Microsoft Excel 2007: Beginning Topics

Course Outline & Guide

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Microsoft Excel 2007 Overview .................................................................................................... 1 The new Office 2007 interface ........................................................................................................ 2 Creating and saving workbooks ...................................................................................................... 3 Visual aids ....................................................................................................................................... 4 Orientation ..................................................................................................................................... 5 Entering, modifying, and deleting data ........................................................................................... 5 Fill data automatically .................................................................................................................... 7 Cell data format .............................................................................................................................. 8 Cell reference.................................................................................................................................. 9 Formulas ....................................................................................................................................... 10 Functions ...................................................................................................................................... 11 Relative cell reference .................................................................................................................. 11 Resize columns and rows .............................................................................................................. 12 Formatting Text ............................................................................................................................ 13 Format Painter ..................................................................................... Error! Bookmark not defined. Absolute cell reference ................................................................................................................. 14 Printing basics ...................................................................................... Error! Bookmark not defined. Open floor for Q&A.............................................................................. Error! Bookmark not defined. Next week - Excel II Intermediate Topics ........................................... Error! Bookmark not defined.

1. Microsoft Excel 2007 Overview

a. What is it? Excel 2007 is the latest and greatest spreadsheet application from Microsoft. It is one of the many software programs that make up MS Office 2007 which is available only for the Windows PC operating system. Excel is a program which displays a table of numbers and text in rows and columns, and used for accounting, budgeting, financial analysis, scientific applications, and other work with figures. b. Previous versions: i. Windows PC: Office 2003 is compatible with 2007 if the updated compatibility package is downloaded and installed http://office.microsoft.com/en-us/products/HA101686761033.aspx 1|Page

ii. Apple Mac: Office 2004 still the latest version (2007 is not available for the Mac) and has no compatibility with the Windows PC 2007 version. However, if a file that is created using Excel 2007 is saved as a .xls then it could be opened using Apple Office 2004 c. It is recommended that during the installation of Office 2007 you also uninstall your older version(s) of Office. Although you can have multiple versions installed at the same time you will encounter problems. The most noteworthy issue is trying to open two versions of one program. For instance, if you open both Word 2003 and Word 2007, then restart your computer you will find that Word will not open right away. In fact, your computer will need to reinstall upon trying to open Word 2003 or Word 2007 taking a considerable amount of time

2. The new Office 2007 interface

a. What is this? Known as a Graphical User Interface (GUI) it uses windows, icons, pull-down menus, and the mouse to make using the program easier to learn and work with b. Title bar i. File name, format, mode, application c. Quick Access Toolbar i. Save, Undo, redo, and the toolbar is completely customizable d. The Office button i. Similar to the Excel 2003 File menu ii. New, Open, Save, and so on 1. Those with arrows have additional commands you can choose iii. Buttons in bottom right 1. Excel Options 2. Exit Excel e. The Excel Ribbon i. Biggest interface change from previous versions ii. Home, Insert, Page Layout, and so on iii. The Ribbon is context sensitive 1. It may change depending on what you do iv. Each Tab has a number of groups 1. When you hover your mouse pointer over a group item information will typically appear v. In the bottom right of most group panels youll find a little diagonal arrow 1. Hover to discover shortcut 2. Click to launch a new window for more options and choices within that group 2|Page

vi. The Help button (circle w/ a question mark inside) is located above and to the right of the Ribbon 1. Once selected a new Excel Help window appears a. Help Categories i. Select any Topic under Browse Excel Help to find more helpful Subtopics b. Help Search i. Click inside the textbox, type a topic, and click Search 2. You can also navigate and find other helpful options (like Home and Print) on the toolbar located near the top of the Help window a. Click on the button shaped like a closed book to view the Table of Contents 3. A large number of help documents are located on your computer. However, greater detail and more topics are available if the computer is connected to the internet. vii. Keyboard shortcuts 1. The Alt key turns on all visible shortcuts (numbers and letters) 2. Next, press the keyboard key with the letter or number that represents what you want 3. Then youll see that the groups within that choice now have shortcuts showing so you can choose the specific option within 4. The Alt key turns off all visible shortcuts as well viii. Minimize/Maximize the Ribbon 1. Right-click on any tab or tab group and select Minimize the Ribbon

3. Creating and saving workbooks

a. What is this? A Microsoft Office Excel workbook is a file that contains one or more worksheets that you can use to organize various kinds of related information. They need to be saved if you want to work with them again b. When opening Excel 2007 it automatically starts with a new workbook c. To close that workbook, select Office Button > Close d. Creating a new workbook i. To create a new workbook, select Office Button > New ii. In the top middle of the new window under Black and recent click on Blank Workbook and then select the Create button in the bottom right of the window iii. Every new workbook will have three worksheets 3|Page

