Microsoft Excel 2007 Level 2

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1 Information Technology Services Kennesaw State University Microsoft Excel 2007 Level 2

2 Copyright 2008 KSU Dept. of Information Technology Services This document may be downloaded, printed or copied for educational use without further permission of the Information Technology Services Department (ITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the ITS Department. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - ITS Department is expressly prohibited. Published by Kennesaw State University ITS 2008 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from its use. Microsoft product screenshot(s) reprinted with permission from Microsoft Corporation. Microsoft, Microsoft Office, and Microsoft Excel are trademarks of the Microsoft Corporation.

3 Information Technology Services Excel 2007 Level 2 Table of Contents Introduction... 4 Learning Objectives... 4 Using Ranges... 1 Using Ranges... 5 Defining a Range... 5 Naming a Range... 6 Copying and Pasting a Range... 6 Using Functions... 7 Sorting... 9 Sorting With the Data Sort Menu Option Creating Charts Modifying a Chart Adding Data Changing the Look Changing the Chart Type Formatting a Chart Printing Worksheets and Charts Printing a Worksheet and Chart Printing a Chart Only Using the IF Function Using Styles Description Applying a Style Creating Styles Headers and Footers Excel on the Internet To save the whole work book as HTML To save one sheet and its contents as HTML Inserting a Hyperlink To create a hyperlink to an existing file To create a hyperlink to a Web page Using the Graphical Tools Drawing Shapes Modifying Shapes Re-sizing Re-shaping Adding a Shape Style Adding Fill Color Changing the Outline Changing the Shape Add Text to a Shape Creating WordArt... 28

4 Introduction Excel 2007 Level 2 is a continuation of the fundamentals learned in Excel 2007 Level 1 and builds on this foundation to provide the user the necessary skills to create more detailed and extensive spreadsheets, and enhance their visual impact with charts and other graphic objects. Learning Objectives Edit and format large areas of a spreadsheet. Streamline calculations by using functions. Use data more effectively through sorting. Create charts to display data in a graphical format. Use drawing objects to add visual appeal to spreadsheets. I think I found a better way, using Excel 2007!

5 Using Ranges Term Range Name Box Formula Bar Definition A group of cells. Allows you to enter a name for a range. A bar at the top of the Excel window that you use to enter formulas. Working with a range allows you to perform operations such as moving, copying, or formatting much faster than working with one cell at a time. Defining a Range To define a range- highlight the cells that you want to include in the range. An example: in formulas, you may need to define a range by using the cell addresses. In the above example, the Eastern Region sales figures appear in the range (B4:E4). A range can also be defined by giving a Name to a group of cells. For example, we could name cells B4 through E4 ERegion by doing the following:

6 Naming a Range 1. Highlight cells B4 through E4. 2. Click in the Name Box in the Formula Bar. 3. Type ERegion and press the Enter key. 4. You could now use the name ERegion in a formula instead of (B4:E4). Copying and Pasting a Range 1. Click and drag the mouse pointer across the cells to highlight them. 2. Click on Edit and select Copy. (You will see a moving border around the range) 3. Click the mouse pointer in the beginning cell where you want the range to be copied. 4. Click on Edit Paste.

7 Using Functions Term Function Definition A predefined formula that can be used to simplify calculations in worksheets. In the following example, we ll use a function to find the average quarterly sales figure for the Eastern Region: 1. Click in cell F Click Insert Function and the Paste Function dialog box opens. 3. Select Average from the Function name list, and click OK. The Function Arguments dialog box appears. 4. Excel interprets the most logical range of numbers to be averaged as being cells B4 through E4, and inserts that range into cell F Enter the name of the range you wish average. Enter ERegion in the Number 1 field.

8 Note: If this had not been the range we wanted, we could have typed the correct range in the Number 1 field in the dialog box. 6. Click OK. Excel returns the average of the numbers in cell F15.

9 Sorting Excel gives you the ability to sort a list of items, names, or numbers. You can select which field or fields you want to use for the sort, and whether to sort in ascending or descending order. We can sort the following items in two ways: 1. Click in cell A3 to make it the active cell. 2. On the Home Tab, Click on the Sort & Filter icon. 3. Select Sort A to Z. This will sort the list in ascending order by First Name, since the active cell was in the First Name column. Your list will now look like this:

10 Sorting With the Data Sort Menu Option 1. Click on any of the Data Headings. 2. From the Data Tab, Click Sort. 3. In the Sort dialog box, Select the column heading you want to sort by from the Sort by field. 4. Select the order you want to sort by from the Order field. 5. Click OK.

