1 Spreadsheet Processing

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1 Page 0 German University in Cairo Media Engineering and Technology Prof. Dr. Slim Abdennadher Introduction to Computer Science, Winter 2015 Microsoft Excel Spreadsheet Processing 1.1 Spreadsheet Basics Excel allows you to create spreadsheets much like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The letters and numbers of the columns and rows (called labels) are displayed in gray buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells can contain text, numbers, or mathematical formulas. 1.2 Microsoft Excel 2007 Screen Elements 1.3 Adding and renaming worksheets The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By default, three worksheets are included in each workbook. To add a sheet, press the Insert Worksheet button in the worksheet tabs bar. To rename the worksheet tab, right-click on the tab with the mouse and select Rename from the shortcut menu. Type the new name and press the ENTER key. 1.4 The Microsoft File tab This tab allows you to quickly access basic Excel commands. Click on it to open the following menu

2 Page 1 New: Select File New from the menu bar, or click the New button to create a new workbook. Note that by pressing File New you might get the new file dialog box. Open: Click File Open from the menu bar, or click the Open folder button to open an existing workbook. Save: The first time you save a workbook, select File Save As and name the file. After the file is named click File Save, CTRL+S, or the Save button on the standard toolbar. Print: Click the Print button to open the print menu in order to preview and print the document. Share: click the share button to share a copy of the document to other people. 1.5 The Ribbon The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under Tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. 1.6 The Zoom Slider To change the size that the worksheet appears on the screen, choose a different percentage by adjusting the slider position. 2 Modifying the worksheet 2.1 Moving through the cells Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes listed in the table below to move through the cells of a worksheet

3 Page 2 One cell up One cell down One cell left One cell right Top of the worksheet (cell A1) End of the worksheet (last cell containing data) End of the row End of the column Any cell up arrow key down arrow key or ENTER left arrow key right arrow key or TAB CTRL+HOME CTRL+END CTRL+right arrow key CTRL+down arrow key In the cell number box type the column letter followed by the row number 2.2 Adding rows and columns Row: To add a row to a worksheet, select Home cells Insert Insert Sheet Rows from the Ribbon, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert. Column: Add a column by selecting Insert select Home cells Insert Insert Sheet Columns from the Ribbon, or highlight the column by click on the column label, right-click with the mouse, and choose Insert. 2.3 Resizing Rows and Columns There are two ways to resize rows and columns: Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize. Click the row or column label and select Home cells Format RowHeight or ColumnWidth from the Ribbon to enter a numerical value for the height of the row or width of the column. 2.4 Selecting cells Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of cells. One cell Entire row Entire column Entire worksheet Cluster of cells (cell A1) click once in the cell click the row label click the column label click the upper left corner of the worksheet: top of the first row and left of the first column drag mouse over the cells or hold down the SHIFT key while using the arrow keys To activate the contents of a cell for editing, double-click on the cell or click once and press F Moving and copying cells Moving Cells: To cut cell contents that will be moved to another cell click the Cut button on the Ribbon Home Clipboard group. Copying Cells: To copy the cell contents, click the Copy button on the Ribbon Home Clipboard group. Pasting Cut and Copied Cells: Highlight the cell you want to paste the cut or copied content into and click the Paste button on the Ribbon Home Clipboard group.

4 Page 3 Drag and Drop: If you are moving the cell contents only a short distance, the drag-and-drop method may be easier. Simply drag the highlighted border of the selected cell to the destination cell with the mouse. 2.6 Freeze Panes If you have a large worksheet with column and row headings, those headings will disappear as the worksheet is scrolled. By using the Freeze Panes feature, the headings can be visible at all times. a) Click the label of the row below the row that should remain frozen at the top of the worksheet. b) Select View Freeze Panes from the Ribbon. c) To remove the frozen panes, select View Unfreeze Panes. Example: A freeze pane has been added to row 1 in the image above. Notice that the row numbers skip from 1 to 6. As the worksheet is scrolled, row 1 will remain stationary while the remaining rows will move. 3 Formatting Cells 3.1 Home Tab Formatting groups The contents of a highlighted cell can be formatted in many ways 3.2 Format cells dialog box For a complete list of formatting options, right-click on the highlighted cells and choose Format Cells from the shortcut menu. Number tab - The data type can be selected from the options on this tab. Select General if the cell contains text and number, or another numerical category if the cell is a number that will be included in functions or formulas.

