TABLE OF CONTENTS
PART 1: Microsoft Excel Tutorial PART 2: Equation Editor Tutorial PART 3: Microsoft PowerPoint Tutorial PART 4: Microsoft Word Tutorial
Please note that each Part has its own pagenumbering system.
COVER PAGE
TABLE OF CONTENTS
COVER PAGE ................................................................................................................................................................. 1 TABLE OF CONTENTS ................................................................................................................................................. 3 BASIC EXCEL FACTS AND USAGE........................................................................................................................... 5 BASIC INTRODUCTIONS TO A SPREADSHEET ................................................................................................................... 5 ENTERING DATA............................................................................................................................................................. 6 EDITING CELL CONTENTS............................................................................................................................................... 8 Changing Cell Formats............................................................................................................................................. 8 Changing Row and Column Sizes ........................................................................................................................... 11 Changing Cell Contents.......................................................................................................................................... 12 WORKING WITH FORMULAS ......................................................................................................................................... 12 COPYING FORMULAS .................................................................................................................................................... 12 ABSOLUTE REFERENCES ............................................................................................................................................... 16 SORTING DATA ............................................................................................................................................................. 18 BASIC MATHEMATICS COMPUTATIONS ............................................................................................................ 25 BASIC MATHEMATICAL FUNCTIONS ............................................................................................................................. 25 Addition................................................................................................................................................................... 25 Subtraction.............................................................................................................................................................. 26 Multiplication.......................................................................................................................................................... 27 Division................................................................................................................................................................... 27 Powers and Exponents............................................................................................................................................ 28 The Natural Base, e................................................................................................................................................. 29 Square Roots ........................................................................................................................................................... 30 The Natural Logarithm ........................................................................................................................................... 30 The Value of ......................................................................................................................................................... 31 Rounding................................................................................................................................................................. 31 Rounding Up and Rounding Down ......................................................................................................................... 32 BASIC STATISTICAL FUNCTIONS ................................................................................................................................... 33 Averages and Means ............................................................................................................................................... 33 Sums........................................................................................................................................................................ 33 Minimums................................................................................................................................................................ 33 Maximums............................................................................................................................................................... 34 The Range ............................................................................................................................................................... 34 DATABASES .................................................................................................................................................................. 34 BASIC INTRODUCTION TO DATABASES ......................................................................................................................... 34 THE DCOUNT COMMAND ........................................................................................................................................... 36 FILTERING .................................................................................................................................................................... 41 THE DAVERAGE, DSUM, DMIN, DMAX COMMANDS ............................................................................................ 43 SPECIAL EXCEL FUNCTIONS.................................................................................................................................. 45 THE COUNT COMMAND .............................................................................................................................................. 45 THE COUNTIF COMMAND ........................................................................................................................................... 46 THE RAND COMMAND ................................................................................................................................................. 48 THE RANDBETWEEN COMMAND .............................................................................................................................. 49 THE IF COMMAND ........................................................................................................................................................ 50 THE VLOOKUP COMMAND ......................................................................................................................................... 56 THE HLOOKUP COMMAND ......................................................................................................................................... 58 THE FUNCTION WIZARD AND THE VLOOKUP AND HLOOKUP COMMANDS.............................................................. 58 THE INDEX COMMAND................................................................................................................................................ 60 OPTIONAL: HOW I BUILT THE PHONE LOG FILE ........................................................................................................... 62
GRAPHING .................................................................................................................................................................... 63 BASIC GRAPHING ......................................................................................................................................................... 63 GRAPHING FUNCTIONS ................................................................................................................................................. 77 GRAPHING HISTOGRAMS .............................................................................................................................................. 82 Bins and Midpoints ................................................................................................................................................. 84 Histogram Wizard................................................................................................................................................... 87 Formatting the Histogram ...................................................................................................................................... 88 TRENDLINES ................................................................................................................................................................ 93
This is the formula bar where you enter and edit formulas. The Address Box tells you what cell is currently active. You can enter in a cell address to go to directly to a cell, or use it to give a cell a specific name.
Each of these boxes is called a Cell. Cells contain, numbers, text, formulas, or even pictures. A cells address is given by the intersection of the column letter and the row number. This particular cells address is B3. When you click on or move to a cell, its border will become highlighted, as shown here.
These tabs select Sheets that you can work in. The current sheet being worked in is in bold letters. This class will often use files with several sheets included so pay attention to whether or not these are labeled or named to indicate more than one sheet exists.
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A spreadsheet may be used to quickly process numerical data, like the simple sales tax sheet shown below:
Or, they could be used to simulate complex random sampling situations for complicated and intricate mathematically based problems, such as those we will encounter in MAT116 and MAT117.
Entering Data
Entering data into a spreadsheet is as simple as clicking once on a cell and entering the data. You can also use the arrow keys on your keyboard to navigate to a cell. The active cell will be highlighted and its address will appear in the Address Box. If you have not opened up Excel yet, please do so now by opening the file, Blank.xls. Practice moving around the cells if you are new to a spreadsheet. (In this tutorial, any text that is blue and underlined is a link to an existing file. To open the link, click on it. If that does not work, try to hold down the Ctrl button on your keyboard while you click once on a link.) The simplest kind of data to input is text and numbers. Practice Open Navigate to Cell A1 and type in the words Tax Rate followed by the Enter key. In Cell B1, type in the number .0865 (which corresponds to 8.65%). Continue to edit your worksheet until it looks like this
Your entry into cell B2 may not look like a percent when you entered in .0865. To covert a cell to percent form, choose the cell and the click on the percent button on the toolbar:
In cells A4, A5, etc, enter in a series of numbers. If you want, you can just copy the numbers you see above. You will probably notice that the numbers you enter are not in dollar format. To format a group of cells in dollar form, move your mouse to the starting cell (A4 in this example) and hold the mouse button down while you drag to the last cell you want to format. It should look like this:
You can then format all of the highlighted cell by clicking on the Dollar format button, shown below:
Change font color Change cell border Format as percent Merge two or more cells. Format as money
You can make text Bold, Italicized, or Underlined using the formatting buttons shown below:
You can also center text within a cell, or align it to the right or left of a cell with these buttons:
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One handy feature of Excel allows you to merge two or more cells into one larger cell. This is helpful when you are formatting spreadsheet so that they look more professional. For example, in the sheet below, Cells A1, B1 and C1 have been merged into one large cell:
To merge cells, use the mouse to click and drag all the cells you want to merge. Then click the Merge button, as shown below:
To change the font or size of a cells contents, use the font formatting tools, shown below:
You can also change the color of the text or data inside a cell. Simply use the Font Color button, as shown below:
Another nice feature is the ability to add solid borders to cells so that when the sheet is printed, the borders show up. (By default, the grey cell borders you see while working in a spreadsheet do not print.) Borders can be added using the border tool:
As you can see, there are a variety of border options available. Experiment with them to see how they workthey are pretty straightforward. Finally, you will often want to format each cell in terms of decimal places, dollar signs, date formats, percentage format, etc. To format a cell in a particular way, click on the cell(s) you want to change and then choose FormatCells from the Menu. (The shortcut is Ctrl1).
The Number tab will allow you to specify what kind of data is in that cell or cells. For example, if you want a number, click on Number in the Category list:
The new window will allow you to specify how many decimal places to display and change other formats. (This screen will not round the data, only change what is seen on the screen!). The other tabs will allow you to change the fonts, borders, etc. However, its usually best to keep things simple, as this generally means its easier to read.
Then drag your mouse until the column is as large or small as you like:
Shortcut: If you want to make a column or row automatically size itself to fit its contents, click once on the row or column label (the numbers 1,2,3, or the letters A, B, C,) and then DOUBLECLICK on the vertical bar directly to the right or below the column or row you want to resize.
=A3+B3
followed by the Enter key. You should see the number 13 appear in Cell C3. Note that Cell C3 tell Excel to take whatever is in Cell A3 and add it to whatever is in Cell B3. This is helpful because if were to change the contents of either A3 or B3, the result would automatically change in C3. Try itchange A3 and/or B3 to make sure it works.
Practice Lets continue to modify the file called Formulas.xls. In Cell D2, type the word Product. In Cell D3, type the following formula:
=A3*B3
followed by the Enter key. You should see the number 30 appear in D3. This is the product of the first two numbers on our list.
Copying Formulas
In the previous Practice problems, weve managed to compute the sum and product of two numbers. If we want to duplicate that set of calculations for all of the rows present, we certainly do not want to have to type formulas into every cell. Instead, we will copy or duplicate the formulas down the columns in one short set of steps.
