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MICROSOFT EXCEL
Lecture -4By lec. (Eng.) Hind Basil
University of technology
Department of Materials Engineering
spreadsheet
A type of application program which
manipulates numerical and string data in
rows and columns of cells. The value in a
cell can be calculated from a formula which
can involve other cells. A value is
recalculated automatically whenever a value
on which it depends changes. Different cells
may be displayed with different formats.
Workbook
1. A booklet containing problems and exercises that
a student may work directly on the pages.
2. A manual containing operating instructions, as for
an appliance or machine.
3. A book in which a record is kept of work proposed
or accomplished.
Worksheet
1. A sheet of paper with multiple columns; used by
an accountant to assemble figures for financial
statements.
2. A piece of paper recording work planned or done
on a project.
What is a COLUMN ?
In a spreadsheet the COLUMN is defined as the
vertical space that is going up and down the
window. Letters are used to designate
each COLUMN'S location.
In the above diagram the COLUMN labeled C is
highlighted.
What is a Row?
In a spreadsheet the ROW is defined as the
horizontal space that is going across the window.
Numbers
are
used
to
designate
each ROW'S location.
In the above diagram the ROW labeled 4 is
highlighted.
What is a Cell?
In a spreadsheet the CELL is defined as the space where a
specified row and column intersect. Each CELL is assigned a
name according to its COLUMN letter and ROW number.
In the above diagram the CELL labeled B6 is
highlighted. When referencing a cell, you should put
the column first and the row second.
Basics of a Spreadsheet
So let's get started digging into what makes a
spreadsheet work. Spreadsheets are made up of
1- columns
2- rows
3- and their intersections are called cells
In a spreadsheet there are three basic types of data
that can be entered.
•labels - (text with no numerical value)
•constants - (just a number -- constant value)
•formulas* - (a mathematical equation used to
calculate)
THE BASICS
Open Excel.
By default, Excel will open a blank
workbook that contains three worksheets
(spreadsheets). Each box, located in both
a column and a row, is called a cell.
The Title Bar is located at the very top of the screen. On the Title bar, Microsoft
Excel displays the name of the workbook you are currently using. At the top of
your screen, you should see "Microsoft Excel - Book1" or a similar name.
The Menu Bar is directly below the Title bar and displays the menu. The menu
begins with the word File and continues with the following: Edit, View, Insert,
Format, Tools, Data, Window, and Help. You use the menu to give instructions
to the software. Point with your mouse to a menu option and click the left mouse
button. A drop-down menu will appear. You can now use the left and right arrow
keys on your keyboard to move left and right across the Menu bar options. You
can use the up and down arrow keys to move up and down the drop-down
menu. To select an option, highlight the item on the drop-down menu and press
Enter.
Toolbars
Microsoft Excel consists of worksheets. Each worksheet contains columns
and rows. The columns are lettered A to IV; the rows are numbered 1 to
65536. The combination of column and row coordinates make up a
cell address. For example, the cell located in the upper left corner of the
worksheet is cell A1, meaning column A, row 1. Cell E10 is located under
column E on row 10. You enter your data into the cells on the worksheet.
CELLS
Cells can be
formatted to help
handle various
types of data.
Right click on a
single cell, or a
group of cells, and
select “Format
Cells” from the
drop down menu.
Brief descriptions
of format types
can be seen at
the bottom of the
dialog box. Take
a moment to look
through the
various formatting
options. Click
cancel when
you’re done.
Type a number into
cell 1A, right click on
the cell, and select
“Format Cells.” Note
that a sample format
is shown on the top
right of the dialog
box. You can adjust
the number of
decimal places and
any preceding
symbols.
EXCEL HELP
WORKING WITH DATA
Data that is organized in columns or rows can
utilize various formatting methods.
 Microsoft Excel can import these various types of
data.
 Data can be separated using…

Commas (.csv)
Tabs or spaces (.txt)

Open the file called
Staff.csv
Resize the columns so that
you can see more of the
data…
Sorting data is sometimes necessary.
This data is currently in alphabetical
order by last name. Sort it by city
instead.
Close
all spreadsheets.
Open the file “sample5yr4cast.csv.”
Insert an additional
worksheet inside this
workbook. Click on
Insert/Worksheet.
You can rename the
new sheet by right
clicking on its tab at
the bottom, and
selecting “Rename”
from the menu.
Highlight and
copy the data
from cell B9
through E18.
Paste it on the
new sheet.
Right click on the
new worksheet, then
select paste from the
drop down menu.
THE “FILL” FEATURE
You can quickly fill in several types of
data series by selecting cells and
dragging the fill handle or by using the
Series command (point to Fill on the
Edit menu, and then click Series).
CHARTS AND GRAPHS
Highlight the data you
want to graphically
represent. Then click
the chart wizard icon on
your toolbar
You can also
launch the
Chart Wizard
by selecting
Insert/Chart.
Notice that the Chart toolbar appears when
you insert a chart. You can edit the charts
properties at any time.
FORMULAS AND FUNCTIONS
 Formulas
are equations that perform
calculations on values in your worksheet.
A formula starts with an equal sign (=).
For example, the following formula
multiplies 2 by 3 and then adds 5 to the
result. =5+2*3
 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.
Looking at cell I19, we
can see that there are
no special functions
associated with the
data. Using a simple
function can help make
regular updates to the
data easier.
In this case, you can
simply click on the
Autosum button while
cell I19 is selected, and
Excel will identify the
which cells to include
when calculating a total
revenue figure for
FY2005. Hit enter to
lock the sum in. Notice
that the function reads:
=SUM(I12:I18)
The same can be done using a
formula, instead of a function.
=I12+I13+I14+I15+I16+I17+I18
This long expression helps to
show why functions are handy
tools.
A variety of functions are
available. In cell L21, I can
use the average function to
determine a yearly average
for forecasted revenue.
fx=AVERAGE(I19:K19) or
fx=AVERAGE(I19, J19,
K19) or fx=(I19+J19+K19)/3
Click on the small
down arrow next to
the function symbol
(the epsilon). Select
“More Functions.”
One more thing about formulas
and functions:
You can utilize data from other
worksheets in order to populate
cells. The figure in cell c16 is
the sum of I19 through k19 on
worksheet sample5yr4cast.
=SUM(sample5yr4cast!I19:K19)
Page Setup dialog box.
Click on File/Page Setup.
To see all
printing options,
make sure you
select print from
the file menu.
Clicking on the
printer icon on
your toolbar will
allow to print
directly to your
default printer
with default
options.