1. Located in the bottom left corner of the Excel window 2. Tabs identify: Sheet 1, Sheet 2, Sheet 3 3. You can create more or delete the ones you already have e. Saving a workbook i. Try to save your files when you begin to prevent the possibility of losing your workbook later due to some random computer failure. When you save in a specific file format options not available for that format will not be available while you are working on the Workbook ii. To save a workbook (file), select Office Button > Save or Save As 1. This time, simply choose Save 2. Select My Documents as the location to save a. This is the default location to save b. This is the best choice to save all of your files as it is easy to back up this folder c. You can also make folders within the My Documents folder for better organization 3. Give the file a name, myexcelfile 4. Excel Workbook will save as an Excel 2007 document (.xlsx) and is not compatible with older versions unless the compatibility package was installed on the computer that tries to open the file iii. Keyboard shortcut: Ctrl+S 1. About every 15 minutes use Ctrl+S to save your file iv. To save as an older file format 1. Select Office Button > Save As > Excel 97-2003 Workbook a. This will save as a .xls. It is a good idea to use this option if you will be sharing the file. 2. In the Title bar it now shows the document is a .xls and you are working in the Compatibility Mode a. This means that you will not have the new Excel 2007 specific features b. This also means your Excel 97-2003 document is compatible with the older versions of Excel v. Close this file, create a new Excel 2007 document and save as a yourname.xlsx

4. Visual aids
a. What are these? Visual aids help you with creating and editing your workbook. They help with the layout and design in getting you precise measurements and better ways to view your data b. Views i. Can be found on the Ribbon and the Status Bar (bottom right) 4|Page

1. On the Ribbon, select the View tab > in the Workbook Views group 2. Normal a. This should be your primary working view b. Columns Identified by letters c. Rows Identified by numbers 3. Page Layout a. What you see is what it will look like when you print the document 4. Page Break Preview a. Where pages will break when the document is printed c. Rulers i. You must first be in Page Layout View 1. The ruler is not visible in Normal view ii. On the Ribbon, select the View tab > in the Show/Hide group > click Ruler iii. The rulers, at the left and top measure the page by inches d. Zoom i. Zoom Slider 1. Bottom right corner ii. View Tab 1. Zoom a. Zoom, 100%, and Zoom to Selection iii. Keyboard Shortcut 1. Ctrl + [your mouse scroll]

5. Orientation
a. What is this? Two different document layouts b. On the Ribbon, select the Page Layout tab > in the Page Setup group > click Orientation > Portrait or Landscape

6. Entering, modifying, and deleting data

a. What is this? Data is simply information. It can be entered, edited, and manipulated a number of ways in Excel 2007 b. Enter data i. Click once (select) on cell A1 and type, Computers 101. Then tap the Enter (return) key c. Modify (edit) data i. By clearing previous data first: 1. Click once on cell A1 and type, History 101 5|Page

2. The previous data, Computers 101 was erased ii. By editing current data 1. Double click inside cell A1, with your arrow keys move your insertion point (blinking cursor) to the beginning of and delete 101 a. Edit text one letter at a time i. Click just before or inside any word and tap the Delete key on the keyboard to delete the letter or space to the right ii. Click just after or inside any word and tap the Back Space key on the keyboard to delete the letter or space to the left 2. Complete, History 202 and then tap the Enter key to accept your change d. Correct a mistake i. Go backward in time, Ctrl+Z ii. Go forward in time (after going back), Ctrl+Y iii. Also found on the Quick Access Toolbar Undo and Redo e. Selecting i. Highlight or select the text 1. Using your mouse a. Double click inside cell A1 b. Move your mouse pointer to the beginning of the word History and the click and drag from beginning to end of that word c. Double click inside the word 2. Using the keyboard a. Hold down the shift key on your keyboard and use your arrow key(s) left and right on the keyboard b. Hold down Shif+Ctrl and then the arrow key(s) left/right to select the entire word ii. Highlight or select cell(s) 1. Using your mouse a. Move your mouse pointer into any cell and click once b. Move your mouse pointer into any cell, click and drag 2. Using the keyboard a. Hold down Shift+ARROW keys b. Hold down Shift+Ctrl+ARROW keys iii. Select row(s) and Column(s) 1. With your mouse pointer, click and drag starting from the middle of any column or row ID iv. Select the entire Worksheet 6|Page

1. Using your mouse a. In the top-left of the worksheet, where the column IDs and row IDs intersect locate a square button which has a diagonal arrow inside it. b. Click once on the button to select the entire worksheet 2. Using the keyboard a. Keyboard shortcut, Ctrl+A 3. Click and drag in the margin to the left throughout the area you wish to select v. Select non-contiguous areas 1. Hold down Ctrl while using the mouse to select the data. f. Helpful toolbars i. The mini toolbar 1. This appears when you type, select, and then hover over or right-click inside the selected text 2. Move your mouse into the mini toolbar to select your option 3. Once you move your pointer into the Ribbon you lose your mini toolbar option 4. You can click back into the document to get rid of the mini toolbar g. Continue to input data into Sheet 1 of yourname.xlsx i. In cell A3 type: 1. Name 2. Tap the Tab key ii. In cell B3 type: 1. Quiz 1 (Dont press tab or enter for this example)

