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Kubota - Microsoft
Excel Basics Microsoft Excel is a spreadsheet program allowing users and companies to organize, format, visualize, and calculate data.
Goals Microsoft Excel Fundamentals: Getting Around, and Workbook Basics Creating Worksheets: Entering data, Formulas, Functions, Moving and copying data Formatting: Text & number formatting, alignment & borders, & highlighting & styles and themes Manipulating data: Data entry shortcuts, and paste options Charts: creating charts & chart types and elements Output: Managing worksheet windows, printing worksheets, and sharing workbooks Settings and templates: Workbook options, properties, and templates
Kristi Snow [email protected] 785.833.9208 Location Kubota Training Lab
Prep Work Print off copies of Slide handouts Email Presentation/Lessons/handouts
Setting Up 1. Print handouts (Slide Handout) 2. Pull up @Kubota Microsoft Excel Basics- Presentation and Microsoft Excel Practice Workbook - Car Data
Running the Event
Greet everyone and introduce yourself. “Today we are going to look at Salina Public Microsoft Excel.”
You will be referencing the presentation but switching to Microsoft Excel so patrons can practice applying how to use Excel Basics as we go through the class.
“Thank you for answering that question for me.” Today we will be going through some basic Microsoft Excel terminology and walking through a step-by-step in how to create and work with some data provided (Car Data should be given to them prior or at the beginning of the class).” Walk through the labels and definitions on Slides 3-5.
“Today we will be going through some basic Microsoft Excel terminology and walking through a step-by-step in how to create a workbook and work with some data you were provided.”
(All of the steps from here on will be demonstrated on an Excel Workbook with slides needed for further information). “To create an Excel Workbook, you will click on the Microsoft Excel Icon, on your computer/laptop. Move the mouse over and left click on Blank Workbook or open the Car Data.csv file. Save and title your Workbook by clicking on File, move mouse down to Save. Then double left click on Recent. This will open a dialog box where you will find File name: Book 1. You will delete Book 1 and type in “Practice Workbook.” Then click on the Save button.”
Walk them through how to do this on their laptops.
“Next you are going to need to create a worksheet and enter data.” You can go over this briefly but if they have already used the provided data they will not need to enter any data. Or some of the data could be left out so that they will need to add some.”
Walk them through how to do this on their laptops.
“We are looking at Creating Worksheets: Adding and Renaming a Sheet.To add a worksheet to your workbook you will go down to the bottom of the sheet and click on the plus sign in the circle and it will add a new sheet. Once you have added a sheet you will want to rename Sheet1 by right clicking on Sheet1, then click on Rename. It will highlight Sheet1 and you can type the name you want in that spot.”
Walk them through how to do this on their laptops.
“When moving data, you can move it into a new workbook or another worksheet. You will right click on Car Data. Then click on Move or Copy…, Then click the down arrow under To book: and click (new book) or under Before sheet pick Sheet1 or whichever sheet you want to move it to. When copying data, you can copy it into another workbook, a new worksheet or into the same worksheet. You will right click on Car Data. Then click on Move or Copy…, Then click the down arrow under To book: and click (new book) or under Before sheet pick Sheet1 or whichever sheet you want to move it to.”
Walk them through how to do this on their laptops.
“Under the Formulas tab you will find everything you need for functions within the spreadsheet. Functions can perform simple or complex calculations. When you click on Insert Function it will give you a dialog box that will help you enter a worksheet function. When you select AutoSum, excel will automatically enter a formula (using the SUM function) to sum the numbers. The Function Library allows you to utilize all of the available formulas in Excel. Defined Names allows you to create a name for a specific formula that you will use again in other worksheets. Formula Auditing enables you to review your worksheets for errors and identify cell precedents for a formula cell. Calculation allows you to choose between automatic and manual calculation modes.”
Walk them through how to do this on their laptops.
“Freezing the title row helps when you are adding or looking at data in a worksheet. When you are on row 253 you will still see the titles for the data or information. To freeze the row, you will click on the row you want to freeze. Click on the View from the tabs. Then select the down arrow next to Freeze Panes and pick Freeze Top Row.This is the result of freezing the first row and you can see it stays even though you can be on row 67.”
