# Introduction to Microsoft Excel 2007/2010

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1 to Microsoft Excel 2007/2010 Abstract: Microsoft Excel is one of the most powerful and widely used spreadsheet applications available today. Excel's functionality and popularity have made it an essential component on computers in countless organizations, businesses, and other institutions throughout the world. If you are new to Excel the extensive array of features and capabilities that it provides may seem daunting at first, but don't worry. The keys to becoming proficient with Excel are patience, practice, and a solid foundation built on the basics. University of San Diego ATS, ext Page: 1

2 to Microsoft Excel 2007/2010 Contents Learning Objectives... 3 MS Excel Overview / The Ribbon... 4 Printing and Saving... 5 Workbooks and Worksheets... 6 Working with Cells... 6 Formulas and Functions... 8 Working with Tables... 9 Working with Charts Working with Formulas Working with Functions Project / Practice University of San Diego ATS, ext Page: 2

3 to Excel 2007/2010 Learning Objectives Learning Objectives Upon completion of this workshop you will be able to: Navigate the new Ribbon Interface Find the cut, copy, paste commands, etc. Customize the Quick Access Toolbar Download and use functional workbook templates Save and convert files in old and new Excel formats.xls (old version 2003 and earlier).xlsx (new version 2007/2010 versions) Create formulas to add, subtract, multiply, divide Use functions to sum values, calculate averages, etc. Create simple charts and modify a chart design template Sort data according to specific criteria Use the Concatenate function to join data in two cells Import and Export data to flat text or CSV files University of San Diego ATS, ext Page: 3

5 2007 vs The main difference between the 2007 and 2010 versions of the Ribbon is the placement of the File tab in 2010, which replaces the confusing Office Button featured in the 2007 version. The same commands are available in the new File tab, as well as a few additional ones, which we will cover later. Changes to the Help Menu Microsoft Help has changed as of version Users may now access Microsoft Office Online Help by selecting the Help Button in the top right corner of the application window: Try it! 1. Click the Help Button then search help with the term 2003 to Choose the Interactive: Word 2003 to Word 2007 command reference guide, or simply follow this linked text. (Find the 2010 guide here.) 3. Select Start the guide to launch the interactive reference guide tool. Tip! 1. To make the Help window always appear over other windows, click on the pushpin within the Help window toolbar. 2. To allow the Help window move beneath the active window, click on the pushpin to release. Saving and Printing But how do you save or print your document? In Excel 2007: Click the Microsoft Office Button In Excel 2010: Click the File Tab Then select Save or Save As, then Save As Type.doc or.docx from the drop down menu. University of San Diego ATS, ext Page: 5

6 Getting Started Getting Started: Introducing Workbooks and Worksheets Worksheets are divided into columns, rows, and cells. That's the grid you see when you open up a workbook. Columns run vertically from left to right. Rows run horizontally from top down on the worksheet. A cell is the space where one column and one row intersect. Each column has an alphabetical heading at the top. The first 26 columns have the letters from A through Z. After Z the letters begin again in pairs, AA through AZ. After AZ, the letter pairs start again with columns BA through BZ, and so on, until all columns have alphabetical headings, ending at XFD. Each row also has a heading. Row headings are numbers. Introducing Cells Introducing Cells: When you open a new workbook, the first cell is the active cell. It has a black outline. In the picture below, cell C5 is selected and is the active cell. It is outlined in black. You have two options: Begin a new worksheet, or open an existing worksheet. 1) To Open a new worksheet, click the Microsoft Office Button/New/Blank Workbook. 2) To Open a preexisting worksheet, simply double-click on any file with an.xls or.xlsx University of San Diego ATS, ext Page: 6

7 Try It! Try it! Opening a new Excel Spreadsheet Templates & Blank Worksheets 1) Templates: Click Microsoft Office Button New Installed Templates Loan Amortization. a. Case study: You want to purchase a new hybrid vehicle. Try filling in the template to calculate your payments. b. Enter cost (\$23,000), interest rate (6%) and term (5 years). 2) New Spreadsheet: Click on New Blank Workbook. a. Lets create a simple dataset and chart: When the file opens, type the number 100 in Cell A1, and press the Enter key. The heavy black border will move to the cell immediately below the one you were just located. b. Type 200 into this cell, press Enter. Finally, enter 300 into the cell immediately beneath. Your black border should be surrounding the cell beneath your column of numbers as shown: University of San Diego ATS, ext Page: 7