7. Fill data automatically

a. What is this? For fast data entry, you can have Excel automatically repeat data or you can fill data in a series or pattern automatically b. Fill Handle i. The Fill Handle replicates or continues data in a series of numbers, number and text combinations, dates, or time periods, based on a pattern that you establish ii. Use the Fill Handle 1. Make sure cell B3 is still selected 2. Move your mouse pointer to the bottom right corner of the selected cell a. Notice how the pointer changes from a larger white cross or plus to a thinner black cross or plus b. The black plus is called the Fill Handle 7|Page

c. Its also different than the black cross that is made up of arrows that one is used to move data 3. Click and drag to the right and move your mouse pointer to cell F3 or until you see Quiz 5 appear, then let go of the mouse pointer 4. You should now see Quiz 1, Quiz 2, Quiz 3, Quiz 4, and Quiz 5 c. Continue entering data into Sheet 1 of yourname.xlsx i. Edit Quiz 5 1. Change it to Quiz Avg. 2. Tap the Tab key ii. In cell G3 type: 1. Exam 2. Tap the Tab key iii. In cell H3 type: 1. Final Grade iv. Starting in cell A4 type out the students names and Averages, when finished with each tap the Enter (return) key: 1. Kristine 2. John 3. Sierra 4. Tiffany 5. Averages

8. Cell data format

a. What is this? By applying different formats, you can change the appearance of data without changing the raw data. A data format does not affect the actual cell value that Excel uses to perform calculations and so on. The actual value is displayed in the formula bar. b. Format Cells for numbers i. To format any cell you must select the cell or cell range first ii. Select the cell range from B4 to H8 1. Using your mouse a. Move your mouse pointer inside cell B4, click and drag to cell H8 b. Or, click once on cell B4, let go, then hold down your Shift key on your keyboard, and finally (still holding down on the Shift key) click inside cell H8 2. Using your keyboard a. Select cell B4, then hold down your Shift key on your keyboard, and finally (still holding down on the Shift key) use your arrow keys to move to the 8|Page

right and down and in the process select the cells from B4 to H8 iii. Format the cells 1. With your mouse a. Move your mouse pointer inside the selected cells and right-click your mouse b. From the menu select Format Cells... 2. Or, on the Ribbon, select the Home tab > in the Cells group > click Format > Format Cells... iv. Format Cells window 1. There are a number of tabs at the top and selecting any one will give you a variety of choices to change the look and feel of the cells you are formatting 2. Select the Number tab a. Under Category: i. Here you will find ways to create a common look and feel for your data ii. Select Number iii. Change Decimal Places: to 0 iv. Select the OK button in the bottom right c. Continue inputting data into Sheet 1 of yourname.xlsx i. Enter students scores along with the Tab key and the Enter (return) key: Begin in cell B4 1. Kristine - Quiz 1-4 a. 98, (Tab) 93, (Tab) 96 (Tab), 91 (Enter) 2. John - Quiz 1-4 a. 88, 95, 76, 82 3. Sierra - Quiz 1-4 a. 72, 78, 88, 62 4. Tiffany - Quiz 1-4 a. 2, 12, 18, 7

9. Cell reference
a. What is this? A cell reference refers to a cell or a range of cells on a worksheet and tells Excel where to look for the values or data that you want to use in a formula. With cell references, you can use data that is contained in different parts of a worksheet in one formula, or you can use the value from one cell in several formulas i. When to use a cell reference 1. Avoid using the values that appear in a cell to perform a calculation use a cell reference a. Example: i. To calculate Kristines Quiz Avg. do not use: 9|Page

1. 98, 93, 96, and 91 ii. Use the cell references: 1. B4, C4, D4, and E4 2. When data values change in a cell a. The cell reference will use the new value, not the old 3. For work flow a. To have data flow from one sheet or from one file to another 4. For charts and graphs and many other more advanced applications in Excel

10. Formulas
a. What are these? Formulas typically refer to data that appear in a cell to run a basic or complex calculation. It is best to create and edit your formulas in the Formula Bar b. Create a formula to calculate the Quiz Avg. i. Select cell F4 ii. Click inside the Formula Bar iii. Type: 1. =B a. A drop down menu will appear. This is a function window giving you functions beginning with the letter B. Functions will be covered shortly 2. =B4+C4+D4+E4 a. Notice how different color boxs appears matching the cell reference you input into your formula 3. =(B4+C4+D4+E4)/4 a. Simple mathematics will come into play as this time we need to put parenthesis ( )s around the cell references to sum into one number before dividing by four (the number of quizzes) 4. Tap the Enter (return) key a. Always use this key when you are finished working within the Formula Bar iv. The result 1. Click on cell F4 2. In the foreground (the cell) you will see 95, and this is what would print 3. In the background (the Formula Bar) you will see the formula and this does not print

