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Spreadsheets
and Data
Management
MICROSOFT EXCEL
Spreadsheets
Allow users to perform simple and
complex sorting
Allow users to perform calculations
quickly by a click of a button
Organizes and presents figures that can
be analyzed, graphed and printed
Amount of information is limitless
Spreadsheets
Can be used to automatically
 Calculate totals for you
 Identify the category with the highest
and lowest numbers
 Calculate averages
 Create presentation charts from figures
Common Uses for Spreadsheets
 Sales
 Accounting
 Scheduling
 Inventory Systems
 Keeping statistics – sciences, psychology, etc
 Personal budgeting
 ANYTHING THAT USES NUMBERS!
Getting Started
The program we will be using is Microsoft
Excel
Microsoft Excel defaults:
• Workbook is the document that opens
• Every workbook begins with one worksheet
• Sheet1 (you have the option to add more)
• found at the bottom of your workbook
• To add a new worksheet, you select the + button next to
Sheet1 at the bottom of the screen
• worksheets can be deleted using the Home Menu-> Delete
(top right)-> Delete Sheet.
 Each worksheet can be individually named
 Double click on the worksheet that you would
like to rename, type the new name and hit enter
 The extension used to recognize an excel
spreadsheet is .xls.
 The default file name for a new excel
spreadsheet is Book 1.
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kiromax.ppt

  • 2. Spreadsheets Allow users to perform simple and complex sorting Allow users to perform calculations quickly by a click of a button Organizes and presents figures that can be analyzed, graphed and printed Amount of information is limitless
  • 3. Spreadsheets Can be used to automatically  Calculate totals for you  Identify the category with the highest and lowest numbers  Calculate averages  Create presentation charts from figures
  • 4. Common Uses for Spreadsheets  Sales  Accounting  Scheduling  Inventory Systems  Keeping statistics – sciences, psychology, etc  Personal budgeting  ANYTHING THAT USES NUMBERS!
  • 5. Getting Started The program we will be using is Microsoft Excel Microsoft Excel defaults: • Workbook is the document that opens • Every workbook begins with one worksheet • Sheet1 (you have the option to add more) • found at the bottom of your workbook • To add a new worksheet, you select the + button next to Sheet1 at the bottom of the screen • worksheets can be deleted using the Home Menu-> Delete (top right)-> Delete Sheet.
  • 6.  Each worksheet can be individually named  Double click on the worksheet that you would like to rename, type the new name and hit enter  The extension used to recognize an excel spreadsheet is .xls.  The default file name for a new excel spreadsheet is Book 1.
  • 7. Name Box – indicates the cell you are currently working in. This is known as the active cell. Column – identified by letters at the top of the worksheet. Vertical. Row – identified by numbers on the left side of the worksheet. Horizontal. Worksheet – the page you are working on in your workbook. Cell – the intersection of a row and column. Formula Bar - indicates the content of the selected cell. Formulas and text can be typed here. The symbol fx identifies the formula bar.
  • 8. Entering Information  Labels:  Information in the form of text  Numbers are useless without information to help users understand what they mean  (i.e. Total Money Owing)  Always left aligned in the cell  Values:  Numerical data  Important to not include commas, dollar signs, etc  You can format your spreadsheet to reflect currency, date, etc  Always right aligned in the cell
  • 10. Formatting Cells  When inputting data into a spreadsheet you only enter the value.  You can then format as currency, date, number, etc afterwards.  Use the Home menu  Number section to select the formatting option you would like to apply.
  • 11. Formatting Options for Values  $ allows you to format your value(s) as currency.  % allows you to convert your values to percentages. Remember all percentages are out of 100. If you put in a whole number and then select the % button it will multiply 100 by your value.  Input values as a decimal when the desired final outcome is % format  .- allows you to increase the number of decimal places in your value.  - allows you to decrease the number of decimal places in your value.
  • 12. Cut, Copy and Paste Review  In order to quickly move information from cell to cell you can use the same shortcuts as other Microsoft programs.  Cut (CTRL + X)  Copy (CTRL + C)  Paste (CTRL + V)  If you would like to copy values, labels or formulas from one cell to multiple cells you can use the handle in the bottom right corner.  Click on the black square handle, drag to other adjacent cells and then release.
  • 13. Delete, Copy, Cut & Paste  Clear and delete will remove your information without saving to the clipboard.  Copy and cut will prompt the clipboard to save your work.  Selecting Clear from the edit menu will provide you with 3 options:  All – deletes everything  Content – deletes values and labels only  Formatting – deletes formatting only
  • 14. Changing Row & Column Size  You can change the row height and column width to fit your cell contents so it is all visible.  Click on the seam of the row or column and drag to desired size. OR  Right click on the row(s) or column(s) and select the row height or column width option.  A box will appear for you to type in the desired size.
  • 15. Inserting and Deleting Rows and Columns  Additional rows and columns can be inserted by using the Home menu  Insert section.  Select where you would like the new row or column to be inserted by remembering that  When inserted:  Rows are added above  Columns are added to the left  To insert multiple rows or columns, highlight the equivalent number of rows and columns then use the insert option.
  • 16.  Rows and columns can be deleted using the same method.  Select the row(s) or column(s) that you would like to delete.  Home menu  Delete option  Select the item to be deleted
  • 17. Formatting Cells  In order to enhance the appearance of your spreadsheet and highlight specific cells you can do the following:  Select the cell(s) to be formatted  Home menu  Cell format option  Click on the button and a drop down menu will appear that will allow you to complete various format options.  Select the format cells option at the bottom and then navigate the tabs in order to complete all of your formatting at once.
  • 19. Sorting Data  You can sort your spreadsheet using a specific column to set your criteria for the sort.  After you have input your data, highlight your spreadsheet.  Select the Sort & Filter option under the Home menu.  Set your criteria for sorting.
  • 20. Homework  Complete Microsoft Excel Labeling worksheet.  Formatting Practice in Excel Assignment.