Overview

 Excel is a spreadsheet, a grid made from columns and

rows. It is a software program that can make number
manipulation easy and somewhat painless.

 The nice thing about using a computer and

spreadsheet is that you can experiment with numbers
without having to RE-DO all the calculations.
Basics of a Spreadsheet
 Spreadsheets are made up of
 Columns
 Rows
 and their intersections are called cells
What is a COLUMN ?
 In a spreadsheet the  COLUMN labeled D is
COLUMN is defined as highlighted.
the vertical space that is
going up and down the
window. Letters are
used to designate each
COLUMN'S location.
What is a row?
 In a spreadsheet the  ROW labeled 4 is
ROW is defined as the highlighted.
horizontal space that is
going across the window.
Numbers are used to
designate each ROW'S
location.
What is a CELL ?
 A CELL is the space  In the above diagram the
where a row and column CELL labeled C2 is
intersect. Each CELL is highlighted.
assigned a name
according to its
COLUMN letter and
ROW number.
Types of data
 In each cell there may be the following data types:
 Labels -- (text with no numerical value)
 Number data (constant values)
 Formulas (mathematical equation used to calculate)

Data Types Examples Descriptions

Name or Wage or anything that is
LABEL
Days just text
CONSTANT 5 or 3.75 or -7.4 any number
FORMULA =5+3 or = 8*5+3 math equation
Labels
 Labels are text entries
 Labels help identify what we are talking
about
 Labels do not have a value associated with
them
 Sometimes called ‘headers’
Constants
 Constants are FIXED
number data
 Constants may refer to
dollars, percentages, or
number of items (in this
case number of hours
worked within a certain
pay period).
Formulas
 Formulas are math
equations that CALCULATE a
value to be displayed.
 DO NOT type in the
numbers; type in the
equation.
 It is BEST to Reference as
much data as possible as
opposed to typing data into
equations. That way when
OTHER information changes,
we DO-NOT have to change
the equations or type in
information again.
Excel 2010
Basic Math Functions
 Math functions built into them. Of the most basic
operations are the standard multiply, divide, add and
subtract.
SUM Function
Definition: Tips:
 Probably the most popular  Blank cells will return a value
function in any spreadsheet is of zero to be added to the
the SUM function. The Sum total.
function takes all of the  Text cells can not be added to
values in each of the specified a number and will produce an
cells and totals their values. error.
 The syntax is: =SUM(first
value, second value, etc)
Sum function
Average Function
 The average function
finds the average of the
specified data.
(Simplifies adding all of
the indicated cells
together and dividing by
the total number of
cells.)
Max & Min Functions
 The Max function will return the largest
(max) value in the selected range of cells.
The Min function will display the smallest
value in a selected set of cells.
Count Function
 The Count function will return the number of
entries (actually counts each cell that contains
NUMBER DATA) in the selected range of cells.
 Remember: cell that are blank or contain text will
not be counted.
IF Function
Definition: Tips:
 The IF function will check  Until you are used to writing
the logical condition of a them, test them out on
statement and return one multiple cells.
value if true and a different  There are multiple ways to
value if false. write an IF statement to get
 The syntax is: the same result
=IF (condition, value-if-true,
value-if-false)
IF Function
 IF Functions are like
programing - they provide
multiple answers based on
certain conditions.
Excel 2010
Concatenate function
 Concatenate function -
join several strings into
one text string

Syntax:
Note: The concatenate
function does not=A1&A2
automatically leave a
blank space between
words or other data.
Text to Columns
 Text to Columns – delineate via special characters or
fixed width
Removing duplicate values
 Removing duplicate values – check for and delete
specific cells with duplicate values
Excel 2010
Instantly reveal formulas and general number format of all cells

 Show all formulas and the general number

format of cells
 Saves you time because you don’t have to
move the cell pointer to check each formula
one-by-one.
 Keyboard short cut to
Instantly reveal formulas

 To do this, just press the

Ctrl key and the tilde key
at the same time. The
tilde is the squiggly line
that is directly above the
tab key in the upper left
corner of your keyboard.
To change your
worksheet back to the
normal view, just press
the Ctrl and tilde keys
again.
Comparing 2 or more Excel spreadsheets simultaneously
 You can open two instances
of Excel INSTEAD of multiple
files on top of each other in
the same Excel application.
 To do this, simply open Excel
by double clicking the icon
on your desktop and open the
first Excel file you want to
use. Minimize this
window and move it to the
right screen. Then go back to
the desktop, double click the
Excel icon once
more, another separate
Excel window will open.
Sorting
 Arranging data so it’s easy to analyze
 You can sort the data alphabetically, from highest to
lowest, or by a number of additional criteria (such as
cell color)
filters

 The Filter is a quick and easy way to find and work

with a subset of data in a range of cells.
Tables
 To make managing and analyzing a group of related
data easier, you can turn a range of cells into a
Microsoft Office Excel table (previously known as an
Excel list). A table typically contains related data in a
series of worksheet rows and columns that have been
formatted as a table. By using the table features, you
can then manage the data in the table rows and
columns independently from the data in other rows
and columns on the worksheet.
Elements of an excel table
 Header row By default, a table has a header row.
Every table column has filtering enabled in the header
row so that you can filter or sort your table data
quickly.
Elements of an excel table
 Banded rows By default, alternate shading or
banding has been applied to the rows in a table to
better distinguish the data.
Elements of an excel table
 Total row You can add
a total row to your table
that provides access to
summary functions (such
as the AVERAGE,
COUNT, or SUM
function). A drop-down
list appears in each total
row cell so that you can
quickly calculate the
totals that you want.
Creating a table
Freeze Headers
 To freeze a row in your worksheet, highlight the row
where you wish all rows before the highlighted row to
be frozen or locked, go to Window>Freeze Panes and
you will see a line appear across your
worksheet. Everything above the line is frozen and
will remain in view when you scroll down your
worksheet.
Set print area
Narrow margins
Pivot Table
 A Pivot table lets your arrange, sort, and filter a set of
data on the fly so you can analyze it from different
perspectives with minimum effort.
 Start with a data list with a few columns
 Make sure each of the rows have a value of each one of
the columns