Universidad

autónoma
de nuevo león

cideb

Excel summary

RUBÉN navarro castillo

Classroom: 110

1568530
Monterrey, nuevo león a 23 de septiembre del 2010

Microsoft Excel
Graphical Enviroment of Microsoft Excel.
Before we see the properties of Microsoft Excel interface, we need to know how to get
into Microsoft Excel. From now we are going to refer as Excel to Microsoft Excel.

Microsoft office programas have the property that all of them are placed together in a
single folder, which we can found in Programs Files folder, called “Microsoft Office”, inside
of that foler, we can found a list of others folders, but what we are looking for is the one
called “office 12”, and we are talking specifically about office 2007, however older
versions are linked to be placed at the same folders, just you need to search under
Microsoft Office folder.

However, this is just the most basic and necesary method to know in order to acces to
Microsoft Excel.

But also there is another way to do this, and this is kind of easier and faster, but it doesn’t
ensure that you are going to find Excel.

You must clic on “Start” button, and then you must select “Programs” and then “Microsoft
Office” and you will find “Microsoft Excel 2007”.

Once you are on the main screen, you would see something like this.
Your screen will probably not look exactly like the screen shown. In Excel 2007, how a
window displays depends on the size of your window, the size of your monitor, and the
resolution to which your monitor is set. 

The Microsoft Office Button

In the upper-left corner of the Excel 2007 window, is the Microsoft Office button. When
you click the button, a menu appears. You can use the menu to create a new file, open an
existing file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
gives you with access to commands you frequently use. By default, Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to roll back
an action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

This part show you the name of the current Excel document, follow by the name of the
program, which is “Microsoft Excel”

The Ribbon

You use commands to tell Microsoft Excel what you want to do. In Microsoft Excel 2007,
you use the Ribbon to issue commands. The Ribbon is located near the top of the Excel
window, below the Quick Access toolbar. At the top of the Ribbon are many tabs; clicking
a tab displays many related command groups. Within each group are related command
buttons. You click buttons to issue commands or to access menus and dialog boxes. You
may also find a dialog box launcher in the bottom-right corner of a group. When you click
the dialog box launcher, a dialog box makes additional commands available.

Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are
numbered 1 to 1,048,576. The number of columns and rows you can have in a worksheet
is limited by your computer memory and your system resources.
Elaboration of Workbooks
To open a new book is very easy, you just have to click on the Microsoft Office button,
and click on “New” and then this will appear:

You just click in the “Create” button, and then a new book will be created

To save a book is pretty easy, you just have to click on the Microsoft office button, and
click on “Save” and then this will appear if it is the first time you are going to save that
book (if not, it just will save the book in the same file it was saved last time):

You just type the name of your book, and click on “save”.
To open an existing workbook, you just have to click on the office button, and then click
on “open” and then this will apear:

You just have to browse or navigate between the folders, and choose the book you want
to open.

TO visualize many opened books, you jut have to use the View tab, and then on the
button called “Switch Windows”
Spreadsheet
To insert a sheet, you just have to click on the insert button and next click on Insert Sheet.

To delete a sheet you only have to click on the Delete button of the Cells group, and then
click on Delete Sheet.

To rename a sheet you must click on the format button on the cells group and then click
on Rename Sheet.

Kind of data.
Numerical data are the main elements that you can use in Excel, they can be numbers,
dates and hours.

Alphanumerical Data are all the texts, combination of letters and numbers, etc.

Formulas are the formulas iontroduced in Excel.

Basic Tools
Selection of data: The selection of a range, rows or columns.

Undo/Redo: We can go back when you make a mistake, and you can go next when you go
back.

Format to groups: the are several options of format, like Font size, color, type, etc.

Printinf of a Spreadsheet
Print Preview: before you print, you can check a previow of the page you are going to
print.

Page Setup: You can configure and stablish parameters for your pages, like the
orientation, paper size, etc.

Printing: And you can at the end, print your document, by clicking on the printer button.
Special Tools
Applications in the spreadsheet
Sort: we can sort information, to have them sorted, and in this way we can be more
organized.

Fill: This option lets you to capture data that has a repetitive entry.

Clear: This option is used to modify or to delete the contet of the cells in the spreadsheet.

Comments: you can put comments in Excel, byu using this option.

Charts: the chars are used to represent data as graphics.

Freeze/Unfreeze panes: You can freeze panes for you to be easier to type information.

