Lesson 1: Getting Started with ExcelPage 1 of 4

UNIT I Introduction to Excel

Lecture Notes/Assignments

Lesson 1: Getting Started with Excel—Pages 2-34

Lesson Objectives—this is what you will learn in the lesson. Each heading in the lesson correlates to a learning objective.

In this lesson, the student will:

  • Start Excel.
  • Navigate in a workbook.
  • Open an existing workbook.
  • Edit a worksheet.
  • Manage files.
  • Print Excel files.

Overview of Lesson

This lesson discusses basic screen elements and navigation steps for a simple worksheet. It includes opening, editing, and closing Excel workbooks as well as basic printing steps.

Background information on Spreadsheets

In a recent study of large and small businesses, nearly 100% of companies surveyed indicated they use some kind of spreadsheet software. VisiCalc introduced electronic spreadsheets to the workplace, but it was an innovative program developed by Mitch Kapor in 1983 that revealed the far-reaching capabilities of spreadsheet software. Lotus 1-2-3 (so named because Kapor, a teacher of transcendental meditation, combined three elements in a spreadsheet program that was as easy "as one, two, three" to use) performed more complex operations and linked spreadsheets, graphics and databases. Within seven years, Kapor's original eight person company had almost 3,000 employees and revenues of over half a billion dollars a year. In 1991, Microsoft released a new version of its spreadsheet program, Excel 2, designed to take advantage of the Windows 3.0 environment. Excel surged to the front of the market, adding features such as three-dimensional graphics, auxiliary functions, and wizards to guide users through complex tasks, powerful what-if tools, and easy to use databases. Spreadsheets programs can be valuable aids wherever numerical data is compared or summarized.

You use an electronic spreadsheet to produce professional-looking documents that perform numeric calculations rapidly and accurately. These calculations are updated automatically so that accurate information is always available.

Business uses for electronic spreadsheets are:

  • Maintain values by calculating numbers
  • Represent values graphically by creating charts based on worksheet figures
  • Create reports to summarize data by creating workbooks containing multiple worksheets of related data, and numbering and printing worksheets as consecutively numbered pages.
  • Organize data by sorting it in ascending or descending order.
  • Analyze data by creating data summaries and short lists using PivotTables or AutoFilters
  • Create what-if data scenarios using variable values to investigate and sample different outcomes.

Starting Excel—Pages 1-6PowerPoint Slides 1–4

Excel opens with a blank workbook, the Quick Access toolbar, and the Ribbon. New workbooks are named Book1, Book2, and so on during each work session.

Using your screen and Figure 1-1 locate the screen elements. Collapse and expand the ribbon and look at the commands on each tab. Notice the Dialog Box Launchers in various groups (figure 1-2)

Assignment: Read and do Exercise 1-1

Navigating in a Workbook—Pages 6-12PowerPoint Slides 5–11

A new workbook has three blank sheets by default, named Sheet1, Sheet2, and Sheet3. The number can be changed in Excel Options on the Personalize pane. Worksheets can be inserted or deleted from the workbook.

A worksheet has a grid that defines rows and columns. A cell is the intersection of a row and a column and where data is entered.

While scrolling through a worksheet, the location of the active cell does not change. The Zoom size controls how much of the worksheet is seen on the screen. The Zoom size can be set to see more or less on screen so that scrolling is not needed.

A workbook can be closed by:

  • Clicking the Close button
  • Clicking the Microsoft Office Button and choosing Close
  • Pressing [Ctrl]+[W] or [Ctrl]+[F4]

If you desire to become the proficient expert in Office applications, practice as many of the navigation commands as time permits. Try the Go To command. Realize that Excel capitalizes cell references in commands. You can save time by keying lowercase.

The size of the screen, the display settings, the data, and its formatting affect how many columns/rows appear at once. You may see differences between your screens and text illustrations.

Assignment: Read and do Exercise 1-2, 1-3, 1-4, 1-5, 1-6

Opening an Existing Workbook—Pages 12-13PowerPoint Slides 12–13

The keyboard shortcut [Ctrl]+[O]. I added an Open button to the Quick Access toolbar. It saves time.

Filenames in the Open dialog box show a Screen Tip when you hover over the name. If a workbook opens in a 100% size and you wish to see more, try a smaller zoom size.

