Transcript Using Excel in the Library Instructor Sandy Lamoureux [email protected] An Infopeople Workshop Fall 2004 This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded.

Using Excel in the
Library
Instructor
Sandy Lamoureux
[email protected]
An Infopeople Workshop
Fall 2004
This Workshop Is Brought to You
By the Infopeople Project
Infopeople is a federally-funded grant
project supported by the California State
Library. It provides a wide variety of
training to California libraries. Infopeople
workshops are offered around the state
and are open registration on a first-come,
first-served basis.
Introductions
 Name
 Library
 Position
 How
at the library
do you want to use Excel?
Agenda
Introduction to Excel
 Creating a worksheet
 Formatting a worksheet
 Working with formulas
 Managing data in a worksheet
 Creating graphs and charts
 Saving and printing a worksheet

What is Excel?

An electronic spreadsheet
program.

Store, summarize,
evaluate, share, and
present relevant
information in an
organized format.
Worksheets are made up of:
Rows - designated by numbers
 Columns – designated by letters
 Cells –
 an intersection of a row and a column
 a single addressable unit in a
spreadsheet
 Worksheets - Individual spreadsheets

Workbook
Workbooks are made
up of one or more
worksheets.
Moving Between Cells



to move to the next cell to the right
in a row.
to move to the next cell down in a column.
You may also use the arrow keys
to move to adjacent cells.
Creating a Worksheet
Plan

What information do you want to organize?
 What
problem do you want to solve?
 What
would be the best way to present your
information?
 Determine
row and column labels

Open a new worksheet

Name and save the worksheet

Enter column and row labels

Enter and format data

Change column width

Sort information
Items to Format in a Worksheet
Data
 Numbers
 Dates
 Cells
 AutoFit
 Borders and Shading

Working With Formulas
A Formula in Excel, is the equation that
produces a new value from existing
values.
 Use formulas to calculate a value to be
displayed.
 When a cell contains a formula, the
formula is displayed in the Formula Bar.
 The result of the formula displays in the
cell.

 A Formula
always begins with
= A1+B1+C1
Add cells A1, B1, C1
= A1 – D2
Subtract cell D2 from A1
Order of Calculations

1. All calculations inside parentheses
(nesting) are done first.

2. Exponents (^)

3. Multiplication (*) and Division (/)

4. Addition (+) and Subtraction (-)
Troubleshooting Formulas



= sign
Cell references
 Relative
 Absolute - $
Order of calculation
 Parentheses


Punctuation
Number formatting
Charts and Graphs
Definition: A chart or
graph is a graphical
representation of
values in the
worksheet.
Chart Wizard
Excel offers many types of charts and
graphs
 Use the Chart Wizard to create
 For greatest impact:
 keep charts simple
 label them clearly

Use the Chart Wizard
 Select data to include in the chart.
 Run the chart Wizard from the tool bar.
 Select the type of chart for the data.
 Label components of the chart.
 Try different chart types.
 Refine the chart after the wizard is
finished.

Why would you use excel to
organize information in a list?

Columns and rows

Organizing information

Sort and filter information
 Shelf
reading
 Desk schedules
 Items to order
 Friends addresses and
phone numbers
 Volunteer hours
Managing Information in a List
 Sort
Rearrange the order of rows based on the
contents of one or more columns.
 Filter
Hide rows in a list so only rows that meet a
certain criteria are visible.
Make the List Readable

Format column labels so they are
easy to read

Use cell borders

Avoid blank columns and rows in the
list

Don’t type leading or trailing spaces
Create Your Own Spreadsheet


Plan

What would be the best way to present your information?

Organize data

Determine row and column labels
Enter your information into Excel

Format worksheet

Enter available information

Calculations
Printing a Worksheet
Use Page Setup
 Set the Print Area
 Print comments, gridlines
 Print row and column headings
 Repeat headings on each page
 Fit printed document to the page
 Use Print Preview

Remember ---