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Excel-Introduction Business E.g., Creating budget Chemistry E.g., Analyzing chemical’s temperature vs. time Psychology E.g., Test scores English E.g., Average word length Record keeping E.g., Grade Book

Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

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Page 1: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Excel-Introduction

• Business– E.g., Creating budget

• Chemistry– E.g., Analyzing chemical’s temperature vs. time

• Psychology– E.g., Test scores

• English– E.g., Average word length

• Record keeping– E.g., Grade Book

Page 2: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Excel-Introduction

• Spreadsheet—software to manipulate data in a table primarily by numerical calculation

• Uses– Analyzing numbers

• Grade book, lab data, budget

– Storing data in table• List of passwords• Class schedule• Address book

– Graphing data– Experimenting with numbers (What If?)

Page 3: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Terminology

• Cell– Intersection of a row & a column

• Cell Address– E.g., A1, B5, C7

• Cell Content– Text– Number– Function (defined by user)– Formula (defined by Excel)

Page 4: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Introduction to MS Excel (1.1)

• 1. Open Windows• 2. Practice Files

– Student data diskExploring Excel

• 3. Start Excel– Worksheet– Rows, columns, cell

• 4. Open Grade Book from Exploring Excel• 5. Active Cell, Formula Bar, Worksheet

– Cell reference—b1, C3, etc.– Formula (e.g., E3)– Click on different worksheet tabs

Page 5: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 6. Experiment (What If?)– Change a gradeAverage changes

• 7. Help Menu– “How do I sort a column?”

• 8. Print Workbook– FilePrint– But use Print Preview first

Page 6: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Modifying a Worksheet (1.2)

• 1. Open Grade Book.• 2. Save

– Save As Finished Grade Book.

• 3. Delete a Row– Click any cell in row 6.– EditDeleteEntire Row– Undo: EditUndo– Delete row 6 for good– (EditClear is the same as HighlightPress Delete)

Page 7: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 4. Insert a row– Click any cell in row 5– InsertRows– Enter: Coulter, 85, 95, 100, =(b5+C5+2*D5)/4– Save: FileSave

• 5. Autocomplete Feature– Insert new row at row 6.– Type C in A6 (which completes Coulter)

• Enter Courier, 75, 75, 85, = (B6+C6+2*D6)/4

• 6. Insert a Column– Click column heading B– Right-clickInsert– Enter: Major (in b1), CIS (in b3), MKT (in b4), ACC (in b5), FIN(b6), CIS (b7)

Page 8: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 7. Display the Cell Formulas– ToolsOptionsViewFormulasOK

• 8. Page Setup– FilePage SetupPageLandscapeFit to 1 page– Click Margin tab.

• Check center horizontally. (Print preview)

– Click Header/Footer tab• Click none

– Click Sheet tab.• Check boxes to print Row & Col Headings, Gridlines.

• 9. Print Preview– To switch to displayed values from cell formulas:

• CTRL+’

Page 9: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 10. Insert and Delete a Worksheet– Click first worksheet tab.– InsertWorksheet– Enter:

• Student, Mid Term, Final, Average• Blank row• Tom, 100, 82, 91• Dick, 81, 91, 86• Harry, 80, 88, 84• Blank row• Class Average, formula for Mid Term col, formula for Fins Col

– Delete CIS223 sheet• EditDelete Sheet

– Print current sheet

Page 10: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Creating a Workbook (2.1)

• Objective:– Create a new workbook– Relative & Absolute addressing– Copy command

• 1. Create a New Workbook– Enter

• A1: CIS120 – Spring 2000• A3: Student• B3: Test 1• C3: Test 2• D3: Final• E3: Average

Page 11: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 2. Save– In Exploring Excel folder, save as My Grade Book.