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Example Lets continue to modify the file called Formulas.xls. At this point, it should look like this:
We are going to copy the formula in Cell C3 all the way down to the end of the list of numbers we have. To do this first click once in Cell C3 and hold the mouse down while you carefully drag to the end of the list. Your screen should look something like this:
Now, while you hold the Ctrl button down on the keyboard, hit the D key. This is called a CtrlD command. When you do so, the Cells in Column C should fill themselves in as below:
Now here is the best part! Click on any of these new cells, such as C4 and look at the formula bar. You will notice that the original formula you entered into C3 has been copied but it has been automatically altered to reflect the fact that you are now adding numbers in Row 4. Excel is smart enough to adjust these new formulas for you so that you get the results you were actually looking to get. The original references to A3 and B3 that we entered into Cells C3 and D3 are called relative references. This means that should we copy the formulas in these cells to other cells, Excel will assume that we want to copy the formulas so that they adjust, relative to the original formula. Practice Copy the formula in Cell D3 down to include all the numbers with rows in them. Make sure each new entry really is the product of the numbers in Columns A and B.
Example We can also copy a cells formula to the right with the CtrlR (Control Right) command. In the Sheet called Copy Right in the file Formulas.xls, you will notice numbers in rows, rather than in columns. Please examine the formulas in Cells B4 and B5. Now, click on Cell B4 and then hold the mouse button down while you drag over to Cell F4. Use the keyboard to type a CtrlR command (This means hold the Ctrl button down while you type the letter R.) The formulas should be copied and the calculations down for you so that the file looks like this:
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Practice Copy the formula in Cell B5 to the right to multiply all the column pairs of numbers. The Copy Handle There is one other way to copy formulas to the right, left, down, or up from a cell that already has a formula in it. In the Sheet called Copy Handle in the file Formulas.xls, you will see a set up as follows:
Click on Cell E4 to see the formula =E3+5. When you click on the cell, you should notice a small, square handle in the lower right corner of the cell:
The Copy Handle Ill call this the Copy Handle. If you click on this handle and hold the mouse button down while you drag over to cell I4, Excel will copy the formula of E4 across the row. Try it! You can also click on E4 and drag the Copy Handle down Column E. Try it! Finally, you can drag the Copy Handle in Cell E3 to the left and it will copy the formula to the left. Ive doe this and here is what my sheet looks like now:
You can now click on any cell with a number/formula in it and drag right, left, or down to fill in formulas. As a matter of fact, you can do it very efficiently. For example, select the range of cells A4 to I4 as shown below:
Note that this entire range has one Copy Handle associated with it. Grab this handle and drag down to Cell I9 (or thereabouts) and watch all of the rows fill in nicely:
This provides a quick and easy way to copy your relative formulas all over a sheet and not have to type each on in by hand.
Absolute References
Sometimes, you dont want your formulas copied in a relative way. There may be a particular cell that you always want to be part of a formula. Excel uses absolute references to accomplish this and it uses the $ sign inside a Cell address to make the address absolute. For example, if you always wanted Cell A2 to be used in a calculation, you would need to type in $A$2 to tell Excel this is an absolute reference. Lets see how this would work:
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Example Open the Sheet called Shipping in the file Formulas.xls. The goal of this example is to add the Shipping Fee of $8.95 in Cell A2 to every relevant row of the Total with Shipping Column. To do this, we enter the following into Cell B8:
=A8+$A$2
and then copy this formula down using CtrlD. Here is what the results look like:
Note that we can change the shipping amount in A2 and all the cells in Column B will update. Example Edit the sheet Shipping so that in Column C, the Total with S&H of each cell adds the Order Amount to the Shipping Fee in A2 and the Handling Fee in Cell A5. Try to use Copy Down for practice. Answer:
There are other variations on using absolute references. For example, you may want a cell to compute with a particular row but allow the column to be relative (and therefore change) or vice versa. Here are the three possibilities for absolute or partially absolute references. Example Type Comment $A$2 True absolute reference Forces computation with Cell A2 $A2 Partial absolute reference Forces computation with Column A but allows the row number to change relative to the formula. A$2 Partial absolute reference Forces computation with Row2 but allows the Column to change relative to the formula. Note: If you are editing a formula, using the F4 key will cycle you through different kinds of absolute references. Just make sure the reference you want to change has the edit cursor immediately to the left of the reference in the Formula Bar.
Sorting Data
Sorting data sometimes makes it easier to see what is going on. Open the file Employees.xls to see a series of Sheets with data in them. The Sheet called Employees is a simple list of Employee ID numbers. To sort these in ascending or descending order, we use the Sorting buttons on the toolbar.
First, click on Column A so that the entire column is selected. (Click on the box with the A at the top of the column.) Your column should look like this:
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Now click on the Sort Up button Clicking on the Sort Down button
and the employee number will be sorted in ascending order. will sort them in descending order.
Usually, however, you will want to sort more complicated data. Select the Sheet called Sales Records to see data on the employees sales records and their time employed at the company.
Example We want to sort these records by their Employee number once again, but if we simply sort what is in Column A, then the records will not match the data that is Columns B and C. To make sure that all the data is sorted correctly, we first need to select all the rows to be sorted. Move your mouse to the left side of the screen until the arrow is over the 1 in the box that identifies Row 1. If you do this correctly, the normal cursor arrow will turn into a heavier arrow pointed to the right that looks like this: Click once on the mouse button and drag it down to Row 22, and then release the mouse button. Your screen should look like this:
All rows should be highlighted. Now you can use the Sort Up or Sort Down Button to sort by Employee number. Note: Excel will automatically sort the data according the column on the very left of whatever is highlighted. If you want to sort by Sales amount, youll need to use the Sort command: Example Lets sort the Employee data now by Sales. Once again, use the row labels to highlight Rows 1 to 22. From the Menus, select DataSort and youll get this box:
If the Header row button is selected, then Excel looks at the first row of the data that is highlighted and treats that as the one that has headers, or descriptors in it. When it sorts the data, it will leave the header row at the top (as you would want) and sorts everything below the header row. This box allows you to specify what to sort by first. The default is the leftmost column, but we can select Sales instead, as below:
Again, it is vital that all rows and columns be selected so that when the data is sorted, the Employee number is properly matched up with that persons sales total and years on the job. Example Lets sort by Years on the job first (ascending), and then by sales (descending). After selecting all rows, we choose DataSort and then configure our Sort box as follows:
This allows us a view of the data that is perhaps very helpful if we are a manager trying to determine who the most effective salespeople are. Practice Open the file ClassData.xls and sort all records by Student ID (ascending). Answer: The first few rows should look like this: (check all the way across the row to make sure you have it sorted correctly.)
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Practice Open the file ClassData.xls and sort all records by Exam 2 (descending). Answer: The first few rows should look like this: (check all the way across the row to make sure you have it sorted correctly.)
Practice Open the file ClassData.xls and sort all records by Exam 1 (descending) THEN Exam 2 (descending) THEN by Exam 3 (descending). Answer: The first few rows should look like this: (check all the way across the row to make sure you have it sorted correctly.)
=5+3+2
When you hit the Enter key, the cell will change to a 10. If you want to add numbers that are located in different cells, you need to type in the cell addresses for each number to be added to the result. Example Suppose you wanted to add the values that are in cells A1, A5, and B6 (see below), and you wanted to place the result in cell C1.
=A1+A5+B6
When you hit the Enter key, cell C1 will display 24. There is a nice shortcut to typing cell references that can save time. Instead of typing the cell reference, use the mouse to point and click at the cell you want entered into the equation. In this example, you can do the following: Type = Use the mouse to click once on cell A1 Type + Use the mouse to click once on cell A5 Type + Use the mouse to click once on cell B6 Hit the Enter key Practice Open the file called BasicMath.xls and use it to add cells A8, B2, and B7. Try to use both methods described above. Answer: 17
Subtraction
To subtract numbers, use the symbol, as you probably suspected. Example To compute 20+358, you would type:
=20+358
The result will be 10, as it should be.
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Practice Open the file called BasicMath.xls and use it to compute the result of 56+A413B3 Answer: 46.
Multiplication
To multiply numbers, use the * symbol, which is Shift8 on the keyboard. Example To compute 2 3 4 , you would type:
=2*3*4
followed by the Enter key. Practice Open the file called BasicMath.xls and use it to compute the result of 3*A4*B12 Answer: 210 Example If you want to use the distributive property of multiplication, you will need to use parentheses. To compute 5(3 + 2 8 + 7) , you would type:
=5*(3+28+7)
Notice that you need the * between the 5 and the left parenthesis. Excel will display an error message without it. Practice Open the file called BasicMath.xls and use it to compute the result of 4(6A10+B5+3). Answer: 40
Division
To divide two numbers, use the / symbol on the keyboard. Example 32 To divide , which is the same as 32 8 , type: 8
=32/8
followed by the Enter key.