5 Page 4 Alignment tab - These options allow you to change the position and alignment of the data with the cell. Font tab - All of the font attributes are displayed in this tab including font face, size, style, and effects. Border and Pattern tabs - These tabs allow you to add borders, shading, and background colors to a cell. 3.3 Dates and times If you enter the date January 1, 2001 into a cell on the worksheet, Excel will automatically recognize the text as a date and change the format to 1-Jan-01. To change the date format, select the Number tab from the Format Cells window. Select Date from the Category box and choose the format for the date from the Type box. If the field is a time, select TTimeffrom the Category box and select the type in the right box. Date and time combinations are also listed. Press OK when finished. 3.4 Format painter A handy feature on the standard toolbar for formatting text is the Format Painter. If you have formatted a cell with a certain font style, date format, border, and other formatting options, and you want to format another cell or group of cells the same way, place the cursor within the cell containing the formatting you want to copy. Click the Format Painter button in the standard toolbar (notice that your pointer now has a paintbrush beside it). Highlight the cells you want to add the same formatting to. To copy the

6 Page 5 formatting to many groups of cells, double-click the Format Painter button. The format painter remains active until you press the ESC key to turn it off. 3.5 AutoFormat Excel has many preset table formatting options. Add these styles by following these steps: Highlight the cells that will be formatted. Select Format as a table from Home Styles on the Ribbon Select the format you want to apply to the table by clicking on it with the mouse. Use the scroll bar to view all of the available formats. Click ok on the dialog box that appears next. To change the style of the fonts in the table select cell styles

7 Page 6 4 Style Sheet Processing 4.1 Formulas and Functions The distinguishing feature of a spreadsheet program such as Excel is that it allows you to create mathematical formulas and execute functions. Otherwise, it is not much more than a large table for displaying text. 4.2 Formulas Formulas are entered in the worksheet cell and must begin with an equal sign =. The formula then includes the addresses of the cells whose values will be manipulated with appropriate operands placed in between. After the formula is typed into the cell, the calculation executes immediately and the formula itself is visible in the formula bar. See the example below to view the formula for calculating the sub total for a number of textbooks. The formula multiplies the quantity and price of each textbook and adds the subtotal for each book.

8 Page Functions Functions are predefined formulas that perform calculations by using specific values, called arguments, in a particular order, or structure. Functions can be used to perform simple or complex calculations. For example, the MAX function finds the largest value in a set of values. To find the book with maximum quantity, you can you the MAX function. a) Click any empty cell in your document b) Click Formulas Insert Function to open the insert function dialog box c) Select MAX from the functions list d) Type the range of cells you want, B2:B4 as in the figure above e) Press OK 5 Sorting and filling 5.1 Basic sorts To execute a basic descending or ascending sort based on one column, highlight the cells that will be sorted and click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button on the standard toolbar. 5.2 Complex sorts To sort by multiple columns, follow these steps:

9 Page 8 a) Highlight the cells, rows, or columns that will be sorted. b) Select Data Sort from the menu bar. c) From the Sort dialog box, select the first column for sorting from the Sort By drop-down menu and choose either ascending or descending. d) Click the Add Level button to add a Then by menu, you can add as many sorting criteria as you need. e) If the cells you highlighted included the text headings in the first row, mark My data has headers and the first row will remain at the top of the worksheet. f) Click OK to execute the sort. 6 Charts Charts allow you to present data entered into the work sheet in a visual format using a variety of graph types. Before you can make a chart you must first enter data into a worksheet. This page explains how you can create simple charts from the data. 6.1 Charts Wizards The Chart Wizard brings you through the process of creating a chart by displaying a series of dialog boxes. a) Enter the data into the worksheet and highlight all the cells that will be included in the chart including headers. b) Go to Insert Charts on the Ribbon. c) Choose the type of chart you want and click the selection to create your chart.

10 Page 9 Highlight your chart and the ribbon will display 3 new tabs containing the chart options the Design, Layout and Format. d) You can change the source of the data for the chart by clicking on the Design Data Select Data. e) Select the data source (if different from the area highlighted in step 1). Your Chart Data range field should start with =Sheet1. You can edit the row or column data by clicking on the Edit button and highlighting the cells you want to display on either axis. f) You can change the Labels of the chart using the options in Layout Labels. Chart Title: changes the title displayed on the top of the chart Axis Titles: adds/changes titles displayed on the 2 axis Legend: The color legend that indicates what the bars on the chart represent

11 Page 10 Data Labels: displays the values of each bar Data Table: displays a table containing the data of the spreadsheet under the axis g) You can change the location where the chart appears by clicking on Design Location Move chart.

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