Lab 1: Excel Basics Simon Chapters 1 and 2 URBPL 5/6010: Urban Research University of Utah Pam Perlich – BUC 103 Craig Forster – BEHS 101.

Lab 1: Excel BasicsSimon Chapters 1 and 2

URBPL 5/6010: Urban ResearchUniversity of UtahPam Perlich – BUC 103Craig Forster – BEHS 101

Spreadsheet Files for this Lab Files are found on

CD with the text On class website

Simon, Chapter 1 AnnualExpenses.xls

Simon Chapter 2 Consolidate.xls Outline.xls

Introduction

Good Work Habits / Practices Document

Data sources, dates, procedures Back-up

At least 2 copies of electronic files Never depend completely on network back-ups

Organize File structure, file naming

Archive Why? Replicate, defend/explain, reuse

Develop error checking procedures

Introduction

Suggested Back-up Procedures for this Class Although not required, it would be wise for

you to invest in some type of magnetic media (memory stick or whatever) to transport your files to and from class.

Although less dependable, you can also create back-ups by emailing files to yourself. Email is fast, but not always reliable.

Introduction

MS Excel Help Facility

Take a few minutes and explore the help facility.

Notice that there are on-line resources at www.Mircrosoft.com

Introduction

Functionality of Excel

Data entry Junk in – junk out (error propagation)

Data analysis Major focus of the course

Data / results display Communicate findings Simplification

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Data Entry

Data lists Group data for similar treatment

Data forms Automate and validate data entry

Data from external sources Import various file formats

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Data Analysis

Formula creation Computations, built-in functions

Macros Automate repetitious tasks

Pivot tables Create cross tabulations from data bases

Analysis tools Add-ins: These include statistical functions

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Results Presentation Graphical presentation

Variety of chart types Customization “Worth a thousand words” – a good graph

can communicate difficult concepts visually Pivot Charts

Dynamic linkage to pivot table Graph data

Visually inspect for errors

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Data Types Text or alphanumeric

Can be text only, numbers only, or a combination

Numeric Numbers, dates, formulas

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Data Types - Text

Letters and numbers combined in one cell Maximum of 32,000 characters Exceptions

Scientific notation 1.45E+05 (1.45 times 10 raised to the 5th power or

145,000) Single quote preceding a number => excel

interprets this as text Social security numbers => ‘000-00-0000

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Data Type - Numeric Number: Variety of formats Formulas Dates and time Fractions: Interpreted as dates => format Numeric characters

1 2 3 4 5 6 7 8 9 0 , % $ + - ( ) e E 15 digits of precision

Truncates and converts to zero after this

35,555,545,365,875,922

35,555,545,365,875,988

both converted to 35,555,545,365,875,900

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Navigation and Data Entry in Excel Open a blank Excel workbook Put your cursor in Cell B3 (Column B, Row 3) Enter the number 15000

Right click on B3, select format cell. Explore formatting. Put the cursor in a different cell

Enter ¾ How does Excel interpret this? Explore formatting dates.

Enter =3/4 How does Excel interpret this? Explore formatting percentages.

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Cell Location : Sheet 1, Row 3 Column B

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Select a Range = B3..D5

Select (left mouse click) cell B3

Hold down the shift key

Select (left mouse click) cell D5

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Enter a Formula

Put your cursor in cell G2. Enter a formula such as =10+5 Put your cursor in cell G3.

Type the formula= G2 – 1

Copy this formula from G3 paste it into G4, G5, G6 What happens to the formula as you paste it?

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Find a Value: Explore Search Options

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Open: AnnualExpenses.xls

Searching

Wild cards * and ? Example:

Open AnnualExpense.xls from CD with text Find *ber returns

September October November December

Search and replace – practice this function

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Name a Range Select a range of contiguous cells (C2..C14) Insert => Name => Define

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Name a Range Select a range of contiguous cells Insert => Name => Define = Define Name Use in formulas : =sum (groceries)

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Automatically Name Ranges Row and column headings will be used Select A2..H14 Insert Name Create

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Excel Makes the Ranges Available

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Copy, Paste, and Paste Special Select the range of cells that you want to

copy Point to where you want to paste them Paste special:

Values Formats Transpose Etc.

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Formats and Worksheet Protection Formats

Auto Formats Custom format – save to a template Create named styles

Password Protection Entire worksheet Ranges Once protected, you must “unprotect” in order to

modify the protected area

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Form for Data Entry Make column headings Select first cell that is the name for the first

column Data => Form Answer “OK” to pop-up dialogue box

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Sorting Data Select data block Data => Sort

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Data Consolidation

Combine several identically formatted data tables into one summary table consolidated by titles in the first column

Open consolidate.xls Data => Consolidate

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Data Consolidation

Function => Sum (or whatever) Specify ranges

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Group and Outline

Outline.xls from book CD

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Group and Outline

Auto Outline the balance of the data

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Table and Print Instructions

The spreadsheet good_bad_tables.xls demonstrates table construction basics Basic formatting Correct titles, headings, and sources Significant digits

Print procedure Select print area File Print Area Set Print Area File Print Preview Set up Select Page and Margin tabs to format for printing

Project 1 Guidance

Working with Excel New features and functions are added with each

version. Private vendors sell software that works with Excel

to expand functionality Statistical packages Simulation packages Accounting packages

Not as important to remember exactly how to do a function / operation as it is to remember that the function / operation exists. You can use the help facility or reference materials to keep

track of the exact procedure.

Concluding Remarks