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Introduction to Excel, Word

and Powerpoint

Developing Valuable Technology Skills!

Shawn Koppenhoefer

Training in Research in Reproductive Health/Sexual Health 2005

Excel spreadsheets

W hat you need to know: C reating new spreadsheets R esizing your rows & columns

Inserting, deleting, and hiding rows & columns

M aking calculations & using cell-references C opy/paste your work into other applications H ow to recognize an Excel file? T he file names ends in " xls EXCEL

Why a SpreadSheet?

A spreadsheet i

s the computer equival ent of a paper l e dger sheet I t consists of a grid made from columns and r o ws. I t is an environment that can m ake number manipul ation easy. I f you change the mg/day amoun t you will have t o star t t he math all over again. O n the computer version you can change the val ues and the result is automatically re- calculated.

Let the COMPUTER do the calculations

Basics of a Spreadsheet

S preadsheets are made up of c olumns -r o w s and their intersections are called cells In each cell there may be the following types of data t ext (labels) n umber data (constants) f ormulas (mathematical equations that do all the work)

Letters

denote a columns l ocation. e.g., column C

Numbers

denote a rows location.e.g., row 4 Cells are denoted by the

Column

and the r ow. e.g., cell B6

Types of Data you will type

t hree bas ic types of da ta that can be entered. l abels - text with no numerical value) e.g., "

Life Stage Group

", or "

0-6 months

c onstants - just a number -- constant value) e.g., "210", or "270" f ormulas* - a mathematical equation used to calculate) e.g., "=10+100", or "=123*12+78.2

Basic Math

S preadsheets have many Math function s built into them. Of the most bas ic operations are the standard mu ltiply, divide, add and subtract.

These operations follow the order of

operations (just like algebra). •E x a m p l e s

Operatio

n S ymbol

Constan

t s R eferen ces Resu lt

Multiplication

= 5 * 6

A1 * B3

30

Division

8 / 4 A3 / B2 2

Addition

4 + 7

B2 + A2

11

Subtraction

= 8 - 3 = A3 - B 1 5

Selecting Cells

Learn to REFERENCE your data fro

m other parts of t h e spreadsheet. W hen entering your sele ction you may use the ke yboard or the mouse. S elect cells toget her by specifying a starting-cell and a stopping-cell

This will select ALL the cells with

in this specifi ed BLOCK of cells. W hen cells are not together us e the comma to separa te the cells or by holding down the control-key and selecti ng cells or blocks of cells (the com m a will be inserted automatically to separate these chunks of data.)

E.g., th

e 'SUM' f u n ction

The Sum function takes all of

the values in each of the specified cells and totals t heir values. The syntax is: = S

UM(fir

st value, second value, et c) I n the first and second spots you can enter constants, ce lls, range of cells. B lank cells will return a value of zero to be added to the total. T ext cells can not be added to a number and w ill produce an error.

Sum Example

s u m B 2: B 8)

Note: text

values will cause errors,.. And e mpty values are counted a s '0'

Other Functions

Average

Max R eturns the largest value in a range Min R eturns the smallest value in a range Count R eturns the number number-data cells

CountA

R eturns the number of non-empty cells i g n o r e s t e x t b l a n k s

The 'IF'

function c heck the logical condition of a statement and return one value if true and a different value if false. The syntax is

IF (condition; value-if-true; value-if-false)

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