Assignment: Read and do Exercise 1-7, For Exercise 1-7, you will open the data file, JanIceCream. I will mention it only this time to make sure you are aware of data files.The data files are located at Assignments, Unit, Lessons.

Editing a Worksheet—Pages 13-21PowerPoint Slides 14–18

A cell contains text, numbers, or a formula. A formula calculates an arithmetic result.

To replace cell contents, make it the active cell, key the new data, and press [Enter] or click the Enter button in the formula bar. To clear cell contents, make the cell active and press [Delete].

The Undo command reverses the last task completed in the worksheet. The Redo command reverses the action of the Undo command. Remind students that Undo and Redo are similar in all Office applications.

Use the Mini toolbar as a quick way to make changes to selected text.

Assignment: Read and do Exercise 1-8, 1-9, 1-10, 1-11, 1-12

Managing Files—Pages 20-21PowerPoint Slides 19–20

Documents are best organized in folders. A folder is a location on a disk, network, or other drive. Folders are organized like a tree. The top level is a letter such as A, B, or C to represent the drive or other storage device. Under each drive letter, create folders to help organize and manage work.

Read-only property is a setting that allows a file to be read or copied, but not changed or saved. If you change a read-only file, you can save your changes only if you give the document a new name.

Assignment: Read and do Exercise 1-13 Files should be saved with your LAST NAME (not your initials)—1-13. Example: Smith 1-13

Send this file: Last name1-13.xlsx

Printing Excel Files—Page 21-25PowerPoint Slides 21–26

Note: It is important to know all of the print options available so do become familiar with the print dialog boxes; but you do not need to print out all of the files requested by the textbook.

To print an Excel file:

  • Click the Quick Print button on the Quick Access toolbar
  • Click Print while in Print Preview
  • Click the Microsoft Office Button and choose Print
  • Press [Ctrl]+[P]

An XPS file is a document format that allows one to view the data without the application used to create it. It is a Microsoft format, similar to Adobe’s PDF format. You would need to install the add-in for this feature. Instructor recommendation is to use the .pdf format.

Assignment: Read and do Exercise 1-14, 1-15

Exercise 1-16-- Do not feel you have to download the add in to complete this exercise. Rather than saving as .xps follow the directions but save as .pdf.

Send this file: Last name 1-16.pdf

The following should be completed to apply the objectives learned above. It is very important for you use and apply the skills in the applications below. Completing the assignments below will acquaint you with the proper procedures to create workbooks and worksheets suitable for coursework, professional purposes, and personal use. These objectives will be assessed in the exams.

Solutions are available for all of the assignments below. Since you are in college taking this skill course, learning strategies will vary among the participants. Some may want to look at the solution first, attempt the problem and then compare with the solution. Another alternative is to complete the problem and then compare with the solution. You may have your problem and the solution open at the same time (side by side directions available at Assignments, Class Management). Take advantage of learning this valuable and important skill now.

The key to developing a useful worksheet is careful planning. You need to think of the end result and how the worksheet will be used. What answers will the worksheet provide? How will the worksheet be designed? Define the purpose of the worksheet, including need, source of data, calculations, charting and Web or special requirements. Please when finished with the worksheet, check it to make sure it makes sense. For example, if an employee is making $600 a week and because of Excel expertise is getting a promotion and a 10% weekly raise and a formula is entered to compute the new salary and the answer appearing in the cell is $60 do you continue on? How could a promotion now pay only $60 a week? Use calculators to check answers if necessary.

Do Concepts Review, page 28--This is a great practice for the objective test.

DoCritical Thinking, page 29

Do Skills Review
  • Exercise 1-18, page 29—The questions are for you to answer after navigating the workbook. You do not need to send anything to me. Think big. Some worksheets will use 2000 rows and 100 columns. To be proficient you need to be able to navigate the worksheet quickly.
  • Exercise 1-19, page 30
  • Exercise 1-20, page 30-31
  • Exercise 1-21, page 31

Do Lesson Applications
  • Exercise 1-22, page 32
  • Exercise 1-23, page 32
  • Exercise 1-24, page 33
  • Exercise 1-25, page 33

On Your Own, page 34—Not assigned