• 3. Enter Student Data (Page Excel-49)– Enter:

• A4: Costa, Frank, 70, 80, 90• A5: Ford, Judd, 70, 85, 80• A6: Grauer, Jessica, 90, 80, 98• A7: Howard, Laren, 80, 78, 8• A8: Krein, Darren, 85, 70, 95• A9: Moldof, Adam, 75, 75, 80• A11: Class Averages

• 4. Exam Weights– Enter

• A13: Exam Weights, 0.25, 0.25, 0.5

Page 12: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 5. Compute the Semester Average– E4: =$B$13*B4+$C$13*C4+$D$13*D4– (E4 should display 82.5)– Note the absolute cell reference– What is the meaning of cell reference, like C5, anyway?

• 6. Copy the semester average• Click E4. EditCopy.• Click E5 through E9. EditPaste

• 7. Compute Class Averages– Enter in B11: =AVERAGE(B4:B9)– Copy B11 to C11 – D11

• 8. What IF? Change Exam Weights– Change weights to .2, .2, .6– Or, to .3, .3, .4– Use UNDO to return to original

Page 13: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Formatting a Worksheet (2.2)

• Objective:– Formatting cells—bold, italics, shading, borders– Font and alignment– Changing column widths

• 1. Center Across Selection– Open My Grade Book– Select A1 through E1 (Width of entire worksheet)

• FormatCellsAlignmentCenter Across Selection

– Select B3 through E13• Click Center button

Page 14: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 2. Increase Column Width– Select A4 through A14– FormatColumn—Autofit Selection– Save

• 3. Format the Exam Weights– Select B13 through D13

• Right ClickFormat CellsNumbersPercentage0 decimalsOK

• Undo to return to previous state

– Click % button on the Formatting toolbar (shortcut)

• 4. Noncontiguous Ranges– Select B11 thru D11. Press and hold CTRL key as you

select E4 thru E9. Release CTRL key.– Format numbers to 1 decimal place (Use either

FormatCells or Tool Bar)

Page 15: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 5. Border Command– Select A3 thru E3. At the same time select A11:E11; also,

A13:E13.– FormatCellsBorder tab– Choose a line width. Also, choose Top and Bottom boxes.

• 6. Add Color– Select A3:E3, A11:E11, and A13:E13– Click Fill Color buttonchoose yellow.– Click boldface and italics buttons.– Click outside. Save.

Page 16: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 7. Enter Your Name & Social Security No.– In A15: type Grading Assistant– In A16: type your name– In A17: type your SSN (no hyphen)– Right-click in A17format CellsNumber

tabSpecialSSN. OK– =Now() – for date (Format CellsDate)– =Time() – for time (Format CellsDate)

• 8. The Page Setup Command– FilePage SetupMarginscheck Center Worksheet– FilePage SetupSheet tabRow & Col Headings,

Gridlines– Print Preview– Print

Page 17: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 9. Print Cell Formulas– ToolsOptionsView tabcheck box for

Formulas– Adjust column E (double click border of E & F)– FilePage SetupPage tabLandscape– Click option button Fit to 1 page. OK– Print Preview. Print

Page 18: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Analysis of a Car Loan (3.1)

Page 19: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Mortgage Analysis (3.2)

Page 20: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Analysis of a Car Loan (3.1)

• Objectives: – To crate a spreadsheet that will analyze a car

loan– To illustrate the use of the PMT function– To use the Goal Seek command

Page 21: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Analysis of a Car Loan

1. Enter descriptive labels.1. Create a new workbook. (Click New button.)

2. In A1: type Price of car;

3. In A2: type Manufacturer’s rebate

4. In A3: type Down payment;

5. In A4: Amount to finance;

6. In A5: Interest rate

7. In A6:Term (years)

8. In A7: Monthly payment

Page 22: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

PMT Function

2. Enter the PMT function and its parameters

1. In B1: enter 14,0002. In B4: =B1-(b2+b3)3. In b5: 9%4. In B6: 35. In B7: =PMT(B5/12,b6*12,-b4) (Note –B4)6. Save

Page 23: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

What If?

