Staff Development Daze June 27 & 28 Tony Gauvin. Schedule Monday June 27 Monday June 27 9:00 – 12:00 Basic Excel 12:00 – 1:00 Lunch for all workshop.

Staff Development Staff Development DazeDazeJune 27 & 28June 27 & 28

Tony GauvinTony Gauvin

ScheduleSchedule

Monday June 27               Monday June 27                9:00 – 12:00              9:00 – 12:00              Basic ExcelBasic Excel 12:00 – 1:00              Lunch for all workshop participants12:00 – 1:00              Lunch for all workshop participants 1:00 – 4:00                Advanced Excel1:00 – 4:00                Advanced Excel

Tuesday June 28Tuesday June 28 9:00 – 12:00              Basic Access9:00 – 12:00              Basic Access 12:00 – 1:00              Lunch for all workshop participants12:00 – 1:00              Lunch for all workshop participants 1:00 – 4:00                Advanced Access1:00 – 4:00                Advanced Access

Thursday June 30 Thursday June 30  Time TBA (2hrs.)       Outlook HighlightsTime TBA (2hrs.)       Outlook Highlights

All materials available at All materials available at http://perleybrook.umfk.maine.eduhttp://perleybrook.umfk.maine.edu

Working with computersWorking with computers

Some basic rulesSome basic rules1.1. Computers are stupid!Computers are stupid!2.2. Computers do exactly what you tell them to do Computers do exactly what you tell them to do

because of rule 1because of rule 13.3. If you get a wrong answer or result it is because If you get a wrong answer or result it is because

you gave the computer bad data or bad you gave the computer bad data or bad instructions (GIGO)instructions (GIGO)

4.4. Most applications have self-help features, use Most applications have self-help features, use themthem

1.1. Hit F1Hit F12.2. Look for “?”Look for “?”3.3. Top–right corner of application or toolbarTop–right corner of application or toolbar

Difference between Difference between Spreadsheets and Spreadsheets and DatabasesDatabases Spreadsheets (Excel) are electronic Spreadsheets (Excel) are electronic

ledgersledgers Store, manipulate and present numbersStore, manipulate and present numbers

Databases (Access) are electronic file Databases (Access) are electronic file cabinetscabinets Receive, store, organize and present dataReceive, store, organize and present data

Use the right applicationUse the right application Save time and effortSave time and effort Decrease frustrationDecrease frustration

Quick history of Quick history of spreadsheetsspreadsheets

1978 – 1978 – Robert Frankston & Dan Bricklin invented VisiCalc, the first spreadsheet.  It came Robert Frankston & Dan Bricklin invented VisiCalc, the first spreadsheet.  It came

out with the Apple II computer.  VisiCalc did very well in its first year because it out with the Apple II computer.  VisiCalc did very well in its first year because it could run.  On personal computers, could perform simple math formulas, and gave could run.  On personal computers, could perform simple math formulas, and gave immediate results.immediate results.

1983 1983 Lotus 123 was introduced. It allowed people to chart information and identify cells.  Lotus 123 was introduced. It allowed people to chart information and identify cells. 

For example cell A1.For example cell A1. 19851985

Lotus 123 number 2.Lotus 123 number 2. 1987 1987

New spreadsheet programs such as Excel and Corel Quattro Pro were introduced.  New spreadsheet programs such as Excel and Corel Quattro Pro were introduced.  This allowed people to add graphics.  They are different because they include This allowed people to add graphics.  They are different because they include graphic capabilities.graphic capabilities.

20012001 Spreadsheet programs in use today are Excel, Appleworks, Filemaker, and Corel Spreadsheet programs in use today are Excel, Appleworks, Filemaker, and Corel

Quattro Pro.Quattro Pro.

Source: http://library.thinkquest.org/J0110054/History.html

The Spreadsheet The Spreadsheet abstractionabstraction

An (near) infinite series of rows and columns An (near) infinite series of rows and columns called called CellsCells that that Store numbers (and other stuff)Store numbers (and other stuff) Store formulas that use other information in other Store formulas that use other information in other

cells and produce a results to be displayedcells and produce a results to be displayed A bunch of other neat stuffA bunch of other neat stuff

FormattingFormatting Charting Charting What-if scenariosWhat-if scenarios

Basic ExcelBasic Excel

To learn Excel we will build a simple To learn Excel we will build a simple worksheet (Microsoft’s name for spread worksheet (Microsoft’s name for spread sheet) sheet)

Advanced Excel Advanced Excel (afternoon)(afternoon)

