Excel Intro Part2 2007

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MICROSOFT EXCEL 2007 – INTRO PART 2
This class is a continuation of the Excel-Intro Part 1 class.

My Budget Exercise:
Open a file named mybudget.

Enter Current Date Using the NOW Function
The NOW function is used to insert the current date.
This date automatically updates every time the file is
opened.

1. Click on cell E1.

2. From the Formulas tab, choose Date&Time

3. Choose TODAY from the list of Function names.

4. Press OK to accept the function.

Format Date
1. With E1 still selected, from the Home tab click the arrow next to Number. This will open
the Format cells box.

2. On the Number tab, select Date as the category if not already selected.
3. For the Type, choose March 14, 2001. The sample box shows the current date in the new
format.

4. Click OK.

Enter Data
1. In cell B4, enter the wages for year 2001 of 36000.
2. In cell B5, enter the 2001 hobby income of 1250.
3. Enter the expenses in cells B9-B15:
Mortgage: 12000
Utilities: 2760
Groceries: 5200
Car Expense: 2760
Insurance: 1600
Savings: 3600
Entertainment: 1250

Calculate Totals
1. In Cell B6, enter the formula: =B4+B5
2. If entered correctly, the result should be 37250.


3. Click in cell B16. Click on the Sum button . Select the range of cells: B9-B15. Press
Enter. The sum shown in cell B16 should equal 29170.

Enter Formula for Discretionary Income
1. Click in cell B18.
2. Enter the formula, =B6-B16. The result should be 8080.

Percent of Total Income
1. In cell A19, enter the text Percent of Total Income.
2. In cell B19, enter the formula =B18/B6. The result should be about .22. (We will format
this to a percentage in the next steps).

Formatting
1. Select the range of cells B4-C18. Click on the currency style button on the Home tab.
2. Click on the decrease decimal button twice to display only dollars, no cents.
3. Select cells B19-C19. Click on the percent style button on the toolbar.
4. Place a borderline above each of the total cells. Select cells B5-C5. Click on the down
arrow next to the border button and choose the bottom
border only.

5. Select cells B15-C15 and choose the same border option.
6. Now place a double rule under the discretionary income. Select
cells B18-C18. Click on the selection arrow next to the border
button and choose the double rule.
7. Select the cells containing the years. Center and underline these cells using the buttons
on the toolbar.
8. Select the cells A4-A5. Click the increase indent button once to move the labels to the
right.
9. Select cells A9-A15 and increase the indent once.
10. Select the My Budget title in cell A1 and use the bold button (short cut: ctrl +b).



Enter the data for the year 2002
1. In 2002, a 5% increase in wages is expected. To calculate this increase, enter the formula
=1.05*B4 in the cell C4. The 2002 expected wages should be 37,800.
2. Hobby income, expenses and formulas will remain the same for 2002. Copy these cells to
the 2002 column. Do this by clicking on the cell you wish to copy. Start with B5. Place the
cursor over the lower right-hand corner until it turns into a small black plus sign (+). Click
and drag to select the adjacent cell and release the mouse button. The data copies into
the selected cell. Use this method of selecting the cells or range of cells and using the fill
handle to copy into the adjacent column, to copy the following:
Cell B6 to C6
Range B9-B16 to C9-C16
Cells B18 and B19 to cells C18 and C19.

Your worksheet should now look like the one shown below:

Close the file. You do not need to save your changes.



My Payroll Exercise:
Open the file named Mypayroll.

We will use this worksheet to do some formatting, formulas and functions.

Entering Formulas:
1. Click in Cell E3.
2. Type =C3*D3 then press Enter. The result will appear in Cell E3 (460).

Copying Formulas:
1. Once a formula is entered correctly, it can be copied to the rest of the rows.
2. Click on Cell E3 again.
3. Click on the fill handle and drag to Cell E10.

More Formulas:
1. Click in Cell F3.
2. Type =.05*D3 or type =.05* and then click on D3. (This formula will calculate a 5% raise
based on hourly rate.)
3. Press Enter.
4. Click on Cell F3 again.
5. Use the fill handle to copy the formula to F10.
6. Click in G3.
7. Type =F3+D3 and press Enter to show the new hourly rate.
8. Click Cell G3 again and use the fill handle to copy the formula down to G10.



9. Click in H3.
10. Type =G3*C3 (=C3*G3 would work equally well)
11. Instead of pressing Enter, you can click the check mark to the left of the formula bar. The
check mark will enter the text or formula into the cell but the cell pointer will not move as it
does when you press Enter or an arrow key.
12. With the cell pointer in H3, use the fill handle to copy the formula down to H10.

Formatting Values
1. Select (highlight) the range D3 through H10.
2. Click the currency style ($) button on the formatting tool bar.

Formatting Labels
1. Click Cell A1.
2. Select Bold, Italics and 14 point font size.
3. Click A1 again and drag to H1. Click the Merge and Center button.
4. Select A3 through B10 and click the Bold button.

