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MS Excel

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Educational Measurement & Evaluation

MS Excel

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Spreadsheet (MS Excel)

Presented by: M. Naveed Anwar Lecturer Department of Computer Science Email: mnaveedanwar@hotmail.com mna2606@yahoo.com
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Come Out of Your Shell

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Objectives
What is MS Excel (Spreadsheet)?
Why MS Excel is used? Interface of MS Excel Some Basics of MS Excel
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Preparing a Result Sheet

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How much water do you need a day?

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Performing Arithmetical / Statistical Functions

Family Park Visitors Record Date 1-Jun 2-Jun 3-Jun 4-Jun 5-Jun 6-Jun 7-Jun Total Average Maximum Minimum No. of days when total visitors are more than 1500
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Total No. of No. of Adults (Adults + Children Children) 365 800 398 715 500 1012 600 1010 600 975 964 996 500 953

Time Difference
start time 10:40:00 AM End time 5:30:00 PM difference 6:50:00

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hours difference 3/20/05 10:40 AM 3/25/05 9:40 AM 119 minutes difference 7200 Seconds Difference 432000

3/20/05 10:40 AM 3/25/05 10:40 AM

3/20/05 10:40 AM 3/25/05 10:40 AM

Start day 6/8/07

End day 6/20/07

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Comparing Values from a Table

National Beverage (Coca Cola)
Monthly Sale Commission in % Remarks 1 0 V. Poor 100 2 Poor 200 4 Good 300 6 V. Good 400 8 Exlt 600 10 V. Exlt Emp-Name Amir Nadeem Kashif Aslam Noman Ali Babar Nasir Jalal Region E W S E S N S E W Basic Monthly Sale Commission in % Remarks 4000 567 8 Exlt 3000 400 8 Exlt 5000 2000 10 V. Exlt 4500 145 2 Poor 2500 256 4 Good 3000 345 6 V. Good 2000 200 4 Good 1500 100 2 Poor 5500 15 0 V. Poor
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TOTAL Commission 320 240 500 90 100 180 80 30 0

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Graph(s) / Chart(s)
Pakistan VS Australia
1st Match Pakistan Australia 234 235 2nd Match 301 256 3rd Match 298 289 4th Match 156 158

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5th Match 213 214

350 300 250 200 150 100 50 0 1st 2nd 3rd 4th 5th Match Match Match Match Match
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Pakistan Australia

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a graphic worth a thousand acres ...

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Distribution of Expenses Required for Running a XP Call Center in the US

Software Hardware Telecom Charges Salary & Benefits Recruitment & Training Building Rent Other 3.6% 9.2% 9.3% 57.2% 4.6% 4.4% 11.7% 100.0%
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Pie Bar charts work well for comparing several XP

60.0% 40.0%

are great for discrete data categories with one another or showing showing a trend over several time increments parts of a whole that are generally expressed in percentages . They work Line charts are also work well for displaying best trends data for a over time. Theyre better than bar small charts if there are a large number of data points number of or if more than one congruent trends are being categories compared MS Excel 14
20.0% 60.0% 0.0% 40.0% 20.0% 0.0%

Problems

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Have to perform all calculations / logic manually Will have to remember the formula / logic to apply it again and again Will have to draw graph(s) / chart(s) manually Comparing values from a table manually Sorting data values by a particular field Time Consuming Repetitive task (Tedious + Chances of Errors - Inaccurate)
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Spreadsheets
Electronic replacement for ledgers

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Used for automating engineering, scientific, but in majority of cases, business calculations

A spreadsheet VisiCalc (in 1979) - was the first popular application on PCs.
It helped in popularizing PCs by making the task of financial-forecasting much simpler, allowing individuals to do forecasts which previously were performed by a whole team of financial wizard
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What Can They Do? (1)

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Can perform calculations repeatedly, accurately, rapidly Can handle a large number of parameters, variables Make it easy to analyze what-if scenarios for determining changes in forecasts w.r.t. change in parameters A Database management tools to organize information and create reports.
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What Can They Do? (2)

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Are easy to interface with other productivity SW packages Easy to store, recall, modify Make it is easy to produce graphs: Used to display data in a variety of graphical formats (e.g.; 3-D effects) Integration with other programs (a worksheet can be inserted into a report created on word processor, or a graphic into a worksheet) and many others
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Structure of A Spreadsheet

Collection of cells arranged in rows and columns Each cell can contain one of the following: Numbers Text Formulas These cells display either the number or text that was entered in them or the value that is found by executing the formula Note: Over time, the term spreadsheet has come to refer specifically to the software (like MS-Excel), while worksheet refers to the files that are created with spreadsheet software.
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Interface Title Bar

of MS Excel
Menu Bar

Formatting Tool XP Bar

Formula Bar Bar Formula

Cell Pointer

Sheet Tabs

Status Bar
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Document Window
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Electronic Spreadsheet Terminology