Example You need to be very careful with division and the order of operations. For example, if you 3+8 want to compute , you must tell Excel that the 3+8 are to be added before being 4 divided by 4. Hence, to compute this, you would type:
=(3+8)/4
followed by the Enter key. The result will be 2.75, which is correct. Note that if you were to type the following;
=3+8/4
then Excel would actually compute 3 +
Practice
Open the file called BasicMath.xls and use it to compute the result of
A3 + A2 + B5 + B9 12
Answer: 2.25
=2^4
to get a result of 16
Example
=(2+5)^3
to get a result of 343.
Example
To compute 4(2 + 3)
( 2 +1)
=4*(2+3)^(2+1)
to get a result of 500. Note that if the power is complicated, you may need to use parentheses to make sure the proper exponent is applied.
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Practice
Practice Open the file called BasicMath.xls and use it to compute the result of 5(B1A3)5 Answer: -15625
=EXP(1)
to get the value of e to however many decimal places Excel is set to display in that cell.
Example
=EXP(5)
to get a value of 148.4132.
Example
=EXP(1+2.35)
to get a value of 28.50273. Note that you need parentheses around the exponent part.
Practice
Compute e 5.453.26 . Dont forget to use parentheses around the exponent part.
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Answer: 8.935213.
Practice
1
Compute e 2 . Dont forget to use parentheses around the exponent part. Answer: 0.135335. If you did not get this, check your entry to make sure it looks like this:
( 3 7 )
=EXP((1/2)*(3-7))
Make sure you recognize how and why each of the set of parentheses is being used.
Square Roots
The most common root you will need in this course is the square root. To compute a square root, you can do one of two things: (1) You can raise the base to the power of . Recall that taking a square root is the same as raising a number to the power of . (2) You can use the SQRT() command.
Example
=18^(1/2)
OR
=SQRT(18)
Notice that in the fist case, parentheses are needed around the . This is important! Also, in the second case, parentheses are needed around whatever is inside the square root symbol.
Example
To compute
=(5+20)^(1/2)
OR
=SQRT(5+20)
Either one gives you a result of 5.
Practice
38 + 2 5 + 18
=LN(10)
to get a value of 2.302585. Note once again that parentheses are needed. Whatever you are taking the logarithm of needs to be in parentheses.
Example To compute ln(5 8 + 2 9) , you would type:
=ln(58+2*9)
to get a value of 2.70805.
Practice Compute the value of ln(44.5) Answer: 3.795489. Practice Open the file called BasicMath.xls and use it to compute the result of 5ln(B5+A3) Answer: 2.227411.
The Value of
The value of can be easily computed in Excel. Simply type =PI() into a cell or any part of a formula and the value of will be invoked. Note that the parentheses are necessary.
Rounding
When you want to round numbers, the ROUND command is used. The syntax is:
=ROUND(value, rounding_parameter)
where value is the number to be rounding, and rounding_parameter is the number of places to round to.
Example To round cell A5 to the nearest hundredth (2 decimal places to the right of the decimal point), you would enter:
=ROUND(A5,2)
Example To round cell A5 to the nearest tenth (1 decimal place to the right of the decimal point), you would enter:
=ROUND(A5,1)
Example To round cell B10 to the nearest integer (0 places to the right of the decimal point), you would enter:
=ROUND(B10,0)
Example To round cell C1 to the nearest ones place, you would enter:
=ROUND(C1,1)
Note that the rounding parameter is 1, indicating you are rounding to one place to the LEFT of the decimal place.
Practice The file SalesTax.xls has a random list of sales prices. In the column titled Sales Tax, compute the sales tax on each item, using the ROUND command to round the tax amount to the nearest penny. Use absolute references to insure that you use the constant tax rate in Cell B1. Then fill in the Total Due column, which is the sum of the Price and Sales Tax. When you are done, you should be able to change the value of the tax rate in Cell B1 and see all your other values change accordingly.
Note that the ROUND command rounds to the nearest place value. That is, it may round up or round down, depending on the value. If you want to strictly round up the next place or down to the previous place, then the following commands are used.
=ROUNDUP(345.8768,3)
to get a value of 345.877. This is also what you would get if you use the ROUND command. However.
Example To round the value 345.8768 DOWN to the thousandths place (3 decimal places), we would enter:
=ROUNDDOWN(345.8768,3)
to get a value of 345.876. This is not what you would get if you use the ROUND command since this command does not round to the nearest or up, but down to the previous place specified.
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=AVERAGE(cell_range)
Example To find the average of the numbers in cells A1 to A50, we would enter:
=AVERAGE(A1:A50)
This is pretty much straightforward. If you have numbers in more than one column, like from Cell A1 to Cell C20, then you would type:
=AVERAGE(A1:C20)
Practice Open the file SalesTax.xls and find the average of the Prices listed in Column A. Place your value in Cell A20. Answer: $16.52
Sums
To find the sum of a list of numbers, we use the SUM command:
=SUM(cell_range)
Example To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would type:
=SUM(B20:T55)
Practice Open the file SalesTax.xls and find the sum of the Prices listed in Column A. Place your value in Cell A21. Answer: $264.25
Minimums
To find the minimum number in a list of a block of cells, we use the MIN command:
=MIN(cell-_range)
Example To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would type:
=MIN(B20:T55)
Practice Open the file GPA.xls and find the minimum GPA listed. Answer: 0.53
Maximums
To find the maximum number in a list of a block of cells, we use the MAX command:
=MAX(cell_range)
Example To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would type:
=MAX(B20:T55)
Practice Open the file GPA.xls and find the maximum GPA listed. Answer: 4.0
The Range
The range of a set of numbers is simply the maximum in the list minus the minimum in the list. There are two ways to compute the range, therefore. Either (a) compute the MIN and MAX separately and then subtract them in a third cell. Or (b) use one command to do it in one cell using the a command like =MAX(cell_range)MIN(cell_range). Just make sure the cell ranges used in each of the MIN and MAX command are the same.
Databases
Basic Introduction to Databases
A database is a large collection of data and records. For example, open the file Chrysler.xls to see a database that represents the cars sold at a local Chrysler Dealership in the recent past. There are literally hundreds of records. Each row represents a different record. In this case, each record represents one individual sale of a car. Each record in a database is made up of several fields. The fields are the different parts of the record. In Chrysler.xls, the fields are Car Number, Style, Color, Sale Price, SalesPerson. Each of
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these fields has different kinds of values that are possible. For example, the Sale Price field must take on a number ($) while the Color field takes on text values (such as Red, Blue, etc.) These are the fields
Now suppose you wanted to ask questions like: How many Red PT cruisers have we sold? or How many cars over $25,000 did Juan sell? or How many Concordes and Voyagers did we sell between $20,000 and $23,000? Trying to do this would take a lot of time and hassle without special commands like DCOUNT. When using database commands like these, we need to give the commands specific criteria with which to work. Hence the first thing to do when using these commands is to duplicate the Field headings above or to the side of the actual data so that we can enter specific criteria. For example, we can alter Chrysler.xls as follows: Insert 7 new blank lines above the data. (Select Rows 1 to 7 by clicking on the Row 1 label and drag down to Row 7, then choose InsertRows from the Menus.) In cell A1, we will type CRITERIA. In cells A2 to E2, we will copy the original Field headings. Our modified worksheet will look like this:
We will use cells A3 to E7 to fill in specific criteria. Usually 5 or six lines is enough, but if we need more, we can always insert new blank lines. With the Criteria Area now available we can proceed.
= DCOUNT(database,field,criteria)
where database is the range of cells where the database is located, field is unused, and criteria is the range of cells where you specify what criteria to match and therefore which records to count.
Example Lets count the number of Red PT Cruisers sold at this dealership. Using Chrysler.xls, we will modify the Criteria Area so the first line has Red in the Color column and PT Cruiser in the Style column. It is crucial that we enter the text in without any spelling errors, including any spaces that are needed. This is how our file should looktry it yourself as we move along:
Lets use the Function Wizard to invoke the DCOUNT command since its easier than using the syntax. First, click on a blank available cell where Excel can report the number of Red PT Cruisers. Make sure you pick a cell that is not in the Criteria Area or part of the database. Lets label Cell G2 as DCOUNT first and then use Cell H2 as the cell where we will return DCOUNT results. Click on Cell H2. From the menu, choose InsertFunction In the Search for a function box, type DCOUNT and then click the GO button:
The Database field is the list of all of your records, including Field headings. (These are needed so the criteria can match to them.) Leave the Field box empty. The Criteria box is
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where you specify where your criteria are listed. Once again, you must include the Field headings of the Criteria Area. We will fill in our box as needed to count Red PT Cruisers:
Note that the formula result is displayed near the bottom. There are 9 Red PT Cruisers in the database. When you click OK the value of 9 will be placed into the active cell.
