Microsoft Excel Spreadsheets

Fundamentals of
Microsoft Excel
Yvette Newton Sands
EDET 722 – Fall 2016
ysands@mailbox.sc.edu Next Page

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This lesson will introduce you to the fundamentals of Microsoft Excel.
Microsoft Excel is the premier spreadsheet application used in many
business environments today. Management, accounting, marketing,
human resources and many other firms use Microsoft Excel to perform
day to day activities.
You will be presented information about spreadsheets and Microsoft
Excel, and then you will get to practice what you have learned.
Throughout the lesson you will be given short quizzes that will
determine if you have mastered the information in the lesson.
This lesson will take approximately 20 minutes to complete. There will
be a brief assessment at the end of the lesson.
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Identify the
definition and
purposes of
spreadsheets
Identify the parts
of a spreadsheet
Identify the
definition of an
Excel formula
Identify the parts
of an Excel formula
Describe the order
of operations used
in Excel X
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Identify the proper
method for entering
a formula into an
Excel spreadsheet
Differentiate
between relative,
absolute, and mixed
cell references
Recognize when to
use a relative,
absolute or mixed
cell reference
Recognize various
ways Excel
spreadsheets are
used in business
environments
Identify how
spreadsheet are
used to provide
business solutions
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• An electronic file that contains a grid of
columns and rows used to organize related data
and to display results of calculations; thus,
enabling interpretation of quantitative data for
decision making.
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Let’s Take a Look At The Parts of a Spreadsheet
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Microsoft Excel is a software program produced
by the Microsoft Corporation that allow users to
organize, format, and calculate data with
formulas using a spreadsheet system.
Microsoft Excel is the most popular and widely
used spreadsheet software in business
environments.
Microsoft Excel has a wide range of applications
that include simple data entry to more intricate
problem solving tools that are used to make
business decisions. X
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1. You will be asked a series of questions to check to see if you understand
the material that has been discussed throughout the lesson.
2. In order to answer the question, select an appropriate letter.
3. After you choose an answer, you will be notified if your answer is correct
4. After you view the notification, click on the letter and the notification will
disappear
A B C D
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Choose the correct answer
A spreadsheet is a tool that allows the user to:
organize data and to
display results of
calculations
view and change text
create graphics
make banners and
postersD
C
B
AA

On a spreadsheet a __________ is identified by a
number:
name box
column
formula box
row
AA
B
C
D X
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Now that you know
what a spreadsheet is,
let’s discuss the
purposes of
spreadsheets.

STORING DATA
Spreadsheets
store data within a
system of cells,
organized into
rows and columns.
A cell can contain
a data value or a
calculation
GAIN INSIGHT
Once data is
stored within a
spreadsheet,
businesses can use
the data to gain
insight into
business
operations.
Businesses can
gain insight into
income,
expenditures,
future sales, and
profit.
ANALYZE DATA
Spreadsheets can
be used to
perform analytical
tasks on data. This
includes
mathematical
functions, such as
adding or counting
values. By entering
a formula or
choosing from one
of many preset
functions, data can
be analyzed..
AID IN PLANNING
The insights gained
from a spreadsheet
can form the basis
of future planning
processes within
businesses. Within
a spreadsheet,
businesses can
carry out tests to
estimate the impact
of particular
decisions on their
business.
PRESENT DATA
In Excel, users can
choose
visualization tools
which allow data to
be transformed into
form a wide range
of display options
including line
charts, pie charts,
scatter charts,
bubble charts and
pivot charts
Store
Data
Analyze
Data
Present
Data
Gain
Insight
Aid
In
Planning
Click on each term for an explanation
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Microsoft Excel’s power lies in
its ability to organize related
data and to display results of
calculations; thus, enabling
interpretation of quantitative
data for decision making.
Excel calculates data using
formulas.
A formula is a mathematical
expression that calculates the
value of a cell.
Cell A3 below contains a
formula which adds the
value of cell A2 to the
value of cell A1.
Formula
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Function: a type of or statistical operation
Examples: PI, SUM, AVE, MIN, MAX
FUNCTION
Operators: special symbols that perform specific
operations between operands and then return a
result.
Examples: +, -, *, /
OPERATORS
Constant: value entered in to a
formula; constants can be numbers
or text
Examples: 2, 3, 100, “Age”
CONSTANT
Cell References: used to refer to
a cell or range in an Excel
spreadsheet
Examples: A1, B4
CELL
REFERENCE
Parentheses: control the order in which
expressions within a formula are evaluated
PARENTHESES
An Equal Sign (=) is typed in a
cell to before the formula to
indicate a formula will be
entered
EQUAL
SIGN
The parts of an Excel Formula are listed below. Select each term to view its
definition and example. Click on the term again to remove the definition and
example
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.
Select a
cell
Enter a (=) sign
• an (=) sign indicates that a
formula will be entered into
the cell
Enter the
Formula
Enter the formula. Make sure
you enter cell references not
cell values
Click to View Video
Now that you are able to
identify the different parts of
a formula, you can enter the
formula into a the cell of a
spreadsheet
The video demonstrates how to enter formulas into a worksheet.
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Order of Operations
Once a formula is entered into a cell, Excel follows the
order of operations when it performs mathematical and
statistical calculations.
The order of operations are the rules which determine
what calculations come first in a formula.
The order of operations is important because it
determines the how Excel calculates the values of each
cell.
The order of operations in Excel is the same basic order
of operations used to solve math problems.
The order of operations is: (PEMDAS) P – Parenthesis,
E – Exponents, M – Multiplication, D – Division,
A – Addition, S – Subtraction
A good memory technique to remember the order of
operation is:
Please Excuse My Dear Aunt Sally
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An Excel formula_______
is a special symbol that
performs a specific
operation.
explains how to enter
calculations into a
spreadsheet
is a mathematical
expression that calculates
the value of a cell
Is used to create graphs and
charts.
A
B
C
D