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11. Functions
a. What are these? Prewritten formulas that take a value or values, perform an operation, and return a value. Use functions to simplify and shorten formulas on a worksheet, especially those that perform lengthy or complex calculations. It is best to create and edit your functions in the Formula Bar b. Create a function to calculate the Quiz Avg. i. Select cell F4 and delete the current contents ii. On the Formula Bar, locate and click on the fx (Insert Function) button iii. In the new window 1. You can search for a function by typing a brief description of what you want to do and then click Go 2. Or, select a function Category a. Select Statistical 3. Then, choose which function you want to use and click OK a. Select AVERAGE iv. In the new window: Function Arguments 1. To the right of Number 1: you should see B4:E4 a. This means you will average the contents of the cells B4 through E4 2. Click the OK button in the bottom right v. You new function, =AVERAGE(B4:E4) appears in the Formula Bar c. Use the Fill Handle to use the same function to calculate the other students quiz averages i. Select the cell that has the function ii. Move your mouse pointer to the bottom right of the cell, with the Fill Handle click and drag down from F4 to F8 d. Excel will display an error when you divide by 0 (zero) or empty cells i. Error message: #DIV/0! e. One the Ribbon i. On the Ribbon, select the Formulas tab > in the Function Library group 1. Function shortcuts and functions listed by group

12. Relative cell reference

a. What is this? In a formula, the address of a cell based on the relative position of the cell that contains the formula and the cell referred to. If you copy the formula, the reference automatically adjusts b. The current cell references used to calculate our students average is a relative cell reference 11 | P a g e

i. Using the Fill Handle replicates the function and uses a relative cell references so as to use the next students scores to calculate their average 1. =AVERAGE(B4:E4), =AVERAGE(B5:E5), and so on c. Class challenge i. Try to calculate the average for each quiz from cells B8 to E8 ii. Have them follow the same process using the Average function and the Fill Handle d. Show how formulas using cell references will adjust the result when data changes i. Change Kristines Quiz 1 score from a 98 to a 0 ii. The following changes 1. Her Quiz Avg. in cell E4 2. The Average score for Quiz 1 in cell B8 iii. Now change it back to a 98 e. Continue inputting data into Sheet 1 of yourname.xlsx i. Enter the Exam scores for each student 1. For cell G4 input, 97 2. For cell G5 input, 82 3. For cell G6 input, 80 4. For cell G7 input, 44 ii. Demonstrate how to use the Fill Handle to calculate the Exam average 1. Select, click, and drag cell F8 to G8

13. Resize columns and rows

a. What is? Sometimes data is too large not allowing you to view it, or so small that it would be best to resize the space. To provide the amount of space you need for your data simply resize the columns and rows b. Resizing columns and rows i. This is done the same way for both columns and rows ii. Resize a column 1. Resize to exact measurement a. Move your mouse pointer in between column letter IDs H and I until you see you pointer turn into two black arrows pointing left and right b. Click and drag left of right to resize 2. Resize to fit the contents of one column a. Move your mouse pointer in between column letter IDs G and H until you see you pointer turn into two black arrows pointing left and right b. Double click 12 | P a g e

3. Resize to fit the column contents of the entire worksheet a. Move your mouse pointer to a button where the column and row IDs intersect (toward the top left of your worksheet) b. Click once to select the entire worksheet 4. On the Ribbon, select the Home tab > in the Cells group > click Format > AutoFit Column Width a. All columns will adjust to fit the contents

14. Formatting Text

a. What is this? Formatted text has control codes indicating the fonts, bold or italic type, margins, indents, columns, tabs, headers and footers, and other attributes b. Merge & Center i. Select cells A1 through H1 ii. On the Ribbon, select the Home tab > in the Alignment group > click Merge & Center 1. All selected cells are now merged and the data in the first cell is centered 2. To unmerge the cells simply follow the same process c. Resize text i. Select, History 101 1. On the Ribbon, select the Home tab > in the Font group > click or A 2. On the Ribbon, select the Home tab > in the Font group > click on the down arrow to open a menu of different sizes, then hover over some of the sizes and watch how the text in the document changes ii. This process works if you select any letter, number, word, sentence, cell, or cell range in your worksheet d. Basic style changes i. On the Ribbon, select the Home tab > in the Font group > Hover over: 1. B for Bold 2. I for italics 3. U for Underline a. There is also a dropdown menu for more underline options e. Background color i. Select the cells from B3 to E3 13 | P a g e

1. On the Ribbon, select the Home tab > in the Font group > click Fill Color (down arrow for dropdown menu) a. Choose Orange, Accent 6

