CMPF124 Productivity With Information Technology Module 3 Microsoft Office Suite Microsoft Excel Microsoft Office Suite Microsoft Excel

CMPF124 Productivity With Information Technology

Module 3Module 3

Microsoft Office SuiteMicrosoft Excel

Microsoft Office SuiteMicrosoft Excel

MODULE OVERVIEWMODULE OVERVIEW

Part 1

What is A Spreadsheet?

Part 2

Gaining Proficiency: Copying and Formatting

Part 3

Using Formulas & Functions

Part 4

Graphs and Charts: Delivering A Message


Part 1Part 1



ObjectivesObjectives

• Describe what a spreadsheet is and potential applications

• Distinguish between a formula and a constant

• Open, save, print a workbook; – insert and delete rows and columns

• Use Page Setup to print worksheet and preview before printing

Spreadsheet BasicsSpreadsheet Basics

The spreadsheet is the microcomputer application that is most widely used by managers and executives (i.e. a computerized ledger)

Annual Report with Graph can be

created easily with Excel

Spreadsheets ExampleSpreadsheets Example

Excel 2007 WorksheetExcel 2007 Worksheet

worksheets

Columns

Rows

Cell

Cell A1 (Column A , Row 1) is also the Active Cell

The Ribbon


Cell - the intersection of a row and column form a cell in a spreadsheet.

Cell references - each cell has a unique address or reference such as A9 (cell located at column A and row 9).

Function - a predefined computational task or calculation. SUM(B2:B8) , =MAX(H1:M1) Other would be MIN(),MAX,


Formula - a combination of numeric constants, cell references, arithmetic operators, and/or functions that produces a new value from existing values. = B3+2 =10-C5 + SUM(B2:B8) = A1+A2

Constant - an entry that does not change and may be numeric or descriptive text.

For numeric usually example in a Formula it is in form of value (= B2 * 10)

For descriptive use the Formula Tab to determine a constant name (= B2 * Test)


Excel 2007 BasicsExcel 2007 Basics

Common user interface on all Office 2007 applications

A worksheet is an Excel spreadsheet A workbook contains one or more

worksheets The Ribbon—Replaces the previous

Menu Bar and Tool Bar The Office Button-Save, Open and

Print commands

Modifying the WorksheetModifying the Worksheet

Insert Command (using ribbon) To add individual cells, rows or columns

Delete Command To delete individual cells, rows or columns


Right click MenuRight click Menu

Page Setup Dialogue Box Page, Margins, Header/Footer, and Sheet Tabs


Click the Dialogue Box Launcher at the Page Setup Frame of the Page Layout Tab


Part 2Part 2




• Define, select and deselect cell ranges

• Differentiate between relative, absolute and mixed addresses

• Format a worksheet

• Change column widths

Getting around the WorksheetGetting around the Worksheet

Range - rectangular group of cells, which are specified by indicating the diagonally opposite corners.

Range

Range

Range

C4:F6

RANGERANGE

RANGERANGE

Range

C4:F4

Range

C4:C6


Absolute reference - a reference that does not change when copied. It is specified with a dollar sign in front of both the row and column ($A$1).

Relative reference - a reference that adjusts during a copy operation and is specified without dollar signs (A1).

Mixed reference - a reference that adjusts either the row or column reference but not both. It is specified with a single dollar sign ($A1 or A$1).


Absolute Reference forCell F5 = D6*$B$15Cell F6 = D6*$B$15Cell F7 = D7*$B$15etc

Relative Reference forCell E5 = C5-D5Cell E6 = C6-D6Cell E7 = C7-D7etc

Excel 2007 FormattingExcel 2007 Formatting

• Row height - the height of a row in a worksheet. The row height changes automatically as the font size changes.

Right-click a row to access the Row Height attribute.

Select a row and move your cursor to the row’s border to use the row height

handler.


• Double- click the row height handler so that the row height is the minimum height that can make the row’s cells’ content visible vertically.

•Column width - the width of a worksheet column can be changed the same way that row height can be changed.


• The most commonly used formatting commands are available as buttons at the Home tab or by right-clicking the cell to be formatted.

Format Cells Dialog Box



• Number tab – enables you to specify the type of value contained in a cell and how it should be displayed.

• Alignment tab - you may align text within the cells either horizontally or vertically and then choose left, center, right, justify or centered.

• Fonts tab – you may format the size, colour, style, and font family to be used.

• Border tab - enables you to create a border around a cell or range.

• Fill tab - lets you choose a different color to shade the cell or range


The Number Tab in the Format Cells Dialogue Box


• General - the default format for numeric entries and displays the way it was entered.