11 Creating Charts Term Chart Chart Wizard Y Values X Labels Definition A graphical representation of data. Guides you through the steps for creating a chart. In a bar chart, the numerical values displayed on the Y axis. In a bar chart, the text that defines each charted item is on the X axis. 1. Select the cells that contain the data that you want to display in the chart, including column headings. If the data is not in contiguous cells, hold down the CTRL key as you highlight. 2. From the Insert Tab, Select the type of Chart you want to use. 3. The graphical representation of your data will appear.

12 Modifying a Chart Adding Data An existing chart can be changed to reflect changes or updates to a spreadsheet. The following chart shows the sales figures based on the personnel in the spreadsheet. Let s suppose we added a name that has been omitted from the spreadsheet and want to update the chart as well. 1. Right Click on the Chart Area, Select the Select Data option. 2. From the Select Data Source window, Click in the Chart data range field. 3. Select the chart data including the new data. 4. Click OK.

13 Changing the Look To change the look of your chart in any way, such as changing the chart font size, color, style etc. 1. Right click on the chart. 2. Select the formatting options from the right click options.

14 Changing the Chart Type After you have created a chart, you can change the chart type if you choose. We ll change the following column chart to a bar chart: 1. Click on the chart to activate it. 2. From the Design Tab, Select Change Chart Type. 3. Select the chart type, Click OK. Note: After changing the chart type, you may need to change the size of the chart by dragging the control handles.

15 Formatting a Chart 1. Point to the chart object (e.g. chart area, title, etc.) and right click. A menu appears that allows you to format that particular chart object. In the example below, we ll change the font style in the Category Axis: 2. Right click in the Category Axis. 3. Select from the option available on the Right Click menu 4. Click OK.

16 Printing Worksheets and Charts Printing a Worksheet and Chart 1. Click anywhere outside the chart area to select the worksheet. 2. To see if the worksheet and chart will fit correctly on the printed page, click on MS Office Button in the top left corner of the screen. 3. Click Print, Select Print Preview. 4. To print from the Print Preview screen, click on the Print button. 5. To print from the Normal or Page Break Preview screen, click MS Office Button, Select Print. Printing a Chart Only 1. Click on the chart 2. Click on MS Office Button, Select Print.

17 Using the IF Function Term IF Function Description Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to FALSE. 1. Logical Test: Any Value or expression that can be evaluated to TRUE or FALSE. Example: A5=100 True of False? 2. Value_if_True: Value that is returned if logical_test is TRUE. 3. Value_if_False: Value that is returned if logical_test is FALSE. Example: Create a formula that will calculate the score of an exam and display a PASS or Fail text. If the grade in cell A1 is larger than or equal to 85, then the function will display PASS in cell B1. Otherwise, the function will display FAIL in the same cell. Note: 1. To construct more of a detailed formula, up to 7 IF functions could be nested together. 2. The IF function could be used with other Excel function.

18 Using Styles Term Style Description A collection of formatting attributes, such as font size and alignment, which you define and save as a group. The use of styles can simplify the formatting of cells. Each style is defined by a name and can be applied to a cell or range of cells. Applying a Style 1. Select the cell or range to which you want the style to apply. 2. On the Home Tab, in the Styles group, select the Cell Styles. 3. Select the style you want to apply. Excel displays the new format. Creating Styles 1. On the Home Tab, in the Styles group, select Cell Styles. 2. Click New Cell Style 3. The Style dialog box appears, Enter a name for the new style.

19 4. Click on the Format button to create the style you want. 5. Click Ok. 6. Your new style will be added to the Cell Styles Custom list ready for usage.

20 Headers and Footers Term Header Footer Definition A line of information that appears at the top of every page. A line of information that appears at the bottom of every page. To add headers and footers: 1. On the View Tab, in the Workbook Views group, select Page Layout. 2. Click in the area marked Click to add header OR Click to add footer. 3. Enter the text either in the left, the center or the right aligned sections. 4. Type the header or the footer of file. 5. Select the text you typed, Click the Home Tab to format the text (font, bold, color ).

21 Excel on the Internet Term HTML Definition Hypertext Markup Language---the language of the Internet. You can save your Excel workbooks or separate spreadsheets and graphs as HTML files so that they can be viewed on the Internet. To save the whole work book as HTML 1. Click the MS Office Button on the top left corner, Click on Save As. 2. Type in a new File name if desired. 3. Change the Save as type to Web Page. 4. The title of the web page will be the original file name, If you would like to change the title click the Change Title button.