3. What If?1. In B1: change price to 13999

2. In b2: enter 1000 (rebate)

3. In B3: enter 3000 (down payment)

4. In b5: change to 8% (interest)

5. In b6: change to 4 years

Page 24: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

4. The Goal Seek command• Click cell B7 (cell with PMT command) This is the

“Goal”

• ToolsGoal Seek

• Set cell = B7; In To value text box, type 200 (desired value of the monthly payment)

• Click in By changing cell: Type B1 (This is the cell whose value will be determined). Click OK.

5. Save

Page 25: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

The Expanded Grade Book (3.3)

• Objectives:– Statistical functions

• AVERAGE, MAX, MIN

– Logical Functions• IF, VLOOKUP

– Autofill

Page 26: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 1. Open Extended grade book.• 2. The Fill Handle

– In C3: (Test 1). Point to fill handle, drag over D3-F3.– Autofill capablity

• Mon, Tues,• Jan, Feb• 1, 2, 3• Quarter 1, Quarter 2

• 3. Format SSN– Select B4:B17– Right-clickFormat CellsNumber

tabSpecialSSN

• OK. Save

Page 27: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 4. Freeze Panes (To show freeze some columns and rows)– CTRL+Home.– Click B4. Windowfreeze Panes.– Go to Specific Cell.

• Type in Name box (left of format bar)• F5.

• 5. IF Function– IF(test expression, value if true, value if false)

• For example, create column K (Pass/Fail)• IF(G4>=60,”PASS”, “FAIL”) or• IF(G4<60,”FAIL”,”PASS”)

– Click I4.– Type IF(H4=“OK”,G4=$H$19,G4)

Page 28: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 6. VLOOKUP Function– VLOOKUP(numeric value to look up,

range of cells containing table, column-number with the table that contains the result)

– Table of break-point (lowest value) for the grade, must be in ascending order

– VLOOKUP(I4, $I$21:$J$25,2)

– 1. In cell J4: vlookup(I4,$I$21:$J$25,2)

• 7. Copy the IF and VLOKUP Functions– Select I4 & J4.

– Drag fill handle to copy to I5:J17.

– Save

Page 29: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 8. Statistical Functions– In C19: =AVERAGE(c4:c17). Format to 1 decimal place.– In C20: =MAX(c4:c17)– In C21: =MIN(c4:c17)– In C22:=c20-c21

• 9 Copy the Statistical Functions– Select c19:c22. Copy to D19:f19.

• 13. Print Preview– In G26: type Grading Assistant– FilePage SetupPage tabLandscape buttonFit to

1 page– Margins tabcenter horizontally.– Sheet tabRow & Column HeadingsGrid lines– Show Formulas (Ctrl`) or (ToolsViewFormula)

Page 30: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Chapter 4: Graphs & Charts

Page 31: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Chart Wizard (4.1)

• Objective: To create & modify a chart by using the Cart Wizard

• To embed a chart within a worksheet

• To enhance a chart to include arrows and text

Page 32: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 1. The autoSum Command– Open Software Sales workbook. Save as Finished

Software Sales.– Select B7: Click AutoSum button (The “sigma” in the

tool bar)– Do the same for C7:E7– Select F4:F7. Click AutoSum button, to calculate the

entries t othe left of the selected cells– Select B4:F7. Format with currency and no decimals.– Boldface row and column headings and totals.– Add a red border around the table. Center the headings.

Save.– (Try AutoFormat to get ideas for formatting.

FormatAutoformat)

Page 33: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 2. Start the Chart Wizard.– Separate tool bar if they occupy the same row.

ToolsCustomizeOptionsclear check box for “toolbars share one row.”

– Select B3:E3 (Category labels)Hold Ctrl key & select B7:E7 (data series)

– Click Chart Wizard button (bar graph icon)If it is not visible, InsertChart

– In Chart dialog box,choose Column chart type and Clustered coulmn. Click Next

– Click Series tab. Next.– Click Titles tab. For title, type: Revenue by Geographic

Area.– Click Legend tab, and clear the box to show a legend.– Click box for As object. Click Finish.

