Basic spreadsheet commands by qao20272


									Basic spreadsheet commands
        (note on powerpoint)
• These powerpoint slides were made using
  the following menu options:
• View -- normal
• Insert -- new slide
• Format -- slide format, and choosing the
  one that allows a title and notes
  Before you sit at the computer
• 1. Make sure you have a task that motivates you
  to persist in learning Excel (or an equivalent
  spreadsheet program).
• 2. Design your spreadsheet on paper, including
  the kinds of calculations you need to do.
• 3. Arrange assistance from someone more
  advanced in using Excel.
• 4. Arrange convenient access to a computer with
  Excel installed.
          Keyboard shortcuts
• There are keyboard shortcuts for commonly used
  commands in the menus. On a windows machine
  these involve holding down the Control key in
  combination with those below. On a MAC, the
  Command (apple) key with the others, e.g.,
• C for copy
• X for cut
• V for paste in what you have copied or cut
• P for print
• S for save (do this often)
         Additional shortcuts
Control or Command (apple) plus
• I for insert blank cell(s) or row(s) or
• K for delete the selected cell(s) or row(s) or
• Z to undo your last command
         A grade sheet exercise
• Type the students names in columns A & B from
   row 3 downwards
• List your assignments in row 2 from column 3 to
   the right
If you plan 10 assignments then in cell M3 type
   =sum(c3:l3), which will add up the grades for that
• Now select cell M3 by clicking on it, copy it into
   the computer’s memory using the copy command,
   and paste it into cells M4 to the end of the
          Bells & whistles 1
• Convert grades in col. M to % in col. N
• Typing the maximum grade possible in M2
• In N3 type =m3/m$2*100
• Copy and paste this formula into the cells
  below N3
• The formula in cell N4 will read
  m4/m$2*100, and so on
          Bells & whistles 2
• To round off to nearest number, select the
  cells you wish to round off
• Pull down the format menu, and (depending
  on version of excel being used) look for
  number or cells then number
• Choose the option with no decimal places
 Making s’sheets understandable
• Include notes or comments that explain
  your spreadsheet. These can be hidden
  behind a cell using the insert comment or
  note menu option.
• When trying to decipher someone else’s
  spreadsheet formulas, write out on paper
  what they do in words.
      Other standard formulas
• E.g., average, standard deviation,
  maximum, minimum
• Explore under the Sigma or f symbol on the
  tool bar. If your version doesn’t have these,
  look for functions
• E.g., max (c3:l3) would supply the highest
  grade that student got
               IF formulas
• IF formulas allow you to do useful tricks.
E.g., in O4 you might type
IF (N4<50, “Fail”, “Pass”)
which means if grade (as percentage) is less
  than 50 the cell O4 will show the word Fail;
  otherwise it will show Pass. Try it and see.
• If there’s something else you’d like to do,
• 1. Ask a person with more experience to
  show you (and add in some other tricks if
  you have time to take them in), or
• 2. Explore the different items in the menus
  and tool bars (sometimes the help menu can
  help you, but asking a person is better)
    More complex spreadsheets
• Complexity in spreadsheets is less a matter
  of learning Excel commands than of what
  you want to calculate. Plan this on paper
  before you open the software (which I
  should have had you do in the thermostat
    (More complex powerpoint
would explain everything in the preceding
  show using visual images, not simply text,
and allow animations such as this on this slide
  (created using Menu option: Slide show,
  animation, fly in).
• But more time is needed to compose such a

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