Make sure that the Criteria box does not include any of the empty rows in the Criteria Area.if it does, it will count all 350 cars in the database.
Example Lets count the number of PT Cruisers sold at this dealership that are either Red or Black. To do this, we need to add another line in our Criteria Area as follows:
When there are two or more rows filled out in the Criteria Area, DCOUNT will look for records that match ANY of the criteria and then add them all up. That is, Excel will look for any Red PT Cruisers OR any Black PT Cruisers. Because we changed the criteria, we also need to change the formula in Cell H2 to make sure it is updated. We could run the DCOUNT Function Wizard all over again, but heres a nice shortcut that you can use any time you want to edit a function.
Click once on Cell H2. Then hit the F2 key on the top row of the keyboard. When you do, your screen should look like this:
Drag this handle to change the active Criteria. This is the Criteria range, highlighted in green This is the Database cell range highlighted in blue Notice two great things happen. First, the formula in H2 is displayed with colored fonts. The colors correspond to the colored boxes that are now outlined in blue and green. The database range is outlined in blue and the Criteria Area is outlined in green. If we want to include Row 4 in the Criteria Range, we can either edit A2:E3 so that it reads A2:E4, or we can simply point on the little square handle on the lower right corner of the green box (also the lower right corner of Cell E3 if you cant see the color) and drag it until it expands to E4. When you do so, the screen will look like this:
Note that the formula and colored boxes stay synchronized. Very cool!. Now hit the Enter key and the formula and Cell H2 will be updated. There are 17 PT cruisers sold that were either Red or Black.
Practice How many Blue 300Ms were sold? Answer: 3 Practice How many Voyagers did Juan sell? What about Maria? Answer: 12 and 8
Practice How many Red Concordes did Bartoloa sell? Answer: 2 Practice How many PT Cruisers or Crossfires were sold? Answer: 118 Practice How many PT Cruisers or Crossfires were sold by Elias? Answer: 23 Practice Challenge How many PT Cruisers or Crossfires were sold by Elias or Juan? Answer: 43 (Hint: You need four lines filled in your Criteria Area!) Example Now, what if we want to count the number of PT Cruisers sold for under $22,000? Our Criteria Area and results would look as follows:
Example How many 300Ms were sold for $25,000 or more by Celia? Our Criteria Area and results would look as follows:
Example How many Pacificas were sold for between $18,000 and $22,000? This is a different question! We want to count all cars that meet both the >18000 AND <22000 criteria so we cant use two different rows in the Criteria Area. (That would count each inequality separately and then add them, which is not what we want.) Both of the Price criteria have to be in one row. To accomplish this, we need to insert another column to the Criteria Area and label it Sale Price. Well use Column F and enter our criteria, like below. If we make sure the DCOUNT formula in Cell H2 includes the new Column, our results will be accurate:
Filtering
Its one thing to count the cars. What if you actually wanted to see a list of those cars sold that met your criteria? DCOUNT will not do that. However, if you already have your Criteria Area set up and filled out, then the Advanced Filtering command will do this job.
Example Lets list all the sales of Red PT Cruisers. Our Criteria Area looks like this:
From the menu, choose DataFilterAdvanced Filter and you will get this dialogue box:
The List Range is the same thing as your Database. Enter the range by hand or with your mouse. The Criteria range is your active Criteria Area, as before. Enter this using your mouse, or by hand. The Copy to space is the cell where you want the list of data to be displayed. We need to pick a cell with open cells below it. Lets go with Cell G8. The box should look something like this:
When you click OK, Cell G8 and beyond will fill with the 9 records meeting our criteria:
Practice List all sales where Blue 300Ms were sold? (There are 3 of them) Practice List all sales were Juan sold a Voyager. (There are 12 of them.) Practice List all sales were Maria sold a Voyager. (There are 8 of them.) Practice List all sales where Bartoloa sold a Red Concorde. (There are 2 of them.)
From the menu, choose InsertFunction Type in DAVERAGE as the command and click Go to get the box:
Its filled in above. Note that the Field box is now filled in. Ive entered D7 since that is the cell that is labeled Sale Price, and this is what we are averaging. The formula result is $22,589.24. If youve done the DCOUNT and Filtering sections, this section should not need much practice. But if you need them, make up your own questions and answer them for yourself. Heres just one to make sure you have the hang of it.
Practice What is the average price of all of the M300s sold by either Maria or Celia? Answer: $23,861.78
=COUNT(cell_range)
The COUNT command counts the number of cells in a given range (specified by the cell range) that contain numbers within them.
Example If you wanted to count the number of cells with numbers in the Red column, you would type in Cell A22:
=COUNT(A1:A21)
to get 20 for a result. Note that even though cell A1 is included in the range of cells to be considered, it is not counted because cell A1 does not have a number inside of it.
Example If you wanted to count the number of cells with numbers in the Blue column, you would type in Cell B22:
=COUNT(B2:B21)
to get 17 as a result. Note that I did not include cell B1 in the cell range since I knew it would not be counted anyway.
Example If you wanted to count the number of cells with numbers in BOTH the Grey and Black columns, you would type:
=COUNT(H1:I21)
to get 37 as a result. The range you use can include more than one column.
Practice Open the file called Count.xls and use the COUNT command to count the number of cells in the Pink column with numbers in it. Answer: 18 Practice Open the file called Count.xls and use the COUNT command to count the number of cells in the Green and Brown columns with numbers in them. Answer: 18 Practice Open the file called Count.xls and use the COUNT command to count the number of cells in ALL of the colored columns. Answer: 164
What we want to do is count the number of days in which certain criteria are met.
Example Suppose you want to count the number of days during the first 14 days in which there were more than 10 jams per day. (It is possible to count these with your naked eye, but we will practice using the COUNTIF.) You would type the following:
=COUNTIF(B2:B15, >10)
to get a result of 7. Note that the criteria should be in quotes. (Its an odd rule, but it exists nonetheless.)
Example Suppose you want to count the number of days during the first 20 days in which there less than or equal to 6 jams per day. You would type:
=COUNTIF(B2:B21,"<=6")
to get a result of 6. Note that is typed as <= in Excel.
Example Suppose you consider the data for ALL 156 days they recorded the jams and you want to know how many of those days there were more than 8 jams per day. You would type:
=COUNTIF(B2:B157,">8")
to get a result of 104.
Practice Find the number of days within the first 30 days in which there were 10 or fewer jams. Answer: 16 Practice Find the number of days within the days 20 to 90 (inclusive, meaning you include days 20 and 90) in which there were more than 15 jams. Answer: 18 Practice Find the number of days within the entire set of days in which the machine jammed exactly 20 times. Answer: 12
The COUNTIF command can also count cells in which specific text appears. For example, the attendant on duty is recorded in the third column of the file Count.xls. We can ask how often any of those people were on duty.
Example To find the number of times that Hector was the attendant during the first 60 days, we would type:
=COUNTIF(C2:C61,"=Hector")
to get a result of 14.
Practice Find the number of times that each of Jane, Bob, and Mary are the attendants from Day 1 through (and including) Day 100. Answer: Jane = 28; Bob = 20; Mary = 29
=RAND()
Note that you need the two parentheses after RAND with nothing in them. Weird, but necessary.
This command will continually change the number in that cell every time you do a new computation, enter data into a new cell, or press the F9 key. Try it....press F9 over and over and youll see the number change. If you need several random numbers in a column or row, simply copy right or copy down from a cell that has the RAND command inside of it. This will generate as many random numbers as you may need. Sometimes, you dont want the random numbers to constantly change. One way to fix their value is to select all the cells you want to fix and choose EditCopy from the menu. Then click on the first cell in the range (upper left corner if youve selected a block of cells) and then choose EditPaste Special... from the Menu. You will see the following box appear:
If you choose Values, then Excel will paste in the current random values as fixed numbers. Note that when you do this, all your randomization in those cells will go away for good.
While the RAND command returns numbers between 0 and 1, there are times when you want to generate numbers outside that range. The RANDBETWEEN command will generate random integers between any two integers that you specify. The syntax for the command is:
=RANDBETWEEN(bottom,top)
where bottom is the smallest possible integer you want returned and top is the largest.
Example Suppose you want to generate a random number between 1 and 100. Then you type: =RANDBETWEEN(1,100) to get a random number. Note that like the RAND command, cells with this command in them will change with F9 or other entry into your spreadsheet.
