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Excel for Educators


Class Notes
A Workshop by
Karen Work Richardson
karen@wmburgweb.com

Find more Resources for Educators on the Web:


http://www.wmburgweb.com/Resources/index.html
Spreadsheets
Spreadsheet Basics
Words to Know: •Spreadsheet •Column • Row • Cell • Cell Address

• Used to organize and analyze information


• Made up of columns and rows
• Columns and rows intersect to form cells
• Column letter plus row number makes cell
address
Spreadsheet Basics
Words to Know: •Spreadsheet •Column • Row • Cell • Cell Address
Column A Column B Column C

Row 1
Row 2
Row 3

A7 B4 C10 D5
Cells with addresses
Spreadsheet Basics
Words to Know: •Entry Bar •Active Cell • Format • Alignment

Entry Bar: Area where the


text, number, or formula in
the active cell is displayed.
Also called the Formula Bar

Active Cell: Cell in use,


address shown beside
formula bar

Format: A change in the


appearance of a value or label in a
cell. In this example, cell A1 is
bold. Cell D7 is formatted to Alignment: The placement of information within a cell at the
display as a percentage. left edge, right edge, or centered. In this example, the cells in
column A are centered. The cells in column B are right aligned.
Spreadsheet Basics
Words to Know: •Cell range •Column width
Column Heading

Cell Range: A continuous


group of selected cells.
This range includes cells
A1 through D10.
Row Heading

Column Width: Column


widths may be varied to
display data correctly.

Tip:
To select an entire column or row, click on the column or row heading.
Spreadsheet Formulas
•A combination of values or cell references and
mathematical operators
•Mathematical Operators: + - * /
•Formulas begin with an equal sign
•The actual formula displays in the entry bar
•The results of the formula display in the cell
Spreadsheet Formulas
Words to Know: •Formula •Mathematical Operators

Formula: Combination of
values or cell references
and mathematical
operators such as +, -, /, *

The formula displays in


the entry bar. This
formula is used to add
the values in the four
cells. The sum is
displayed in cell B7.

The results of a formula


display in the cell.
Spreadsheet Formulas
Examples of formulas:
•Add cells B4, C4, D4, and E4: =B4+C4+D4+E4
•Subtract cell F10 from cell F9: =F9-F10
•Multiply cells A3 and A4: =A3*A4
•Divide cell D5 by cell D6 =D5/D6

Always use cell references instead of values


in your formulas! That way, when the
values change the formulas gets updated.
Spreadsheet Functions
Functions are built-in shortcuts for making
calculations with a range of cells:
•Most common is SUM (used to add cells)
•AUTOSUM button  adds in one step
•AVERAGE function finds the average by adding the
numbers and dividing by the number of items
•MIN function finds the minimum value in a range
•MAX function finds the maximum value in a range
Spreadsheet Functions
Some Sample Functions
•Add together cells B3 through B7
=SUM(B3:B7)

•Find the average of cells D4 through D8


=AVERAGE(D4:D8)

•Find the minimum value in the cell range E43:E52


=MIN(E43:E52)

•Find the maximum value in the cell range E43:E52


=MAX(E43:E52)
AVERAGE Function
There are three ways to find the average of
the cell range A1:A5:
=AVERAGE(A1:A5)
=(A1+A2+A3+A4+A5)/5
=SUM(A1:A5)/5
The MEDIAN Function
=MEDIAN(A1:A5)
The MEDIAN average is the number found
in the middle of a sorted list:
$40,000
$63,000 The median is $74,000 because it is
$74,000 in the middle of the list. $100,000
$85,000 $110,000
$98,000 The median is $140,000: the mean $120,000
average of the two center numbers.
$160,000
($120,000+$160,000)/2=$140,000
$220,000
$240,000
Functions In Action

The SUM
function is used to
find the total of
cells C3, C4, C5
and C6.
The same
calculation could
be done using a
mathematical
operator:
=C3+C4+C5+C6
Data Selected: B5-C6

