Excel Integration

Online Notes

 

I.                     Class Objectives

1. Define a Spreadsheet
2. Define the Components of a Spreadsheet
3. Types of Data for Spreadsheets
4. Identify Quick Function Keys

 

II.                   What is a Spreadsheet?

 

a.       A spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns and rows. It is an environment that can make number addition, subtraction, and multiplication more efficient.

 

III.                  What are some of the components of a spreadsheet?

 

a.       Column is defined as the vertical space that is going up and down the window. Letters are used to designate each COLUMN'S location.

 

                                                               i.     

 

b.      Rows, is defined as the horizontal space that is going across the window. Numbers are used to designate each ROW'S location.

 

                                                               i.     

 

c.       Cell, is defined as the space where a specified row and column intersect. Each CELL is assigned a name according to its COLUMN letter and ROW number.

 

                                                               i.     

 

IV.                In a spreadsheet there are three types of data

 

a.       Label, text with no numerical value

b.      Constants, just a number -- constant value

c.       Formulas, a mathematical equation used to calculate

                                                               i.      Examples:

 

 

*ALL formulas MUST begin with an equal sign (=).

 

V.                  Labels typically do not have a value associated with them. Labels are used to identify what you are talking about.

 

a.       Examples are student names, class assignments, attendance, days etc.

 

b.      Note: labels are used to help identify what you are talking about within your spreadsheet. They are NOT for the computer but rather for US so we can clarify and identify what we are doing.

 

VI.                Constants are entries with specific fixed values. For example, if someone asks you how old you are, you would answer with a specific answer. Sure, other people would have a different answer, but it is a fixed value for each person. 

 

 

 

 

 

 

 

 

a.       In this example: the constants are:

·        $12,000

·        9.6 %

·        60

 

b.      As you can see from this example that there may be different types of numbers. Sometimes constants are referring to dollars, sometimes referring to percentages, and other times referring to a number of items (in this case 60 months). These amounts are typed into the computer and are used to establish the total.

 

c.       Note: We use constants to enter FIXED number data.

 

VII.               Formulas are entries that have an equation that calculates the value to display. When using formulas, we DO NOT type in the numbers we are looking for; we type in the equation. This equation will be updated upon the change or entry of any data that is referenced in the equation.

 

a.       When using formulas in excel you should type the reference of the constants (not the constant), the cell where the data is stored, Not the actual data.

 

b.      Below are some example formulas for review and practice.

                                                               i.      Addition, =SUM(A2:A09)

                                                             ii.      Subtraction, =B3-C3

                                                            iii.      Multiplication, =B4*C4

                                                           iv.      Average, =AVERAGE(A3:A9)

 

c.       Note: Formulas are mathematical equations. They are used to calculate a value to be displayed. There is a list of the functions available within Excel that can be located on the menu bar by selecting INSERT and moving down to Function.

*Formulas or Functions MUST BEGIN with an equal sign (=).

 

VIII.             When you are entering formulas into a spreadsheet you want to make as many references as possible to existing data. If we can reference that information we don't have to type it in again. AND more importantly if that OTHER information changes, we DO-NOT have to change the equations.

If you work for 23 hours and make $5.36 an hour, how much do you make? We can set up this situation using

·         three labels

·         two constants

·         one equation

 

Let's look at this equation in B4:

  

     = B1 * B2

     = 23 * 5.36

 

 

 

Both of these equations will produce the same answers, but one is much more useful than the other.

DO YOU KNOW which is BEST and WHY?

It is BEST if we can Reference as much data as possible as opposed to typing data into equations.

In our last example, things were pretty straightforward. We had number of hours worked multiplied by wage per hour and we got our total pay. Once you have a working spreadsheet you can save your work and use it at a later time. If we referenced the actual cells (instead of typing the data into the equation) we could update the entire spreadsheet by just typing in the NEW Hours worked. And -- you're done!

Let’s look at a new spreadsheet:

• hours have been changed to 34
• wage is the same
• total pay would now be = 34 * 5.36
• but would still be = B1 * B2
  

If we had typed in (=23 * 5.36 ) the first time and just changed the hours worked, our equation in B4 would still be (=23 * 5.36 )

INSTEAD we typed in references to the data that we wanted to use in the equation.
We typed in (=B1*B2). These are the locations of the data that we want to use in our equation.

It is BEST if we can Reference as much data as possible as opposed to typing data into equations.