Walk them through how to do this on their laptops.
“In Excel you can format your text by highlighting what text you want to change and choose those changes from the Home Ribbon under Font and Alignment. Highlight the text you want to format. Maybe you want to change the title labels to Bold and Align the titles to the left. You will make sure you are on the Home ribbon and pick the “B” for bold from the Font section and then pick “Left align” from the Alignment section of the ribbon.”
Walk them through how to do this on their laptops.
“When formatting numbers,you will want to highlight numbers that you plan on changing. Like the example here with the price. In Excel you can format numbers using the Number command under the home tab. Then you will want to go up to the Number command box and click on the down arrow and click on the currency you want the price in. English (United States) was picked for this. Then you will see that it placed dollar signs, decimals followed by two zeros. If you do not want the zeros, you can highlight the price amounts and go back to the Number command and click on decrease decimal and it will take the zeros off of the price.” Walk them through how to do this on their laptops.
“When Highlighting data, you will want to highlight the information you will want to add highlighting to. You will then go to the Conditional Formatting under the Home tab. You will then click on the down arrow and click on Highlight Cells Rules. You will then Choose a rule you want to apply. This shows Greater Than. You will then set an amount that is greater than the specified amount you want to look at. You can pick the color you want to highlight. You can repeat it for the Less Than and change the color.
Walk them through how to do this on their laptops.
“To format borders, you will highlight the data or information you want to place borders on. Under the Home tab in the fonts command box, click on the borders and you can choose what you want to have borders or if you want to remove borders. You can also change the border colors by clicking on the Borders and going to Line Color and you can change the color of the lines.”
Walk them through how to do this on their laptops.
“When looking at formatting Style, you will go under the Home tab in the Style Command Box. There you can format the whole table by selecting “Format as a Table” and choose the style you want or you can click on the down arrow and it will extend some styles to choose from. The example shows that Calculation was picked and it changed the color of the Vehicle Age.”
Walk them through how to do this on their laptops.
“When formatting Themes, you will go to the Page Layout tab and the Themes command box. There you can pick a theme, colors, fonts, and effects of your worksheets.”
Walk them through how to do this on their laptops.
“You can set up a form so that you can have a Data Entry shortcut. First click on the down arrow up above the Home tab; Then pick More Commands… out of the dropdown list; Click the down arrow next to popular Commands and click on Commands Not in the Ribbon; Then scroll down until you see Form… Click on Form and then click Add >>; It will add Form to the list and then click OK. Then you can click on the Data Entry shortcut up in the top left corner and it will open a data entry box where you can put in the added date.”
Walk them through how to do this on their laptops.
“When using Paste Options, you will want to highlight and copy the information you would like to paste. You will also need to add a sheet to put the information you are copying in. When using Paste - from left to right top row to bottom row pasting options: Paste-All cell contents and formatting, including linked data. Formulas- Only the formulas. Formulas & Number Formatting- Only formulas and number formatting options. Keep Source Formatting-All cell contents and formatting. No Borders- All cell contents and formatting except cell borders. Keep Source with Column Widths- Only column widths. Transpose-Reorients the content of copied cells when pasting. Data in rows is pasted into columns and vice versa.
When using Paste Values - from left to right pasting options:
Paste Values-Only the values as displayed in the cells. Values & and Number Formatting- Only the values and number formatting. Values & Source Formatting- Only the values and number color and font size formatting.
When using Other Paste Values - from left to right pasting options: Formatting- All cell formatting, including number and source formatting. Paste Link-Link the pasted data. Paste a Picture- A copy of the image. Linked Picture- A copy of the image with a link to the original cells (if you make any changes to the original cells those changes are reflected in the pasted image). When using Paste Special - use the dialog box that appears to select how you would like it to paste. “
Walk them through how to do this on their laptops.