XP Alignment: The position of an entry within the cell space. Cell: The space created by the intersection of horizontal row and a vertical column. It can contain a label (text), value (number), or formula. Columns: The vertical blocks of cells in the spreadsheet identified by letters. File Linking: A spreadsheet feature that creates a connection between two files in order to share data. Format: The styles applied to a cell that control how entries in the spreadsheet are displayed (currency, percent, number of decimal places, and so on). Formula: An entry that performs a calculation. Functions: A built-in or preprogrammed formula. Graphs: The visual representation of ranges of data in the worksheet. Also called a chart. Some graph types are line, bar, stacked-bar, and pie. Label: An entry that consists of text and numeric characters. Rows: The horizontal blocks of cells in the worksheet identified by numbers Value: An entry that is a number or the result of a formula or function. If Analysis: A process of evaluating the effects of changing one or more values in formulas to help in decision making and planning.
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Excel Worksheet

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Last column is IV (Total 256 columns) Last row no. is 66536 Inserting a worksheet Click Worksheet on the Insert menu OR Right-click a sheet tab, and then click Insert To group sheets so that what is written in one sheet replicates on the other sheet in the group Control + select click any sheet in group. To undo right click sheet tab + ungroup

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Shortcut keys (1)

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To move to sheets extreme left/right & extreme up/down: Control + arrow up/down Moving to next sheet: Control + page down Moving to previous sheet: Control + page up Selecting a column: Control + spacebar OR Click Column name Selecting a row: Control + shift OR Click row number Select all rows and columns: Control + shift + spacebar View Date: Control + semicolon(;) View Time: Control + shift + semicolon(;) Format Border: Control + shift + & (ampersand) To find cells on same or any other sheet: Control + F Merge cells: Right click Format Cells + Alignment + merge cells OR Format + Cells + Alignment
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Shortcut keys (2)

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To move in selected cells only: Shift + enter To copy one cells data into all selected cells: Control + enter Copy value form one cell to another: select and drag Excel can automatically detect patterns e.g. if we enter 12, 14 in two cells it will automatically generate 16, 18, 20.n. To add customized patterns: Toolsoptionscustom fill To modify the contents of a cell: Use key F2 OR Double click the cell

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Connecting Two Cells

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=A1 + 4

Lets call this cell A1

And this one, B1

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This is the current cell

The address of the current cell is displayed as a letter(column)number(row) Excel MS pair

Contents of the current cell are displayed here

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Formulas in Excel

Operators: +, -, *, / e.g.; 2+5+H6 Can specify values as well as reference/addresses of cells in formula To access a value from one cell to other: sheet number ! $ cell address To add cells in different sheets: $ B $1 + sheet 2 ! $ A $1 Limit/range of data in cell addresses to access multiple values in functions/formulas: $ C $ 5: $ C $ 9, $ G $ 5 Functions: They perform specific set of operations and give specific value. Syntax: function name(---, ---, ---) Parameters (generic form) func addnum (int,float) Arguments (values) func addnum (5,7.4) To use a function: Insert function OR use in Standard toolbar Also Use nested functions: e.g.; 2+5+H6+MAX((B4-B13),MIN(B14-B16))
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Formulas in Excel(2) IF Formula Fixed condition: For a given condition we can type a message: if(5=5,"Hello","Hi") If (logical_ test, True, False) The left hand value of = is compared with the right hand side value Variable condition: if(A1="Hello", "Hello", "hi") if(A1>=100,"Hello","hi") here A1 is cell address
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Formulas in Excel(3) IF Formula

Relational/Comparison Operators: Operators used in logical test: = equal to != not equal to > greater than >= greater than equal to < less than <= less than or equal

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Formulas in Excel(4) IF Formula

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Use function name: if(A1>100,sum(B2:B5)) if(A1="Hello", if(B1<=100,C1,D1),E1) Simplified form: if (A1="Hello") if (B1<=100) C1 else D1 else E1 Logical Functions: OR AND NOT e.g.; if(OR(A1>=1000,B1<=500),"Bonus is given, No Bonus")
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Function Names
IF, MID, NOW, NOT, OR, PI, POWER, RAMD,

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REPLACE, RIGHT, ROUND, SUBTOTAL, SUM, SUMIF, VLOOKUP, HLOOKUP, TEXT, TRUNC, TODAY, TRUE, UPPER, LOWER, CEIL, FLOOR, AVERAGE, IS, BLANK, ISNOWTEXT, DATE, INT, LEFT, LEN, LOG10, MAX, MIN, COUNT, COUNTA, COUNTBLAK, COUNTIF, AND,

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Questions/Answers

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Summary

Spreadsheet (MS Excel)

- Uses of MS Excel - Some basic terms - Introduction to Interface - Using Formulas

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References & Further Reading

Microsoft Office online help
http://office.microsoft.com/enus/excel/HA101662851033.aspx http://inpics.net/excel2003.html http://www.exceltip.com/se/trial_balance.html
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