Charts
Charts

• Chart Wizard makes chart creation easy


• Select data to be displayed
• Use Ctrl key to select data that isn’t
adjacent (ex. A2-A4 AND C3-C5)
• Chart is linked to worksheet data so it gets
updated as data changes
Chart Parts, Part One

• Axis Values: created from the worksheet


data
• Category Names: column or row headings
• Series Names (legend): column or row
headings
• Data Markers: Each data series shares a
pattern
Chart Parts, Part Two
• Each part can be formatted for font, style, or
color
• Can choose to display or not display legend
• Chart Wizard previews your selections
• Can make a column chart in one step by
using default chart option
Data Series
• A group of related data points that are
plotted in a chart
• Originate from rows or columns on a
datasheet
• Each data series in a chart has a unique
color or pattern
• You can plot one or more data series in a
chart
Data Series Examples
Number of Candies
Blue 23 This spreadsheet has one data
Green 35 series in a column: Number of
Red 56 candies
Orange 54

This spreadsheet has three


data series in columns: Bag
Bag #1 Bag #2 Bag #3
Blue 23 33 43 #1, Bag #2, and Bag #3
Green 35 22 24
Red 56 19 56 OR
Orange 54 20 44
This spreadsheet has four data
series in rows: Blue, Green,
Red, Orange.
Data Series to Pie Chart
Number of Candies The title comes from
Blue 23 this cell.
Green 35
Red 56
Orange 54 Number of Candies

Each of the Blue


numbers become Orange
14%

a slice of the pie. 32% Blue


Green Green
21%
Red
Orange

The legend and Red


labels come from 33%

the first column.


Data Series to Bar Chart #1
Bag #1 Bag #2 Bag #3
Blue 23 33 43
Green 35 22 24
Red 56 19 56
Orange 54 20 44

The same set


of data can
yield two
different bar
charts if the
data series are
in rows or
columns.
Data Series to Bar Chart #2
Number of Candy in Three Bags
Data Series in Rows
60 56 54 56 •Each group of columns
50 43 44 represents one bag.
40 35 Blue
33
Number

30 23 22
19 20
24
Green
Red
•Each column in the
20 Orange group is a color.
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Bag #1 Bag #2 Bag #3
•The colors are the
Bags DATA SERIES. They
appear in the legend.
Data Series to Bar Chart #3
Data Series in Columns
Number of Candy in Three Bags
•Each group of columns
60 56 56 54
represents one color.
50 43 44
40 33 35
•Each column in the group
Number

Bag #1
30 Bag #2

20
23 22 24
19 20
Bag #3 is a bag.
•The bags are the DATA
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Blue Green Red Orange SERIES. They appear in the
Color
legend.
Pie Charts
• Shows the proportional size of items that
make up a data series to the sum of the
items
• Pie charts have only one data series
Chart Wizard Dialog Box

Title and Axes Names

As you enter
information into
the chart wizard,
you see a preview
of your chart.
Chart Wizard Dialog Box

Axes Display

Besides naming
the axes, you can
decide if you
want categories
and values to
appear.
Chart Wizard Dialog Box

Gridlines

Your chart can


have very simple
or very
complicated
gridlines. I prefer
very simple.
Chart Wizard Dialog Box

Legend
You can choose to
have a legend and
decide where it
appears. For a
chart like this one
that only has one
data series, a
legend isn’t
necessary.
Chart Wizard Dialog Box

Values and Labels


Labeling your
data with the
values can make
your chart easier
to interpret.
When you make a
pie chart, you can
label the slices
with both values
and percentages.
Chart Wizard Dialog Box

Data Table

A data table
appears at the
bottom of your
chart and shows
the data in a table
format.
Chart Wizard Dialog Box

Embedded vs. Sheet

You can have


your chart appear
on your sheet or
on a new page of
its own within the
same spreadsheet.
Formatting Charts
In general, you
format chart parts
by right clicking
on them. In this
slide, all four bars
in the chart are
selected (a data
series) and any
change made to
one bar will be
made to all bars.
Formatting Charts
To format
individual bars
(data points), first
select all bars, then
click on one to
select it. By right
clicking, you can
format that
particular bar.
Formatting Charts

This chart shows a variety of formatting choices.

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