Excel - Beginner Documentation. Table of Contents

Transcription

1 The Center for Teaching Excellence Table of Contents Basics... 1 What is a spreadsheet... 1 Why on a computer... 1 Basics of a spreadsheet... 1 Types of data... 1 Formatting... 1 Organize content in rows and columns... 1 Change column and row sizes... 1 Merge cells... 3 Hide rows and columns... 3 Insert and Cut & Paste rows and columns... 4 Paste special... 4 Transpose... 4 Splitting and freezing panes... 5 Split window... 5 Freeze panes... 5 Format data in cells... 6 Formulas... 7 Basic formulas ( +, -, /, *, ^, () )... 7 Formula function... 7 Copying formulas... 8 Referencing... 8 Relative references... 8 Absolute references... 9 Autoformatting... 9 Conditional formatting Insert Charts & Graphs Printing Print preview Page Break Preview... 13

2 Basics What is a spreadsheet It s the equivalent of a paper ledger sheet. Spreadsheets are used for tracking money, working with numerical data, statistics, etc. Why on a computer The computer does the calculating for you. Also, if you change values (say, if you change a grade) the computer recalculates instantaneously for you. Basics of a spreadsheet Spreadsheets are made up of columns and rows, whose intersections are cells. Columns: vertical; labeled with letters Rows: horizontal; labeled with numbers Cells: referred to with letter first, then number (in the example below, cell F2 is selected) Types of data Labels: Text (in the above example, Row 1 has the labels: First, Last, etc.) Constants: Numbers (in the above example, the grades in columns C, D, and E are constants: 89, 91, etc.) Formulas: Equations; must start with equals sign (if a cell has a formula, go to View > Formula Bar to view. The formula for cell F2 is =AVERAGE(C2:E2) (More on formulas on page 7) Formatting Organize content in rows and columns Change column and row sizes Several ways to do this: 1

3 Select the whole column or row and drag it to the appropriate size OR Select Format>Column>Width Enter the column width. Click OK. 2

4 Merge cells Select two cells (click and drag) Format > Cells > Alignment, select Merge cells Hide rows and columns Select entire row or column Format > Row (or Column) > Hide 3

5 Insert and Cut & Paste rows and columns Excel inserts columns to the left of the column you have selected, and inserts rows above the row you have selected. Insert > Rows (or Insert > Columns) Paste special Select a cell (or row, or column) Edit > Paste special Select the appropriate option (for example, to paste a number that is the result of a formula as a constant, select Values) Click OK Transpose To transpose a row or column (make a column a row, or vice versa): Select a row, column, or group of cells Edit > Paste special Select the Transpose check box Click OK 4

6 Splitting and freezing panes Split window This lets you see two to four copies of your document at the same time, so you can look at (and work in) multiple parts of the document simultaneously. Select the cell to the right of and below the point where you want the screen to split. Window > Split To remove the split, select Window > Remove Split Freeze panes This lets you keep some parts of the spreadsheet still (frozen) while you scroll through another part. Select the cell to the right of and below the point where you want the screen to freeze. Window > Freeze Panes To unfreeze the panes, select Window > Unfreeze Panes 5

7 Format data in cells Select the cell you want to apply a special format to Format > Cells Select the format you want Click OK 6

8 Formulas Use formulas to perform mathematical operations in Excel. The equals sign (=) is the signal to Excel that you are typing a formula in a cell. Always start your formula with an equals sign. Basic formulas ( +, -, /, *, ^, () ) You can use Excel to: add, subtract, divide, multiply, raise to the exponent. You can also group operations to have Excel, for example, first add values in cells and then divide by the total number of cells. Formula function To insert a function into a cell: Insert > Function Look for the function you want to use in the Select a function: field. If you don t see it, search for it by typing the name of the function in the Search for a function: field and clicking Go. 7

9 Select the function you want and click OK. Specify the cells that you want to perform the function on (in this case, average) by clicking and dragging on the spreadsheet, or by entering the addresses of the cells in the Number fields. Click OK Some other functions you might want to use include: Absolute value, count, and rounding (which is different than applying a particular decimal format) Copying formulas To re-use a formula you ve created in another cell: Select the cell that contains the formula you want to copy Ctrl+C Select the cell where you want the formula to go Ctrl+V Referencing A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for the values or data you want to use in a formula. With references, you can use data contained in different parts of a worksheet in one formula or use the value from one cell in several formulas. You can also refer to cells on other sheets in the same workbook, and to other workbooks. References to cells in other workbooks are called links. Relative references A relative cell reference in a formula, such as A1, is based on the relative position of the cell that contains the formula and the cell the reference refers to. If the position of the cell that contains the formula changes, the reference is changed. If you copy the formula across rows or down columns, the reference automatically adjusts. By default, new formulas use relative references. For example, if you copy a relative reference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2. 8

10 Absolute references An absolute cell reference in a formula, such as $A$1, always refer to a cell in a specific location. If the position of the cell that contains the formula changes, the absolute reference remains the same. If you copy the formula across rows or down columns, the absolute reference does not adjust. By default, new formulas use relative references, and you need to switch them to absolute references. For example, if you copy a absolute reference in cell B2 to cell B3, it stays the same in both cells =$A$1. Autoformatting To automatically apply colors and borders to a table: Select the range of cells you want to apply formatting to Format > Autoformat Select the format you want to use 9

11 Click OK 10

12 Conditional formatting Select the cell or group of cells you want to apply conditional formatting to Format > Conditional formatting Set condition(s) Click Format Specify the way you want the cells to look if they meet the condition(s) 11

13 Click OK, then click OK again Insert Charts & Graphs Use the Excel Chart Wizard to insert a chart or graph: Select the cells you want to make the graph out of Insert > Chart Select the type and sub-type of chart you want to use 12

14 Click Next; click through the wizard and fill in anything you want to add If you want to include the chart on the same Excel page you re working on, then select As object in; if you want it on its own page select As new sheet Click Finish Printing The print area shows you what part of the spreadsheet will print. Print preview To see what your document will look like when it prints: File > Print Preview To leave the print preview view, click the Close button Page Break Preview In the Page Break Preview mode, you can change the print area by clicking and dragging the blue lines. File > Print Preview Click the Page Break Preview button Or View > Page Break Preview 13