15. Absolute cell reference

a. What is it? In a formula, the exact address of a cell, regardless of the position of the cell that contains the formula b. Create two absolute values for reference i. Continue inputting data into Sheet 1 of yourname.xlsx 1. In cell A10 type, Quiz Weight 2. In cell A11 type, Exam Weight 3. Merge cells A10 & B10 4. Merge cells A11 & B11 5. Format cells C10 & C11 using category Percentage with decimals: 0 6. In cell C10 type, 40 7. In cell C11 type, 60 c. Create a formula using an absolute cell reference i. Select cell H4 ii. Click inside the Formula Bar iii. Type: 1. =F4*C10+G4*C11 2. Tap the Enter (return) key iv. Use the Fill Handle to carry the formula from 1. Select cell H4 2. Click and drag using the Fill Handle from cell H4 to H8 3. Notice how the results do not match their previous grades 4. Explain again how a relative cell reference works v. Use the $ to make the reference absolute 1. Select cell H4 2. Click inside the formula bar 3. Change the formula to a. =F4*$C$10+G4*$C$11 b. Tap the Enter (return) key 4. Use the Fill Handle to carry the formula from a. Select cell H4 b. Click and drag using the Fill Handle from cell H4 to H8 5. Notice how the results do match their previous grades 6. 14 | P a g e

How to Create a Quiz in Excel

1. Open a blank spreadsheet in Excel. Use column A for the question, column B for the answer and column C to grade the answers. 2. Type your first question into cell A1. For the purposes of this demonstration the question is, 'If you mix red and blue together, what is the resulting color?' 3. Scroll or arrow over to cell C1 and type the following function: =IF(B1='', '', IF(B1='answer', 'Right', 'Wrong')). Replace 'answer' with the correct answer. Using the example, 'If you mix red and blue together, what is the resulting color?' you would replace 'answer' with 'purple' and as long as the person taking the quiz typed 'purple' in the corresponding B1 cell, the answer would show 'Right'. If someone gives a wrong answer, 'Wrong' shows up and if they put no answer, cell C1 remains blank. 4. Think of questions and answers to fill the quiz. Remember column A is for inputting questions, column B should be left blank with enough space to type answers and column C is where you input the formula. 5. Continue inputting questions into column A by typing your questions into subsequent cells. 6. Skip over to the C column and begin typing in the formula into the cells in the C column. Remember to change 'B1' from the original formula to the B cell number that corresponds to the question. For a question in cell A2 you will want the formula to read =IF(B2='', '', IF(B2='answer', 'Right', 'Wrong')), again replacing 'answer' with the correct answer. 7. Decide if you want to quiz to score the participant's answers. If so, simply input the following into the corresponding D cells: =IF(C1='Right', 1, 0). Remember to update the cell numbers to correspond with each question and answer. 8. Type the following formula at the bottom of the quiz if you have decided to have Excel calculate the score: =sum(D1:D10). This is the formula for a 10 question quiz--adjust accordingly. You can either write in the cell numbers, or after you have typed the opening parenthesis you can use your mouse pointer to click and drag to select the range of cells you want added
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together. If you chose to select the cells this way they should be highlighted with a blue box. 9. Hide the answers before you send the quiz out. Select column C and choose 'Format> Cells>Protection' and check the 'Hidden' selection box. Select 'OK' to close the window and apply the setting. Now you can send the quiz out knowing the answers are hidden.

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Making a Review Quiz with Excel

Using Conditional Formatting and Drop-Down Lists Make a review quiz in Excel and format the cells so that right answer selections are a different color from wrong answer selections. The image below is a sample of what the quiz would look like. Question 1 shows what the drop down list would look like and questions 4 and 5 show what right and wrong answer choices would look like.

When you have composed your quiz questions and answer selections, open an Excel workbook and scroll past where the screen would be displayed when the Excel workbook opens. In my sample below, I scrolled over to column heading AA which is just past Z . The questions are not necessary, but I found that it helped me to have them on the sheet. Type your questions and answers, or type the questions and answers you see below.
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After you have typed your questions and multiple choice answers, scroll back to the beginning of the sheet and put the title of your quiz in cell A1 . My question numbers started in cell A3 , and I skipped a row between each of the numbers. Next, move over to column B to start typing your questions. Excel will not word wrap. You can add carriage returns, but that will not be necessary. Just ignore the grid lines, we will remove those later. If you typed your questions in the AA area of the worksheet, scroll over to that area, click in the cell with a question and copy the question. A quick way to copy is to hold down the Ctrl key while you tap one time on the C key. ( Ctrl + C ) Next scroll back to cell B3 to paste the first question. Click into cell B3 and paste. A quick way to paste is to hold down the Ctrl key while

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you tap one time on the V key. ( Ctrl + V ) Continue this process until you have entered all questions. Leave a row between each question.

