Excel

Spreadsheets and graphs with Microsoft Office

---

Formatting l Formulas l Graph & Charts

Spreadsheet Basics:

Spreadsheets are made up of vertical columns and horizontal rows. As they intersect, they create a box called a "Cell." Each cell has an address specified by the intersection of the row and column. Rows are numbered 1,2,3. Columns are lettered A,B,C. Therefore, the cell address at the intersection of column C and row 5 would be C5.

Column and Row Adjustment:

You can adjust the width of a column or a row by clicking right on the line between the letters or numbers (you will get a two-way arrow) and dragging it in the direction you wish to adjust. Or, if you want to change the width or height of a number of column/rows; first highlight the columns/rows you wish to adjust, then pull down the "format" menu and choose "Column - width" or "Row - Height" and type in a number larger or smaller.

Entering Data:

To enter data into the cells;

1. Click in the cell you in which you wish the data to appear.
2. Type in the data (you will see it appear in the "Formula Bar"). If the formula bar is not show, pull down the "View" menu and choose "Formula Bar."
3. Once you have typed it;
   • Press "return" to enter it and move to the cell below.
   • or press "tab" to enter it and move to the cell to the right. (then you will see it appear in the cell.

To alter data already in a cell, click on the cell and make the adjustment up in the "Entry Bar."

Excel has the same formatting palette as Word or PowerPoint. It can be found under the "View" menu.

The Formatting Palette contains most of the commands you will need to format you documents. If it is not already out or if it dissapears, you can find the Formatting Palette under the "View" menu. This should always be out and accessable. Clicking on the triangle in front of a section, opens that section exposing the various commands. Clicking on the triangle again closes the section.

Number Formatting:

You can also format the cells to accept and show different kinds of numbers, such as currency, percentages, various decimals, dates, and times.

1. Select the cells you want formatted.
2. Pull down the "Format" menu and choose "Cells..."
3. You will see the following box. Choose a category and specific choices for each.
4. Select how you want your numbers, dates, times to appear. ie; if your date is money such as a budget, choose "currency." If you want your decimals carried out 2 places, make sure you select a "precision of 2." Select comma if you wish.

 

*You can also format cells by using the button bar for basic formatting.

By using formulas, you can have your spreadsheet add, subtract, multiply, find averages, percentages, etc. This makes it a great tool for keeping track of numerical data and as a tool to ask "if...then" or "what if..." questions and get immediate results.

All formulas start with an "=" sign. That's how the computer knows it's a formula.

Entering Formulas:

Type in the correct formula indicating the cells or cell range that you wish to calculate,then press enter. Be very exact in your cell range. Remember; computers don't understand close, they understand exact. You will see the formula in the entry bar, not in the cell. The calculated outcome will appear in the cell once you begin entering data.

For example: If we want to add a column of numbers, you need to type in a formula using "sum" and the range of cells to be added. In the example below, the range would be cells B2 through B8. You would type the formula in cell B10. As you see, the formula would be =SUM(B2:B8)

It is easy to take the information in a spreadsheet and convert it into a colored, three dimensional chart or graph. You can make pie charts, bar charts, line graphs, plus many more.

1. Before making a chart, you need to set up your spreadsheet and enter your data.
2. Generally, you have two categories or an x and y axis
3. Set up one set of your categories across the top columns.
4. Set up the other set of categories down the first row.

   Example:

   1. If we want to graph and compare the number of boys and girls in each grade level, we could have the categories "Boys," "Girls" and "Total" across the top columns and the 3 grade level categories down the first row.

Next, we need to enter the data in each category along with the totals. Remember, you can use formulas to add totals or other mathematical calculations.

You should also format your spreadsheet with Bolds, center alignment, headers, etc to make it look good.

To make charts you need to make sure to select the correct data by selecting only cells that pertain to the graph. Generally, you do not select the total row or blank row/columns.

1. Select the cells you want to appear in your chart.
2. Pull down the "Insert" menu and choose "Chart..."
3. You have many options in types of charts to choose from.
4. Within each type of chart, you have many other options in how the chart will look. Experiment with the different options to see what they will do.

1. In the Chart type, choose "Column"
2. Choose the Chart sub-type. You can view each sample.
3. Click on "Next" and you will get additional choices, ie; Titles, labels, axis, legends, fill colors, etc.
4. Try different things to see what works.

• Double click on the chart or legend and you can change the background fill colors.
• The Chart can be resized or drug to any position needed.

Web Page by Steve Christensen - rev. 11/08