Excel is useful for calculations, charts, and data analysis. It uses spreadsheets organized into rows and columns made up of cells. Cells can contain numbers for formulas to perform calculations. Formulas allow testing of "what if" scenarios. Excel can also create charts to visually represent results. Common functions include SUM, AVERAGE, and conditional formatting. Pivot tables and charts allow summarizing and visualizing data. Budget templates demonstrate setting up a monthly budget to track income, expenses, and the ending balance.
2. What is Excel for?
Excel is useful for calculations, charts, databases, and
data analysis.
Excel is used to make and edit spreadsheets the way
Microsoft Word is used to make documents.
Spreadsheets organize numbers, formulas, and words
into rows and columns.
Each row/column intersection is called a cell.
3. Numbers entered into cells can be used by formulas in
the spreadsheet to solve cumbersome calculations.
This helps with budgets and other number crunching
or repetitive calculation tasks.
You can easily change the numbers used by a formula
to test “what if” scenarios such as “how much more
would I need to earn to pay for the gas and oil to
commute to Schaumburg rather than Rockford?”
Or
On what and how much do I need to cut back to save
for a summer vacation?
Excel can then create charts to show the results
graphically.
4. The Excel window
Opening Excel creates a new workbook that is open to
the home tab.
The workbook contains three spreadsheets.
6. Sorting Data
Open Library DB
Click the top left cell and drag through the bottom
right cell to select all the data.
Sort by State
Sort by State and Month
Undo
7. Entering Data
Click cell A1. The border of the active cell is bold.
Type your name.
8. Enter the date in another cell
Use the arrow keys to move to cell D1 and enter the
date.
Notice that what you type in the cell is shown in the
Formula Bar.
The cell that you are in is shown in the Name Box.
9. Move a row…
Click the row number to the left of your name and
notice that the row turns blue.
Put your cursor on the bold border below your name
and notice that the cursor becomes a diagonal arrow.
Click and drag the row to row 4
10. Move a cell…
Click the cell with your name in it and notice that the
border of this active cell becomes bold.
Put your cursor on the bold border below your name
and notice the cursor becomes a diagonal arrow.
Click and hold the mouse button and drag the cell
back to A1
11. Type some numbers in the cells
below your name
Use the down arrow key to move to cell A3.
Type 1.
Move to cell A4.
Type 2.
Move to cell A5.
Type 3.
Move to cell A6.
12. In cell A6 type the formula =a3+a4+a5
Press the Enter key to leave the cell and calculate the
result.
Enter a formula
13. Use autosum
Click and drag from A3 through A5. Release the mouse.
Put the cursor on one of the bold borders, hold down
Ctrl+click, and drag the cells to the C column…
Click C3 and drag through C5 to select the three cells.
Click the AutoSum button at the top right corner of
Excel.
14. Formulas and functions
Formulas always start with
an = sign.
=2+2
=C3+C4
+ - * / ^
Functions are-defined
formulas in Excel
=name_of_function
=SUM
=AVERAGE
=SQRT
=TODAY()
=NOW()
15. Formulas and functions cont.
Select worksheet 3 at the bottom left corner of Excel.
Enter random numbers in 9 cells of column B.
Click and drag through the cells, and then use
Ctrl+click to drag a copy of the cells to column D…
18. Insert rows or columns
Select a column.
Right click and select insert.
Select a row.
Right click and select insert row.
Select a set of cells.
Right click and specify whether to shift existing cells
across or down.
Select multiple rows.
Right click and select insert row to insert the same
number of rows as is selected.
19. Auto series
Type first value(s)
Click corner dot for
the small + cursor.
Click and drag…
23. More Conditional Formatting
Syntax is:
=if(cell operator value, “phrase if true”, “phrase if false”)
=if(D12>=1600,”Well Done!”,”Go Home”)
24. Even More Conditional Formatting
Open “Practical Joke Items
=sumif(range,"filter argument","range to filter“)
=sumif(C4:C49,“Illinois",F4:F49) searches for Illinois in
column C cells 4-49 and then adds the values in column
F that have Illinois
averageif function does averages
29. Create a monthly budget
You can model different budgets to see how much
money is left at the end of the month.