Page 34: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 4. Move & Size the Chart– Be sure to select the entire chart, not parts of it—like the

title– To move chart, select chart and drag– To resize, drag a corner handle– You can copy a chart to a Word document.

• 5. Change the Worksheet– Select B4. Change entry to 400000. Note that the chart

changes accordingly.– Select B3. Change entry to Chicago. Note the category

change.– Click the Undo button twice, to return to former state.– To Create chart border

• Select chart background. Right-click--?Format Chart Area-->PatternsCustom border. Check Shadow & Round cornerschhoose color, border style, etc.

Page 35: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 6. Change the Chart Type– Select chart background. Chart type

button3--D Pie Chart.– Point to chart area. Right-clickChart

OptionsData Labels tabShow label & percent. OK.

– To adjust labels:• Select grad area (Plot area) and resize chart.

Point to any of the labels, right-clickFormat Data Labelsfont tab. Change fonts.

Page 36: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 7. Create a Second Chart– Select a4:A6 in the worksheet.

Hold Ctrl key and select f4:F6– Click Chart Wizard button, choose Clustered

column with a 3-d visual effect subtype. Click Next

– Click the titles tab; Enter the title: Revenue by Product Category.

– Click the lengend tabl, clear the show legend box. Click Next

– Select option As new Sheet. Click Finish.

Page 37: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 8 Add a Text Box– Display Drawing toolbar. (Right-click on any

toolbars to display list of available toolbars.)– Click text box, drag to create a box. Enter the

text: Word processing leads all categories.– Right-click on borderfont tab12 point

bold.– Colors and Lines tabwhite. OK Stretch to

show text on one line.– Select title. Right-clickFormat to font 22.

Page 38: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 9. Create a 3-D Shape– Click AutoShapes buttonBlock Arrowsleft

arrow.– Click in chart, drag to create an arrow.– Click 3-d button on drawing toolbar (right

bottom)3_D Style 1.– Right-clickFormat AutoShapeClors and

Lines tabRed. OK– Position arrow next the word processing

coumn. Text box is right above it.– Save.

Page 39: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

Multiple Data Series (4.2)

• Objectives:

• To plot multiple data series in the same chart

• To differentiate between data series in rows & columns

• To create and save multiple charts in the same worksheet

Page 40: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 1. Rename the worksheet– Open Finished Software Sales.– Point to Sheet1right-clickRename. Type Sales Data.– Similarly, rename Chart1 to Column Chart.– Save the worksheet.

• 2. Sales Data tabselect A3:E6. Click Chart Wizard.– Select column chart typeClustered column with a 3-D

visuual effect. Next

• 3. View the Data Series– Check data rage as Sales Data:!$A$3;$E$6

Option button Series in Rows checkedNote each series (Word Processing, Spreadsheets, database)

Page 41: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• Excel’s Default Selections– Want fewer data series than categories.

• Thus, if selected cells contains fewer rows than columns (or are equal), rows become series, and columns become categories. If fewer columns, than columns become series.

• 4. Complete the Chart– Click Next. Type the title: Revenue by City.

Next– Click As new sheet . Finish.

Page 42: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 5. Copy the Chart– Point to Revenue by City sheet. Right-clickMove or

Copy.– Click Sales Data in Before Sheet list box. Check

Create a Copy box.– Rename Revenue by Product

• 6. Change the Source Data– Select Revenue by Product tab sheet. Click Title—

change City to Product Category– In the menu: ChartSource DataColumns option

buttonSeries tab– Not the difference—3 data series in old chart; 4 data

series in new chart.

Page 43: Excel-Introduction Business –E.g., Creating budget Chemistry –E.g., Analyzing chemical’s temperature vs. time Psychology –E.g., Test scores English –E.g.,

• 7. Change the Chart Type– Chart arearight-clickChart TypeStacked

Clumn with a 3-d visual effect. OK– PrinEntire Workbook