TopicsTopics Formulas and FunctionsFormulas and Functions FormattingFormatting Importing and exporting dataImporting and exporting data Working with Large Spread SheetsWorking with Large Spread Sheets Anything else anyone wants to coverAnything else anyone wants to cover

Excel Project 1Excel Project 1

Creating a Worksheet Creating a Worksheet and an Embedded Chartand an Embedded Chart

ObjectivesObjectives

Start and Quit ExcelStart and Quit Excel Describe the Excel worksheetDescribe the Excel worksheet Enter text and numbersEnter text and numbers Use the AutoSum button to sum a range Use the AutoSum button to sum a range

of cellsof cells

ObjectivesObjectives

Copy a cell to a range of cells using the Copy a cell to a range of cells using the fill handlefill handle

Format a worksheetFormat a worksheet Create a 3-D Clustered column chartCreate a 3-D Clustered column chart Save a workbook and print a worksheetSave a workbook and print a worksheet

ObjectivesObjectives

Open a workbookOpen a workbook Use the AutoCalculate area to determine Use the AutoCalculate area to determine

statisticsstatistics Correct errors on a worksheetCorrect errors on a worksheet Use the Excel Help system to answer Use the Excel Help system to answer

questionsquestions

Starting ExcelStarting Excel

Click the Start button on the Windows Click the Start button on the Windows taskbar, point to All Programs on the taskbar, point to All Programs on the Start menu, point to Microsoft Office on Start menu, point to Microsoft Office on the All Programs submenu, and then the All Programs submenu, and then point to Microsoft Office Excel 2003 on point to Microsoft Office Excel 2003 on the Microsoft Office submenuthe Microsoft Office submenu

Click Microsoft Office Excel 2003Click Microsoft Office Excel 2003 If the Excel window is not maximized, If the Excel window is not maximized,

double-click its title bar to maximize itdouble-click its title bar to maximize it

Starting ExcelStarting Excel

Customizing the Excel Customizing the Excel WindowWindow

Right-click the Language barRight-click the Language bar Click Close the Language barClick Close the Language bar Click the Getting Started task pane Close Click the Getting Started task pane Close

button in the upper-right corner of the task button in the upper-right corner of the task panepane

If the toolbars are positioned on the same If the toolbars are positioned on the same row, click the Toolbar Options buttonrow, click the Toolbar Options button

Click Show Buttons on Two RowsClick Show Buttons on Two Rows

Customizing the Excel Customizing the Excel WindowWindow

Entering the Worksheet Entering the Worksheet TitlesTitles

Click cell A1Click cell A1 Type Type Extreme BladingExtreme Blading in cell A1 and in cell A1 and

then point to the Enter box in the formula barthen point to the Enter box in the formula bar Click the Enter button to complete the entryClick the Enter button to complete the entry Click cell A2 to select it. Type Click cell A2 to select it. Type Second Second Quarter SalesQuarter Sales as the cell entry. Click the as the cell entry. Click the Enter box to complete the entryEnter box to complete the entry

Entering the Worksheet Entering the Worksheet TitlesTitles

Entering Column TitlesEntering Column Titles

Click cell B3Click cell B3 Type Type Direct MailDirect Mail in cell B3 in cell B3 Press the RIGHT ARROW keyPress the RIGHT ARROW key Repeat the last two steps for the Repeat the last two steps for the

remaining column titles in row 3, as remaining column titles in row 3, as shown on the following slideshown on the following slide

Entering Column TitlesEntering Column Titles

Entering Row TitlesEntering Row Titles

Click cell A4. Type Click cell A4. Type Inline SkatesInline Skates and then press the DOWN ARROW keyand then press the DOWN ARROW key

Repeat the previous step for the Repeat the previous step for the remaining row titles in column A, as remaining row titles in column A, as shown on the following slideshown on the following slide

Entering Row TitlesEntering Row Titles

Entering NumbersEntering Numbers

Click cell B4Click cell B4 Type Type 58835.3558835.35 and then press the RIGHT and then press the RIGHT

ARROW keyARROW key Enter Enter 97762.5097762.50 in cell C4, in cell C4, 71913.7371913.73 in cell in cell

D4, and D4, and 85367.3785367.37 in cell E4 in cell E4 Click cell B5Click cell B5 Enter the remaining fourth quarter sales Enter the remaining fourth quarter sales

provided on the next slide for each of the three provided on the next slide for each of the three remaining product groups in rows 5, 6, and 7remaining product groups in rows 5, 6, and 7

