04. Introduction to Excel(1)

Introduction to Excel

• Week 4 TEC 101

References

• Textbook Reference: Duffy, J. & Cram, C. (2024). The Illustrated Collection Microsoft 365 & Office, First Edition. Cengage.

• Graphics/Charts: Used from the above references; all other images comply with Fair Use policies.

• Copyright Inquiries: Contact Pierce Mortuary Colleges, Inc. for removal of protected materials if Fair Use is disputed.

Microsoft Excel Overview

What is Excel?

• An electronic spreadsheet program for calculations, data analysis, and presentation of numeric data.

• A workbook is a collection of related worksheets, saved as an xlsx file.

• A worksheet features a grid of columns and rows for data entry and manipulation.

Excel User Interface

Key Elements

• File Name: Displayed at the top; allows for easy identification.

• Search Box: Quick access feature (shortcut key Alt+Q).

• Ribbon: The main tool panel containing tabs (Home, Insert, etc.).

• AutoSave: Can be toggled on or off.

• Formula Bar: Used to enter or edit data within active cells.

Data Entry

How to Enter Data

• Directly into the cell or through the formula bar.

• Labels: Descriptive text used for identification (not involved in calculations).

• Values: Numeric entries used in calculations.

Casket Sales Example (Data Entry)

• Categories and data for various types of caskets across periods (e.g., 18ga steel, 20ga steel).

Editing Data

Editing Instructions

• To edit, double-click the active cell or start typing.

• Excel switches to Edit mode during cell entries.

Common Excel Pointers

• Cell Pointer: Indicates the active cell.

• Fill Handle (+): Used to copy cell content.

• Edit Mode Pointer: I-beam cursor when hovering over the formula bar.

Copying and Moving Cell Data

• Options include using buttons (Cut, Copy, Paste), the fill handle, or drag-and-drop.

• Clipboard: Temporarily stores copied or cut data.

Using Formulas

Formula Basics

• A formula starts with an equal sign (=) and can include arithmetic operations.

• Examples of arithmetic operators: +, -, *, /, ^.

Excel Arithmetic Operators Table

• Operators:

  • +: Addition (e.g. =A5+A7)

  • -: Subtraction (e.g. =A5-10)

  • *: Multiplication (e.g. =A5*A7)

  • /: Division (e.g. =A5/A7)

  • ^: Exponential (e.g. =6^2)

Entering Formulas

• Formulas are essential for calculation and begin with =. Use proper syntax for arithmetic calculations with respect to operator precedence.

Order of Operations

1. Parentheses (): Calculated first.

2. Exponents ^: Second.

3. Multiplication/Division */: From left to right.

4. Addition/Subtraction +-: From left to right.

Functions

What is a Function?

• A predefined procedure returning a value based on given arguments.

• AutoSum: Automatically calculates the sum of selected cells.

Function Examples

• Syntax for SUM: =SUM(range) to sum a range of cells.

Modifying Worksheet Views

View Options

• Change view using the ribbon (View tab) or status bar buttons.

• Normal View: Standard view.

• Page Layout View: For printing preview.

• Page Break Preview: Shows page breaks in a layout format.

Printing Options

Page Layout Adjustments

• Adjust orientation (Portrait or Landscape), paper size, and margins.

Preview and Printing

• Use Backstage view to manage print options, including printing sheets and selecting printers.

Cell Formatting

Formatting Values

• Formatting alters the appearance (e.g., bold, monetary symbols) but does not change data.

• Access formatting options through the Ribbon or contextual menus.

Font Attributes

• Default font in Excel: 11-point Calibri.

Centering and Merging Text

• Merge and Center helps align text across multiple cells.

Resizing and Adjusting Cells

AutoFit Features

• Columns/rows can be adjusted using the ribbon, right-click shortcut, or mouse dragging.

• AutoFit: Adjusts based on content size.

Inserting and Deleting Rows/Columns

• New rows shift existing data down; new columns shift data to the right.

• Delete any selected rows/columns, and data will shift accordingly.

Conditional Formatting

Overview

• Automatically formats cells based on specific criteria (e.g., highlight values above threshold).

Functions for Logical Operations

IF Function

• To build a logical test with conditions, use syntax: =IF(condition, true_action, false_action).

AND & OR Functions

• AND returns true if all conditions are met; OR returns true if any condition is met.

Using the ROUND Function

• Round values using syntax: =ROUND(value, num_digits) to control decimal display.

Creating and Formatting Charts

Chart Basics

• Key components include axes, legends, plot area, and data markers.

• Utilize the Insert tab to create and modify charts.

Common Chart Types

• Column, Pie, Bar, Line - each serves specific data representation needs.

Chart Modifications

• Use the Chart Design tab to change styles, data ranges, and element arrangements.

Conclusion

• Excel serves as a powerful tool for data analysis, formatting, and presentation through various features and functionalities.