8 Formulas and Functions There are two methods to perform calculations: 1. Formulas and 2. Functions. Let s try a simple function. On the Home tab, click the (AutoSum) symbol in the Ribbon s Editing category. You should see a flashing animated border around your column of numbers. In the cell with the heavy border, you should see some text (=SUM), and some cell names corresponding to the cells that you entered your numbers into. Press Enter and the sum of your column of numbers will appear in the cell immediately beneath the numbers. Now let s format the spreadsheet to be more meaningful. 1. Insert a row above your numbers a. Right click Insert Entire Row b. Right click Insert Entire Column 2. Create the Headers in Bold 3. To adjust spacing between columns double-click the border between column letters. University of San Diego ATS, ext Page: 8

9 Working with Data in Tables Reproduce the following table in your worksheet by copy/paste or by typing in the column headers and employee names as below Monthly Sales Quantity Sold Jim 100 Cyd 200 Diane 300 Total 600 Add the Chart: 1. Select the Data by clicking on Monthly Sales and dragging to Diane s data in cell B4 2. On the Insert tab, in the Charts group, do one of the following: a. Click the chart type, and then click a chart subtype that you want to use. In this case, select a 3-D pie chart. b. To see all available chart types, click a chart type, and then click All Chart Types to display the Insert Chart dialog box, click the arrows to scroll through all available chart types and chart subtypes, and then click the ones that you want to use. University of San Diego ATS, ext Page: 9

10 Charts and Graphs Charts and Graphs: Charts are used to display series of numeric data in a graphical format to make it easier to understand large quantities of data and the relationship between different series of data. To create a chart in Excel, you start by entering the numeric data for the chart on a worksheet Then you can plot that data into a chart by selecting the chart type that you want to use on the Office Ribbon (Insert tab, Charts group) Microsoft Office Excel 2007 no longer provides the chart wizard. Instead, you can create a basic chart by clicking the chart type that you want on the Ribbon. To create a chart that displays the details that you want, you can then continue by following a step-by-step process. Getting to know the elements of a chart A chart has many elements. Some of these elements are displayed by default, others can be added as needed. You can change the display of the chart elements by moving them to other locations in the chart, resizing them, or by changing the format. You can also remove chart elements that you do not want to display. University of San Diego ATS, ext Page: 10

11 Charts and Graphs Elements of a Chart: 1) The chart and all its elements. Can be dragged into position by the frame. 2) The plot area: In a 2-D chart, the area bounded by the axes, including all data series. In a 3-D chart, the area bounded by the axes, including the data series, category names, tick-mark labels, axis titles. 3) The data points: Individual values plotted in a chart and represented by bars, columns, lines, pie or slices, dots, and various other shapes called data markers. Data markers of the same color constitute a data series. Each data series in a chart has a unique color or pattern and is represented in the chart legend. You can plot one or more data series in a chart. Pie charts have only one. 4) The axis, horizontal (category) and vertical (value): A line bordering the chart plot area used as a frame of reference for measurement. The y axis is usually the vertical axis and contains data. The x-axis is usually the horizontal axis and contains categories. 5) The legend: A box that identifies the patterns or colors assigned to the data series or categories in a chart 6) A chart and axis title: Descriptive text automatically aligned to an axis or centered at the top of a chart. 7) A data label: A label that provides additional information about a data marker, which represents a single data point or value that originates from a datasheet cell. Modifying a basic chart to meet your needs After you create a chart, you can modify any one of its elements. For example, you might want to change the way that axes are displayed, add a chart title, move or hide the legend, or display additional chart elements. Descriptions of Popular Chart types in Excel: Help Search Chart Types in the search area Select Enter University of San Diego ATS, ext Page: 11

