Staff Development

Daze
June 27 & 28
Tony Gauvin
Schedule
 Monday June 27
 9:00 – 12:00 Basic Excel
 12:00 – 1:00 Lunch for all workshop participants
 1:00 – 4:00 Advanced Excel
 Tuesday June 28
 9:00 – 12:00 Basic Access
 12:00 – 1:00 Lunch for all workshop participants
 1:00 – 4:00 Advanced Access
 Thursday June 30
 Time TBA (2hrs.) Outlook Highlights
 All materials available at
 http://perleybrook.umfk.maine.edu
Difference between
Spreadsheets and Databases
 Spreadsheets (Excel) are electronic
ledgers
 Store, manipulate and present numbers
 Databases (Access) are electronic file
cabinets
 Receive, store, organize and present data
 Use the right application
 Save time and effort
 Decrease frustration
The Spreadsheet
abstraction
 An (near) infinite series of rows and columns
called Cells that
 Store numbers (and other stuff)
 Store formulas that use other information in other
cells and produce a results to be displayed
 A bunch of other neat stuff
 Formatting
 Charting
 What-if scenarios
Advanced Excel
(afternoon)
 Topics
 Formulas and Functions
 Formatting
 Importing and exporting data
 Working with Large Spread Sheets
 Anything else anyone wants to cover
Advanced Excel Part 1

The 3 F’s
Formulas, Functions and Formatting
Objectives

 Enter a formula using the keyboard and

Point mode
 Recognize smart tags and option buttons
 Apply the AVERAGE, MAX, and MIN
functions
 Verify a formula using Range finder
 Format a worksheet using buttons and
commands
Objectives

 Add conditional formatting to a range of

cells
 Change the width of a column and height
of a row
 Check the spelling of a worksheet
 Preview how a printed copy of the
worksheet will look
Objectives

 Print a partial or complete worksheet

 Display and print the formulas version of
a worksheet
 Rename sheets in a workbook
Starting and Customizing
Excel
 Click the Start button on the Windows taskbar, point to All
Programs on the Start menu, point to Microsoft Office on the All
Programs submenu, and then click Microsoft Office Excel 2003
on the Microsoft Office submenu
 If the Excel window is not maximized, double-click its title bar to
maximize it
 If the Language bar appears, right-click it and then click Close
the Language bar on the shortcut menu
 If the Getting Started task pane appears in the Excel window,
click its Close button in the upper-right corner
 If the Standard and Formatting toolbars are positioned on the
same row, click the Toolbar Options button and then click Show
Button on Two Rows
Entering the Worksheet Title
and Subtitle
 Select the cell A1. Type Blue Chip
Stock Club in the cell and then press
the DOWN ARROW key
 Type Investment Analysis in cell A2
and then press the DOWN ARROW key
Entering the Column Titles,
Stock Data, and Row Titles
 Enter the values in their respective cells
as shown on the following slide. Use the
ALT+ENTER key combination to move to
the next line within a cell
 Easier way
 Download
 http://perleybrook.umfk.maine.edu/slides/dev
elopmentdaze/excel%20advanced%20start.
xls
Entering the Column Titles,
Stock Data, and Row Titles
Saving the Workbook

