• Let say we have a

range of cells

(B1B10) 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

=AVERAGE (B1:B10)

Functions (MAX & MIN)

• Let say we have

a range of cells

(B1B10)

• To get the MAX

or MIN value in

an array of

numbers we can

use the =MAX()

or MIN()

function, which

is =MAX(B1:B10) = 10

=MIN(B1:B10) = 1

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.

Price of car $67,677

Manufacturer's rebate $0

Down payment $13,000

Amount to finance $54,677

Interest rate 3.85%

Term (years) 7

Monthly payment ($743.60)

Car Loan

You can change the

value of the down

payment to determine

your monthly

payment to the bank

9

Analysis of a Car Loan

Can I afford it?

How do I calculate for: rebates

down payments

interest rates

years of loan

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

Setting up Goal Seek

• Establish PMT

– interest rate

– term

– down payment

• Use Goal Seek

– change result

changing one

variable

• 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

Setting up Goal Seek (Cont…)

10

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

Freeze Panes

1. Select the

first row

below the

rows that

should be

frozen (Row

5).

2. At the View

tab, click on

Freeze

Panes.

3. Rows 1-4

are frozen

and visible

no matter

how far you

scroll.

AutoFill Handler1. Select the cells that can

specify the pattern of the

succeeding cells.

2. Drag the fill handler until it

previews the last of the

required value. You can move

the handler back and forth.

3. Release the fill handler when

you’re done.

Printing Repeating Rows

1. Launch the

Page Setup

Dialogue

Box.

2. At the Sheet

tabs,

specify the

rows to be

repeated.

$1:$4

specifies

Rows 1 to 4

3. Press OK.

11

Part 4

Graphs and Charts: Delivering A Message

Objectives

• Introduction to Excel charts

• Elements of an Excel chart

• How to create a chart

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?

Period of Study CGPA

Trimester 1 3.33

Trimester 2 3.21

Trimester 3 3.27

Semester 1 2.48

Semester 2 2.64

Semester 3 2.86


What can you easily spot from the chart now?

3.333.21 3.27

2.482.64

2.86

0

1

2

3

4

Trimester 1 Trimester 2 Trimester 3 Semester 1 Semester 2 Semester 3

CG

PA

Period of Study

Historical CGPA of Student X

12


• 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


• A chart can be embedded into the same

worksheet that contains the data values


• It can also be placed in a separate chart

sheet (better for large or complex charts)


• It can even be embedded into another Office

document e.g. Word and remain dynamic

13


• 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

Elements of an Excel Chart

Legend

y-axis or

Value Axis

Major Gridline

Data Label

Data Marker

x-axis or

Category Axis

Axis Title

Chart Title

Axis Title

Chart Area

Plot Area Minor Gridline

Category

Scale Value

Elements of an Excel Chart

Element Explanation

Chart Area The area occupied by the entire chart, including legends,

labels, etc.

Plot Area The area occupied by the data plotted on the chart.

Data Marker The chart’s physical representation of a data value from a data

series. In this chart, the data markers are columns. They could

be squares on a line chart, or segments of a pie chart, etc.

Data Series A set of related data values e.g. GPAs of students from

Trimester 1 is one data series, GPAs of students from

Trimester 2 is another data series.

Category A grouping of comparable data values from each data series

e.g. Chitra’s GPAs from the three data series are under one

category since it is her personal performance trimester by

trimester that we want to compare in this chart.

How to Create a Chart

1. Enter the data into the worksheet.

2. Structure it appropriately with headings.

3. Select the range of structured data (let’s say A1:D4) and press Alt + F1

Ahmad Benjamin Chitra

GPA for Trimester 1 2.2 2.62 3.09



14

How to Create a Chart

0

0.5

1

1.5

2

2.5

3

3.5

Ahmad Benjamin Chitra

GPA for Trimester 1

GPA for Trimester 2

GPA for Trimester 3

4. An unformatted chart is created on the same

worksheet.

How to Create Chart

5. To add more chart elements, select the chart

and click on the Chart Tools context menu, and

choose Layout. Specify the chart title, axis

labels, data labels, gridlines, etc as required.

Documents

Objectives Part 1 - Knowledge Directorykdirectory1213.weebly.com/uploads/8/1/0/3/8103000/ms... · 2018-09-28 · •Repeat specific rows as headings for printouts Freeze Panes 1