THE PAPUA NEW GUINEA

UNIVERSITY OF TECHNOLOGY
CIVIL ENGINEERING DEPARTMENT

CE 202 – CIVIL
Microsoft
ENGINEERING SYSTEMS II Excel Notes
Prepared by:
Ms. Grace Wantepe
Lecturer

Week 2 L1, Sem 2, 2019

Microsoft MS Excel Notes
Excel
Notes
Part 1
Introduction to Microsoft Excel : What is a spreadsheet?

2
 3 MS Excel Notes

Objectives
(1 of 2)
 Describe what a spreadsheet is and
potential applications
 Distinguish between a formula and a
constant
 Open, save, print a workbook; insert
and delete rows and columns
 Distinguish between a pull-down
menu, shortcut menu and toolbar
 4 MS Excel Notes

Objectives
(2 of 2)
 Describe the three-dimensional nature of a
workbook; distinguish between a workbook
and a worksheet
 Print worksheet with values or formulas
 Use Page Setup to print worksheet and
preview before printing
 5 MS Excel Notes

Overview
 Introduction to Spreadsheets and Excel
 Show wide diversity of spreadsheet
applications
 Fundamentals of spreadsheets using Excel
 Worksheet recalculates automatically after
changes
 6 MS Excel Notes

Spreadsheet Basics
 Spreadsheet is a computerized ledger
 Divided into Rows and Columns
 Cell References
 Constants--entries that do not change
 Formulas--combination of constants and
functions
 7 MS Excel Notes

Excel Basics

 Common user interface of all Office applications

 Worksheet is an Excel spreadsheet
 Workbook contains one or more worksheets
 Toolbars--Standard and Formatting
 File menu--Save, Open and Print commands
 8 MS Excel Notes

Modifying the Worksheet

 Insert and Delete Commands for both rows
and columns
 Page Setup Commands--Portrait versus
Landscape, Margins, Header/Footer, and
Sheet Tabs
 9 MS Excel Notes

Excel Features and Commands

 Active cell
 Formula bar
 Shortcut menu
 Status bar
 Toolbars
 ScreenTips
 Edit Delete versus Edit Clear
 Incompatible File Type from
Excel
 Save as Command
Microsoft MS Excel Notes
Excel
Notes
Part 2
Gaining Proficiency: Copying, Formatting, and Isolating
Assumptions

10
 11 MS Excel Notes

Objectives
 Explain importance of isolating assumptions
 Define, select and deselect cell ranges
 Copy and move cells; differentiate between
relative, absolute and mixed addresses
 Format a worksheet
 Change column widths
 Describe
steps to create a financial forecast
worksheet
 12 MS Excel Notes

Overview
 Basic commands to create a worksheet
 Use cell ranges and commands to build a
worksheet
 Isolate assumptions to easily evaluate
alternatives
 Improve appearance of worksheets
 Accuracy is critical for spreadsheets
 13 MS Excel Notes

Getting around the Worksheet

 A rectangular group of cells is a range
 Copy duplicates contents of a cell from a
source range to a destination range
 Three types of addresses: absolute, relative
and mixed
 Move transfer contents of a cell
 14 MS Excel Notes

Formatting
 Column widths
 Row Heights
 Numeric Format
 Alignment
 Fonts
 Borders, Patterns, and Shading
 15 MS Excel Notes

Numeric Formats
General Percentage
Number Fraction
Currency Scientific
Accounting Text
Date Special
Time Custom
 16 MS Excel Notes

A Financial Forecast
 Always isolate assumptions and initial
conditions
 Creating a financial forecast is a common
task
 Be aware that by isolating that is
separating initial conditions you
spreadsheet will be more valuable when
changes occur
Microsoft MS Excel Notes
Excel
Notes
Part 3:
Graphs and Charts: Delivering a Message

17
 18 MS Excel Notes

Objectives
(1 of 2)
 Know advantages and disadvantages of
different chart types
 Distinguish between an embedded chart
and one in a separate chart sheet
 Use the ChartWizard
 Use arrows and text to enhance a chart
 19 MS Excel Notes

Objectives
(2 of 2)
 Differentiate between data series specified
in rows versus ones in columns
 Understand how charts can be accurate
statistically yet misleading conceptually
 Create a compound document consisting
of word processing, worksheet and a chart
 20 MS Excel Notes

Overview
 Business graphics one of most exciting
Windows applications
 Determine message of chart