• Number - displays a number without the thousands separator comma and with any number of decimal places.

• Currency - displays a number with the 1000 separator comma and an optional dollar sign and negative values (in red or minus sign).

• Accounting - displays a number with the thousand separation, optional dollar sign (leftmost aligned) negative values in ( ) and zero values as hyphens.

• Date - displays a date in various date formats.



• Time - displays the time in various time formats.

• Percentage - the number is multiplied by 100 before is displayed with a % sign.

• Fraction - displays a number as a fraction such as ¼.

• Scientific - displays a number as a decimal followed by the exponent of base 10.

• Text - left aligns the entry; useful for numbers that are not used in calculations such as zip codes.

• Special - displays a number with extra characters such as ( ) around a phone number area code.

• Custom - allows you to develop your own formats.


Part 3Part 3




• Write simple formula for basic calculations • Use existing function of Excel :

– SUM– AVERAGE– MAX– MIN– PMT function– Use Goal Seek

• Create, view and print large spreadsheets

FormulasFormulas

• A formula is an entry that performs calculation• The result of the calculation is displayed in the

cell containing the formula• A formula always begin with an “=“(equal) sign,

which defines it as a numeric entry• In a formula that contains more than one

operator, Excel performs the calculation in a specific order or precedence.– Formula = 5*4–3 = 17– Formula = 5*(4–3) = 5

• The values on which a numeric formula performs a calculation are called operands (numbers, cell references).

FormulasFormulas

• Formulas use the following arithmetic operators to specify the type of numeric operation to perform :

+ for addition

- for subtraction

/ for division

* for multiplication

^ for exponentiation

FormulasFormulas

• Let say we have a range of cells (B1B10) with value (1 10).

• To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 as follow

B11=B1+B2+B3+B4+B5+B6+B7+B8+B9+B10

FunctionsFunctions

• Functions are built-in formulas that perform certain types of calculations automatically

• The syntax or rules of structure for entering all functions is= Function name(argument1, argument2,…)

• Common functions are :=SUM() Total of arguments

=AVERAGE() Average of arguments

=MAX() Maximum value in argument

=MIN() Minimum value in argument

Functions (SUM)Functions (SUM)


• To get the total (add all value in cell B1 to B10), we can just simply write down a formula in B11 which is quite lengthy

= B1+B2+B3+B4+B5+

B6+B7+B8+B9+B10• Using functions =SUM(),

we can just use a simpler formula which is

=SUM(B1:B10)=SUM(B1:B10)

Functions (AVERAGE)Functions (AVERAGE)


• To get the average value (1+2+3+4+5+6+7+8+9+10 / 10 = 5.5) in an array of numbers we can use the =AVERAGE() function, which is

=AVERAGE (B1:B10)=AVERAGE (B1:B10)

Functions (MAX & MIN)Functions (MAX & MIN)

• Let say we have a range of cells (B1B10)

• To get the MAX or MIN value in an array of numbers we can use the =MAX() or MIN() function, which is

=MAX(B1:B10) = 10

=MIN(B1:B10) = 1

=MAX(B1:B10) = 10

=MIN(B1:B10) = 1

What-If AnalysisWhat-If Analysis

• A technique used to evaluate the effects of changing selected factors in a worksheet.

• This is a common accounting function that has been made easier with the introduction of spreadsheet programs

• By substituting different values in cells that are referenced by formulas, you can quickly see the effect of the changes when the formulas are calculated.

Price of car $67,677Manufacturer's rebate $0Down payment $13,000Amount to finance $54,677Interest rate 3.85%Term (years) 7Monthly payment ($743.60)

Car LoanYou can change the value of the down payment to determine your monthly payment to the bank

Analysis of a Car LoanAnalysis of a Car Loan

Can I afford it? How do I

calculate for: rebates down payments interest rates years of loan

Using a Worksheet for Analyzing a Car Loan

Using a Worksheet for Analyzing a Car Loan

Set up a worksheet template with initial conditions

Use the PMT function to computes the associated payment for a loan.

