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Basics of Excel
Please sit in the back if you are inexperienced with
Excel—Heather will be there to help
2
Worksheets
• Excel’s main screen
is called a
“worksheet”.
• Each worksheet is
comprised of many
boxes, called
“cells”.
3
Selecting a Cell
• “Select” a cell by
clicking on it once
(don’t double click).
• You can move from
cell to cell with the
arrow keys.
4
Entering Information / The Formula Bar
• To enter information in
a cell, just start typing.
• When you are done
either
– Press the Enter
Key
– Press an arrow
key
• The information in the
selected cell is also
displayed in the
“formula bar” above
the worksheet.
5
Double Click to Modify a Cell
Double click to
change “hi there”
to “hello there”
6
Column Names (letters) & Row Names
(numbers)
• The columns of the
worksheet are
named with letters
• The rows are
named with
numbers
Selected
Cell
7
Cell Names (ex. B4)
• The name of a cell is
a combination of the
Letter Of The
Column that the cell
is in followed by the
Number Of The Row
that the cell is in.
• Example: the selected
cell in the picture is
named B4 (NOT 4B)
• Excel automatically
shows the the name
of the currently
selected cell in the
“name box” (located
above the worksheet).
Name
Box
Selected
Cell
8
Excel Formulas
• You must have an equals sign ( = ) as the first
character in a cell that contains a formula.
• The = sign tells excel that the contents of the cell is
a formula
• Without the = sign, the formula will not calculate
anything. It will simply display the text of the formula.
9
Formulas - correct
formula with = sign After pressing ENTER
10
Missing = sign
Missing = sign!
Before pressing enter
After pressing ENTER
(no change - not a formula)
11
Types of operations
You can use any of the following operations in a formula:
operation symbol example
addition: + =a1+3
subtraction: - =100-b3
multiplication: * =a1*b1
division: / =d1/100
exponentiation ^ =a2^2
12
Explicit values and cell references
You can use both explicit values and cell references in a
formula:
– Formula with only cell references: =a1*b1
– Formula with only literal values: =100/27
– Formula with both cell references and literal values:
=a1/100
13
The SUM function
Examples
Function Result
=SUM(1,2,3,4,5) 15
=SUM(a1,b1,c1) a1+b1+c1
=SUM(9,a1,b2,5,c1) 9+a1+b2+5+c1
Ranges
• A rectangular box of cells is called a “range”.
• The name of a range is
– the name of the upper left cell of the range
– Followed by a colon :
– Followed by the lower right cell of the range
• Example: A1:B2 is shorthand for A1,A2,B1,B2
– See next slide for more examples
14
A1:B2
Examples of Range Names
C3:E10
B2:B5
B3:E3
15
16
Summing a range
Both of the following function calls produce the same result
as =a1+b1+c1+a2+b2+c2+a3+b3+c3+a4+b4+c4
however the 2nd version uses a range and is much shorter.
without a range
=SUM(a1,b1,c1,a2,b2,c2,a3,b3,c3,a4,b4,c4)
with a range
=SUM(a1:c4)
17
Relative Cell References
• By default, when you copy a formula that contains a
cell reference, excel will automatically adjust the cell
reference.
18
Relative Cell References
D9 This is a "relative cell reference".
– Changing the column: If I copy this cell reference to
another cell:
• the "d" will increment one letter for every cell that I
move over to the right
• The "d" will decrement one letter for every cell that I
move over to the left
– Changing the row: If I copy this cell reference to another
cell:
• the "9" will increment by one for every cell that I move
down
• The "9" will decrement by one for every cell that I move
up
Go to course website:
http://umn.edu/~ruggles/hist3797

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Excelbasics.ppt

  • 1. Basics of Excel Please sit in the back if you are inexperienced with Excel—Heather will be there to help
  • 2. 2 Worksheets • Excel’s main screen is called a “worksheet”. • Each worksheet is comprised of many boxes, called “cells”.
  • 3. 3 Selecting a Cell • “Select” a cell by clicking on it once (don’t double click). • You can move from cell to cell with the arrow keys.
  • 4. 4 Entering Information / The Formula Bar • To enter information in a cell, just start typing. • When you are done either – Press the Enter Key – Press an arrow key • The information in the selected cell is also displayed in the “formula bar” above the worksheet.
  • 5. 5 Double Click to Modify a Cell Double click to change “hi there” to “hello there”
  • 6. 6 Column Names (letters) & Row Names (numbers) • The columns of the worksheet are named with letters • The rows are named with numbers Selected Cell
  • 7. 7 Cell Names (ex. B4) • The name of a cell is a combination of the Letter Of The Column that the cell is in followed by the Number Of The Row that the cell is in. • Example: the selected cell in the picture is named B4 (NOT 4B) • Excel automatically shows the the name of the currently selected cell in the “name box” (located above the worksheet). Name Box Selected Cell
  • 8. 8 Excel Formulas • You must have an equals sign ( = ) as the first character in a cell that contains a formula. • The = sign tells excel that the contents of the cell is a formula • Without the = sign, the formula will not calculate anything. It will simply display the text of the formula.
  • 9. 9 Formulas - correct formula with = sign After pressing ENTER
  • 10. 10 Missing = sign Missing = sign! Before pressing enter After pressing ENTER (no change - not a formula)
  • 11. 11 Types of operations You can use any of the following operations in a formula: operation symbol example addition: + =a1+3 subtraction: - =100-b3 multiplication: * =a1*b1 division: / =d1/100 exponentiation ^ =a2^2
  • 12. 12 Explicit values and cell references You can use both explicit values and cell references in a formula: – Formula with only cell references: =a1*b1 – Formula with only literal values: =100/27 – Formula with both cell references and literal values: =a1/100
  • 13. 13 The SUM function Examples Function Result =SUM(1,2,3,4,5) 15 =SUM(a1,b1,c1) a1+b1+c1 =SUM(9,a1,b2,5,c1) 9+a1+b2+5+c1
  • 14. Ranges • A rectangular box of cells is called a “range”. • The name of a range is – the name of the upper left cell of the range – Followed by a colon : – Followed by the lower right cell of the range • Example: A1:B2 is shorthand for A1,A2,B1,B2 – See next slide for more examples 14 A1:B2
  • 15. Examples of Range Names C3:E10 B2:B5 B3:E3 15
  • 16. 16 Summing a range Both of the following function calls produce the same result as =a1+b1+c1+a2+b2+c2+a3+b3+c3+a4+b4+c4 however the 2nd version uses a range and is much shorter. without a range =SUM(a1,b1,c1,a2,b2,c2,a3,b3,c3,a4,b4,c4) with a range =SUM(a1:c4)
  • 17. 17 Relative Cell References • By default, when you copy a formula that contains a cell reference, excel will automatically adjust the cell reference.
  • 18. 18 Relative Cell References D9 This is a "relative cell reference". – Changing the column: If I copy this cell reference to another cell: • the "d" will increment one letter for every cell that I move over to the right • The "d" will decrement one letter for every cell that I move over to the left – Changing the row: If I copy this cell reference to another cell: • the "9" will increment by one for every cell that I move down • The "9" will decrement by one for every cell that I move up
  • 19. Go to course website: http://umn.edu/~ruggles/hist3797