Put your cursor on the line between column heading C and column heading D . When your cursor turns to a double-headed arrow, click and drag to the right to make column C wide enough for your widest multiple choice answer. Next, click into cell C4 under the first question. Use the fill color bucket ( )to fill the cell with Light Yellow . That is the tan-looking color you see in the image at the top of this page. Repeat that process until all questions of your quiz have a light yellow block immediately below the question. Making a Drop-Down List Click into cell C4 , the light yellow block just beneath question 1. From the Data menu select Validation . In the Validation criteria section, click on the down arrow at the right of the box under the word Allow and drag down to the selection List. Clicking on the square with a red arrow in it at the right of the Source box will collapse the Data Validatio n window so you can select the data which will be included in your first drop down list.

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After clicking on the red arrow, scroll to the place on the worksheet where you typed the answers. Click and drag to highlight the answers. Remember the answers are only in the cell where you started typing, even though they look like they spread into several columns. In my example I was highlighting only four cells in column AB . If you select some of the empty cells Excel will warn you that the list source must be a reference to a single row or column.

After you highlight the data, click on the red arrow in the Data Validation box to open the box wide and then click on the OK button. Scroll back to the light yellow cell under the first question. At the right end of the cell you will see a down-pointing arrow on the drop-down box. This drop-down arrow is only visible when your cursor is in that cell. Continue this process until all of the light yellow boxes under your questions have had drop-down boxes associated with them. Using Conditional Formatting to Indicate Right and Wrong Answers
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Choose the correct answer to question 1. The answer remains black because that is the default format for text entered in Excel. Conditional formatting allows you to specify a response to content in a cell. You will be asked to list the correct content which must be in the light yellow cell in order to make the text turn blue. The safest way to do that is to copy the answer. Cell C4 does not actually have content in it, it displays a drop down list. However, you can copy the text from the formula bar above. Click in the formula bar, and then click and drag to highlight the right answer. Copy the answer. Remember, a quick way to copy is to hold down the Ctrl key while you tap one time on the C key. ( Ctrl + C )

With the answer copied to the clipboard, go to the Format menu and select Conditional Formatting . In the line where you see Cell Value Is , use the down arrow to change from between to equal to . Then click into the box that appeared to the right of the equal to box and paste the correct answer. Remember, a quick way to paste is to hold down the Ctrl key while you tap one time on the V key. ( Ctrl + V ) Next click on the button labeled Format and in the Color box select a color for the correct answer. Some people use Green for correct and Red for incorrect, reasoning that green implies Go and red implies Stop . To me, the green choices are either too light or too dark for proper contrast. Don't close this window, you are half way through.

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When this box first opens it is only half of this height. After selecting Add >> it opens fully. Click on the button labeled Add>> . When the Conditional Formatting window fully opens, set condition 2 the same way you set condition 1 . Change the second box to not equal to and change the format color to red . Follow the same procedure for each of the light yellow answer boxes. One final step will make the quiz look better. Let's remove the gridlines. Go to the Tools menu, slide down to Options and click one time. On the View tab, in the bottom left corner there is a checkmark by the word Gridlines. Click in the box to remove the check mark and then click OK to return to a blank worksheet. The quiz is ready to use. After a student has taken the quiz and all answers have been selected, click on the light yellow boxes and press the Delete key. This removes the answer, but does not change the formatting. If you wish to select all of them at once, hold down the Ctrl key as you click on the light yellow boxes one at a time. After you have clicked on each one, press the Delete key to remove all answers. Now the quiz is ready for the next student.

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EXCEL FUNCTIONS MATHEMATICAL OPERATORS FUNCTIONS SUM MULTIPLY DIVIDE AVERAGE MAX MIN COUNT COUNTA IF PMT SIN, COS, TAN COPYING FILL DOWN 24 25 25 26 27 28 29 30 31 32 33 33 34 35 35

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16.

MATHEMATICAL OPERATORS

The mathematical operators used in Excel formulas are similar to the ones used in math class.

Subtraction - minus sign ( - ) Addition - plus sign ( + ) Division - forward slash ( / ) Multiplication - asterisk (* ) Exponentiation - caret (^ )

Order of Operations If more than one operator is used in a formula, there is a specific order that Excel will follow to perform these mathematical operations. This order of operations can be changed by adding brackets to the equation. An easy way to remember the order of operations is to use the acronym: BEDMAS The Order of Operations is: Brackets Exponents Division Multiplication Addition Subtraction How the Order of Operations Works Any operation(s) contained in brackets will be carried out first followed by any exponents. After that, Excel considers division or multiplication operations to be of equal importance, and carries out these operations in the order they occur left to right in the equation.

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The same goes for the next two operations addition and subtraction. They are considered equal in the order of operations. Which ever one appears first in an equation, either addition or subtraction, is the operation carried out first. 17. FUNCTIONS

In Excel there is a help tool for functions called the Function Wizard. There are two ways to get the function wizard. If you look at the Standard Toolbar, the function wizard icon looks like this: The other way to get to the function wizard is to go to the Menu INSERT -- down to 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. Once youve learned the functions, though, it is faster to type the basic function in from the keyboard as opposed to going through the steps of this tool.

18.

SUM

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.