“Now you will look at manipulating data using Sort. One way to assist with manipulating data is to Sort the data. A way to sort the data would be by the car Brand and the Vehicle Age. You are going to highlight the data you will want to sort. Go up and click on Data tab from the Ribbon then click on Sort. Click on the down arrow next to Sort by and pick the Brand. Since you are going to sort by two values, you will need to click on Add Level and then click the down arrow next to Then by and pick Vehicle Age.”
Walk them through how to do this on their laptops.
“Now you will learn how to create charts and information on charts. When creating a chart in your worksheet you will first want to highlight the data you would like to include in the chart. Then you will click on the Insert tab and go to the Charts command box. From there you will have to choose the type of chart you would like to display.
Walk them through how to do this on their laptops.
“Microsoft Excel has several different types of Charts that you can choose from to Insert into your worksheet. To see them all you click on the little corner arrow to open a Chart box then click on All Charts. To change the Chart Elements you will want to click on Design from the Chart Tools. Then you will want to click on Add Chart Element. Here you will find ways to move your chart data around to get the precise chart you want.”
Walk them through how to do this on their laptops.
“Now you will look at settings and templates for your workbook and worksheets. Microsoft Excel offers several different Templates to choose from when you are wanting to create a spreadsheet. Choices can include: calendars, budgets, scheduler, invoices, inventory and many more. You can also go to the suggested searches which include Business, Personal, Planners and Trackers, Lists, Budgets, Charts, and Calendars.”
Walk them through how to do this on their laptops.
“To get to Workbook Options you will click on the File Tab and then click on Info. You can Protect your Workbook by controlling what other people can do: Always Open Read-Only Encrypt with Password Protect Current Sheet Protect Workbook Structure Add a Digital Signature Mark as Final
You can also choose Browser View Options by picking what viewers can see. You can choose the Sheets you only want them to see or all of them.”
Walk them through how to do this on their laptops.
“You can set certain Properties on your Workbook. First you will want to click on File. Then click on Info and on the right side of the screen go to Properties. Click on the down arrow next to Properties.Click on Advanced Properties and this will open a dialog box that you can give your workbook Specific Properties like who the author is, the company name, etc.”
Walk them through how to do this on their laptops.
“Now you will look at some Output options with Excel. You can manage worksheet windows anytime you are working on your workbook. You just need to click on the View tab and go to the Window command box. New Window will copy your workbook and put it in a new window as another workbook. Arrange all will allow you to choose how you want to work in both workbooks at the same time. Similar to split screen. Freeze Panes allows you to Unfreeze panes, Freeze Top Row, or Freeze First column. Clicking on Split will separate your worksheet so that you can scroll in each separated area. Hide will hide your whole worksheet and you will have to unhide to see it again. View Side by Side will allow you to view more than one workbook next to each other and allows for synchronous scrolling. Switch Windows allows you to switch between different workbooks you have open.”
Walk them through how to do this on their laptops.
“ If you are ready to print your worksheet. You will click on File then click on Print. Then a Print dialog box will open. You will want to make sure you have the correct printer and decide whether you want it One Sided, Collated, Orientation, Paper size, Margins, and Scaling. If you click on the down arrow next to Print Active Sheets it gives you options to Print Active Sheets, Print Entire Workbook, or Print Selection. Once you have decided on the settings you can click on Print.”
Walk them through how to do this on their laptops.
“The last thing is Sharing Workbooks. When Sharing Workbooks you will click on the File tab and then click the Share button. You will have two options to Share your Workbook. The first way is you can Share with People where you will have to save your documents to a OneDrive location and then share your document. The Second way is you can email your workbook. Excel gives you several options when emailing Inspect Document You can Send as Attachment Send a Link (Workbook must be saved in a shared location) Send as a PDF Send as XPS Send as Internet Fax”
Walk them through how to do this on their laptops.
They will then be given a survey to fill out.
“Thank you for coming to this Microsoft Excel Basics Class.”
After the Event
1. Make sure the Kubota Classroom is cleaned 2. Discuss with Administration how things went 3. Head back to the Library