The IF command
The IF command is one of the most useful tools you will encounter in Excel. It allows you to ask questions about data and then, based on the answers to those questions, return results that are desired. We will start with basic usage of the IF command and then expand it just a bit. The syntax for the IF command is:
Example Lets go back to our copy machine example. In the file JamsPart2.xls, a new column has been added to indicate whether or not the number of daily jams is acceptable or not. The new file looks like this:
In the Acceptable? column, we will use the IF command to indicate whether or not the number of jams is acceptable. We will arbitrarily decide for this example that if the number of jams is less than 8, then that is acceptable, otherwise it is not. If it is acceptable, we will place a 1 in that row, if not then we will place a 0 in that row. Here is how you would issue that command in cell D2:
=IF(B2<8,1,0)
Once you have the formula entered into cell D2, you can use the CopyDown command (CtrlD) so that it applies to all the rows on the sheet. When you do so, you get the following:
Example In the previous example, having 1s and 0s may not mean much to someone unfamiliar with the sheet, so lets put Yes or No in the Column D instead. When you want to return text as a result rather than a number, then you put the text in quotes. Heres how you would do it in this example:
=IF(B2<8,"Yes","No")
This produces a very similar result:
Example There may be times when you want either of the Yes or No returns to be a blank cell with no text or numbers. To do this, you enter two quotation marks next to each other (). For example, lets say we want a Yes to appear if the number of jams is below 8, but a blank cell otherwise. The command would be:
=IF(B2<8,"Yes","")
This gives the following:
Practice In the acceptable column, use the IF() command to place the works Oh Yeah if the number of jams is 10 or less and the words No Way otherwise: Answer:
Example Sometimes you want to return a cell value already in existence rather than a fixed value as in the examples above. This is easy. Lets say you have a tax system where anyone making less than $35,000 per year pays 20% in taxes. Anyone making $35,000 or more pays 22% in taxes. (The U.S. system is a little different, with a staggered tax system, but this is a simple
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example.) What we want to do is calculate how much tax a person pays given their income and we want to do it for many individuals. The file Taxes.xls has data that looks like this:
In the Total Taxes column, we want to calculate how much tax each income would pay. In this example, we need to test whether or not the income is above $35,000. If it is, then we multiply that amount by 0.22. Otherwise, we multiply it by 0.20. Here is what the command in Cell B2 would look like. Make sure it seems reasonable to you:
=IF(A2<35000,A2*0.2,A2*0.22)
This will return the following results:
Note that the values that are returned can include cell references and numbers, as well as any computations that are needed.
Practice Use the Taxes.xls file to fill in the Total Taxes column with the following tax structure. If you make $27,500 or less, you pay 12% in taxes. If you make more than $27,500, you pay 15.5% in taxes. Make sure you use the IF command. Answer:
Practice Challenge Use the Taxes.xls file to fill in the Total Taxes column with the following tax structure: If you make $25,000 or less per year, you pay 15% on your income. If you make more than $25,000 per year, then you pay 18.5% of all income over $25,000 plus 15% of the first $25,000. Read that carefully. (This more like the U.S. tax system, where we have tax brackets.) Answer:
The VLOOKUP command will do this, but you have to be careful with the syntax. The form of the command is as follows:
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
where lookup_value is the value you are looking up, table_array is the entire set of data from in which you are looking up values and returning values, and col_index_num is the column of data that gets returned once the lookup value has been located. We will not use the range_lookup parameter.
In our example, we want to look up the value in D2 somewhere in the table array that starts with cell A1 and extends down to cell B451. Upon finding the correct number, it should return the value in column 2 of the table array. So, our command would look like this:
=VLOOKUP(D2,A1:B451,2)
This gives the cell or value that you want to first lookup. VLOOKUP will look for this value in the array and then return whatever is in the corresponding column that you specify later in the command. The 2 indicates to take whatever value is in the second column of the table array.
This gives the table array where all the data exists. You must make sure that both the data you are looking up and the data you are going to return are including in this array.
Important Note: The data in the column that contains the values you are looking up must be sorted so they are in order. If they are not, then VLOOKUP will not work correctly.
Practice The file Grades.xls is a list of 100 students, their cumulative GPAs, and their academic status. A school counselor uses it to lookup GPAs by student number. Modify this spreadsheet so that Cell F2 returns the GPA for the Student ID number entered into Cell E2. Practice The file Grades.xls is a list of 100 students, their cumulative GPAs, and their academic status. A school counselor uses it to lookup GPAs by student number. Further modify this spreadsheet so that Cell G2 returns the academic Status for the Student ID number entered into Cell E2. Practice The file Grades.xls is a list of 100 students, their cumulative GPAs, and their academic status. A school counselor uses it to lookup GPAs by student number. Add the title Probation? to in Cell H1. Use the IF command to put a Yes in Cell H2 if the persons GPA is below 2.0 and a No in Cell H2 if the GPA is 2.0 or greater.
Since there are over 200 prices, we dont want to have to scroll to lookup a particular days stock price. The HLOOKUP command will do this for us. As you can see below, its syntax is almost identical to the VLOOKUP command.
=HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)
To lookup a stock price in Stocks.xls, the command would be:
=HLOOKUP(B4,A1:IV2,2)
Make sure you open the file and understand how the command works.
Practice The file Population.xls gives estimates for the U.S. population from 1790 and forward, as well as fabricated estimates for the percentage of the population that was female. Modify the file using the HLOOKUP command so that when a year is entered in to Cell A5, the correct and corresponding population and percents are returned in Cells A6 and A7.
In the Search for a function: box, type in the command you want to use. Well demonstrate this with HLOOKUP, which we type in the search box and then click OK.
After you click OK, you should see the HLOOKUP wizard:
You can then fill in the boxes with the appropriate data. Note: Rather than typing in cell references, you can use the mouse to point and click cells or to drag table arrays. This box will automatically record whatever your mouse does, which is a real time-saver.
Youll notice that if you put a 6 in cell E2, it returns a value of 28. Note that there are several rows which have a 6 in the Random A column. The first one is Row 3, where 6 is associated with 40. Row 20 also has a 6 in the Random A column with a 26 in the Random B column. So the INDEX command does not do a lookup for the value of 6. Instead, it simply looks up whatever is in the 6th row of the specified array (in this case A1:B24) and returns whatever value is in Column 2 of the array. Thats why the command in E3 is:
=INDEX(A1:B24,E2,2)
This gives the array in which you look for data. This says to return whatever value is in the second column of the appropriate row. If this had been a 1, it would return the value in the first column.
Note that if you type a 1 in Cell E2, Excel will return Random B in Cell E3.
Practice Modify the file Index.xls so that the Array in Cell E3 to be considered is only Cells A7 to B20. (This is a smaller array that the previous example. Also, the first row of the new array, which has the numbers 7 and 14 in it, will now become Row 1 for the purposes of the INDEX command.) Type in the number 5 into Cell E2. What number do you get? Answer: You should get a 30, not a 28.
You may be wondering why you would use INDEX when you have VLOOKUP. Here is an example similar to what you may see in a class project where INDEX might be helpful.
Example The file CarIndex.xls is a list of the number of cars sold per day at a dealership during a oneyear period. What we often need to do is randomly pick one of those days and then see how many cars were sold on that day. Its like having 365 slips of paper (one for each day) and the number of cars sold on a day written on the papers. We put them into a big shoe box and then randomly pick one out, recording the number of cars sold. This is often called sampling and will play an important role in MAT116 and MAT117 projects. When you have hundreds, or even thousands, of records to choose from, Excels INDEX command will allow you to do this. Look at the file:
In Cell E2, you can check to see that a random number between 1 and 365 has been generated. Do that now. Now, look at the contents of Cell E3. In this cell, the INDEX command has been used to select both columns A and B, Cell E3 is specified to contain the row number we are to look up, and the second column (Column B) is the data to be returned by Excel. If you press F9 repeatedly, youll see the equivalent of a new slip of paper being picked out of a shoe box (after the previous slip has been replaced). Now, look at Sheet 2 of CarIndex.xls which has the same data as Sheet 1 does. Hit F9 a few times and youll notice it behaves just like Sheet 1 does. However, notice that the Random Number cell has been deleted. Look at the contents of Cell E3. You will notice that we have built the generation of the random number directly into the INDEX command:
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=INDEX(A3:B367,RANDBETWEEN(1,365),2)
Instead of specifying a specific numerical value or cell reference as before, Ive told Excel to generate a random number between 1 and 365 and to use that as the number of the row to look up. The second column still remains the one that gets returned.
