OFF105: MS Excel (Beginning and Intermediate) for Advocates Jeff Narabrook .

OFF105: MS Excel (Beginning and Intermediate) for Advocates

Jeff Narabrookwww.lsntap.org

Lists of data◦ Contacts, dates, etc.

Financial tracking◦ Budgets

Charts and graphs Grant Reporting Customized calcuation sheets Import and export data

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Spreadsheet program allowing data entry into rows and columns

Very useful for managing certain types of data

Your funders and partners expect you to be able to use it!

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Name Box Formula Bar Cell References Making Formulas Workbook and Worksheets

A colon indicates a range of cells B1:B5 (B1 through B5)

A comma indicates only individually listed cells B1, B2, B3, B5 (does not include B4)

Formulas contain ◦An = sign◦Cells or cell references◦Calculation symbol

=(B1+B5) Addition =(B1-B5) Subtraction =(B1*B5) Multiplication =(B1/B5) Division =(B1%B5)Percentage =(B1^B6) Exponential Equations =SUM (B1:B5) =AVERAGE (B1:B5)

Excel documents are called ‘workbooks’ which contain ‘worksheets’

Worksheets are meant to contain sets of data that can be linked to another

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Managing worksheets◦ Renaming ◦ Moving◦ Adding/Deleting

Linking worksheets together◦ Why?◦ How?

Why link worksheets?

How do you link worksheets?◦ Move the cursor to the desired cell on the other

sheet, type = and select the cell you want referenced.

◦ Manual link with Excel code: =sheetname!cell reference; For example =Budget!B13 will give you the

contents of cell B13 in worksheet named ‘Budget’ Make sure to use single quotes if the title has a

space Ex. Worksheet Budget Summary will be linked as =‘Budget Summary’!A1

You can also rename cells in the name box for easier linking codes No numbers or spaces

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill and Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Formatting Cells◦ AutoFit◦ Number◦ Merge and Center◦ Background Fill◦ Font◦ Alignment◦ Sort◦ Border◦ Protection

Freezing a row and/or column can make spreadsheets much easier to edit, by keeping your primary headers always in view

To Freeze a Row:◦ Put cursor in first cell immediately below the row

you want to freeze.◦ Go To “Window” on the Menu◦ Click ‘Freeze Panes’◦ Notice the Line that demarks it as frozen

To Unfreeze:◦ Go to “Window” on the Menu◦ Click ‘Unfreeze’

File Menu|Page Setup|Sheet Repeat Rows/Columns

Prints your primary headings on every page Header/Footer

Creates a header/footer for each page Add/remove gridlines

Add or removes cell grid lines Adjust margins

Adjusts page margins

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Allows you to conveniently replicate content and formulas across columns or rows

Click on lower right-hand corner until a + shape appears. Keeping your mouse button depressed, drag below to the cells you want filled.

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Relative is the default. Relative:

◦ Copies formulas across a worksheet, but does not copy a fixed value in a static cell.

Absolute:◦ Copies a specific cell reference and its value to

other cells.

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Functions Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Click Insert | Chart Pick type of Chart or Graph Type Enter Data Range Add Legends and other frills

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

Survey Tool Data Contact Lists from other Databases PIKA Reports Email Contact Lists

What is Excel and Why Use It? Excel Fundamentals Using Worksheets Formatting Worksheets Fill Function Relative versus Absolute References Charts and Graphs Importing and Exporting Data Excel 2003 vs. Excel 2007

Today’s Agenda

www.lsntap.org/techlibrary

Jeff [email protected]