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In an Excel formula, A1,B3,D2 are examples of
constants
references
operators
functions
A
C
D
B

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In an Excel formula, PI, SUM, MAX, are examples of
constants
references
operators
functions
A
C
B
D

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Given a list of operations where A = Addition, D=Division, E=Exponents, M=Multiplication
P=Parenthesis, S=Subtraction, select the answer that identifies the correct Excel order of
operations.
S, M, A, D, P, E
P, E, M, D, A, S
D, A, E, S, M, P
M,P,A,E,S, D
A
C
D
B

After you properly enter a
formula into an Excel
spreadsheet, you do not have
to retype the formula each
time, but you can copy the
formula down a column or
across a row
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Select the cell that
has the formula you
want to fill into
adjacent cells
Drag the fill handle
down, up, or across
the cells that you
want to fill. In this
example, we are
dragging the fill
handle down
When you let go,
the formula gets
automatically
filled to the other
cells
To Copy a Formula Down a Column
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Let’s review the type of
cell references that can
be entered into Excel
formulas. These types of
references are called
relative, absolute, and
mixed

• A cell reference that
adjusts to the new cell
location when copied or
moved. By default, new
formulas are relative
references
• Used when the values in a
cell are expected to
change relative to the cell
position
• Most commonly used type
of reference in Excel
Relative Cell
Reference
does not adjust to a new
location when copied or
moved
• A currency symbol ($) is
placed before the cell
reference to indicate it
is an absolute reference
• Used when the values in
a cell reference are
expected to remain the
same
Absolute Cell
Reference
refers to a cell that
contains
both absolute and
relative references
• The reference has
either an absolute
column and relative
row, or absolute row
and relative column. A
($) is placed before the
column or row that is
expected to remain the
same
Mixed Cell
Reference
Example
A1
Example
$A1 or
A$1
Example
$A$1
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The 3 type of cell
references in Excel
(relative, absolute and
mixed) are used in
different ways when
they are entered into a
formula. Let’s take a
look at how they are
utilized.

Review Sierra’s Summer Fashions
Spreadsheet
Relative cell references are
used in each formula in column E
to calculate the Total Sales for
each item.
In column E the Total Sales is
calculated for each item by
summing the January, February,
and March sales.
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Sum of Column B through Column D in Row 5
Sum of Column B through Column D in Row 6
Sum of Column B : Column D in Row 7
RELATIVE CELL REFERENCE
Notice below when the formula is copied
down the column, the cell references
change. The cell references change
relative to the row and column in which
they are located.
Relative references are used when you
want the formula to change when it is
copied down a column. In this example,
you want the row numbers to change so
that the formula accurately calculates
Total Sales.
RESULTS
FORMULAS
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Spreadsheet
In column F, the Total Tax rate is
calculated for the ITEMS that are sold
in the store. The tax rate is listed in
cell B3.
An absolute cell reference is used in
the formulas in column F to calculate
TOTAL Tax
The TOTAL TAX in column F is
calculated by multiplying the TOTAL
SALES (E6) * TAX RATE (B3). The
formula is copied down column F.
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ABSOLUTE CELL
REFERENCE
RESULTS
FORMULAS
An absolute cell reference is used when the
values in a cell reference are expected to
remain the same. In this example $B$3 is an
absolute reference
Total Sales (E6) * Tax Rate ($B$3)
Total Sales (E7) * Tax Rate ($B$3) (notice the Tax Rate reference stays the same)
Total Sales (E8) * Tax Rate ($B$3) (notice the Tax Rate reference stays the same)
Each value in column E (TOTAL SALES) needs to be
multiplied by the same TAX RATE in cell B3. When
the formula is copied down column F, the value in B3
( TAX RATE) should stay the same and NOT change
In order for the value in cell B3 to stay the same, it
must be an absolute reference. To change a cell
reference to absolute, place a currency ($) symbol
before the column letter and row number ($B$3)
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Spreadsheet
Mixed cell references are used in
the formulas on the grid to
calculate the number of individual
products in each order.
The # of items in each box
(Column B) are multiplied by the
number of boxes ordered
(C5, D5,E5)
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Mixed Cell References
A mixed reference has either an absolute column
and relative row, or absolute row and relative
column. The ($) is placed before the column or
row that is expected to remain the same
A mixed reference is used when the column or
row within a reference is expected to stay the
same
RESULTS
FORMULAS
Depending on where the value appears in the grid, either
the row or the column will remain the same.
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True of False
When you enter a formula into an Excel spreadsheet you should
enter cell references instead of cell values into the formula.
TRUE
FALSE
A
B