 Create charts using Chart Wizard

 Plot multiple data sets on a single chart
 Dynamically link a chart to a memo
 21 MS Excel Notes

Chart Types
 Always remember to keep it simple
 Pie and Exploded pie charts, effective for
displaying proportional relationships
 Column chart used for number display
 Bar charts show numbers horizontally
 22 MS Excel Notes

Creating a Chart
 Embedding in a worksheet or separate
chart sheet
 Use the Chart Wizard a four step process
 Step one choosing a chart
 Step two review data series
 Step three final touches
 Step four where to store
 Enhance with Drawing toolbar or Chart
toolbar
 23 MS Excel Notes

Multiple Data Series

 What message do you want chart to
display
 Rows versus columns
 If data series are in rows the Chart Wizard will
use first row for X axis and use first column for
legend text
 If data series are in columns the Chart Wizard
will use first column for X axis and use first row
for legend text
 24 MS Excel Notes

Object Linking and Embedding

 Primary advantage of Windows is to create
a compound document
 Embedded object is stored in the
compound document
 Linked object is stored in its own file and
used with a compound document
 OLE pronounced “Oh-lay”
 25 MS Excel Notes

Additional Chart Information

 Excel has 14 standard chart types on the
Chart Wizard
 Line used to display time-related
information
 Combination uses two or more charts
 Use Accurate Labels
 Don’t add Dissimilar Quantities
Microsoft MS Excel Notes
Excel
Notes
Part 4:
Spreadsheets in Decision Making: What If?

26
 27 MS Excel Notes

Objectives
(1 of 2)
 Use spreadsheets in decision making; use
Goal Seek and Scenario Manager
 Use PMT function
 Use Paste Function
 Use fill handle and AutoFill capability
 Use pointing to create a formula
 28 MS Excel Notes

Objectives
(2 of 2)
 Use Average, Max, Min, and Count
functions in a worksheet
 Use the If function to implement a decision
and explain how the Vlookup function is
used
 Print and view large spreadsheets
 29 MS Excel Notes

Overview
 Spreadsheets are a tool for decision
making
 Use financial and statistical functions
 Find desired end results with the Goal Seek
command
 Choose between solutions with Scenario
Manager
 Use relative and absolute cell references
 30 MS Excel Notes

Excel Features
 Relative versus Absolute addressing in a
worksheet
 Using the fill handle to copy
 Pointing to cell address for formulas or
functions is more accurate
 Using the Paste Function and the Formula
Palette
 31 MS Excel Notes

Using Functions
 Statistical Functions: MAX, MIN, AVERAGE,
COUNT, and COUNTA
 Use functions over arithmetic expressions
 IF function enhances decision making
 VLOOKUP(vertical lookup) Function and its
use
 32 MS Excel Notes

Managing a Large Worksheet

 Scrolling shows specific rows and columns
 Freezing Panes keeps headings in sight
 AutoFill capability enter series into
adjacent cells
 Scenario Manager enables evaluation of
multiple conditions
Microsoft MS Excel Notes
Excel
Notes
Part 5:
List and Data Management: Converting Data to
Information

33
 34 MS Excel Notes

Objectives
1 of 2
 Create a list
 Add, edit and delete records in an existing
list
 Distinguish between data and information
 Describe the TODAY function and use date
arithmetic
 Use the Sort command
 35 MS Excel Notes

Objectives
2 of 2
 Use the database functions, DSUM,
DAVERAGE, DMAX, DMIN, and DCOUNT
 Use AutoFilter and Advanced Filter
 Use the Subtotals command
 Use a pivot table
 36 MS Excel Notes

Overview
 Maintain data in a list
 Fundamentals of list management
 Display selected records
 Sort the list
 Use database functions, criteria range,
and arithmetic
 Excel or Access can be used for
database management
 37 MS Excel Notes

List and Data Management

 Data management is based on lists in Excel
 Database concepts--record, fields, and
primary keys
 Need valid input to produce valid output--
Garbage In Garbage Out (GIGO)
 Editing the list through Insert Row and
Columns command and Edit Delete
 38 MS Excel Notes

Important Commands
 Data Form Command provides easy way
to add, edit and delete records
 Sort command arranges lists according to
value in fields
 Date Arithmetic is a powerful tool for
formulas
 39 MS Excel Notes

Data Versus Information

 Data is simply facts
 Information is data arranged for a specific
use
 Decisions in an organization are based on
information
 Data commands, functions and reports
provide information
 40 MS Excel Notes