 With a floppy disk in drive A, click the

Save button on the Standard toolbar
 When Excel displays the Save As dialog
box, type Blue Chip Stock Club
Investment Analysis in the File name text
box
 If necessary, click 3½ Floppy (A:) in the
Save in list. Click the Save button in the
Save As dialog box
Entering a Formula
Using the Keyboard
 With cell F4 selected,
type =d4*e4 in the
cell
 Press the RIGHT
ARROW key twice to
select cell H4
Entering Formulas
Using Point Mode
 With cell H4 selected, type = (equal sign) to
begin the formula and then click cell D4
 Type * (asterisk) and then click cell G4
 Click the Enter box and then click cell I4. Type
= (equal sign) and then click cell H4. Type –
(minus sign) and then click cell F4
 Click the Enter box. Click cell J4. Type =
(equal sign) and then click cell I4. Type /
(division sign) and then click cell F4. Click the
Enter box
Entering Formulas
Using Point Mode
Copying Formulas
Using the Fill Handle
 Click cell F4 and then point to the fill handle.
 Drag the fill handle down through cell F12 and
continue to hold down the mouse button
 Release the mouse button.
 Select the range H4:J4 and then point to the fill
handle
 Drag the fill handle down through the range
H5:J12
Copying Formulas
Using the Fill Handle
Determining Totals
Using the AutoSum Button
 Select cell F13. Click
the AutoSum button
on the Standard
toolbar twice.
 Select the range
H13:I13. Click the
AutoSum button
Determining the Total
Percent Gain/Loss
 Select cell J12 and
then point to the fill
handle
 Drag the fill handle
down through cell
J13
Determining the Average of a
Range of Numbers Using the
Keyboard and Mouse
 Click cell D14
 Type =average( in the cell
 Click cell D4, the first endpoint of the
range to average and drag through cell
D12, the second endpoint of the range to
average
 Click the Enter box
Determining the Average of a
Range of Numbers Using the
Keyboard and Mouse
Determining the Highest Number
in a Range of Numbers Using the
Insert Function Box
 Select cell D15
 Click the Insert Function box on the
formula bar
 When Excel displays the Insert Function
dialog box, click MAX in the Select a
function list
 Click the OK button
 When Excel displays the Function
Arguments dialog box, type d4:d12 in the
Number1 box
 Click the OK button
Determining the Highest Number
in a Range of Numbers Using the
Insert Function Box
Determining the Lowest Number in a
Range of Numbers Using the
AutoSum Button Menu
 Select cell D16
 Click the AutoSum button arrow on the
Standard toolbar
 Click Min
 Click cell D4 and then drag through cell
D12
 Click the Enter box
Determining the Lowest Number in a
Range of Numbers Using the
AutoSum Button Menu
Copying a Range of Cells Across
Columns to an Adjacent Range
Using the Fill Handle
 Select the range D14:D16
 Drag the fill handle in the lower-right
corner of the selected range through cell
J16 and continue to hold down the
mouse button
 Release the mouse button
 Select cell J14 and press the DELETE
key to delete the average of the percent
gain/loss
Copying a Range of Cells Across
Columns to an Adjacent Range
Using the Fill Handle
Saving a Workbook Using
the Same File Name
 Click the Save button on the Standard
toolbar
Verifying a Formula
Using Range Finder
 Double-click cell J4
 Press the ESC key to
quit Range Finder
 Select cell A18
Changing the Font and
Centering the Worksheet
Title
 Click cell A1
 Click the Font box arrow on the Formatting
toolbar
 Click Arial Black (or Impact if Arial Black is not
available)
 Click the Font Size box arrow on the
Formatting toolbar and click 28 in the Font Size
list
 Click the Bold button on the Formatting toolbar
Changing the Font and
Centering the Worksheet
Title
 Select the range A1:J1. Right-click the
selection
 Click Format Cells on the shortcut menu
 When Excel displays the Format Cells
dialog box, click the Alignment tab
 Click the Horizontal box arrow and select
Center in the Horizontal list
 Click the Vertical box arrow and select
Center in the Vertical list
Changing the Font and
Centering the Worksheet
Title
 Click the Merge cells
check box in the Text
control area
 Click the OK button
Changing the Font and
Centering the Worksheet
Subtitle
 Click cell A2. Click the Font box arrow on the
Formatting toolbar
 Click Arial Black (or Impact if Arial Black is not
available)
 Click the Font Size box arrow on the Formatting
toolbar and then click 18 in the Font Size list
 Click the Bold button on the Formatting toolbar
