Its 06

Information Technology Skills
Lecture - 06
Lecture-06 (August12, 2009)

Intro to Excel Spreadsheets
Lecture-06 (August12, 2009)

Use these buttons The Chart
to add Web links, Wizard
calculate an helps you
AutoSum, add create The Drawing
formulas, and sort charts. Tool helps
data you create
WordArt and
Use these add shapes to
Merges selected cells buttons to worksheets
and then centers text in format
the cell. numerical
data.
The Excel 2000 Standard and

Formatting toolbars includes buttons
for formatting data and cells.
The Name box indicates which cell

is selected.
The Formula box shows the data in

the cell.
Column and Row numbers make it

easier to know where you are on the
worksheet.
Use these buttons to keep track of

worksheets in a workbook. Click the
Sheet buttons to move from one
worksheet to another.
Exploring Excel
4 New Perspectives on
Microsoft Office 2007:
Windows XP Edition
Exploring Excel
Windows XP Edition
Navigating a Worksheet
| Excel provides several ways to

navigate a worksheet
Windows XP Edition
What are they used for?
| Financial forecasting | Budgets

| Statistical analysis | Research
| Data collection | Gradebook
| Data manipulation | Charts
| Summarizing data | Big tables
| Communicating data | Job aids
Spreadsheet Construction
s s
re
A dd
l l
C e
| Columns (letters)
| Rows (numbers)
| Worksheets
| Cells (E9)
Mousing Around a Cell
Mon Tue
Highlight/Select
Move Contents
Fill Contents
Cell Formats 5-Mar 45.2719
3/5/2002
5-Mar-02
STUDENT 45.3
.2719
27%
$45.27
| Words
| Numbers
z # decimal places
z $
z %
| Days/Dates
| Formulas Calculations…
Formulas
| =A2+B2+C2 | $29.00
| =SUM(A2:AS2) | $1,886.00
AutoSum
Formula
Results
Formulas =SUM (A2:AS2)
Function Range
| =Today() | Column
| Average(range) z (C2:C80)
| Count(range) | Row
z (B2:AK2)
| Max(range)
| Block
| IF(logical_test,value_if_true,value_if_false)
z (A2:G50)
z =IF(F3>89,"A",IF(F3>79,"B",IF(F3>69,"C","F")))
| Formulas can be Filled Down
Insert menu, Function…, Help on this function

More on Cell Formats
| Alignment
| Word wrap
| Orientation
| Shrink to fit
| Font
More on Cell Formats
| Width
| Height
Merging and Splitting
| Add to Formating Toolbar

| Highlight cells to merge
| Click Merge Button
| Unmerge
Copying and Pasting
| Highlight cells
| Hit Copy (CTRL-C)
| Dotted lines
| Click on target cell
z Top of area
| Hit Paste (CTRL-V)
| Unless still dotted not
in Clipboard
| CTRL to select multiple
targets
Worksheets
| Open
U:\Nancy Clark\Spreadsheets\Handbase Pt
Encounters.xls
Sorting Data
| Entire worksheet of tabular data with

headings
z Data menu, Sort…
| Small section of worksheet
z Highlight section
z Hit sort button
Formulas that Reference Other
Worksheets
| =COUNT(Allison!B2:Allison!B100)
z Allison!B2 -- cell B2 on sheet Allison
Absolute and Relative Cell
References
| In Excel, when you enter a cell into a
formula it will be a relative reference.
| Consider the example below where
we enter x and then want y = x2
| In cell B4, we entered the formula as
=A4^2. This is a relative reference. When
| we drag the lower right hand corner of B4,
| the cursor changes to a solid black plus sign
and allows us to drag the formula down the
column. As we drag, the relative reference
changes to A5, A6, A7, etc.
| Now suppose we wanted to enter the

formula y = ax2 and wanted to be able to
vary the value of the constant “a” in the formula. In cell
B4, we entered the formula as =$E$2*A4^2. The
reference to cell E4, where the value is set to equal 2,
is an absolute reference
| For an absolute cell reference, you place a dollar
sign in front of the column letter and row number
(if you press the F4 key after entering the relative
cell reference it will add the absolute reference).
| Now when we drag the formula down the column,
the absolute cell reference stays the same, while
the relative reference changes to use the correct
value from column A.
| Absolute cell references are going to
be used with any fixed cell reference
in a formula. Realize that you can
click on the cell you want in a formula
instead of typing the reference.
Absolute Reference: $A$1

