EXCEL PART II

This Presentation Contains Narration and NotesTo hear the narration, turn on your speakers or plug in headphones.If you would like to view this slideshow WITHOUT narration please do the following:Click on the Slide Show tab in the ribbon.

In the Set Up section click the Set Up Slide Show button.

Under Show Options check the box next to Show without narration.Click Ok and view the slideshow as normal.The notes at the bottom are a transcription of the narration or extra information.

Microsoft eXCEL 10

Fall 2011short course Section II

OFFERED BY

INSTRUCTIONAL COMPUTING UNIVERSITY OF MISSOURI ST.LOUIS

Welcome to the Instructional Computing short course on Excel Session 2. 2Goals of this short courseUsing excel as a databaseSetting up a home budget

This short course will cover setting up a small database, manipulating a database and setting up a home budget.3DatabaseA database is collected data that is organized.It is used to find out some specific information that you have created the database for.The user gives the data a purpose, but if there is no purpose a database could be useless.

A database is not needed for everyone. It is only useful when you are multiple entries that have total at least 15 or more. 4SETTING UP THE DATA BASESet up the data base with each field/category as a column and each record as a row. The name of your field is the top cell in the column. Widen the column if needed to show your full field. In most cases press to move to the next field and to move down to the next record. The image to the right is going to be our example.

First we need to set up our database. In our example we will have columns of information labeled as first name, last name, home phone, work phone, and email address. For privacy reasons, we are going to be using fake information, but the concept of a database will still be present if you enter real information. The image on the right side of this slide will be the example I am going to be discussing about. Feel free to copy this information or create your own information. 5FILTERINGClick on any categorized cell, e.g. Last NameClick on the Data tabClick on Filter

Once, the information is inputted we can now manipulate the data we inputted. The first step is to go to the Data ribbon. Now we need to select a cell that states the type of information (IE: last name, first, etc) . Please note that if you have one of the cells selected that has your data in it(IE: a name, number, etc) the filter will not work properly. 6FILTERING EXAMPLESUse drop down menu to filter your data

Click on Text Filters -> Custom Filters

Once, the filter has been a applied, you will notice there are now buttons on the first name, last name, etc as show on this image. If you click on that button it will give you options to filter your data based upon the information in that column. If you select a column that has letters in it you can sort a to z or z to a. If you have numbers, you can do ascending or descending. There is also the option to do a specific filter. 7FILTERING EXAMPLESLets say we want to filter our data by last name and we need any entry starting with c or a letter before c in the alphabet.

If you select custom filter a new dialogue box will appear. You can select many options from the drop down box, but in our example we are going to do have the first one be equals with c as the value and the 2nd one we will have less than (with the and option checked) with the value of c. This means that the filter will select all data for the last name that begins with c or less. If you click ok

8FILTERING EXAMPLESHere is the result of the filtering.Notice the row numbers filtered are marked blue.Use drop down menu and check Select All to get the full list back.

You will notice that we have 3 entries in our database. The other entries are still there, but they are just not visible. 9Clear the filter

To remove the filter, press the clear button next to the filter button and you can use a new filter. 10Home BudgetA home budget shows people how much money they are making and spending.It allows people to plan ahead so they can save money for certain goals.

Aside from what is stated on this slide, the home budget can also be applied to a small business (such as ebay). 11Setting up your home budgetYou should set up labels for your budget.Labels include dates, expenses, revenue, etc.It is your preference on which direction you make the budget go, but in our example we are going to have the date going horizontal and the data going vertical.

For any document, labels are important and even more so for a budget. The revenue and expenses need to be labeled correctly. You can set up your budget in any direction, but in this example we are going to use a horizontal approach.

12Setting up your formulasBefore entering in your data, you should do the formulas beforehand as it makes it easier to calculate later.We are going to calculate the net income (paychecks minus expenses), balance of our checking account($100 starting balance), balance of our savings account ($200 starting balance), and balance of one credit card ($400 at the moment).

You should do your formulas before entering your data. After the formulas are entered, you should enter your starting amounts. 13Formulas

In this slide we can see our final formulas. The monthly and yearly totals are calculated. The balances are done by taking the initial amount and adding the new amount or subtracting the payment. The next month includes interest on the CC and less the payment. The yearly amount is the total for each month using sum. 14Entering your dataSince the formulas are setup you can now enter your data based on what you spent and made during the months.If extra expenses or revenue come in then you have to correct your budget.

Enter your data and it calculates your totals. Balance your budget depending on your income.15Continuing the Home BudgetWhen the next year begins you can create a new worksheet in the same file.Rename Sheet1, Sheet2, Sheet3 to your liking, (we used the new years) and create new sheets so you can have as many years as possible.

If you want to keep all of your years included, add a new sheet and rename it to your preference.16Questions?If any further questions arise, please contact a lab consultant in any of the following Instructional Computing Labs.

SSB 103 SSB 452Benton Hall 232 Math TLC (UC 050) Ward E. Barnes Library Thomas Jefferson Research Commons

If you have any further questions please stop by the following labs listed on this slide and ask a lab consultant for help with your technological needs. 17Additional Informationhttp://www.cetc.umsl.eduThe Microcomputer Program at the University of Missouri-St. Louis offers day and evening computer courses as part of the Chancellor's Certificate series. http://www.umsl.edu/stg The Online Student Technology Guide has answers to many computing questions.http://help.umsl.eduOnline self-service solutions for UMSL Technology Issues

If you need further assistance please use these online resources. Thank you for listening to this short course on Excel.18