EXCEL PART II
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Microsoft eXCEL 10
Fall 2011short course Section II
OFFERED BY
INSTRUCTIONAL COMPUTING UNIVERSITY OF MISSOURI ST.LOUIS
Welcome to the Instructional Computing short course on Excel
Session 2. 2Goals of this short courseUsing excel as a
databaseSetting up a home budget
This short course will cover setting up a small database,
manipulating a database and setting up a home budget.3DatabaseA
database is collected data that is organized.It is used to find out
some specific information that you have created the database
for.The user gives the data a purpose, but if there is no purpose a
database could be useless.
A database is not needed for everyone. It is only useful when
you are multiple entries that have total at least 15 or more.
4SETTING UP THE DATA BASESet up the data base with each
field/category as a column and each record as a row. The name of
your field is the top cell in the column. Widen the column if
needed to show your full field. In most cases press to move to the
next field and to move down to the next record. The image to the
right is going to be our example.
First we need to set up our database. In our example we will
have columns of information labeled as first name, last name, home
phone, work phone, and email address. For privacy reasons, we are
going to be using fake information, but the concept of a database
will still be present if you enter real information. The image on
the right side of this slide will be the example I am going to be
discussing about. Feel free to copy this information or create your
own information. 5FILTERINGClick on any categorized cell, e.g. Last
NameClick on the Data tabClick on Filter
Once, the information is inputted we can now manipulate the data
we inputted. The first step is to go to the Data ribbon. Now we
need to select a cell that states the type of information (IE: last
name, first, etc) . Please note that if you have one of the cells
selected that has your data in it(IE: a name, number, etc) the
filter will not work properly. 6FILTERING EXAMPLESUse drop down
menu to filter your data
Click on Text Filters -> Custom Filters
Once, the filter has been a applied, you will notice there are
now buttons on the first name, last name, etc as show on this
image. If you click on that button it will give you options to
filter your data based upon the information in that column. If you
select a column that has letters in it you can sort a to z or z to
a. If you have numbers, you can do ascending or descending. There
is also the option to do a specific filter. 7FILTERING EXAMPLESLets
say we want to filter our data by last name and we need any entry
starting with c or a letter before c in the alphabet.
If you select custom filter a new dialogue box will appear. You
can select many options from the drop down box, but in our example
we are going to do have the first one be equals with c as the value
and the 2nd one we will have less than (with the and option
checked) with the value of c. This means that the filter will
select all data for the last name that begins with c or less. If
you click ok
8FILTERING EXAMPLESHere is the result of the filtering.Notice
the row numbers filtered are marked blue.Use drop down menu and
check Select All to get the full list back.
You will notice that we have 3 entries in our database. The
other entries are still there, but they are just not visible.
9Clear the filter
To remove the filter, press the clear button next to the filter
button and you can use a new filter. 10Home BudgetA home budget
shows people how much money they are making and spending.It allows
people to plan ahead so they can save money for certain goals.
Aside from what is stated on this slide, the home budget can
also be applied to a small business (such as ebay). 11Setting up
your home budgetYou should set up labels for your budget.Labels
include dates, expenses, revenue, etc.It is your preference on
which direction you make the budget go, but in our example we are
going to have the date going horizontal and the data going
vertical.
For any document, labels are important and even more so for a
budget. The revenue and expenses need to be labeled correctly. You
can set up your budget in any direction, but in this example we are
going to use a horizontal approach.
12Setting up your formulasBefore entering in your data, you
should do the formulas beforehand as it makes it easier to
calculate later.We are going to calculate the net income (paychecks
minus expenses), balance of our checking account($100 starting
balance), balance of our savings account ($200 starting balance),
and balance of one credit card ($400 at the moment).
You should do your formulas before entering your data. After the
formulas are entered, you should enter your starting amounts.
13Formulas
In this slide we can see our final formulas. The monthly and
yearly totals are calculated. The balances are done by taking the
initial amount and adding the new amount or subtracting the
payment. The next month includes interest on the CC and less the
payment. The yearly amount is the total for each month using sum.
14Entering your dataSince the formulas are setup you can now enter
your data based on what you spent and made during the months.If
extra expenses or revenue come in then you have to correct your
budget.
Enter your data and it calculates your totals. Balance your
budget depending on your income.15Continuing the Home BudgetWhen
the next year begins you can create a new worksheet in the same
file.Rename Sheet1, Sheet2, Sheet3 to your liking, (we used the new
years) and create new sheets so you can have as many years as
possible.
If you want to keep all of your years included, add a new sheet
and rename it to your preference.16Questions?If any further
questions arise, please contact a lab consultant in any of the
following Instructional Computing Labs.
SSB 103 SSB 452Benton Hall 232 Math TLC (UC 050) Ward E. Barnes
Library Thomas Jefferson Research Commons
If you have any further questions please stop by the following
labs listed on this slide and ask a lab consultant for help with
your technological needs. 17Additional
Informationhttp://www.cetc.umsl.eduThe Microcomputer Program at the
University of Missouri-St. Louis offers day and evening computer
courses as part of the Chancellor's Certificate series.
http://www.umsl.edu/stg The Online Student Technology Guide has
answers to many computing questions.http://help.umsl.eduOnline
self-service solutions for UMSL Technology Issues
If you need further assistance please use these online
resources. Thank you for listening to this short course on
Excel.18