Using Excel in the Using Excel in the LibraryLibrary

InstructorSandy Lamoureux

sllamoureux@earthlink.netAn Infopeople Workshop

Fall 2004

This Workshop Is Brought to You By the Infopeople Project

Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come,

first-served basis.

IntroductionsIntroductions

Name

Library

Position at the library

How do you want to use Excel?

AgendaAgenda

Introduction to Excel Creating a worksheet Formatting a worksheet Working with formulas Managing data in a worksheet Creating graphs and charts Saving and printing a worksheet

What is Excel?What is Excel?

An electronic spreadsheet program.

Store, summarize, evaluate, share, and present relevant information in an organized format.

Worksheets are made up of:Worksheets are made up of:

Rows - designated by numbers Columns – designated by letters Cells –

an intersection of a row and a column a single addressable unit in a

spreadsheet Worksheets - Individual spreadsheets

WorkbookWorkbook

Workbooks are made up of one or more worksheets.

Moving Between CellsMoving Between Cells

to move to the next cell to the right in a row.

to move to the next cell down in a column.

You may also use the arrow keys to move to adjacent cells.

Creating a WorksheetCreating a Worksheet

PlanPlan What information do you want to organize?

What problem do you want to solve?

What would be the best way to present your

information?

Determine row and column labels

Open a new worksheet

Name and save the worksheet

Enter column and row labels

Enter and format data

Change column width

Sort information

Items to Format in a WorksheetItems to Format in a Worksheet

Data Numbers Dates Cells AutoFit Borders and Shading

Working With FormulasWorking With Formulas A Formula in Excel, is the equation that

produces a new value from existing values.

Use formulas to calculate a value to be displayed.

When a cell contains a formula, the formula is displayed in the Formula Bar.

The result of the formula displays in the cell.

A Formula always begins with

= A1+B1+C1

Add cells A1, B1, C1

= A1 – D2

Subtract cell D2 from A1

Order of CalculationsOrder of Calculations

1. All calculations inside parentheses (nesting) are done first.

2. Exponents (^)

3. Multiplication (*) and Division (/)

4. Addition (+) and Subtraction (-)

Troubleshooting FormulasTroubleshooting Formulas

= sign Cell references

RelativeAbsolute - $

Order of calculation Parentheses

Punctuation Number formatting

Charts and GraphsCharts and Graphs

Definition: A chart or Definition: A chart or graph is a graphical graph is a graphical representation of representation of values in the values in the worksheet.worksheet.

Chart WizardChart Wizard

Excel offers many types of charts and graphs

Use the Chart Wizard to create For greatest impact:

keep charts simple label them clearly

Use the Chart WizardUse the Chart Wizard Select data to include in the chart. Run the chart Wizard from the tool bar. Select the type of chart for the data. Label components of the chart. Try different chart types. Refine the chart after the wizard is

finished.

Why would you use excel to Why would you use excel to organize information in a list?organize information in a list?

Columns and rows

Organizing information

Sort and filter information

Shelf reading Desk schedules Items to order Friends addresses and

phone numbers Volunteer hours

Managing Information in a ListManaging Information in a List

SortRearrange the order of rows based on the contents of one or more columns.

FilterHide rows in a list so only rows that meet a certain criteria are visible.

Make the ListMake the List ReadableReadable

Format column labels so they are easy to read

Use cell borders

Avoid blank columns and rows in the list

Don’t type leading or trailing spaces

Create Your Own SpreadsheetCreate Your Own Spreadsheet PlanPlan

What would be the best way to present your information?

Organize data

Determine row and column labels

Enter your information into Excel

Format worksheet

Enter available information

Calculations

Use Page Setup Set the Print Area Print comments, gridlines Print row and column headings Repeat headings on each page Fit printed document to the page Use Print Preview

Printing a WorksheetPrinting a Worksheet

Remember --- Remember ---