Microsoft Excel: Learning the Basics and Putting them to Use Presented by: Karen Osborne, CPA, MBA Lacher McDonald & Co., CPA’s Courtesy of: Live Oak Bank [email protected] 1.888.884.1506
Microsoft Excel: Learning the Basics and Putting them to Use
Presented by: Karen Osborne, CPA, MBALacher McDonald & Co., CPA’sCourtesy of: Live Oak Bank
Spreadsheet Software Defined
An electronic spreadsheet is an application you can use to perform numeric calculations and to analyze and present numeric data
Definitions
• Cell – a block formed by the intersection of column and row gridlines displayed in a worksheet.
• Cell Reference –identifies the location of a cell in the worksheet.
• Cell Pointer – A heavy outline that indicates which cell in the worksheet is selected.
Cell
Cell Reference
Cell Pointer
Definitions ‐ continued
Cell Range – a grouping of cells that are right next to each other.
Formula – a set of instructions that the spreadsheet uses to produce a result. Example: “=2+2”
Spreadsheet Uses
• Calculations• Organize data• Analyze data• Generate reports• Represent data graphically
To open Microsoft Excel
• Double‐click with the left mouse button on the Excel icon
• From the ‘Start Menu’ as follows:– ‘Start’ or Windows button
– ‘All Programs’– ‘Microsoft Office’– ‘Microsoft Excel’
Excel 2007 Excel 2010
Excel 2013
Formulas
A formula can consist of any of the elements:• Mathematical Operators: + for addition ‐ for subtraction * for multiplication / for division
• Cell references (such as Cell B3 or H2)• Values or text• Functions (such as SUM or AVERAGE)
Cut, Copy & Paste – Keyboard ShortcutsKeyboard shortcuts:
• Cut = Press and hold ‘Ctrl’ and press the letter X
• Copy = Press and hold ‘Ctrl’ and press the letter C
• Paste = Press and hold ‘Ctrl’ and press the letter V
Relative vs. Absolute Cell References
Relative Cell Reference• Relative cell references can
change when you copy the formula to another cell because the references are locations in relation to the current row and column.
• Example=B6‐(B7+B8)
Absolute Cell Reference• An absolute cell reference
does not allow the row and/or column references to change when you copy the formula because the reference is to an ACTUAL cell address.
• Example=B6/$B$6
Using the ‘$’ is what changes the cell reference from relative to absolute. No matter where you move this formula the denominator will always be cell B6.
Absolute Cell References• An absolute cell reference consists of the column letter and row number surrounded by dollar signs ( $ )– The ($) is just a random symbol used in Excel to change a relative cell reference to an absolute cell reference.
• Shortcut ‐ An easy way to add the dollar signs to a cell reference is to click on a cell reference and then press the F4 key on the keyboard.
Examples:$B$32$A$326A$36$B15
Useful Functions
• SUM – totals a range of cells• MAX – provides the maximum number in a range of cells• AVERAGE – calculates the average of a range of cells• IF – tells Excel to perform an action if a certain condition is met
• SQRT – calculates the square root of a number• ROUND – will automatically round a value to whatever digit you wish
• TODAY – will return the current date into the cell
Microsoft Excel: Learning the Basics and Putting them to Use
Presented by: Karen Osborne, CPA, MBALacher McDonald & Co., CPA’sCourtesy of: Live Oak Bank