Entering NumbersEntering Numbers

Summing a Column of Summing a Column of NumbersNumbers

Click cell B8Click cell B8 Click the AutoSum Click the AutoSum

button on the button on the Standard toolbarStandard toolbar

Click the AutoSum Click the AutoSum button a second timebutton a second time

Copying a Cell to Adjacent Copying a Cell to Adjacent Cells Cells in a Rowin a Row

With cell B8 active, With cell B8 active, point to the fill handlepoint to the fill handle

Drag the fill handle to Drag the fill handle to select the destination select the destination area, range C8:E8area, range C8:E8

Release the mouse Release the mouse buttonbutton

Determining Multiple Determining Multiple Totals Totals at the Same Timeat the Same Time

Click cell F4Click cell F4 With the mouse pointer in cell F4 and in With the mouse pointer in cell F4 and in

the shape of a block plus sign, drag the the shape of a block plus sign, drag the mouse pointer down to cell F8mouse pointer down to cell F8

Click the AutoSum button on the Click the AutoSum button on the Standard toolbarStandard toolbar

Select cell A9 to deselect the range Select cell A9 to deselect the range F4:F8F4:F8

Determining Multiple Determining Multiple Totals Totals at the Same Timeat the Same Time

Changing the Font TypeChanging the Font Type

Click cell A1 and then point to the Font Click cell A1 and then point to the Font box arrow on the Formatting toolbarbox arrow on the Formatting toolbar

Click the Font box arrow and then point Click the Font box arrow and then point to Arial Rounded MT Boldto Arial Rounded MT Bold

Click Arial Rounded MT BoldClick Arial Rounded MT Bold

Changing the Font TypeChanging the Font Type

Bolding a CellBolding a Cell

With cell A1 active, click the Bold button With cell A1 active, click the Bold button on the Formatting toolbaron the Formatting toolbar

Increasing the Font Size Increasing the Font Size of a Cell Entryof a Cell Entry

With cell A1 selected, With cell A1 selected, click the Font Size click the Font Size box arrow on the box arrow on the Formatting toolbar Formatting toolbar

Click 24 in the Font Click 24 in the Font Size listSize list

Changing the Font Color Changing the Font Color of a Cell Entryof a Cell Entry

With cell A1 selected, With cell A1 selected, click the Font Color click the Font Color button arrow on the button arrow on the Formatting toolbarFormatting toolbar

Click Violet (column Click Violet (column 7, row 3) on the Font 7, row 3) on the Font Color paletteColor palette

Centering a Cell Entry Centering a Cell Entry across Columns by Merging across Columns by Merging CellsCells

With cell A1 selected, With cell A1 selected, drag to cell F1drag to cell F1

Click the Merge and Click the Merge and Center button on the Center button on the Formatting toolbarFormatting toolbar

Formatting the Worksheet Formatting the Worksheet SubtitleSubtitle

Select cell A2Select cell A2 Click the Font box arrow on the Formatting Click the Font box arrow on the Formatting

toolbar and then click Arial Rounded MT Boldtoolbar and then click Arial Rounded MT Bold Click the Bold button on the Formatting toolbarClick the Bold button on the Formatting toolbar Click the Font Size box arrow on the Click the Font Size box arrow on the

Formatting toolbar and then click 16Formatting toolbar and then click 16 Click the Font Color button on the Formatting Click the Font Color button on the Formatting

toolbartoolbar

Formatting the Worksheet Formatting the Worksheet SubtitleSubtitle

Select the range Select the range A2:F2 and then click A2:F2 and then click the Merge and the Merge and Center button on the Center button on the Formatting toolbarFormatting toolbar

Using AutoFormat to Using AutoFormat to Format Format the Body of a Worksheetthe Body of a Worksheet

Select cell A3, the upper-left corner cell of Select cell A3, the upper-left corner cell of the rectangular range to formatthe rectangular range to format

Drag the mouse pointer to cell F8, the Drag the mouse pointer to cell F8, the lower-right corner cell of the range to lower-right corner cell of the range to formatformat

Click Format on the menu barClick Format on the menu bar Click AutoFormat on the Format menuClick AutoFormat on the Format menu When Excel displays the AutoFormat When Excel displays the AutoFormat

dialog box, click the Accounting 2 formatdialog box, click the Accounting 2 format

Using AutoFormat to Using AutoFormat to Format Format the Body of a Worksheetthe Body of a Worksheet

Click the OK buttonClick the OK button Select cell A10 to Select cell A10 to

deselect the range deselect the range A3:F8A3:F8

Using the Name Box Using the Name Box to Select a Cellto Select a Cell

Click the Name box Click the Name box in the formula bar in the formula bar and then type and then type a3a3 as as the cell to selectthe cell to select