22 5. Type in the new title Regional Report and Click OK. 6. Choose the location to save the file. 7. Click Save. When the file is saved two things are created: a) A web page with the file name b) A folder with the same file name. For example - a file called 2007 Report, the following would be: 2007 Report.htm and a folder called 2007 Report_files. You must have both of these in order to view the web page.

23 To save one sheet and its contents as HTML 1. Go to the sheet that is to be saved as HTML. 2. Click the MS Office Button on the top left corner, Click on Save As. 3. Click the radio button beside Selection: Sheet. 4. Change the file name to Personnel sheet. 5. The title of the web page will be the original file name. If you would like to change the title click the Change Title button. 6. Type in the new title Personnel and Click OK. 7. Choose the location to save the file. 8. Click Save.

24 Inserting a Hyperlink Term Hyperlink Intranet URL Definition Colored and underlined text or a graphic that you click to go to a file or an HTML page. A network within an organization that uses Internet technologies. An address of a file on the Internet or an intranet. Hyperlinks are normally found in HTML pages on the World Wide Web or an intranet, but they can be included in regular Excel spreadsheets as well. To create a hyperlink to an existing file As an example of inserting a hyperlink, we will create a hyperlink from Sheet 1 to link back to Sheet 2: 1. On Sheet 1, type the following text Go to Sheet Select the cell containing the text to be used as the hyperlink Go to Sheet From the Insert Tab, Links group, select Hyperlink.

25 4. From the Insert Hyperlink dialog box, Click Place in this document. 5. In the list under Cell Reference, click Sheet Click OK. When you hold the mouse pointer over the text Go to Sheet 2, the arrow will change to a pointing finger. This indicates that the text is now a hyperlink. If you click on the hyperlinked text, you will be taken to Sheet 2 of the workbook. To create a hyperlink to a Web page As an example, we will create a hyperlink to Kennesaw State University web site. 1. On Sheet 1, type the following text Kennesaw State University. 2. Select the cell containing the text to be used as the hyperlink Kennesaw State University. 3. From the Insert Tab, Links group, select Hyperlink. 4. Under Link to, click Existing file or Web page. 1. In the Address field, enter Kennesaw State University Website address. 2. Click OK.

26 Using the Graphical Tools You can use Excel s graphical tools to enhance the look of a spreadsheet or chart, as well as make it more understandable. With the graphical tools you can add shapes such as arrows and lines, and text boxes to insert text wherever you need it. The following section describes how to use the drawing tools. Drawing Shapes 1. Click the Insert tab. 2. In the Illustrations group, click Shapes. 3. In the Shapes gallery, click the shape that you want. The mouse pointer will turn into crosshairs. 4. Click and drag to draw the shape.

27 Modifying Shapes You can modify shapes in a number of ways, such as re-sizing, re-shaping, adding fill and outline colors, adding shadows, and adding text. Re-sizing Shapes are re-sized in the same way as clip art and pictures. See Re-sizing a Picture on page 4. Re-shaping The shape of a two-dimensional shape can be altered by clicking and dragging the side sizing handles of the shape. This changes one dimension of the shape only. Also, some two-and-threedimensional shapes have a yellow diamond that you can click and drag to alter a certain aspect of the shape, such as the arrow point in the arrow shape above. Adding a Shape Style 1. Click the shape to select it. 2. Click the Drawing Tools contextual tab. 3. In the Shape Styles group, click the More button to open the Shape Styles gallery. 4. Click the style of your choice.

28 Adding Fill Color 1. In the Shape Styles group, click the arrow in the Shape Fill icon. 2. Click the color of your choice. Changing the Outline 1. In the Shape Styles group, click the arrow in the Shape Outline icon. Click the outline color, weight, and style of your choice. Changing the Shape 1. In the Shape Styles group, click the Change Shape icon. 2. Click the new shape of your choice. Add Text to a Shape 1. Select the shape. 2. Click the Drawing Tools contextual tab. 3. Click Text Box. A text box is overlaid on the shape, and the cursor appears inside the shape. 4. Type the text. Text can be formatted just like regular text in the document. Creating WordArt 1. Click Insert Tab. 2. In the Text group, select Word Art. Select the type of WordArt style you prefer. 3. Enter Word Art Text when indicated.. 4. The new styled WordArt text appears on the document, and the WordArt Format tools Tab appears on the ribbon.

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