Microsoft Excel

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What is Excel?
A computerized spreadsheet
(worksheets)
Spreadsheets are most often used for
Cash flow analysis
Budgeting
Decision making (what-if analysis)
Cost estimating
Inventory management (limited)
Financial reporting (limited)
An Excel file is a workbook that contains
multiple worksheets

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 Formula
bar
sheet tab active cell
(C3: column C, row 3)
Worksheet Window
Headings
Columns (letters at the top) A, B, C
Rows (numbers along the side) 1, 2, 3
Cell
intersection of a row and column
Cell reference
Example: A1
Active cell
cell you currently working on
Range
cell or rectangular block of cells designated with the colon
Example: A1:A5 says cells A1 through A5
Sheet tabs at the bottom for sheets (pages) of workbook
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Cell Contents
Values
Numbers, dates, text
Text is left aligned, others are right aligned
Formulas
math
Begin with =
Examples include
* Multiply
/ divide
^ power
Contain numbers or cell references
Result shows in cell
Formula bar shows formula
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Example Formulas
Add cells:
=A1+A2
=B14+F23
=A1+A2+A3+A4+A5

Multiply cells:
=A1*A2

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Functions
A special prewritten formula that provides a shortcut for
commonly used calculations
Each function has a syntax
Syntax specifies order of typing the parts, where to put
commas, punctuation, etc.
Determines order of arguments or values that Excel must
use in the calculation

=A1+A2+A3+A4+A5 can be easier written as =SUM(A1:A5)

=(A1+A2)/2 can be easier written as =AVERAGE(A1:A2)
=MIN(A1:A3)
=MAX(A1:A3)

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 Mikes favorite functions
SUM (sums a range of cells)
AVERAGE (average of a range of cells)
TODAY (shows the date/time as of now)
IF (evaluates a condition and acts accordingly)
MIN (returns the minimum value in a range of cells)
MAX (returns the maximum value in a range of cells)
IRR (financial - internal Rate of Return)
NPV (financial - the Net Present Value of a range of
income)

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IF Function
Makes a decision
Format:
=IF(condition, what to do if true, what to do if false)
Put quotes around text argument

=IF(A1>=60, Pass, Fail)

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Today Function
Shows todays date
=TODAY()
No arguments
To format:
Format menu >>Cells>>Number tab: Category: Date,
mmm-yy==>Mar-98
OR right-mouse click, then Format cells

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Relative Reference

Cell reference is based on its location relative to

the cell containing the formula
Cell references that change when copied are
called relative cell references

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Relative Reference
(Double-click on this table to invoke Excel, then double-click
on the cell that you want to see the formula in)

A B C
1 Q1 Q2 Total
2 40 60 100
3 50 70 120
4 60 70 130
Notice A2+B2 changes to A3+B3 to A4+B4

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Absolute Reference

Is a cell reference in a formula that does not change

when copied into another cell
Fixed location on spreadsheet
Insert $ before the column and/or row of the cell
reference
=A1/$A$4
F4 Key for changing the type of cell references

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Absolute Reference
(Double-click on this table to invoke Excel, then double-click
on the cell that you want to see the formula in)

A B C D
1 Q1 Q2 Q3 Total
2 40 60 63 100
3 50 70 73.5 120
4 60 70 73.5 130
5
6 Predicited Q3 5%

Notice B2*(1+C$6) changes to B3*(1+C$6) to B4*(1+C$6)

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Changing Column Width
Double-click dividing line for autofit to make column
as wide as longest label or number in column
Drag column heading dividing line
Select column heading(s), go to Format menu>>
Column >> Width or Autofit Selection
Shift-click for adjacent columns
Ctrl-click for non-adjacent columns

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Headers and Footers
File menu>>Page setup>>Header/Footer
Printed on top margin (header) or bottom margin
(footer) of every page
By default:
Worksheet name header
Page number footer
Must do for every worksheet
Custom header/footer
Page number, date, time, filename tools

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Display Formulas
Tools menu>>Options>>View tab>>Formulas
Short-cut key
Ctrl ~ (toggle switch--on/off)

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Comment
Text attached to a cell
Small red triangle shows in upper right hand corner.
When mouse is moved over the cell, a yellow box
appears with the comment in it.
Advantage: Provides documentation that not every
user needs to see
Insert >>Comment
OR right-mouse click, Insert Comment

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Center Text Across Columns
Highlight destination (range of cells)
Format menu>>Cells>>Alignment: Text Alignment:
Horizontal: select Center Across Selection
OR
Click on Merge and Center button on the Formatting
toolbar

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Charts
Types
2-D or 3D
Area, Bar, Column, Doughnut, Line, Pie, XY (Scatter),
Radar, ...
Chart formats
Several for each type

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Purpose of Charts
Pie chart
Proportion of parts to whole
Column or bar chart
Comparisons between the data represented by each
column or bar
Line chart
Trends/changes over time
Area
Magnitude of change over time
XY
Relationship between sets of (x,y) data points
Radar
Changes in data relative to center point

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Chart Wizard
Click Chart Wizard button on toolbar
Click Chart Type
Press and hold to view sample button
Data labels tab
Show label and percent for pie chart
Legends tab (show legend or not)
Wizard still works after chart is created: Select chart,
then click on Wizard button to format further

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Selecting Non-adjacent Cells
Highlight the first cells (or range of cells)
Example: labels for chart
Press CTRL key
Then highlight second range of cells
Example: values in the cells

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Embedded Chart or Object
Charts placed in the same worksheet as the data
The other option is to place the chart on a separate
worksheet
Click chart to select
Selection or sizing handles appear
Small black squares that appear on the boundaries of the chart
Double-click to activate

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Developing Worksheets
Plan - generally first
Determine purpose
Build (enter data and formulas)
Test worksheet
Correct errors
Document worksheet
Improve appearance
Save and print

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