12 Formulas Introducing Formulas: Formulas are visible in the formula bar (as above) when you click a cell that contains a result. If the formula bar is not visible, on the View tab on the Ribbon, in the Show/Hide group, select the Formula Bar check box. Try it! 1. Click on an empty cell somewhere below the chart you ve just created. 2. Type each of the following into the formula bar, beginning each time with an equal sign (=), and finally pressing ENTER. =10+5 to add =10-5 to subtract =10*5 to multiply =10/5 to divide Use cell references in formulas Entering cell references lets Microsoft Excel automatically update formula results if cell values are changed. For example, there are three ways to sum a range of cells. Before we begin, type the following values into cells B2, B3, and B4: Cell B2 = 5, Cell B3 = 10, Cell B4 = In cell C2, type out by hand =B2+B3+B4 (without the quotes). 2. In cell C3, do the following: o type = o select cell B2, o type + o select cell B3, o type + o select cell B4 o press ENTER 3. In cell C4, do the following: o type =SUM( o click down in cell C2 and drag to select the range to cell C4. o type ) o press ENTER Notice in the third example, Excel inserts a colon to indicate a range of cells. University of San Diego ATS, ext Page: 12

13 Working with Formulas Try it! Enter the following cell references to view a corresponding selection box: Cell references Refer to values in =A10 the cell in column A and row 10 =A10,A20 cell A10 and cell A20 =A10:A20 the range of cells in column A and rows 10 through 20 =B15:E15 the range of cells in row 15 and columns B through E =A10:E20 the range of cells in columns A through E and rows 10 through 20 Try it!: Revise the Sales Table and change the column header Quantity Sold to January and adding February and Total headers. Enter the additional data per the example below: A B C D 1 Sales January Febrary Total 2 Jim Cyd Diane Mark Total 1. Add Jim s sales from January and February and enter the amount in cell D2 (be sure to use numbers and not cell references) 2. Add Cyd s sales using Cell References within D3. 3. Apply the same formula by dragging the copy handle down from D3 to D4 4. Use the AutoSum function to add Mark s sales in D5 (change the reference cells by highlighting the first, holding shift and highlighting the second, finally pressing Enter) 5. Update the graph by right-clicking the data points>select Data 6. Select data including the headers, Sales People and corresponding sales data (A1:C5) University of San Diego ATS, ext Page: 13

14 Functions Introducing Functions Functions are prewritten formulas to add values, calculate averages, find the smallest or largest values in a range, or calculate simple or complex formulas. Try it! Use the AVERAGE, MAX, or MIN functions. 1. Click a cell below or to the right of values for which you want to find the AVERAGE, MAX, or MIN. For our example above, select cell E6. 2. Click the arrow next to Sum on the Home tab, in the Editing group. Click Average, Max, or Min, and then press ENTER. To try other functions, click More Functions on the AutoSum list or select the Formulas Tab Insert Function button. Project Try it! Project: You ve been asked to create a table and chart reflecting the numbers and types of visas issued for international students here at USD. Click on the links below to open an Excel file containing the information as it was taken from USD s website. 1) Open Intro_Excel_Workshop.xlsx or enter the following URL into your browser to download the file: a. b. select to Excel. 2) Open the file by clicking on the Office Button Open 3) Click on Sheet 1 tab located at the bottom left. Intro_Excel_Workshop.xlsx (Sheet 1): University of San Diego ATS, ext Page: 14

15 Project Let s setup the spreadsheet together. What parameters should we consider? What columns will we select for our data range? What rows will we select for our data range? Now let s insert a new chart: 1. Select the range A1:E7 2. Select the Insert Tab Chart Group Column Command 3D Clustered Column. 3. Click anywhere within the new chart you just inserted notice the three new tabs available in the Chart Tools Tab Group. 4. Select the Design Tab. Change the Chart Design to another look and feel. 5. Select the Layout Tab. a. Add a Chart Title: In the Labels Group, select Chart Title and Select Above Chart. b. Change the Title to Visa Status by Type. c. Add an Axis Title: In the Labels Group, select Axis Title Primary Horizontal Axis Title Title Below Axis. Change it to Constituent Type. d. Add a Y Axis Title: In the Labels Group, select Axis Title Primary Vertical Axis Title Rotated Title. Change it to Number of Students. 6. Select the Format Tab. In the Shape Styles Group, select a differed style, such as orange, blue, or gray. 7. Examine your chart. Notice the tallest F-1 status column for the Student Type: Undergraduate. Right click on this column, and in the resulting context menu, select Add Data Labels. 8. Continue to modify the chart design until you are satisfied with how it looks! To view a completed example, navigate to Sheet 2. University of San Diego ATS, ext Page: 15

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