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Text cells can not be added to a number and will produce an error. A 25 50 75 test

Let's use the table here for the discussion that follows:

1 2 We will look at several different specific examples that show how the typical function 3 can be used! Notice that in A4 there is a 4 TEXT entry. This has NO numeric value and 5 can not be included in a total. Example =sum(A1:A3) =sum(A1:A3, 100) =sum(A1+A4) =sum(A1:A2, A5) Cells to ADD A1, A2, A3 A1, A2, A3 and 100 A1, A4 A1, A2, A5

Answer 150 250 #VALUE! 75

19.

MULTIPLY

An example of multiplying two numbers, such as 235 and 546, using the PRODUCT function would be: =PRODUCT( 235 , 546 ) The answer of 128,310 will appear in the cell where you type the function. While this approach to using the PRODUCT function works, it limits the usefulness of the function. A better way of using the function is to type the numbers you are multiplying into cells on the spreadsheet and then enter those cell references (the address of the cells) into the function.

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For example, if we enter the numbers 235 and 546 into cells C1 and C2, we would write the function as: =PRODUCT( C1:C2 ) The answer is still 128,310, but the advantage of this approach is that if the numbers ever change, you only need to change the numbers in cells C1 or C2 and the function automatically updates the answer. For example, if you find that the number in C1 wasn't 235 but 230, simply type 230 in cell C1 and the function updates the answer to 128,580. This approach works well for instances where you have constantly changing numbers say on a monthly income statement where the income amounts get multiplied by set numbers to find deduction rates for taxes, pensions, or medical benefits.

20.

DIVIDE

To divide two numbers in Excel you need to create a formula. Important points to remember about Excel formulas:

formulas in Excel always begin with the equal sign ( = ) the equal sign always goes in the cell where you want the answer to go the division symbol is the forward slash ( / )

Use Cell References in Formulas Even though you can use numbers directly in your division formula, it is much better to use the references or addresses of the cells containing your data. If you use the cell references [A1, B1, F2] rather than the actual data, later, if you need to change the data in either cell, the results of the formula will update automatically without you having to rewrite the formula. Setting Up the Division Formula

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As an example, lets create a formula in cell E1 that will divide the contents of cell C1 by cell D1. Our formula: =C1 / D1 Our data:

place the number 20 in cell C1 place the number 10 in cell D1

Division Formula Steps To divide 20 by 10 and have the answer appear in cell E1: 1. 2. 3. 4. 5. 6. 7. Type an equal sign in cell E1. Click on cell C1 with the mouse pointer. Type the division sign ( / ) in cell E1. Click on cell D1 with the mouse pointer. Press the ENTER key on the keyboard. The answer 2 should be present in cell E1. Even though you see the answer in cell E1, if you click on that cell you will see our formula in the formula bar above the work area.

To expand your formula to include additional operations - such as subtraction or addition - just continue to add the correct mathematical operator followed by the cell reference containing your data.

21.

AVERAGE

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.)

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Text fields and blank entries are not included in the calculations of the Average Function. A 25 50 75 100

Let's use the table here for the discussion that follows: We will look at several different specific examples that show how the average function can be used!

1 2 3 4 5

Example =average (A1:A4) =average (A1:A4, 300) =average (A1:A5) =average (A1:A2, A4)

Cells to average A1, A2, A3, A4

Answer 62.5

A1, A2, A3, A4 and 300 110 A1, A2, A3, A4, A5 A1, A2, A4 62.5 58.33

22.

MAX

The next function is Max, which stand for Maximum. This will return the largest (max) value in the selected range of cells.

Blank entries are not included in the calculations of the Max Function. Text entries are not included in the calculations of the Max Function. A 10 20
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Let's use the table here for the discussion that follows. We will look at several different specific examples that show how the Max functions

1 2

can be used!

3 4 5

30 test

Example of Max =max (A1:A4) =max (A1:A4, 100) =max (A1, A3) =max (A1, A5) 23. MIN

Cells to look at A1, A2, A3, A4 A1, A2, A3, A4 and 100 A1, A3 A1, A5

Ans. Max 30 100 30 10

The next function we will discuss is Min (which stands for minimum). This will return the smallest (Min) value in the selected range of cells.

Blank entries are not included in the calculations of the Min Function. Text entries are not included in the calculations of the Min Function. A 10 20 30 test

Let's use the table here for the discussion that follows. We will look at several different specific examples that show how the min functions can be used!

1 2 3 4 5

Example of Cells to look at min =min (A1:A4) A1, A2, A3, A4

Ans. min 10
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=min (A2:A3, A2, A3 and 100 100) =min (A1, A3) A1, A3 A1, A5 (displays the =min (A1, A5) smallest number)

20 10 10

24.

COUNT

The next function we will discuss is Count. This will return the number of entries (actually counts each cell that contains number data) in the selected range of cells.

Blank entries are not counted. Text entries are NOT counted. A 10 20 30 test

Let's use the table here for the discussion that follows. We will look at several different specific examples that show how the Count functions can be used!