Press the ENTER Press the ENTER keykey

Adding a 3-D Clustered Adding a 3-D Clustered Column Chart to the Column Chart to the WorksheetWorksheet

With cell A3 selected, position the block plus sign With cell A3 selected, position the block plus sign mouse pointer within the cell’s border and drag the mouse pointer within the cell’s border and drag the mouse pointer to the lower-right corner cell (cell E7) of mouse pointer to the lower-right corner cell (cell E7) of the range to chart (A3:E7the range to chart (A3:E7

Click the Chart Wizard button on the Standard toolbarClick the Chart Wizard button on the Standard toolbar When Excel displays the Chart Wizard – Step 1 of 4 – When Excel displays the Chart Wizard – Step 1 of 4 –

Chart Type dialog box and with Column selected in the Chart Type dialog box and with Column selected in the Chart style list, click Clustered column with a 3-D visual Chart style list, click Clustered column with a 3-D visual effect (column 1, row 2) in the Chart sub-type areaeffect (column 1, row 2) in the Chart sub-type area

Click the Finish buttonClick the Finish button If the Chart toolbar appears, click its Close buttonIf the Chart toolbar appears, click its Close button

Adding a 3-D Clustered Adding a 3-D Clustered Column Chart to the Column Chart to the WorksheetWorksheet

When Excel displays the chart, point to an When Excel displays the chart, point to an open area in the lower-right section of the chart open area in the lower-right section of the chart area so the ScreenTip, Chart Area, appears area so the ScreenTip, Chart Area, appears next to the mouse pointernext to the mouse pointer

Drag the chart down and to the left to position Drag the chart down and to the left to position the upper-left corner of the dotted line the upper-left corner of the dotted line rectangle over the upper-left corner of cell A10rectangle over the upper-left corner of cell A10

Release the mouse buttonRelease the mouse button Point to the middle sizing handle on the right Point to the middle sizing handle on the right

edge of the selection rectangleedge of the selection rectangle

Adding a 3-D Clustered Adding a 3-D Clustered Column Chart to the Column Chart to the WorksheetWorksheet

While holding down the ALT key, drag While holding down the ALT key, drag the sizing handle to the right edge of the sizing handle to the right edge of column Fcolumn F

If necessary, hold down the ALT key and If necessary, hold down the ALT key and drag the lower-middle sizing handle down drag the lower-middle sizing handle down to the bottom border of row 20to the bottom border of row 20

Click cell H20 to deselect the chartClick cell H20 to deselect the chart

Adding a 3-D Clustered Adding a 3-D Clustered Column Chart to the Column Chart to the WorksheetWorksheet

Saving a WorkbookSaving a Workbook

With a floppy disk in drive A, click the With a floppy disk in drive A, click the Save button on the Standard toolbarSave button on the Standard toolbar

Type Type Extreme Blading 2nd Quarter Extreme Blading 2nd Quarter SalesSales in the File name box in the File name box

Click the Save in box arrowClick the Save in box arrow Click 3½ Floppy (A:) in the Save in listClick 3½ Floppy (A:) in the Save in list Click the Save button in the Save As Click the Save button in the Save As

dialog boxdialog box

Saving a WorkbookSaving a Workbook

Printing a WorksheetPrinting a Worksheet

Ready the printer Ready the printer according to the according to the printer instructions printer instructions and then click the and then click the Print button on the Print button on the Standard toolbarStandard toolbar

When the printer When the printer stops printing the stops printing the worksheet and the worksheet and the chart, retrieve the chart, retrieve the printoutprintout

Quitting ExcelQuitting Excel

Point to the Close Point to the Close button on the right button on the right side of the title barside of the title bar

Click the Close Click the Close buttonbutton

Click the No buttonClick the No button

Starting Excel Starting Excel and Opening a Workbookand Opening a Workbook

With your floppy disk in drive A, click the Start With your floppy disk in drive A, click the Start button on the Windows taskbar, point to All button on the Windows taskbar, point to All Programs on the Start menu, point to Microsoft Programs on the Start menu, point to Microsoft Office on the All Programs submenu, and then Office on the All Programs submenu, and then click Microsoft Office Excel 2003 on the click Microsoft Office Excel 2003 on the Microsoft Office submenuMicrosoft Office submenu

Click Extreme Blading 2nd Quarter Sales in the Click Extreme Blading 2nd Quarter Sales in the Open area in the Getting Started task paneOpen area in the Getting Started task pane