Using the Sort Command:
Note: In order to maintain the integrity of your data it is important to select all data
associated with a record before performing the sort!
1. Click Cell A3 and drag through H10.
2. Click on the Sort & Filter button on the Home tab.
3. Click on Custom Sort.
4. The Sort window allows you to specify levels of sort fields by ascending or descending
order.
5. Select Column A – A to Z in the Order box.
6. Click Add Level
7. Select Column B – A to Z in the Order box.
8. Click OK.

(Choosing a second sort field allows the 3 Alexanders to be sorted by their first name.)



Optional Exercise:
Sort by Column D with no secondary sort. This will arrange your data by pay rate with the
lowest on top. When you have finished, deselect the range by clicking on any cell outside the
selected area.

Saving a worksheet:
Click the Save (diskette) icon to do a quick save of all your changes.

To make a copy of a Sheet:
1. Right click on the sheet you would like to move/copy and click on Move/Copy..

2. This will open the Move/Copy options box.



3. Notice the name of the current book is automatically listed.
4. Click Sheet 2 in the second dialog box.
5. Click the Create a copy check box (there should be a check mark in the box).
6. Click OK.
7. An identical copy of Sheet1 will be created and it will be labeled Sheet 1 (2).
8. Double click the Sheet 1 (2) tab and type Copy. Press Enter. This will rename your sheet.

Use the Copy Sheet to do some "what if" calculations: (If you are new to Excel it can give you
some piece of mind to work with a copy instead of your original sheet of data.)

1. Click in Cell F3 and edit the formula to change .05 to .07 and press Enter.
2. Copy the new formula down through F10.
3. Compare your new Rates and Gross amounts to those in the original Sheet 1.
4. Perform the same steps to change .07 to .03 and compare again.

You may now close this workbook by clicking File on the menu bar and selecting Close. You
do not need to Save the file.

Charting 101 - Using Excel

Open the file named Excel-OfficeTreats. We will use this file to create and edit charts
(graphs). Change the Zoom to 75% to make it easier to select data and view charts.

1. Do some prior thinking about what type chart/graph that will best show what you want (see
some basic examples and their description on top of next page)
2. Highlight the data that you want to be graphically represented on your chart
 Do not include totals unless you want totals for point of comparison
 You will be able to edit this info later
 As data changes, this chart will also
change to reflect the new data
3. Use the Chart Buttons – they are very
valuable in setting up the majority of the
information you want – then you can “fine-tune” it later

The wizard has 4 steps:
 Type of chart (see listing at end of these notes)
 Data Range (should have already “pre”- selected in 1st step)
 Add Title and Axis labels (X is horizontal, Y is vertical for 2-D graphs)
 Choose where you want the graph (same sheet or its own sheet)
4. Select the Range A5 to G9. (Do not include the totals.)

5. Click the Column button on the Insert tab.



6. Click on the button that says Column, the Chart sub-type is
Clustered column with 3-D visual effect. You can see the name
of the chart sub-type, by hovering over the chart type. (1st chart
in 3-D Column section).

7. To add a chart title, Axis titles, legend, data lables, and data tables click on the chart, then
the Layout tab under chart tools. You will only be able to see the chart tools after you have
clicked on the chart.

8. In the Layout tab you add lables, axes and backgrounds to the chart.

9. Click Chart Title, and above Chart.

10. Type Treats by Month in the Chart Title box.

11. Click Axis Titles  Primary Horizontal Axis Title  Title Below Axis



12. Type Month in the Axis Title box.

13. Repeat step 11 using Vertical axis title instead for horizontal.

14. Type in Amount in this Axis Title Box.

15. Your chart should look like the following.

Move the Chart:
The chart will be placed in your worksheet. Notice the handles for sizing and moving.
 Click anywhere in the white area of the chart and drag to cell A12.

Change the Background:
 Click on the Format tab under chart tools (remember that you can only see chart tools if
you have clicked on the chart first).
 You can change the style of the chart by choosing a style.
 To preview the style, you can hover over each of the style to see what the chart will look
like.
 Click on a style to keep it.
 Remember to use Undo if you don't like the results!


Optional Exercise
Create a Pie Chart for One Data Range:

1. Open Excel-Sales
2. Select the range A4 to A8. Now, press and hold the Ctrl key and then select the second
range - H4 to H8.
3. Click the Pie button on the Insert tab.
4. Choose the Pie in 3-D.
5. The chart will be added to your worksheet. Notice the handles for sizing.
6. Insert a chart title above the chart from the Layout tab.
7. Type Total Pizza Sales by Flavor for a Chart Title.
8. Click anywhere in the white area of the chart and drag the new Pie chart to a location just
below your Column Chart.
9. Click anywhere off the chart to deselect.
10. Click the Office button then, Print Preview to see how the Charts will look in your
document.
11. Click the Close button to exit Print Preview.

Close the file. You do not need to save your changes.

This concludes the material for Excel, Part 2. Questions? Ask the instructor!



For useful Documents
like this and
Lots of more
Educational and
Technological Stuff...

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Excel Intro Part2 2007

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