Data Bases
Default installations of Excel open new workbooks with 3 blank sheets (16 if you have
Excel 95). I usually change the default settings (in Tools-Options) to open new workbooks
with only one sheet. It is an easy thing to add new sheets when you need them, and I find
it annoying to receive workbooks from people that contain 3 worksheets where one, two,
or three might contain data, and the others are empty.

I strongly suggest that all worksheets in the workbook are renamed to indicate what they
contain, and any empty sheets should be deleted. To rename a worksheet, double-click
the sheet tab and type a new name.

In this tutorial, we will build some simple Excel databases. We will use four sheets, named
‘Data’, ‘Setup’, ‘Docs’, and ‘Report’. Hopefully it is fairly easy to guess what type of
information we will put in each of these sheets, but I will spell it out here.

Contains only raw data. One record for each row, different fields in
Data each column, column headings in the first row. This is a simple Excel
data list.

Contains any information we will need to define workbook parameters

Setup
and to limit data input.
 Contains a report based on the information contained in the Data
sheet. In this case it will contain a summary report written as a pivot
Summary table.

In practice, we could have several report sheets, each with a

meaningful name. eg

b) The data list

For the purposes of this tutorial, we will set up a simple workbook to track sales of wine
for a small wine wholesaler.

Create a new workbook, rename "Sheet 1" to "Data" add column headings for the date of
sale, name of the customer, number of cases sold, and product code for the goods sold.

Each customer name needs to be entered in exactly the same way every time. Otherwise,
you would not be able to filter the list correctly, and you would be unable to add sales for
each customer.

You can always copy customer names downs the list, but a better solution is to keep a
standard list of customer names and to use cell validation techniques to add a customer to
your data list.

First, insert a new sheet and rename it as "Setup". Then add a list of customers.

Define a dynamic range for the customer list. Dynamic ranges automatically expand as you
add data to cells below the range. In this case we will use a COUNTA function to count the
number of non-empty cells in column A, and the INDEX function to return the last non-
emty cell in column A. Then the dynamic range can be written as "startcell in column:last
non-empty cell in column", or A2:Index(A:A,last non-empty cell in column), or
A2:INDEX(A:A,COUNTA(A:A)). We will need to use absolute addressing to lock the start
and end cell of our range.

Make sure you are in the Setup sheet, use menu item Insert - Name - Define to show the
following dialog, then enter "Customer" in the Names textbox and enter
"=$A$2:INDEX($A:$A,COUNTA($A:$A))" in the Refers to textbox. Click the Add button -
Excel helpfully adds sheet references for you.

Now, go back to the Data sheet, select the whole of column B by clcking on the column
header, and use menu item Data - Validation to set up validation for every cell in column
B. In the "Allow" drop-down select "List", and in the "Source" textbox enter "=Customer"
which is the dynamic range you have just defined.
 Filter the Database
To filter the list, for example to view orders for one Product, choose a criterion
from one of the dropdown lists. To further filter the list, choose from another
column's dropdown list, e.g. Customer.

Remove a Filter
To remove the filter, and leave AutoFilter turned on:
 
In each column in which a filter has been applied, choose (All), the first item in the dropdown
list   
 OR
From the Data menu, choose Filter, Show All

To remove the current filter, and turn off AutoFilter:

From the Data menu, choose Filter, AutoFilter

 
Special Filters

Blank Cells in a Column

If there are any blank cells in the column, the drop down list will contain two
additional items -- (Blanks) and (NonBlanks).
Filter Highest and Lowest Numbers

To find the highest or lowest numbers in the table, choose (Top 10...) from the
number column dropdown.

1. In the first box, choose Top or Bottom.  

2. In the middle box, enter a number.
3. In the third box, choose Items or Percent.

Note: The results are the highest or lowest values for the entire list, not the
currently filtered list. If other columns are also filtered, you may see fewer than
the specified number of items.

Rows that don't meet the criteria will be hidden. Rows that remain visible have a
blue number in the row button. The dropdown arrow for column(s) in which a
criterion has been applied will also be blue.
  
Create a Custom Filter
 
When you choose a criterion from a dropdown list, the list is filtered for rows
that areequal to the criterion. If you need more options while filtering, you can   
choose (Custom...) from the dropdown list. This opens the Custom AutoFilter
dialog box.

To filter for one criterion:

a) From the first dropdown list, select an

operator.
b) In the text box, type a value.
c) Click OK.

To filter for two criteria:

a) From the first dropdown list, select an

operator.
b) In the text box, type a value.
c) Choose And or Or
d) From the second dropdown list,
select an operator.
e) In the text box, type a value.
f) Click OK.