Starting Excel Starting Excel and Opening a Workbookand Opening a Workbook

Using the AutoCalculate Using the AutoCalculate Area to Determine an Area to Determine an AverageAverage

Select the range B6:E6 and then right-Select the range B6:E6 and then right-click the AutoCalculate area on the status click the AutoCalculate area on the status barbar

Click Average on the shortcut menuClick Average on the shortcut menu Right-click the AutoCalculate area and Right-click the AutoCalculate area and

then click Sum on the shortcut menuthen click Sum on the shortcut menu

Using the AutoCalculate Using the AutoCalculate Area to Determine an Area to Determine an AverageAverage

Clearing Cell ContentsClearing Cell Contents

Fill HandleFill Handle Select the cell or range of cells and point to the fill Select the cell or range of cells and point to the fill

handle so the mouse pointer changes to a cross hairhandle so the mouse pointer changes to a cross hair Drag the fill handle back into the selected cell or Drag the fill handle back into the selected cell or

range until a shadow covers the cell or cells you range until a shadow covers the cell or cells you want to erase. Release the mouse buttonwant to erase. Release the mouse button

Shortcut MenuShortcut Menu Select the cell or range of cells to be clearedSelect the cell or range of cells to be cleared Right-click the selectionRight-click the selection Click Clear Contents on the shortcut menuClick Clear Contents on the shortcut menu

Clearing Cell ContentsClearing Cell Contents

Delete KeyDelete Key Select the cell or range of cells to be clearedSelect the cell or range of cells to be cleared Press the DELETE keyPress the DELETE key

Clear CommandClear Command Select the cell or range of cells to be clearedSelect the cell or range of cells to be cleared Click Edit on the menu bar and then point to Click Edit on the menu bar and then point to

ClearClear Click All on the Clear submenuClick All on the Clear submenu

Clearing the Entire Clearing the Entire WorksheetWorksheet

Click the Select All button on the Click the Select All button on the worksheetworksheet

Press the DELETE key or click Edit on Press the DELETE key or click Edit on the menu bar, point to Clear and then the menu bar, point to Clear and then click All on the Clear submenuclick All on the Clear submenu

Deleting an Embedded Deleting an Embedded ChartChart

Click the chart to select itClick the chart to select it Press the DELETE keyPress the DELETE key

Obtaining Help Obtaining Help Using the Type a Question for Using the Type a Question for Help BoxHelp Box

Type Type save a workbooksave a workbook in the Type a Question for in the Type a Question for help box on the right side of the menu barhelp box on the right side of the menu bar

Press the ENTER keyPress the ENTER key When Excel displays the Search Results task pane, When Excel displays the Search Results task pane,

scroll down and then click the link Save a filescroll down and then click the link Save a file If necessary, click the AutoTile button to tile the If necessary, click the AutoTile button to tile the

windowswindows Click the Show All link on the right side of the Click the Show All link on the right side of the

Microsoft Excel Help window to expand the links in Microsoft Excel Help window to expand the links in the windowthe window

Obtaining Help Obtaining Help Using the Type a Question for Using the Type a Question for Help BoxHelp Box

Double-click the Microsoft Excel Help title Double-click the Microsoft Excel Help title bar to maximize itbar to maximize it

Click the Close button on the Microsoft Click the Close button on the Microsoft Excel Help window title barExcel Help window title bar

Obtaining Help Obtaining Help Using the Type a Question for Using the Type a Question for Help BoxHelp Box

Quitting ExcelQuitting Excel

Click the Close button on the right side of Click the Close button on the right side of the title bar, and if necessary, click the the title bar, and if necessary, click the No button in the Microsoft Excel dialog No button in the Microsoft Excel dialog boxbox

SummarySummary

Start and Quit ExcelStart and Quit Excel Describe the Excel worksheetDescribe the Excel worksheet Enter text and numbersEnter text and numbers Use the AutoSum button to sum a range Use the AutoSum button to sum a range

of cellsof cells Copy a cell to a range of cells using the Copy a cell to a range of cells using the

fill handlefill handle

SummarySummary

Copy a cell to a range of cells using the Copy a cell to a range of cells using the fill handlefill handle

Format a worksheetFormat a worksheet Create a 3-D Clustered column chartCreate a 3-D Clustered column chart Save a workbook and print a worksheetSave a workbook and print a worksheet

SummarySummary

Open a workbookOpen a workbook Use the AutoCalculate area to determine Use the AutoCalculate area to determine

statisticsstatistics Correct errors on a worksheetCorrect errors on a worksheet Use the Excel Help system to answer Use the Excel Help system to answer

questionsquestions

Questions??Questions??