To calculate PMT we need to know interest rates divided by 12, length of the loan, and amount of the loan

B7=PMT(B5/12,B6*12,B4) Use Goal Seek to set

an end result

Setting up Goal SeekSetting up Goal Seek

• Establish PMT– interest rate– term– down payment

• Use Goal Seek– change result

changing one variable

• PMT Function– A predefined formula that accepts one or

more arguments as input, performs the indicated calculation and returns another value as output

• Goal Seek command– Enables us to set an end result in order to

determine the input to produce that result

Setting up Goal Seek (Cont…)Setting up Goal Seek (Cont…)

Managing a Large WorksheetManaging a Large Worksheet

• Scrolling shows specific rows and columns

• Freezing Panes keeps headings in sight

• AutoFill capability enter series into adjacent cells

• Repeat specific rows as headings for printouts

Freeze PanesFreeze Panes

1. Select the first row below the rows that should be frozen (Row 5).

2. At the View tab, click on Freeze Panes.

3. Rows 1-4 are frozen and visible no matter how far you scroll.

1. Select the first row below the rows that should be frozen (Row 5).

2. At the View tab, click on Freeze Panes.

3. Rows 1-4 are frozen and visible no matter how far you scroll.

AutoFill HandlerAutoFill Handler1. Select the cells that can

specify the pattern of the succeeding cells.

2. Drag the fill handler until it previews the last of the required value. You can move the handler back and forth.

3. Release the fill handler when you’re done.

1. Select the cells that can specify the pattern of the succeeding cells.

2. Drag the fill handler until it previews the last of the required value. You can move the handler back and forth.

3. Release the fill handler when you’re done.

Printing Repeating RowsPrinting Repeating Rows

1. Launch the Page Setup Dialogue Box.

2. At the Sheet tabs, specify the rows to be repeated. $1:$4 specifies Rows 1 to 4

3. Press OK.

1. Launch the Page Setup Dialogue Box.

2. At the Sheet tabs, specify the rows to be repeated. $1:$4 specifies Rows 1 to 4

3. Press OK.


Part 4Part 4

Graphs and Charts: Delivering A MessageGraphs and Charts:

Delivering A Message


• Introduction to Excel charts• Elements of an Excel chart• How to create a chart

Introduction to Excel ChartsIntroduction to Excel Charts

• A chart is a visual representation of numeric values (data on a worksheet)

• It helps viewers to spot trends or patterns from tabulated data more quickly

• What can you infer from this student’s historical CGPA?

Period of Study CGPA

Trimester 1 3.33

Trimester 2 3.21

Trimester 3 3.27

Semester 1 2.48

Semester 2 2.64

Semester 3 2.86


What can you easily spot from the chart now?


• A chart is created from data on a worksheet

• The different parts of a chart are derived from the way the worksheet data is structured, e.g.:– the numeric CGPA values becomes the

charted points– the names of the study periods become the

points on the x-axis


• A chart can be embedded into the same worksheet that contains the data values


• It can also be placed in a separate chart sheet (better for large or complex charts)


• It can even be embedded into another Office document e.g. Word and remain dynamic


• A chart is dynamic because it is linked to the data values from which it was created

• If the a data value is edited, then the chart is automatically updated to reflect the edited value

Elements of an Excel ChartElements of an Excel Chart

LegendLegend

y-axis or Value Axisy-axis or

Value Axis

Major GridlineMajor Gridline

Data LabelData Label

Data MarkerData Marker

x-axis or Category Axis

x-axis or Category Axis

Axis TitleAxis Title

Chart TitleChart Title

Axis TitleAxis Title

Chart AreaChart Area

Plot AreaPlot Area Minor GridlineMinor Gridline

CategoryCategory

Scale ValueScale Value

Elements of an Excel ChartElements of an Excel Chart

Element Explanation

Chart Area The area occupied by the entire chart, including legends, labels, etc.

Plot Area The area occupied by the data plotted on the chart.

Data Marker The chart’s physical representation of a data value from a data series. In this chart, the data markers are columns. They could be squares on a line chart, or segments of a pie chart, etc.

Data Series A set of related data values e.g. GPAs of students from Trimester 1 is one data series, GPAs of students from Trimester 2 is another data series.

Category A grouping of comparable data values from each data series e.g. Chitra’s GPAs from the three data series are under one category since it is her personal performance trimester by trimester that we want to compare in this chart.

How to Create a ChartHow to Create a Chart

1. Enter the data into the worksheet.

2. Structure it appropriately with headings.

3. Select the range of structured data (let’s say A1:D4) and press Alt + F1

Ahmad Benjamin Chitra

GPA for Trimester 1 2.2 2.62 3.09



How to Create a ChartHow to Create a Chart

4. An unformatted chart is created on the same worksheet.

How to Create ChartHow to Create Chart

5. To add more chart elements, select the chart and click on the Chart Tools context menu, and choose Layout. Specify the chart title, axis labels, data labels, gridlines, etc as required.

Documents

CMPF124 Productivity With Information Technology Module 3 Microsoft Office Suite Microsoft Excel Microsoft Office Suite Microsoft Excel