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OFF120: OFF120: MSExcel for Advocates-MSExcel for Advocates-20032003September 18, 2009

•Rachel R. Medina, LSNTAP

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OFF120: OFF120: MSExcel for Advocates-MSExcel for Advocates-20032003September 18, 2009

•Rachel R. Medina, LSNTAP

Lists of data◦Contacts, dates, etc.

Financial tracking◦Budgets

Charts and graphsGrant ReportingCustomized calcuation sheets Import and export data

Salient Functions of ExcelSalient Functions of Excel

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Spreadsheet program allowing data entry into rows and columns

Very useful for managing certain types of data

Your funders and partners expect you to be able to use it!

What is Excel and Why Use It?What is Excel and Why Use It?

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Name BoxFormula BarCell ReferencesMaking FormulasWorkbook and Worksheets

Excel FundamentalsExcel Fundamentals

Formula Bar and Name Formula Bar and Name Box Box

A colon indicates a range of cells B1:B5 (B1 through B5)

A comma indicates only individually listed cells B1, B2, B3, B5 (does not include B4)

Cell ReferencesCell References

Cell Range Cell Range

Cell Range Cell Range

Formulas contain ◦An = sign◦Cells or cell references◦Calculation symbol

Creating FormulasCreating Formulas

=(B1+B5) Addition=(B1-B5) Subtraction=(B1*B5) Multiplication=(B1/B5) Division=(B1%B5) Percentage=(B1^B6) Exponential

Equations=SUM (B1:B5)=AVERAGE (B1:B5)

Calculation SymbolsCalculation Symbols

Example: =SUM(….)Example: =SUM(….)

Excel documents are called ‘workbooks’ which contain ‘worksheets’

Worksheets are meant to contain sets of data that can be linked to another

Workbook and Workbook and WorksheetsWorksheets

WorksheetsWorksheets

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Managing worksheets◦Renaming ◦Moving◦Adding/Deleting

Linking worksheets together◦Why?◦How?

Using WorksheetsUsing Worksheets

Managing Worksheets Managing Worksheets

Why link worksheets?

How do you link worksheets?◦Move the cursor to the desired cell

on the other sheet, type = and select the cell you want referenced.

Linking Worksheets Linking Worksheets TogetherTogether

◦Manual link with Excel code: =sheetname!cell reference; For example =Budget!B13 will give you

the contents of cell B13 in worksheet named ‘Budget’

Make sure to use single quotes if the title has a space Ex. Worksheet Budget Summary will be linked as =‘Budget Summary’!A1

You can also rename cells in the name box for easier linking codes No numbers or spaces

Manually Linking Manually Linking WorksheetsWorksheets

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill and Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Unformatted WorksheetUnformatted Worksheet

Formatted VersionFormatted Version

Formatting Cells◦AutoFit◦Number◦Merge and Center◦Background Fill◦Font◦Alignment◦Sort◦Border◦Protection

Formatting WorksheetsFormatting Worksheets

Freezing a row and/or column can make spreadsheets much easier to edit, by keeping your primary headers always in view

Freeze PanesFreeze Panes

To Freeze a Row:◦Put cursor in first cell immediately

below the row you want to freeze.◦Go To “Window” on the Menu◦Click ‘Freeze Panes’◦Notice the Line that demarks it as

frozenTo Unfreeze:

◦Go to “Window” on the Menu◦Click ‘Unfreeze’

How to Freeze PanesHow to Freeze Panes

Freeze PanesFreeze Panes

Freeze PanesFreeze Panes

Freeze PanesFreeze Panes

Freeze PanesFreeze Panes

Freeze PanesFreeze Panes

File Menu|Page Setup|Sheet Repeat Rows/Columns

Prints your primary headings on every page

Header/Footer Creates a header/footer for each page

Add/remove gridlines Add or removes cell grid lines

Adjust margins Adjusts page margins

Page Setup for PrintingPage Setup for Printing

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Allows you to conveniently replicate content and formulas across columns or rows

Saving Time: The Fill Saving Time: The Fill FunctionFunction

Fill FunctionFill Function

Fill FunctionFill Function

Click on lower right-hand corner until a + shape appears. Keeping your mouse button depressed, drag below to the cells you want filled.

Fill FunctionFill Function

Fill FunctionFill Function

Fill FunctionFill Function

Fill FunctionFill Function

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Relative is the default.Relative:

◦Copies formulas across a worksheet, but does not copy a fixed value in a static cell.

Absolute:◦Copies a specific cell reference and

its value to other cells.

Relative v. Absolute Relative v. Absolute ReferencesReferences

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Click Insert | ChartPick type of Chart or Graph TypeEnter Data RangeAdd Legends and other frills

ChartsCharts

Pie ChartPie Chart

Highlight Data RangeHighlight Data Range

Title, Axis NamesTitle, Axis Names

Data LabelsData Labels

Finished ResultFinished Result

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Survey Tool DataContact Lists from other

DatabasesPIKA ReportsEmail Contact Lists

Importing and Exporting Importing and Exporting DataData

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Beginning and Intermediate Beginning and Intermediate Excel TrainingExcel Training

Today’s Agenda

Excel 2003 vs. Excel 2007Excel 2003 vs. Excel 2007

Excel 2003 vs. Excel 2007Excel 2003 vs. Excel 2007

BONUS TIPS!BONUS TIPS!

Excel – Calculate Days Excel – Calculate Days Between Dates Between Dates (NETWORKDAYS)(NETWORKDAYS)

NETWORKDAYS – how it NETWORKDAYS – how it works…works…# of Business Days (or “court”

days) =NETWORKDAYS(B17,B18,A3:A14)

B17 First DayB18 Last Day

A3:A14 refers to the range of dates included in the list of holidays

A3 → A4 → A5 → . . .

A14 →

←B17←B18

Excel – paste Excel – paste special/transposespecial/transposeFlip your data!

Highlight and Copy the spreadsheet

Select Paste Special

Check “Transpose”

Click OK

Excel - ShortcutsExcel - Shortcuts

Excel - ShortcutsExcel - ShortcutsCtrl+A gives you the formula

wizard!

Data/Subtotal Creates Quick Data/Subtotal Creates Quick Subtotals and a Grand Total!Subtotals and a Grand Total!

Data/Subtotal Creates Quick Data/Subtotal Creates Quick Subtotals and a Grand Total!Subtotals and a Grand Total!

Collapse to view just the totals

THANK YOUTHANK YOUDon’t forget to complete our survey

Rachel R. Medina rachel@lstnap.orgTraining Coordinator LSNTAP