Filter Commands
 AutoFilter is a subset of records which meet
a set of criteria
 Advanced Filter allows for complex
criterion and storing records in a separate
worksheet area
 Criteria range specifies the values to
search for in records
 41 MS Excel Notes

Criteria Range
 Must contain at least two rows--field names
and a second row of values
 Same row entries imply an AND condition
 Values entered in different rows meet the
OR condition
 Empty rows return all records
 42 MS Excel Notes

Criteria Range
continued
 Relational operators can be used to find a
designated range
 Upper and Lower Boundaries can be
established
 Equal and unequal signs select empty and
nonempty records
 43 MS Excel Notes

Database Functions
 Parallels statistical functions
 DSUM
 DAVERAGE
 DMAX
 DMIN
 DCOUNT
 44 MS Excel Notes

Subtotals and Pivot Tables

 Subtotals command in the Data menu
computes subtotals based on data groups
 Pivot tables extends the capability of
database functions by presenting the data
in summary form
 Use PivotTable Wizard
Microsoft MS Excel Notes
Excel
Notes
Part 6:
Consolidating Data:
3D Workbooks and
File Linking

45
 46 MS Excel Notes

Objectives
1 of 2
 Distinguish between a cell reference,
worksheet reference, and a 3D reference;
us appropriate references to consolidate
data
 Select and group multiple worksheets to
enter common formulas
 Explain the advantages of functions over
formula
 47 MS Excel Notes

Objectives
2 of 2
Properly organize and
document a workbook
Copy and Paste to another
workbook
Distinguish between a source
versus dependent workbook;
create external references to
link workbooks
 48 MS Excel Notes

Overview
 Combine data from several sources into a
summary report
 Reconcile summary totals with detail totals
 Workbook contains 3 branch office
worksheets and 1 summary worksheet
 OR workbooks for each branch office and
summary workbook
 49 MS Excel Notes

3D Workbook
 Electronic equivalent of a 3 ring binder
 Contains Worksheet tabs
 Scrolling buttons allow easy movement
amongst worksheets
 Window menu allows for tiling, cascading
options for multiple workbooks or
worksheets
 50 MS Excel Notes

Worksheet References
Allows you to reference cells in
other worksheets
Requires using the name of the
worksheet before the cell range
Exclamation point separates
worksheet and cell reference
 51 MS Excel Notes

3-D References
 Range that spans two or more
worksheets in a workbook
 Can be used in a Summary sheet
 Requires worksheet names be
separated using a colon and
exclamation point to separate
worksheet name from cell
reference
 52 MS Excel Notes

Documenting the Workbook

 Helpful to document a workbook
with a documentation worksheet
 Contains vital descriptive
information making it easier to
read for all
 Formatting ability will improve
appearance
 53 MS Excel Notes

Linking Workbooks
Retain information in separate
workbooks
Linking uses external references
Dependent workbook requires
external data from source
workbooks
Microsoft MS Excel Notes
Excel
Notes
Part 7:
Automating Repetitive Tasks: Macros and Visual Basic

54
 55 MS Excel Notes

Objectives
1 of 2
 Define a macro
 Record and run a macro, view and edit a
simple macro
 Use the InputBox statement
 Use a keyboard shortcut, and/or custom
toolbar to execute a macro
 56 MS Excel Notes

Objectives
2 of 2
 Describe function of Personal Macro
workbook
 Use the Step Into command to execute a
macro one statement at a time
 Use Copy and Paste to duplicate an
existing macro
 Use Visual Basic IF and DO statements to
make decisions
 57 MS Excel Notes

Overview
 Use macros to avoid repetitious tasks
 Macro is a set of instructions for Excel
 Macro instructions are written in the Visual Basic
Programming Language
 Use the macro recorder to create macros
 Create more powerful macros
 58 MS Excel Notes

Introduction to Macros
 Macro recorder stores Excel commands
 Macros are written in Visual Basic
 Macros can be displayed with Visual Basic
Editor
 Use Project Explorer to locate macro
modules
 Statements appear in Code window
 59 MS Excel Notes

Relative vs Absolute Cell

Addresses
 Make sure to specify cell references
 Absolute is constant; relative changes
 Visual Basic uses Offset to indicate space from
active cell
 60 MS Excel Notes

Loops and Decision Making

 Including IF and Do statements allows for testing
 If statement tests a condition and provides a
positive and negative
 Do statement repeats a block of statements until
a condition becomes true