OFF105: MS Excel Beginning and Intermediate for Advocates - PowerPoint PPT Presentation

Title: OFF105: MS Excel Beginning and Intermediate for Advocates


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• OFF105 MS Excel (Beginning and Intermediate) for
  Advocates
• Jeff Narabrook
• www.lsntap.org

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Salient Functions of Excel

• Lists of data
• Contacts, dates, etc.
• Financial tracking
• Budgets
• Charts and graphs
• Grant Reporting
• Customized calcuation sheets
• Import and export data

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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Function
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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What is Excel and Why Use It?

• Spreadsheet program allowing data entry into rows
  and columns
• Very useful for managing certain types of data
• Your funders and partners expect you to be able
  to use it!

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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Functions
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Excel Fundamentals

• Name Box
• Formula Bar
• Cell References
• Making Formulas
• Workbook and Worksheets

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Formula Bar and Name Box
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Cell References

• A colon indicates a range of cells B1B5 (B1
  through B5)
• A comma indicates only individually listed cells
  B1, B2, B3, B5 (does not include B4)

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Cell Range
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Cell Range
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Creating Formulas

• Formulas contain
• An sign
• Cells or cell references
• Calculation symbol

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Calculation Symbols

• (B1B5) Addition
• (B1-B5) Subtraction
• (B1B5) Multiplication
• (B1/B5) Division
• (B1B5) Percentage
• (B1B6) Exponential Equations
• SUM (B1B5)
• AVERAGE (B1B5)

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Example SUM(.)
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Workbook and Worksheets

• Excel documents are called workbooks which
  contain worksheets
• Worksheets are meant to contain sets of data that
  can be linked to another

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Worksheets
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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Function
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Using Worksheets

• Managing worksheets
• Renaming
• Moving
• Adding/Deleting
• Linking worksheets together
• Why?
• How?

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Managing Worksheets
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Linking Worksheets Together

• Why link worksheets?
• How do you link worksheets?
• Move the cursor to the desired cell on the other
  sheet, type and select the cell you want
  referenced.

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Manually Linking Worksheets

• Manual link with Excel code
• sheetname!cell reference
• For example Budget!B13 will give you the
  contents of cell B13 in worksheet named Budget
• Make sure to use single quotes if the title has a
  space
• Ex. Worksheet Budget Summary will be linked as
• Budget Summary!A1
• You can also rename cells in the name box for
  easier linking codes
• No numbers or spaces

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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill and Function
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Unformatted Worksheet
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Formatted Version
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Formatting Worksheets

• Formatting Cells
• AutoFit
• Number
• Merge and Center
• Background Fill
• Font
• Alignment
• Sort
• Border
• Protection

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Freeze Panes

• Freezing a row and/or column can make
  spreadsheets much easier to edit, by keeping your
  primary headers always in view

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How to Freeze Panes

• To Freeze a Row
• Put cursor in first cell immediately below the
  row you want to freeze.
• Go To Window on the Menu
• Click Freeze Panes
• Notice the Line that demarks it as frozen
• To Unfreeze
• Go to Window on the Menu
• Click Unfreeze

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Freeze Panes
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Freeze Panes
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Freeze Panes
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Freeze Panes
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Freeze Panes
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Page Setup for Printing

• File MenuPage SetupSheet
• Repeat Rows/Columns
• Prints your primary headings on every page
• Header/Footer
• Creates a header/footer for each page
• Add/remove gridlines
• Add or removes cell grid lines
• Adjust margins
• Adjusts page margins

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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Function
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Saving Time The Fill Function

• Allows you to conveniently replicate content and
  formulas across columns or rows

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Fill Function
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Fill Function
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Fill Function

• Click on lower right-hand corner until a shape
  appears. Keeping your mouse button depressed,
  drag below to the cells you want filled.

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Fill Function
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Fill Function
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Fill Function
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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Function
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Relative v. Absolute References

• Relative is the default.
• Relative
• Copies formulas across a worksheet, but does not
  copy a fixed value in a static cell.
• Absolute
• Copies a specific cell reference and its value to
  other cells.

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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Functions
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Charts

• Click Insert Chart
• Pick type of Chart or Graph Type
• Enter Data Range
• Add Legends and other frills

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Pie Chart
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Highlight Data Range
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Title, Axis Names
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Data Labels
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Finished Result
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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Function
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Importing and Exporting Data

• Survey Tool Data
• Contact Lists from other Databases
• PIKA Reports
• Email Contact Lists

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Beginning and Intermediate Excel Training
Todays Agenda

• What is Excel and Why Use It?
• Excel Fundamentals
• Using Worksheets
• Formatting Worksheets
• Fill Function
• Relative versus Absolute References
• Charts and Graphs
• Importing and Exporting Data
• Excel 2003 vs. Excel 2007

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Excel 2003 vs. Excel 2007
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Excel 2003 vs. Excel 2007
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Questions?

• www.lsntap.org/techlibrary
• Jeff Narabrook
• jeff_at_lstntap.org