Practice The file PhoneLog.xls gives a list of 750 phone calls tracked by a telemarketing company. The call number is logged along with the amount of sale made on that call. In Cell D2, use both the INDEX command and the RANDBETWEEN command to randomly pick one of the calls on the list and return the sale amount for that call.
Graphing
Basic Graphing
Graphing a large amount of data by hand is tedious and very prone to error. Excel will graph data quickly and easily.
Example Fuller and coworkers (1997) estimated the Costs of a medium-sized cotton gin plant as shown in the file Cotton.xls. Open this file to view the data. To graph this data, we will use the Chart Wizard. Here are the steps you take to graph this data. Please do them as they are described below to make sure you get some practice. Select the data: Use your mouse to drag and select all the data to be graphed. Include the heading row.
Start the Chart Wizard: Look for the button on the tool bar that looks like the one circled below:
Select the Chart Type and Subtype: As you can see, you have many choices of graphs to choose from. In this course, we will mainly use Column, Line, and XY (Scatter) graphs. For this example, lets choose the XY (Scatter) choice on the left and the top Sub-type. See below for the setting to use. Dont choose any of the sub-types that connect the data points together at this time.
This is your first glimpse at what the data looks like. The Data Range box allows you to specify what data is to be graphed or to change your data. If you selected the desired data before starting the Wizard, there should be no need to edit this. Our data is in columns, so that button is checked. Click Next> again to get to the next step.
Refine your Graph: The next steps are used to refine how your graph looks. Heres the next screen.
Here you have the ability to change the Title and axes labels. Lets change the title to Cotton Costs, the X axis to Thousdands of Bales and the Y axis to Thousands of $, as shown below:
Notice that there are several tabs (Axes, Gridlines, Legend, and Data Labels) that are available. Most of these you wont need, but its good to explore them a bit on your own. For now, the only one we will change is in the Legend tab. Click on this tab and uncheck the Show legend button, so your screen looks like the one below:
This last step does not change the way the graph looks; it only specifies where the graph will appear. The default is to appear on the same page you are currently working on. Thats usually what you want! However, if you want the graph to appear in its own sheet, you can do that as well. Lets just click on Finish and view the final graph...
Here the graph appears on the sheet with the data. Note that the graph can be moved around, resized, etc. You can even copy and paste the graph into Word or Powerpoint.
Changing the Look of a Graph This graph is okay looking. The gray background is sort of ugly and does not print well in black and white. The fonts may not be what we want, and the diamond shapes may not be ideal. So lets change these things to fit our fancy.
The first thing to notice about the graph is that you can point and click on various pieces of the graph such as the labels, data points, axes, etc. Try it but make sure you only click once on each one. For example, Ive clicked one of the data points and the graph looks like this:
This feature allows us to change these things easily. For example, DOUBLE CLICK on the words Cotton Costs. You should get the following box: (If you dont, click anywhere off the graph and try again.)
This will allow us to change the Titles look and feel. For example, click on the Font tab and change the color of the text to red and its size to 14. See below for more details:
You can also change the grey background to white. DOUBLE CLICK on the gray area of the graph being careful not to double click on the horizontal lines or the data points. If you do it as intended, you will see the following:
In the Area section of this box, you can change the color of the area on the graph. Click on the while box (see above) and then the OK button to get a new graph.
Now lets change the blue diamonds to red circles. DOUBLE CLICK on one of the blue diamonds. Make sure you get the box below:
In the Marker section on the right, change the Style to a round dot and the size to 6 points. Also change the Foreground to Red (Foreground is the outline of the dot) and the Background also to Red (Background is the inside of the dot). See below for the proper settings:
If you have this all set, click on OK to see the new graph:
You may want to play around with the different tabs and settings before you move on. Now lets change the name of the Title to Texas Cotton Gin Costs. To do this, simply click ONCE on the word Cotton in the title, WAIT A SECOND, and then click ONCE more. If you do this carefully, you can then edit the title to whatever you want.
The next big thing to change is the Chart Type. Lets first suppose we want to add lines to connect the red dots. Position your mouse to the right of the Chart Title until you see a little box that says Chart Area and click ONCE. The whole chart should show its stretch handles. Immediately use the RIGHT MOUSE BUTTON to pull up a list of options and select Chart Type... from the list. (I cannot get a screen capture of this!) If you do it correctly, you should get the following dialogue box:
This is the same window as the one we saw in the original Chart Wizard. Select the second option (see above) that connects the dots with a line and click OK. You should get the following graph:
To change the color or thickness of the line, DOUBLE CLICK on the line.
Now, lets say we want to change the graph to a bar graph. Once again, RIGHT mouse click on the Chart Area and choose Chart Type... Then select the Bar Chart option, as shown below:
To change the color of the bars, DOUBLE CLICK the inside of one of them to get this box and change the bars to a nice bright blue:
Using these tips and tricks, you can make the graph look any way you want. Keep in mind that the way your reports look is often very important out in the business world. Therefore, you should strive to have professional-looking graphs in MAT116 and MAT117.
Practice In the file Retire.xls you will find a list of annual interest rates and dollar values. The First Year Income is the amount this particular retiree can expect to receive in her first year of retirement, given different rates of return on her investments while she works. For example, if she earns an average of 6% annual interest on her retirement investments, when she retires her first year of retirement income benefits will be $98,856. Use this data to create a line graph that looks like the one below. NOTE: If you are using a black and white printed copy of this tutorial, you will not be able to see the colors that are specified so please open the electronic version of the tutorial to see this level of detail. Note that many of the font sizes, colors, and/or styles have changed. You dont have to get it exactly like you see below...whats important is that you know how to change each of the components of the graph. (Double clicking on a part of the graph usually does the job.)
Income
Rate of Return
Note on Bar Graphs The easiest way to create bar graphs is to start with an XY (Scatter) plot and then to change the Chart Type to a Bar graph. If you start with choosing a Bar graph, you can get some nonintuitive results that require some fiddling with the charts settings. Try it...youll probably find Im correct on this one. When we get to Histograms, well need to deal with this matter much more carefully, so for now, if you want a basic bar graph, start with an XY (Scatter) graph.
Graphing Functions
You are undoubtedly familiar with functions from previous math courses. For example, the function f ( x) = x 2 has a graph of a parabola that opens upwards from the origin. We want to explore how to graph this, and any other function, using Excel. There are two main steps: (1) Identify how much of the graph you want to see left to right (the domain), and how many subintervals/points you want to graph so you can create a list of data points in Excel and (2) Use the Chart Wizard to graph the function.
Example
Lets graph f ( x) = x 2 from -10 to +10 on the x axis and include 25 subintervals total in our graph. Part (1) Well say that the interval we are graphing is [-10,10], which has the general form [a,b]. In these examples and the spreadsheets we will use, a is the leftmost endpoint to be graphed and b is the rightmost. If we take the value b-a, we get the total length of the domain. In this case a b = 10 (10) = 20 . So our interval is 20 units long (-10 to 0 and then 0 to 10). Our next step is to take that entire interval and compute the length of each subinterval. The length of this space will be called the subinterval length and we will use the symbol x to represent it. We simply need to take the length of the interval and divide by how many subintervals we have to get x . In this case, we have: 10 (10) 20 x = = = 0.8 25 25 (Technically, if we have 25 subintervals we need 26 points. You always need one more point than you have subintervals {why?}. When graphing functions, we will divide by the number of subintervals, which is always one less than the number of points needed.) The top of the file Parabola.xls shows how these have been entered and computed in Excel. You should open this file and examine the formulas and entries in cells B1 through B5 before continuing. A snapshot is show below:
The following picture shows which formulas were used in each cell. (You can use CTRL-` to toggle between Data view and Formula view...its a handy feature to know about.)
Part (2) In this next part we need to generate a list of (x, y ) points to graph. We start with the left endpoint (a) which is -10 in this example. Thats our first x value. The next x value is the previous one PLUS the length of each subinterval. In this example, it would be 10 + 0.8 = 9.2. The third x value will be 9.2 + 0.8 = 8.4 and so on. We certainly dont want to compute and type these in by hand so we will have Excel do it. In Cell B8, the value of a is entered. In Cell B9, we need to take Cell B8 and add x = 0.8 to it. We could enter into Cell B9 the formula =B8+B5. However, when we copy this down, Excel will assume we want relative references and it will change B5 to B6, which is blank. This is an example of when we need to utilize absolute references to get the results we desire. So what we put into Cell B9 is =B8+$B$5. Recall that the dollar signs lock us into using Column B and Row 5. We can then copy this down to get to +10 for the last x value. Open the file Parabola.xls and see how this was done. Make sure you understand how the x values have been generated and note that there are exactly 26 points (25+1), as discussed before. We can now easily generate the y values. In Cell C8, the simply formula =B8^2 is entered to take the x value in Cell B8 and square it. Dont forget, the function is f ( x) = x 2 , so this makes sense. We now use CtrlD to Copy Down our formula and then apply the Chart Wizard. Here are the initial choices we will make for this graph:
Of course, we could pretty this up, but the main thing we note here is that we usually dont graph functions with dots. We usually prefer nice smooth curves or lines without the dots. So we RIGHT MOUSE CLICK on the Chart Area (white region) and get this box, in which we change the chart type as shown below:
This gives us the following graph, which we can pretty up with colors, labels, etc. as we see fit. See the sheet Chart2 of the Parabola.xls file for a nice picture of the parabola.