Click Sheet2 at the bottom of Excel to switch to the
blank Sheet2.
Right click the tab and select Rename.
Name the tab Budget.
30. Create column titles
Click D1, type Checking.
Click C2, type Starting.
Click A3, type Date, and press right arrow.
B3 Check #
C3 Desc.
D3 Debit
E3 Credit
F3 Total
31. Format the column titles
Click the grey row number 3 to select the description
row.
Click the bold B or Ctrl+b to make the headings bold.
Click the column letter D to select the Debit column.
Click the arrow next to the yellow paint pail and select
a pale pink color.
33. Shade the monthly balance line
Select A20 through F20 by one of the following:
Click and drag from A20 through F20.
Click A20, hold the Ctrl key, click B20, C20, D20, E20,
F20.
Click A20, hold the shift key,and use the right arrow key
to select through F20.
Click A20, hold the shift key, click F20.
Click the fill icon, and select a pale grey.
35. Enter balance formula, cont.
The balance at the end of the month will be shown in
the grey cell F20.
All Debits and Credits for the month are added to the
starting balance to show the balance at the end of the
month.
The formula is:
=F2+D4+D5+D6+D7+D8+D9+D10+D11+D12+D13+D14+
D15+D16+D17+D18+D19+E4+E5+E6+E7+E8+E9+E10+E1
1+E12+E13+E14+E15+E16+E17+E18+E19
Using the SUM function: =F2+SUM(D4:E19)
36. Selecting multiple cells
Click, hold, and drag.
Click Name Box and type starting cell : ending cell
Click top left corner. Shift click lower right corner.
Ctrl+click to add individual rows or cells.
Ctrl+spacebar selects column.
Shift+spacebar selects row.
Ctrl a selects all cells.
Click little grey box in top left corner to select all cells.
Ctrl+click selects current region.
37. Select A3 through F20.
Place the cursor on a
border, Ctrl+click, and
drag the cells straight
down to duplicate the
contents.
Click F38 and notice
that the formula uses
the new cells that
were just pasted.
Duplicate
cells…
38. Duplicate cells cont.
Select A3 through F20.
Place the cursor over the lower right corner
of the selection.
When the cursor is a thin + click, hold, and
drag straight down through a few hundred
cells. This will copy the selected cells many
times to create a few years of budget. Cells
A21:F40 are overwritten...
Click F38 and notice that the formula uses
the new cells that were just pasted.
41. Enter budget information for
additional months
Estimate future income and expenditures for a “what
if” budget prediction.
Add additional rows for credits and debits not already
covered.
Existing formulas are adjusted for added rows or
columns.
42. Delete cell vs. clear content
Right click a cell with
text in it.
Select Delete.
Select Shift cells left or
Shift cells up and the
deleted space is filled
by sliding the row or
column into the empty
space…
Equations are not
adjusted.
43. Delete cell vs. clear content
Right click a cell with
text in it.
Select Delete.
Select Entire row or
Entire column and that
column or row is
deleted by sliding the
row or column into the
empty column or row…
Equations are adjusted.
44. Delete cell vs. clear content,
cont.
Right click a cell with
text in it.
Select Clear Contents.
The cell is emptied,
but it keeps its space
in the spreadsheet…
Equations are not
affected.
45. Left align, center, right align the
cell contents
Select a column, cell, or multiple cells.
Use the alignment icons to left, center, or
right align the text within the cell(s)…
47. Keyboard shortcuts
Ctrl z Undo
Ctrl y Redo
Ctrl n New workbook
Ctrl s Save
Ctrl p Print
Esc Escape menu
Ctrl b Bold
Ctrl i Italicize
Ctrl u Underline
Ctrl c Copy
Ctrl v Paste
Ctrl f Find
F1 Help
Hover over a button to show the keyboard shortcut.
48. Create a temperature chart…
Create the table
headers and
make the text
bold.
Use autofill to
insert months.
Enter
temperatures.
