EXCEL 101 Level 1 on a PC CORE (Centre for Organizational Resilience), For Youth Initiative.

EXCEL 101Level 1 on a PC

CORE (Centre for Organizational Resilience), For Youth Initiative

Basic Functions of Excel


Formatting Cells

Can change property and aesthetics of cells: orientation, size, colour ...

Implications of formatting: Only certain text can be entered into cell without

receiving error message Can affect formulas (ex. Percentage)


Formatting Cells

Right Click on cell or go to top right menu bar

Formatting Cells

A menu will appear that will allow you to change the format of your cell

Formatting Cells

Generally speaking, finance spreadsheets would use accounting or currency formats, each with additional formatting options

Formulas: The Basics

Add: +

Subtract: -

Multiply: *

Divide: /



To create a formula: In the cell that you want the answer to be entered, put an equals sign


Then click the cell that holds the information that you want in the formula—a letter:number combination will show up in the formula cell and the top bar


Enter the sign representing the action you want to complete [+, -, *, /] then click on the cell that represents the second number in the formula or type in the values required for your formula

This formula means cell B2

will always equal what is in

cell A2 multiplied by 5


To complete the formula, hit ‘Enter’ When you click on the cell, the answer will be in the cell

and the formula will be visible in the top content bar


To have same formula in other cells, right click to copy the cell and paste it where you want the formula to show up or simply click on the cell and drag from the box in the bottom right of the highlighted cell

When you click on the cell, a small box will

appear at the bottom right—drag that box to

copy the formula


A simple formula in action....


An Example involving more complex calculations Shows the calculation of a salary including MERC

Auto Features

The Auto Sum button is the upper right hand corner of your Excel Menu bar—it has a drop down menu to select other functions

Auto Features

Auto functions can calculate different pieces of information related to your data: ex. Sum, average, min...

Once you click on an auto function,

it will highlight the data to be included. Use your cursor to highlight the correct data.

Auto Features

An Example of Auto sum

How can you build a table that captures the information you need for your finances?

For Financial Management

Building a Table

Base headings and columns on information you need to know

Insert formulas Test them out!

Build a table that is easy for you to read and use!


Protecting a Table

Formulas are safe If you know the

password, you can still revise as necessary

If you don’t know the password, you cannot revise the formulas Cannot account for

changes or mistakes in formulas

PROS CONS


Protecting a Table

Purpose: the cells with formulas are protected (ie. you can’t revise them, and the cells that require data are unprotected)

All cells are locked by default, meaning if you protect a sheet ALL of the cells are protected

Unlock cells that require data input first then protect the worksheet


Unlocking Cells

Click on cells you want to remain open, go to ‘format cells’ and click on ‘Protection’

Uncheck the

‘Locked’ box

Protecting a Table

Go to the ‘Review’ tab and select Protect sheet or Protect workbook

Protecting a Table

A menu box will pop up—uncheck ‘select locked cells’

Protecting a Table

Enter and then re-enter your password

Now the formulas are protected!

Revising a Table

WHY? Finances:

Tax rates have changed Budget items or details have changed

Statistics Tracking New funders or changes in funding practices mean

they want new/different information Your needs/wants have changed


Revising a Table

In terms of finance, has much to do with revising formulas

Your sheet must be unprotected to change formulas

Go to the Review tab, click on unprotect sheet, and input your password Unprotect will only be an option if you’ve protected

your sheet or workbook!


Revising a Table

Edit your formulas by clicking on the box with the formula

The formula

appears in the

content bar and the cell.

Revising a Table

Revise the formula in the content bar at the top or in the cell itself; drag or copy and paste to revise the formula in the whole table

Was multiplied by 5—now

multiplied by 10

Revising a Table

Once all the formulas are changed, the cell contents, including the auto sum, immediately change to reflect the new sum

Summary Sheet

Summary sheets total your data from previous sheets Useful when completing multi-term/multi-year

budgets

NB. Tables can be copied and pasted from one sheet to the next


Summary Sheet

Create your summary sheet table in the format and style you deem appropriate to capture the information you need

Complete a separate table for

Year 1, 2, 3 of budget

Complete a summary sheet to

capture the total budget

Summary Sheet

To add total data, enter a = in your cell, then go back to the Year 1 sheet and click on the cell data that you require

Note that the content bar shows that you are

adding data from a different sheet

Summary Sheet

Before you move to the next sheet, click + Then go to Year 2 Sheet, click on data, hit +, go to Year

3 Sheet, click on data and press enter before going to the summary sheet.

The content bar shows your formula.

Summary Sheet

When you click on the data from the last sheet and hit enter, you will immediately be sent to the summary sheet the total is in the cell

If you click on the cell with the total, your

formula will show in the content bar. If you

change a value on one of your sheets, your

total on your summary sheet will change

automatically as well.

Hiding Panes

If you would like to see only specific information, you can hide sections of your chart. Make sure your sheet is unprotected to work on this

Hiding Panes

Highlight the columns or rows you’d like hidden by clicking on the lettered or numbered bars and right click

When you right click, make sure you do so on the letter bar at the top. A menu will pop up and you can click “hide”.

Hiding Panes

You now have the same information, but only certain panes are visible.

Hiding Panes

To unhide the panes, highlight the columns on either side of the hidden panes. Right click on the letter bar and click unhide.

Remember to use the letter bar to

highlight the panes.

Freezing Panes

This action keeps panes in place while others move when you scroll

If we freeze the ‘Position Title’ pane, it will stay in place as we scroll across the sheet.

Freezing Panes

Highlight the pane you want frozen by clicking on the letter or number bar; go to the view menu and click on ‘Freeze Panes’

It will provide you with three options: select the one most appropriate for your needs


Freezing Panes

The first column has been frozen so as

you scroll across the ‘Position Title’ pane

remains in place.

Header/Footer

Go to the Insert menu Click the Header & Footer tab A number of menu

options are provided Insert titles, page numbers, dates.....


Other Applications

Statistics tracking Creating graphs and charts Databases of donors, funders, participants.... Sorting and filtering information Project Management


The Help Menu

The at the top right corner of the page

Browse function Search function

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Quiz: What did you learn?

1. What is the first thing you enter into a cell to create a formula?

2. How do you protect your formulas?3. Why would you create a summary page? How do

you do it?4. What else would you use Microsoft Excel?


Contact us at [email protected] Follow us on twitter @fyiCORE

Questions or Concerns?

EXCEL 101 Level 1 on a PC CORE (Centre for Organizational Resilience), For Youth Initiative.

Documents

cell slide

formula slide

formula cell

merc slide

youth initiative slide

content bar slide

right menu bar slide

example of auto sum