Y values 120 100 80 60 40 20 0 -15 -10 -5 0 5 10 15
Practice See if you can duplicate the look and feel of the parabola that is shown in the Chart1 sheet in Parabola.xls. Example
Lets graph another function, g ( x) = x 5 ln x + x 3 . We will use the interval [5,30] and plot 50 subintervals. Rather than go through each step like above, it might be better to simply open the file G(x).xls and see what it looks like. The only thing that has changed is that the function formula is different in Column C, and the interval information is different. This is what the final graph looks like this:
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Please make sure you explore and understand this file before trying the practice problems below.
Practice
Graph f ( x) = 2 x 3 5 x + 3 on the interval [5,8] using 75 subintervals. See if you can graph this without using or looking at the files Parabola.xls or G(x).xls. If you get stuck, use those to guide you. The goal is to graph this function from scratch. Answer: Your graph should look like this:
Graph
Practice Challenge 2 1 Graph f ( x) = e 0.5 x on the interval [-5,5] using 100 subintervals. This is a key 2 function in MAT117 that you will see a lot of when you get there! See if you can graph this
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without using or looking at the files Parabola.xls or G(x).xls. If you get stuck, use those to guide you. The goal is to graph this function from scratch. Answer: Your graph should look like this:
Graph
Graphing Histograms
Our last goal in this section is to master the method of graphing histograms. These are important in MAT116 and MAT117 and its important you can create these without a lot of fuss (after some practice, of course). Histograms are tools used to depict data and to see how the data is piled up. For example, here is a histogram that shows how prices of stocks in the S&P500 are distributed. (The data is completely fabricated!).
Stock Distribution
120 100
Number of Stocks
80 60 40 20
$3.35
$9.85
$16.35
$22.85
$29.35 $35.85
$42.35 $48.85
$55.35
$61.85
Price
This histogram has information about 500 stocks in it. It is therefore an efficient way to present the data. For example, we see that about 110 stocks have prices that are centered around $22.85. There are 10 bars on the graph, each of which corresponds to what is called a bin. A bin is simply a range of numbers into which a stock price could fall. For example, if a stock price falls between $6.60 and $13.10 (called the bin limits), whose midpoint is $9.85, then it gets placed into the second bin from the left. As more stocks fall into that bin, it rises in height. The more stocks in the bin, the higher the vertical bar. We will discuss how to compute the bin limits, number of bins to use, and the bin midpoints as we progress, but whats important now is that you have a basic understanding of what the histogram tells you: it counts up values, assigns them to predetermined bins, and then displays the results with vertical bars. Note: You must have the Analysis ToolPak and the Analysis ToolPak VBA AddIns installed to use this feature! To do so, from the Menu select ToolsAddIns and check the boxes that are shown below:
The major steps to graphing a histogram are as follows: Step 0: Get the data in a spreadsheet if its not already there Step 1: Determine the Minimum, Maximum, and Range of your data to determine the bin limits, bin widths, and midpoints. Step 2: Run the Histogram Wizard in ToolsData Analysis menu command. Step 3: Use the Chart Wizard to carefully create the histogram. Lets dissect these steps one at a time using the Stock Data shown above. Open up the file SP500.xls and follow the steps below carefully. Do one at a time. Do not move to the next step until you understand the current one. Step 0: Open the file SP500.xls. The data is already entered for you.
Label Cell C5 as Max and use the MAX command in Cell D5 to find the maximum stock price. (You should get 64.13) Label Cell C6 as Raw Range and compute the Range of data in Cell D6. (You should get 63.98) Label Cell C7 as Subintervals. We need to determine how many bins (i.e. subintervals) to use. If we use too few or too many, we get very inaccurate and useless histograms. Therefore, the number of bins, and hence the bin width, is important to pay attention to. (See this link for an interactive demonstration on how bin width can affect the look of the histogram.) In this course we will use the following formula to estimate the number of bins to use. We let N be the number of bins and n be the number of data points in the set: N = 1 + 3.3 log(n) In this file, we have n = 500 so the formula give us: N = 1 + 3.3 log(500) 9.9 In general, lets agree to Round Up to the next integer to get the number of bins. (We cant have 9.9 bins, right?) Hence, we have 10 bins. See the formula in cell When we graphed functions we determined our interval, [a,b]. Well do the same here. We could take the min and max to be the endpoints of the interval, but if they are not nice numbers, its sometimes better to round them a bit. In general, round down to the nearest integer for the left endpoint and round up to the nearest integer for the right endpoint to make sure all your data points are in your final interval. Label Cell C8 as a and Cell C9 as b. Use the ROUNDUP and ROUNDDOWN commands to compute these. (You should get a = 0 and b = 65. ) Label Cell C10 as Bin Range and compute the range for the interval [a,b]. (You should get 65.) Label Cell C11 as Delta X and compute this value by dividing the range by the number of bins. (You should get 6.5) At this point, the spreadsheet should look something like this:
Now you can create a list of bin limits, starting with a = 0 and ending with b = 65 by adding Delta x to the previous bin limit. See the list starting in Cell D15 of the sheet Results if you are not sure what is meant. This is very similar to what we did when we generated the list of x values when we were graphing functions. Before you go on, makes sure you create your own bin limit list on the Data sheet. It should be created in Cells D14 to D25, as shown in the Results sheet.
Excel Tutorial - Page 85
The bin limits you just created are the upper limit of the bin. That is, when Excel goes to assign a value to a bin, it checks to see if it is less or equal to that bin limit value (but larger than the next lowest bin limit). If so, it assigns that data point into that bin. Hence, if the bin limit is 13, then a stock price of $13 will be assigned to that bin, not the one above it. The last step is to find the midpoint of each bin. This is not hard. The midpoint of each bin is simply the computed bin limit minus one half of Delta x. Bin Midpoint Half of x
Bin Limit
Label Cell E14 as Midpoints and then compute the midpoints of each bin. For example, the first midpoint in Cell E15 would be computed with =D150.5*$D$11. Note the $ sign is needed for an absolute reference so we always subtract the value of Delta x. We can copy this down to get the rest of the midpoints. Note that the first midpoint will be 3.5 which makes no sense in this context. Hence, we will simply replace it with a dash () instead. Here is what our sheet looks like up to now:
Histogram Wizard
Step 2: Once all of Step 1 is done, we are done with the hard part. Now we can use the histogram tool. From the menu, choose ToolsData Analysis to get the following box where you can choose Histogram in the scroll box:
Check this box and enter the cell into the white space next to the Output Range where you want the Histogram data to be placed.
This is the list of all of your data. In this example, its the stock prices.
This is the Bin range you just created. (The list of 10 bin limits you calculated)
In this example, the Input Range is the cell range A4:A503. Either type this in by hand or use your mouse to select that range of cells. The Bin Range is the Bin limits in Column D. Select all of them from 0 to 65 (Cells D15:D25). Make sure you click the Output Range button and then enter Cell C28 in the space. Also check the Chart output button to have it graph the histogram. This is how your screen should look:
Excel Tutorial - Page 87
When you click OK, the histogram data will appear starting in Cell C28, and a rough histogram will appear as shown below:
The Frequency column gives us the height of the vertical bars in our graph.
The next thing to do is to omit the spaces between the bars, which is standard for a histogram. To do this, DOUBLE CLICK on one of the vertical bars and select the Options Tab. In that tab, set the Gap Width to 0. See below:
When you click OK, you will get the following graph:
At this point, you can change colors, add more labels, etc to make it match the format of your reports or papers. Finally, we want to change the horizontal axis labels to be the midpoints rather than the bin limits. To do this, right click on the grey part of the graph and choose "Source Data" to get this box:
We want to change the "Category (X) axis labels" so that it gets the information about the midpoints, so we either use the mouse to select Cell Range E15:25 or type it in so that the box looks like this:
Excel Tutorial - Page 90
100
80
60
40
20
0 3.25 9.75 16.25 22.75 29.25 35.75 42.25 48.75 55.25 61.75
If we want to change the number of decimal places that are displayed on the horizontal axis, the best way to do this is to use the decimal place buttons on the toolbar:
Excel Tutorial - Page 91
If we change the decimal places in these cells to only display one decimal place, then the graph will automatically change to reflect that, as follows:
120
100
80
60
40
20
0 3.3 9.8 16.3 22.8 29.3 35.8 42.3 48.8 55.3 61.8
Example The file Disney.xls has a list of volume for Disney stocks on several trading days. In the sheet called Data and Student Workspace, create a histogram with the data that looks very similar to the following graph: (Your xaxis labels may be slightly different. Check the sheet called Completed Histogram to see how I got the graph.