1 2 3 4 5

Example of Count =Count (A1:A3) =Count (A1:A3, 100) =Count (A1, A3) =Count (A1, A4) =Count (A1,

Cells to look at A1, A2, A3 A1, A2, A3 and 100 A1, A3 A1, A4 A1, A5

Answer 3 4 2 1 1
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A5)

25.

CountA

The next function we will discuss is CountA. This will return the number of entries (actually counts each cell that contains number data OR text data) in the selected range of cells.

Blank entries are not Counted. Text entries ARE Counted. A 10 20 30 test

Let's use the table here for the discussion that follows. We will look at several different specific examples that show how the CountA functions can be used!

1 2 3 4 5

Example of CountA =CountA (A1:A3) =CountA (A1:A3, 100) =CountA (A1, A3) =CountA (A1, A4) =CountA (A1, A5)

Cells to look at A1, A2, A3 A1, A2, A3 and 100 A1, A3 A1, A4 A1, A5

Answer 3 4 2 2 1

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26.

IF

The next function we will discuss is IF. The IF function will check the logical condition of a statement and return one value if true and a different value if false. The syntax is

=IF (condition, value-if-true, value-if-false) value returned may be either a number or text if value returned is text, it must be in quotes A B Price Over a dollar? $.95 No $1.37 Yes comparing returning # # 14000 0.08 8453 0.05

Let's use the table here for the discussion that follows. We will look at several different specific examples that show how the IF functions can be used!

1 2 3 4 5 6

Example of IF typed into column B =IF (A2>1,"Yes","No") =IF (A3>1, "Yes", "No") =IF (A5>10000, .08, .05) =IF (A6>10000, .08, .05)

Compares is ( .95 > 1) is (1.37 > 1) is (14000 > 10000) is (8453 > 10000)

Answer No Yes .08 .05

27.

PMT

The PMT function returns the periodic (in this case monthly) payment for an annuity (in this case a loan). This is the PMT function that was used for the car purchase in the first example. There are a few things
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that we must know in order for this function to work. To calculate the loan we must know a combination of the following

(rate) interest rate per period (NPER) number of payments until repaid (PV) present value of the loan (amount we are borrowing) (FV) future value of the money (for saving or investing) (type) enter 0 or 1 to indicate when payments are due. =PMT(rate, NPER, PV, FV, type) equation goes into c7 =PMT(C4/12,C5,C3) C4 is the yearly interest and since it's compounded monthly we divide by 12 C5 is the number of months (# of payments) -C3 is the amount of money we have (borrow - negative)

Note that the rate is per period. If we have an annual interest rate of 9.6% and we are calculating monthly payments, we must divide the annual interest rate by 12 to calculate the monthly interest rate.

28.

SIN, COS, TAN

Excel has most of the math and trig functions built into it. If you need to use the SIN, COS, TAN functions, they can be typed into any cell. If you wanted to find: angle REF 0 30 sin =sin(REF) 0.00 0.50 cos =cos(REF) 1.00 0.87 tan =tan(REF) 0.00 0.58
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45 90 180

0.71 1.00 0.00

0.71 0.00 -1.00

1.00 0.00

format for degrees formula = sin (angle * pi()/180) the argument angle is in degrees format for radians formula = sin (angle) the argument angle is in radians To calculate trig functions in degrees you must convert them otherwise excel will calculate them in radians. You can type in either an actual number for the REF or you can also type in a reference from the excel spreadsheet (like A2).

29.

COPYING

Sometimes when we enter a formula, we need to repeat the same formula for many different cells. In the spreadsheet we can use the copy and paste command. The cell locations in the formula are pasted relative to the position we Copy them from. A 5 8 4 3 B C 3 =A1+B1 2 =A2+B2 6 =A3+B3 8 =? + ? Cells information is copied from its relative position. In other words in the original cell (C1) the equation was (A1+B1). When we paste the function it will look to the two cells to the left. So the equation pasted into (C2) would be (A2+B2). And the equation pasted into (C3) would be (A3+B3).

1 2 3 4

30.

FILL DOWN

If you have a lot of duplicate formulas you can also perform what is referred to as a FILL DOWN.
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Often we have several cells that need the same formula (in relationship) to the location it is to be typed into. There is a short cut that is called Fill Down. There are a number of ways to perform this operation. One of the ways is to 1. select the cell that has the original formula 2. hold the shift key down and click on the last cell (in the series that needs the formula) 3. under the edit menu go down to fill and over to down A 5 8 4 3 B 3 2 6 8 C =A1+B1 fill down fill down fill down Cells information is copied from its relative position. In other words in the original cell (C1) the equation was (A1+B1). When we paste the function it will look to the two cells to the left. So the equation pasted into (C2) would be (A2+B2). And the equation pasted into (C3) would be (A3+B3). And the equation pasted into (C4) would be(A4+B4).

1 2 3 4

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