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A cell reference that adjusts to the new cell location when
copied or moved is called a(n)
absolute cell reference
relative cell reference
mixed cell reference
specific cell reference
A
C
D
B

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A cell reference that DOES NOT adjust to the new cell
location when copied or moved is called a(n)
absolute cell reference
relative cell reference
mixed cell reference
specific cell reference
B
C
D
A

Absolute
Reference:
B$2 X
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Review the spreadsheet below of Weekly Cookie Sales. The tax rate is listed in cell B2. A
formula was created in E4 to calculate Tax on for the Total cookie sales. The formula will be
copied down column E. What type of reference should be used to refer to cell B2 when the
formula is copied down the column?
Mixed
Reference:
B2
Absolute
Reference:
$B$2
Relative
Reference:
B2
A
C
D
B

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Excel can be used in business
environments in several ways.
Businesses use relative,
absolute and mixed cell
references in Excel spreadsheets
to calculate and analyze data.
Let’s review some ways that
Excel is used to provide business
solutions.

Businesses create schedules with Excel that can
be used to manage day to day work assignments.
These schedules can be color-coded so that are
more easily readable. The spreadsheets can be
used to track when an employee is scheduled to
work or when an assignment is due.
Data forecasting enables a business to analyze
their data by taking past data and predicting
future performance.
Excel has several tools that help businesses
predict how certain variables can affect the
performance of their business in the future.
Planning
and
Forecasting
Excel in Business
Click here to view an
Excel Spreadsheet used to
provide a business
solution for planning and
forecasting
Double click the picture to view how spreadsheets are used in business
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Businesses can track product sales on a daily,
weekly, monthly or quarterly basis. Storing sales
data in an Excel spreadsheet allows them to
compare progress over time, and analyze upward
or downward trends. Once sales data has been
tracked in Excel, businesses can forecast sales
for the next year.
Excel also allows businesses to organize data into
charts and graphs for sales reports and
presentations.
Product
Sales
Click here to view an Excel Spreadsheet
used to provide a business solution for
product sales
Excel in Business
Double click the picture to view how spreadsheets are used in business
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Marketing
&
Product
Management
Business use Excel to help track customers,
budgets and make marketing projections. Excel
spreadsheet help businesses distinguish between
which ad campaigns are profitable which
campaigns are not profitable. Excel metric
reports help business analyze potential revenue
and plan future strategy.
Tracking total business sales in dollars along with
total advertising and marketing expenditures
with Excel allows businesses to see their return
on investment for specific marketing campaigns
marketing and product management
Excel in Business
Return to
objectivesSlide 50
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Basic
Accounting
Businesses use Excel for basic accounting
purposes. They can enter debits and credits onto
spreadsheets just as they would enter them into
an accounting ledger. An important benefit of
using Excel is that it can help businesses visually
analyze data by creating charts and graphs that
allow them to compare business income and
expenditures over time.
Excel can also be used for month to month
accounting purposes. Businesses can create a
double entry ledger to record income and
expenses, enter sales data, manage inventory,
track their budget.
.
basic accounting
Excel in Business
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Choose the answer that correctly lists the ways Excel
spreadsheets are used in business environments.
Create queries, sorts, and reports
Manage reports, templates, and
websites
Aid in budgeting, forecasting, and
accounting
Produce documents and letters
A
B
D
C

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Review the diagram below and choose the correct answer that
will accurately complete the phrase. The example below
demonstrates how an Excel spreadsheet was used to aid in
__________________ in business environments.
planning and forecasting
accounting
sales
marketing and product
management
A
B
D
C

You have completed the
Fundamentals of Excel Lesson
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https://goo.gl/forms/0sPpkU0RE7BjlBYO2
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