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PRESENTATION OBJECTIVES
At the end of this presentation you will be able to:
• Get started with a spreadsheet
• Work with formatting
• Create Headers and Footers
• Use Format Painter
• Understand the importance of accuracy
• Work with formulae
• Use manuals and Help
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GETTING STARTED
• This is an example of an Excel document has no formatting
• Note: there is little to distinguish the information
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GETTING STARTED
Now there is formatting
to improve the look and
clarity of the data:
• Colour, shading and
bold in the headings
for emphasis
• Borders to help
distinguish data and
create an area for
the totals
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FORMATTING
Remember formatting tools available in Excel include:
• Number formatting
• Changing cell colours
• Adding text formatting
• Changing the alignment of cells
• Adding a range name
• Adding formulas
• Adding Borders
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HEADERS AND FOOTERS
These are the lines of text the
top (header) and bottom
(footer) of each page
• They contain descriptive
text - titles, dates, page
numbers, file locations
• Choose Insert then
Header/Footer or click in
the header/footer area of
the document
• There are three areas for
information left, right and
centre
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USING FORMAT PAINTER Adding formatting to your spreadsheet makes it:
• More attractive and easier to read and to find information
• To quickly copy formatting from one part of a sheet to another, or
to another sheet in the same workbook, use the Format Painter
• Select the cell with the formatting
you wish to copy. Click on Format
Paint tool on the Ribbon . Then click/
“paint” the new cell to copy over the
formatting from the first cell
• In this example “paint” the cell
containing “Mat” over “Rob”
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WORKSHEETS
• Excel allows us to create multiple sheets in one file, using
different sheets for different purposes
• Changing tab names and colour of worksheets containing related
information makes it easier to navigate through large
spreadsheets
Example
Budgets can be created for several departments, one sheet for each
department. All budgets can be kept in one Excel document with all
the information in its own named and colour coded sheet
• Right click on the sheet Tabs at the bottom of the page to make
changes
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ACCURATE DOCUMENTS
Garbage in Garbage out
Make sure your data is checked and that it is:
• Accurate - check accuracy of formulae with a calculator
• Have instructions with regard to content and format been followed
• Proofread
• Spelling checked- electronically and manually
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FORMULA
• Excel uses formulae to easily perform calculations on your data.
• Used for performing simple or complex operations
• Begin with an equal (=) sign
• Entered into worksheet cell where we want the results or answer to appear
• Work with ranges of numbers
• Formulae may be used to calculate mathematical equations, including:
• Average
• Division
• Multiplication
• Percentage
• Subtraction
• Sum
• Combinations of above
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FORMULAIn this example we want to add
sales totals for Sue’s week.
We will be working with the range
of numbers to total. There are
several ways to arrive at this total
using Excel.
Option 1
Click in B9 type in the formula
=B3:B7
Option 2
Click in B9 click on Autosum on the
ribbon, this function automatically
selects cells adjacent to the
destination to add together.
ALWAYS check the range selected
using this function is in fact the
range you wish to work with.
You can choose to select another
range by clicking on the first
number in the new range and
dragging to the end number in the
range
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FORMULA
• Here Excel wants to
add the numbers to
the left of the cell
because they are
adjacent.
• If we wanted to total
numbers in cells F3
to F7 we could
select these cells to
change the range,
either type or click,
hold and drag to
select
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FORMULAS
Remember software functions in Excel may include:
• Adding/deleting columns/rows
• Formatting cells, text
• Sizing columns/rows
Operators are used in excel for developing formulae
Basic formulas involve entering, in the correct order, data to be used
in the calculations and these mathematical operators tell the
program which operation to perform
Brackets ( ) Addition + Subtraction - Division / Multiplication *
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USING CELL REFERENCESCell references are locations of
intersecting rows and columns
In this example B7 is the cell
reference for the formula
=B3:B7 the intersection of column
7 and row B
Rather than enter data directly
into formulae, it is better to use
cell references
The advantages of this are that:
• Changing data allows
formulae to automatically
update
• Allows copying of formulas
from one location to another
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CELL REFERENCESThe formula is =F9/4
If the formula is entered as =780/4 our answer will still be the same – but any changes to sales totals will not be reflected
We realise we have made a mistake and Sues total sales should be 251
total sales is now 781average sales 202.5
By using the cell reference our formula updates immediately
If we simply enter the data into D12 it will = 780/4 or 195 regardless of any changes to data
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SPREADSHEET FUNCTIONSSpreadsheet programs also
contain a number of built in
formulas called functions.
Functions make it easier to
carry out:
• Common tasks – i.e. adding
up columns/rows of
numbers
• In this example we could
enter the formula as shown
but it is very slow.
• Using the function
is very quick.
• In cell E9 click AutoSum it
will automatically select
numbers adjacent to E9 to
add together
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MANUALS AND HELP
• Manuals and online help provide a complete instruction which
includes:
• Getting Started
• Definitions
• Ribbon
• Navigating Cells
• There are enormous amounts of help online, tutorials and specific
areas to help you with more complex concepts or to problem
solve.