 Select the range A2:J2. Right-click the selection.
Click Format Cells on the shortcut menu. When
Excel displays the Format Cells dialog box, click the
Alignment tab. Click the Horizontal box arrow and
select Center in the Horizontal list. Click the Vertical
box arrow and select Center in the Vertical list. Click
Merge cells in the Text control area. Click the OK
button
Changing the Font and
Centering the Worksheet
Subtitle
Changing the Background and Font
Colors and Applying a Box Border to
the Worksheet Title and Subtitle
 Select the range A1:A2, click the Fill Color
button arrow on the Formatting toolbar
 Click the color Blue (column 6, row 2) on the
Fill Color Palette
 Click the Font Color button arrow on the
Formatting toolbar
 Click the color White (column 8, row 5) on the
Fill Color Palette
 Click the Borders button arrow on the
Formatting toolbar
Changing the Background and Font
Colors and Applying a Box Border to
the Worksheet Title and Subtitle
 Click the Thick Box
Border button
(column 4, row 3) on
the Borders palette
 Click cell B16 to
deselect the range
A1:A2
Bolding, Centering, and
Applying a Bottom Border to
the Column Titles
 Select the range A3:J3
 Click the Bold button on the Formatting
toolbar
 Click the Center button on the Formatting
toolbar
 Click the Borders button arrow on the
Formatting toolbar
 Click the Bottom Border button (column 2
row 1) on the Borders palette
Bolding, Centering, and
Applying a Bottom Border to
the Column Titles
Centering Data in Cells
and Formatting Dates
 Select the range B4:B12
 Click the Center button on the Formatting
toolbar
 Select the range C4:C12
 Right-click the selected range and then click
Format Cells on the shortcut menu
 When Excel displays the Format Cells dialog
box, click the Number tab, click Date in the
Category list, click 03/14/01 in the Type list
 Click the OK button
 Select cell E4 to deselect the range C4:C12
Centering Data in Cells
and Formatting Dates
Applying a Currency Style Format
and Comma Style Format Using
the Formatting Toolbar
 Select the range E4:I4
 While holding down the CTRL key, select
the range F13:I13
 Click the Currency Style button on the
formatting toolbar
 Select the range E5:I12
 Click the Comma Style button on the
Formatting toolbar
Applying a Currency Style Format
and Comma Style Format Using
the Formatting Toolbar
 Click cell E4. While holding down the CTRL
key, select cell G4
 Click the Increase Decimal button on the
Formatting toolbar
 Select the range E5:E12. While holding down
the CTRL key, select the range G5:G12
 Click the Increase Decimal button on the
Formatting toolbar
 Click cell A12 to deselect the range G5:G12
Applying a Currency Style Format
and Comma Style Format Using
the Formatting Toolbar
Applying a Thick Bottom Border to
the Row Above the Total Row and
Bolding the Total Row Titles
 Select the range A12:J12, click the
Borders button arrow on the Formatting
toolbar, and then click the Thick Bottom
Border button (column 2, row 2) on the
Borders palette
 Select the range A13:A16, and then click
the Bold button on the Formatting toolbar.
Click cell E14 to deselect the range
A13:A16
Applying a Thick Bottom Border to
the Row Above the Total Row and
Bolding the Total Row Titles
Applying a Currency Style Format
with a Floating Dollar Sign Using
the Format Cells Command
 Select the range E14:I16. Right-click the
selected range
 Click Format Cells on the shortcut menu
 Click the Number tab in the Format Cells
dialog box
 Click Currency in the Category list and
then click the third style ($1,234.10) in
the Negative numbers list
 Click the OK button
Applying a Currency Style Format
with a Floating Dollar Sign Using
the Format Cells Command
Applying a Percent Style
Format
 Select the range
J4:J16
 Click the Percent
Style button on the
Formatting toolbar
 Click the Increase
Decimal button on
the Formatting
toolbar twice
Applying Conditional
Formatting
 Select the range J4:J12
 Click Format on the menu bar
 Click Conditional Formatting
 When the Conditional Formatting dialog
box appears, if necessary, click the
leftmost text box arrow and then click
Cell Value Is
 Click the middle text box arrow and then
click less than
Applying Conditional
Formatting
 Type 0 in the rightmost text box
 Click the Format button
 When Excel displays the Format Cells
dialog box, click the Patterns tab and
then click the color Red (column 1, row 3)
 Click the Font tab and then click Bold in
the Font style list
 Click the Color box arrow