For these following examples let’s consider the following data:

 

A1 (column A, row 1) = 5 A2 (column A, row 2) = 7 A3 (column A, row 3) = 8 B1 (column B, row 1) = 3 B2 (column B, row 2) = 4 B3 (column B, row 3) = 6

A B 1 5 3 2 7 4 3 8 6

 

 

Probably the most popular function in any spreadsheet is the SUM function. The Sum function takes all of the values in each of the specified cells and totals their values. The syntax is:

• =SUM(first value, second value, etc)

In the first and second spots you can enter any of the following (constant, cell, range of cells).

• Blank cells will return a value of zero to be added to the total.
• Text cells can not be added to a number and will produce an error.

 

 

There are many functions built into many spreadsheets. One of the first ones that we are going to discuss is the Average function. The average function finds the average of the specified data. (Simplifies adding all of the indicated cells together and dividing by the total number of cells.) The syntax is as follows.

• =Average (first value, second value, etc.)

Text fields and blank entries are not included in the calculations of the Average Function.

 

 

Example	Cells to average	Answer
=average (A1:A4)	A1, A2, A3, A4	62.5
=average (A1:A4, 300)	A1, A2, A3, A4 and 300	110
=average (A1:A5)	A1, A2, A3, A4, A5	62.5
=average (A1:A2, A4)	A1, A2, A4	58.33

 

In Excel there is a help tool for functions called the Function Wizard.

There are two ways to get to the function wizard. If you look at the Standard Toolbar, the function wizard icon looks like the icon below.

 

 

The other way to get to the function wizard is to go to the Menu select INSERT, then select FUNCTION.

Either way you get there, at this point Excel will list all of the functions available. Upon choosing the function, Excel will prompt you for the information it needs to complete the function. Mini descriptions are available for each of the cells. It is often necessary for you to understand the functions in order to be able to figure out these descriptions.

Yeah, I know it would have been nice to know this earlier, but it is important for you to understand how the functions work before you start using the Function Wizard. It is faster to type the basic function in from the keyboard as opposed to going through the steps of this tool.

Well, that is all of the functions we are going to cover.

A question that everyone (who has ever worked on a spreadsheet) has asked at one time or another is, "Where did all my numbers go?" or same question, "Where did all of those ####### come from and why are they in my spreadsheet?"

The problem is the number trying to be displayed in a particular cell does not have enough width to display properly. To clear up the problem we just need to make the column wider. You can do this many ways.

Here are two ways to change the column width:

 

a.       Select the column (or columns) with the problem by clicking on their labels (letters). Then you choose the MENU FORMAT. Go down to COLUMN and over to WIDTH and type in a new number for the column width.

 

b.      Move the arrow to the right side of the column label and click and drag the mouse to the right (to make wider) or left (to make smaller). Let up on the mouse button when the column is wide enough.

 

 

*Notice the cursor changes to a vertical line with arrows pointing left and right.

In many spreadsheets you can also change the vertical height of a row by moving the lower edge of the row title (number).

Sometimes we (all) make mistakes or things change. If you have a spreadsheet designed and you forgot to include some important information, you can insert a column into an existing spreadsheet. What you must do is click on the column label (letter) and choose in Columns from the Insert menu. This will insert a column immediately left of the selected column.

                   

As you can see from this example there was a blank column inserted into the spreadsheet. You might wonder if this will affect your referenced formulas. Yes, the referenced cells are changed to their new locations. For example:
Cell C4 was =C3+B4
and now is =D3+B4                                                                                                         

Likewise, we can also insert rows. With the row label (number) selected you must choose the Row from the Insert menu. Again this will insert a row before the row you have selected.

 

The formulas will be updated to their corresponding locations.
C3 was = C2+B3
NOW C4=C2+B4

Numbers can usually be represented quicker and to a larger audience in a picture format. Excel has a chart program built into its main program. The Chart Wizard will step you through questions that will (basically) draw the chart from the data that you have selected. There are many types of charts. The two most widely used are the bar chart and the pie chart.

The BAR Chart is usually used to display a change (growth or decline) over a time period. You can quickly compare the numbers of two different bar charts to each other.

 

 

 

The PIE Chart is usually used to look at what makes up a whole. If you had a pie chart of where you spent your money you could look at the percentages of dollars spent on food (or any other category).

 

 

 

 

You can add legends, titles, and change many of the display variables.