Relative Reference: A1
Copying Worksheets
| Edit menu
| Move or copy sheet…
3
Adding and Deleting Sheets
To add a sheet
| Insert menu
z Worksheet
To delete a sheet
| Edit menu
z Delete sheet
Page Setup (Format)
| Landscape or Portrait
| Print to 1 page wide
| Margins
| Headers and Footers
| Print Titles
Making Sheets Pretty
| Do it yourself method
z Fill Color
z Font Colors
z Borders toolbar
| Autoformat (Format)
| Conditional Formatting
Charts
| Visual
representations of
data
| Select Data
| Insert menu,
Chart…
Charts – Step 1
Charts – Step 2
Charts – Step 3
Charts – Step 4
Charts – Final
Patients by Age Group
0%
5% 5% 16% 0 - 3 wks
1 m o - 10 yrs
74% 11 - 24 yrs
25 - 64 yrs
65 yrs+
| Before embarking on a journey through Excel
charting, it is important to do some thinking and
planning first. Know what you want to show and
why. Keep it simple and clear. Target your
audience. Here are a few suggestions.
| Keep in mind the message you want to get across,
don't be distracted by all the data at your disposal or
all the fancy chart types Excel provides.
| Try to avoid 3-D style charts, because these styles

can truly distort the data... unless that's your
intention. <g> The 3D effects introduce parallax that
make it hard for the reader to judge the values
being plotted, even with pencil and ruler on a hard
copy. 3D pie charts become elliptical, so that it is
hard to judge the relative size of the wedges. In the
sample shown here, all five wedges are the same
size.
3-D Exploded Pie-Chart
| Stick to black & white and readily
reproducible shades of gray, if the chart is
going to be photocopied, and especially if it
is going to be faxed. If you decide to use
colors, keep it simple: pick a few colors that
go well together, maybe the basic primary
colors. Stay away from gradient fills and
vibrating color combinations. The first bar
chart below is an artist's reconstruction of
an actual chart, received from an
engineering school post-doc. Her thesis
committee should have beaten this
antisocial behavior our of her.
Is That a Chart, or Is Your
Dog Ill?
Fax-Friendly Chart
Simple Primary Colors Are
Best
RULES……
| KISS - Keep It Simple (Stupid). Don't make a chart too cluttered.
Limit the number of series and categories. Make labels clear and
concise. Maybe two simpler charts will be more clear than one
complex chart. If you have lots of things to put in a pie chart, try
the pie-in-pie or bar-in-pie options.
| Know your audience. A roomful of engineers will understand a

log scale axis without any problem and could probably handle
greater complexity in a chart. If the chart is in a prospectus for
potential investors, it should have only a few series and categories,
and labels should be short and free of jargon and acronyms.
| Two simple charts might be more informative than one. Two

charts can get across paired ideas with less clutter than one
complex combination chart. On the other hand, combining data
onto a single chart may have advantages: rather than placing four
pie charts on a page, a stacked bar chart allows easier comparison
among several categories
Doesn't the column provide
for easier comparisons?

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Information Technology Skills

Lecture-06 (August12, 2009)

Lecture-06 (August12, 2009)

The Excel 2000 Standard and

The Name box indicates which cell

The Formula box shows the data in

Column and Row numbers make it

Use these buttons to keep track of

| Excel provides several ways to

| Financial forecasting | Budgets

Insert menu, Function…, Help on this function

| Add to Formating Toolbar

| Entire worksheet of tabular data with

| Now suppose we wanted to enter the

Absolute Reference: $A$1

| Try to avoid 3-D style charts, because these styles

| Know your audience. A roomful of engineers will understand a

| Two simple charts might be more informative than one. Two

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