Applying Conditional
Formatting
 Click the color White
(column 8, row 5)
and then click the OK
button
 Click the OK button
 Click cell B16 to
deselect the range
J4:J12
Changing the Widths of
Columns
 Point to the boundary on the right side of the
column A heading above row 1
 When the mouse pointer changes to a split
double arrow, drag to the right until the
ScreenTip indicates Width: 13.00 (96 pixels).
 Release the mouse button
 Drag through column headings B through D
above row 1
 Point to the boundary on the right side of column
heading D
Changing the Widths of
Columns
 Double-click the right boundary of column
heading D to change the width of columns B, C,
and D to best fit
 Click the column E heading above row 1
 While holding down the CTRL key, click the
column G heading and then the column J
heading above row 1 so that columns E, G, and
J are selected
 Point to the boundary on the right side of the
column J heading above row 1
 Drag until the ScreenTip, Width: 10.00 (75 pixels)
Changing the Widths of
Columns
 Release the mouse button
 Click the column F heading above row 1 to
select column F
 While holding down the CTRL key, click the
column H and I headings above row 1 so that
columns F, H, and I are selected
 Point to the boundary on the right side of the
column I heading above row 1
 Drag to the right until the ScreenTip indicates
Width: 12.00 (89 pixels)
Changing the Widths of
Columns
 Release the mouse
button.
 Click cell B16 to
deselect columns F,
H, and I
Changing the Height of
Rows
 Point to the boundary below row heading
3
 Drag up until the ScreenTip indicates
Height: 45.00 (60 pixels)
 Release the mouse button
 Point to the boundary below row heading
14
 Drag down until the ScreenTip indicates
Height: 24.00 (32 pixels)
Changing the Height of
Rows
 Release the mouse button and then
select cell B16
Checking Spelling
on the Worksheet
 Click cell A3 and then type Stcok to misspell
the word Stock
 Click cell A1
 Click the Spelling button on the Standard
toolbar
 With the word Stock highlighted in the
Suggestions box, click the Change button
 As the spell checker checks the remainder of
the worksheet, click the Ignore All and Change
buttons as needed
Previewing and Printing
a Worksheet
 Point to the Print Preview button on the Standard
toolbar
 Click the Print Preview button
 Click the Setup button
 When Excel displays the Page Setup dialog box,
click the Page tab and then click Landscape in
the Orientation area
 Click the OK button
Previewing and Printing
a Worksheet
 Click the Print
button
 Click the OK button
 Click the Save
button on the
Standard toolbar
Printing a Section of the
Worksheet
 Select the range A3:F16
 Click File on the menu
bar and then click Print
 Click Selection in the
Print what area
 Click the OK button
 Click cell B16 to deselect
the range A3:F16
Displaying the Formulas in the
Worksheet and Fitting the
Printout on One Page
 Press CTRL+ACCENT MARK (`)
 When Excel displays the formulas version of
the worksheet, click the right horizontal scroll
arrow until column J appears
 If the Formula Auditing toolbar appears, click
its Close button
 Click File on the menu bar and then click Page
Setup
 When Excel displays the Page Setup dialog
box, click the Page tab
Displaying the Formulas in the
Worksheet and Fitting the
Printout on One Page
 If necessary, click Landscape to select it and
then click Fit to in the Scaling area
 Click the Print button in the Page Setup dialog
box
 When Excel displays the Print dialog box, click
the OK button
 After viewing and printing the formulas version,
press CTRL+ACCENT MARK (`) to instruct
Excel to display the values version
Displaying the Formulas in the
Worksheet and Fitting the
Printout on One Page
Changing the Print Scaling
Option Back to 100%
 Click File on the menu bar and then click
Page Setup
 Click the Page tab in the Page Setup
dialog box. Click Adjust to in the Scaling
area
 If necessary, type 100 in the Adjust to
box
 Click the OK button
Changing the Worksheet
Names
 Double-click the sheet tab labeled Sheet2 in
the lower-left corner of the window
 Type Real-Time Stock Quotes as the
worksheet name and then press the ENTER
key
 Double-click the sheet tab labeled Sheet1 in
the lower-left corner of the window
 Type Investment Analysis as the
worksheet name and then press the ENTER
key
Importing Data

 Cut and paste from a table

 Use paste special
 Using Text files
 TXT
 Tab delimited
 CSV
 Comma separated values
Questions??