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CS110 – Personal Computing 1
EXCEL CONCEPTS
CS-110Personal Computing
Spreadsheets
Spreadsheet - collection of text and numbers laid out in a rectangular grid
Workbook – collection of spreadsheets or sheets
Worksheet – contains data, laid out in rows and columns
Chart sheet - contains charts or visual representations of spreadsheet data
Sheets
Sheet tabs – lower left-hand corner of the workbook window
Active sheet – sheet being currently displayed
Row headings – used to identify each row in a sheet, done by numbers
Column headings – used to identify each column, done by letters
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Cells
Cell – Rows and columns intersect at a single location
Cells are identified their column and row location (i.e. A2 or B4).
These are called the cell reference
The cell you are working in is called the active cell
Spreadsheet screenshot
Information in a cell
Formula bar
Displays the contents of the active cell
Types of data
Numeric
Used in a mathematical calculation
Text
String of characters
Date and time
Many differing formats for date and time
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Types of data
Columns and Rows
Pixel is a single point on a monitor
A point is 1/72 of an inch
Columns have a width
Described in terms of number of characters that can be displayed in a standard font
Default is 64 pixels or 8.43 characters
Rows have a height
Default is 20 pixels or 15 points
Either can be changed or set
Cell Ranges
A cell range is a group of cells
Adjacent range
Rectangular block of cells
Non-adjacent range
Two or more adjacent ranges
Can include as many adjacent ranges as you want
Range reference
Size and location of a range
A1:C4; D8:F8
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Cell ranges
Selecting a range
Adjacent range
Click in the corner of the range (and hold)
Drag the mouse to the opposite corner
Non-adjacent ranges
Perform the actions for adjacent range
Hold down the CNTL key
Repeat actions for each adjacent range
Formulas
A formula is an expression that returns a value
Number
Text string
Every formula begins with an = sign
Most common are arithmetic operators
=5+4
=54/12
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References
Formulas can contain cell references
=A1 + B1
References can be relative or absolute
=$A$1 + B3
Copy and paste treats differently
Absolute references are not updated
Relative references are updated
Copying relative references
Pasting relative references
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Copying absolute references
Pasting absolute references
Precedence rules
How is the following evaluated?
=A1+A2*A3
Turns out the multiplication is evaluated first
Order of precedence rules
Parenthesis rule
Multiplication/division before addition/subtraction
Left to right
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Examples
Examples - parenthesis
Functions
A function is a named operation that returns a value =A1+A2+A3+A4+A5
=SUM(A1:A5)
Common functions are on the AutoSum Sum
Average
Count
Max
Min
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AutoSum
From AutoSum
References
Absolute vs. relative
Same as formulas
Putting a $ in front of it makes it absolute
Note – you can split it
Make part of the ref relative/absolute
=SUM (A$1:B1)
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Copying a relative ref.
Pasting a relative address
Copying an absolute
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Pasting an absolute
Copying a mixed
Pasting a mixed ref.
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Pasting a mixed ref.
Function categories
Financial
Amortization, coupons
Logical
IF, TRUE
Text
Length, Upper
Lookup & reference
Column, Row, Transpose
Math & Trig
More on next slides
Other
Statistical
Engineering
Information
Compatibility
Date and time
More on next slide
Date functions
DATE (year, month, day)
Returns a date value for the arguments
DAY(date)
Returns the day of the month
WEEKDAY (date, [return_type])
Returns the day of the week as an integer
return_type will define the scale
If return_type = 1, scale is (1=Sunday, 2=Monday, etc)
If return_type = 2, scale is (1=Monday, 2=Tuesday, etc)
There are other return_types
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Function arguments
Function_Name (argument1, argument2)
Arguments
Mandatory
Required for the function to return a value
Optional
Not required, but provide additional control
Default
Provide a default value
Returning the date type
What is the date type?
Internal way for Excel to store dates
Allows everything to be stored in a common way
Allows follow-on functions to handle the date
When you enter a date, does the conversion for you
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Passing date type to function
Conversion
Weekday (default arg)
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WEEKDAY (optional arg)
Math function examples
AVERAGE
COUNT
INT
MAX
MIN
MEDIAN
RAND()
ROUND
AutoFill
Quick way to copy and paste a formula
Uses the small square in the lower-right corner of a cell
Called the Fill Handle
Drag the fill handle over adjacent range
Excel copies the formula into the range
Also copies the formatting
Also has a AutoFill Options
Appears after you release the mouse
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Series
If you enter:
Jan in A1
Feb in A2
What do you expect in A3-12 ?
Series are based on a pattern
Assume for now Excel can figure out the pattern
AutoFill will complete the series
Formatting spreadsheets
Spreadsheets have many of same formatting characteristics as Word and PowerPoint
Themes
Common across Word, PowerPoint, Excel
Overall colors, fonts, and effects
Styles
Choosing how different colors, fonts, effects are combined
Backgrounds
Printing spreadsheets
Again, many of same characteristics as Word and PowerPoint
Page breaks
Headers and footers
Margins
Can select a print area
All or part of a spreadsheet
Can modify scaling
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References
1. http://office.microsoft.com
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