Days
10 5 0
2800 6800 10800 14800 18800 22700 26700 30700
Shares Traded
Example The file Basketball.xls has a list of heights (in feet) for professional basketball players. Open the file and create a histogram of this data. Example The file GPA.xls has a list of cumulative GPAs for SCCC students. Open the file and create a histogram of this data.
Trendlines
Trendlines are basically formulas that have been extracted from a set of data. While the issue is a bit more complicated than that, we dont need to get into the details too much in this tutorial. We use Trendlines when we have a series of data in (x, y ) format and we want to find the equation of a line, quadratic, or some other function that fits the data relatively well. The first step to creating a trendline is to graph the points using (XY) scatterplots. After that, we run the trendline routine.
Example The file Shrinkage.xls has data about the amount of weekly merchandise lost to shoplifting and damage (called shrinkage) as it relates to the average number of clerks on duty. A sample of 7 weeks worth of data is shown.
Managers want to see if there is a relationship between these two variables and if so, they want to predict shrinkage from the number of clerks on duty. First, lets graph this data using a simple (XY) scatter plot without any lines connecting the data points. As a review, you may want to open the file and make sure you can get a graph like this:
Clerks and Shinkage
Shrinkage (Hundreds) 35 30 25 20 15 10 5 0 0 5 10 Clerks 15 20
Next, click on one of the blue data points until the dots are highlighted/selected:
From the Menus, select ChartsAdd Trendline to get this dialogue box:
This is where your intermediate and college algebra background will come in handy. Youll see a list of possible functions that could model this data. In this case, our data looks very linear so well keep the default choice of Linear. Do no click the OK button yet! Click on the Options tab to see the following:
Make sure the Display equation on chart box is checked and then click OK. When you do so, the graph will change to this:
Clerks and Shinkage
y = -3.0328x + 52.508 Shrinkage (Hundreds) 35 30 25 20 15 10 5 0 0 5 10 Clerks 15 20
You will notice that a straight line has been drawn on the graph that corresponds to the linear formula y = 3.0328 x + 52.508 . This equation is called the line of best fit because it is the line that best fits this data. (No other line comes closer to fitting all of these points.)
Practice Use the file TotalCosts.xls to find the line of best fit trendline for the data given. Answer:
Cost Curve
1500000 1000000 Cost 500000 0 0 5000 Units
y = 78.903x - 8774.6
10000
15000
Practice Use the file Demand.xls to find the line of best fit trendline for the data given. Answer:
Demand Line
y = -24.871x + 4003.6 3800 3700 3600
Units Sold
Linear trendlines are not the only kind we can generate. We can also do quadratics (Excel calls these polynomials of Order 2), log graphs, and exponential graphs. All of these work the same, so we will end our tutorial with one last example of how to generate a quadratic trendline.
Example Open the file Shoes.xls to see data about how much it cost to produce shoes in 1937 (actual data!). While the data looks linear, we may also suspect that it is quadratic. We can produce a scatter plot, as usual, and then Start our Trendline tool:
Note that we have selected Polynomial with Order 2. This is a quadratic of the form y = ax 2 + bx + c . The order of a polynomial tells you the highest power you find in the function. When we select this and use the Options tab to specify the equation, we get the following graph:
10 9 8 7 6 5 4 3 2 1 0 0 10 20 y = 0.0011x 2 + 0.0943x + 2.1498
30
40
50
60
You can see that this is not a straight line but is actually a small piece of a parabola. The equation shown is also (obviously) not linear as well. In this way, you can take data points and fit them with different function models. Some models are better fits than others, but your coursework will have more to say about that.
Well, thats the end of the tutorial. Please keep a copy of this around so that you can refer to it during MAT116 and Mat117. Weve covered a lot of ground so were all bound to forget some of the details weve encountered. Good luck with your projects.
Table of Contents
INTENTIONALLY BLANK FOR DOUBLE-SIDED COPIES.INSTALLATION CHECK...............................4 INSTALLATION CHECK .........................................................................................................................................5 INSTALLING THE EDITOR ....................................................................................................................................6 TOOLBAR BUTTON INSTALLATION ..................................................................................................................8 USING THE EQUATION EDITOR..........................................................................................................................9 KEYBOARD SHORTCUTS EXAMPLE ..........................................................................................................................10 EXPONENTS .............................................................................................................................................................10 SQUARE ROOTS .......................................................................................................................................................11 FRACTIONS ..............................................................................................................................................................11 COMPLEX PARENTHESES .........................................................................................................................................11 GREEK SYMBOLS .....................................................................................................................................................12 SUMMATION SYMBOLS ............................................................................................................................................13 INTEGRATION ..........................................................................................................................................................13 BASIC ARITHMETIC SYMBOLS .................................................................................................................................14
Installation Check
To check to see if it's installed: 1.) Open Word 2.) Go to the Insert menu and select the Object command.
3.)
Scroll down the object list and see if there is an entry for "Microsoft Equation 3.0" listed. If not, you don't have the editor installed and will have to use the installation CD to do so. If you do not have the installation CD, then you will need to use the campus computing labs to do equation formatting.
Find the Office Tools section and expand it by clicking on the plus sign or arrow symbol.
Select on the Equation Editors drop down menu and choose Run From My Computer to install.
Click Update Now button at the bottom of the window and allow it to finish the installation.
Restart your machine and the editor should be available the next time you run Word.
Click on the Insert item in the left window and the Equation Editor in the right window:
Use the mouse to point at the Equation Editor icon and then DRAG it up to the Toolbar at the top of the screen. You can put it anywhere in the toolbar:
Now, any time you want to insert an equation, you simply click this button!
From here you can start typing your equation. Try typing in f ( x) = 3x + 2
Hit the Esc button on the keyboard to return to normal Word editing. You can use the following keyboard shortcuts to build equations:
Esc Ctrl-F Ctrl-H Ctrl-L Ctrl-R Ctrl-( Ctrl-I
Takes you out of the equation editor and back into Word Inserts a fraction. The Tab key moves you from numerator to denominator to out of the fraction. Inserts an exponent. The Tab key moves you off of the exponent. Inserts a subscript. The Tab key moves you off the subscript. Inserts a square root symbol. The Tab key moves you out of the radical sign. Inserts a pair of parentheses that will automatically grow with its contents. The Tab key takes you out of the parentheses. Inserts the integration symbol. The Tab key takes you from field to field.
To edit an equation you have already entered in the Editor, simply doubleclick on it and it will appear in the Editor modeyou can then change anything you want, just like in normal word processing situations.
= 7 you could use the command sequence: 5 CtrlF Ctrl( x+2 Tab CtrlH 2 Tab Tab 5 Tab = 7
(x + 2)2
Exponents
To insert an Exponent or power, click on the Exponent box and then the exponent tool:
Square Roots
To insert a Square root symbol, click on the Fraction and Root box and then the radical tool:
y = x2 + 3
Fractions
To insert a Fraction, click on the Fraction and Root box and then the fraction tool:
2+ x 1 = 3 7 x z= 2 y
Complex Parentheses
To include an expression in Parentheses, click on the Parentheses box and then the parentheses tool:
Equation Editor Tutorial - Page 11
(x + 2)2
1 1 2 y 3 4
Greek Symbols
To insert a Greek symbol (such as ), click on the Greek Symbol box and then select the symbol that you desire:
A = 2 y = +
Summation Symbols
To insert the Summation symbol, such as and then choose the proper tool shown:
x
i =1
2 j M = (x 2) j =2 3
200
Integration
To insert the Integration symbol, click on the Integration box and then choose the proper tool shown.
(4 x
b a
+ x dx
You can enter several lines of mathematical equations and work by simply hitting the Enter key. For example, may want to show the following steps in a problem: 3x + 5 = 6 3x + 5 5 = 6 5 3x = 1 1 x= 3 However, the proper way to present this is to line up the equal sign. To do this, while the equation is selected, go to the Format Menu and select the Align at = command:
After doing this, the previous equation will look like the following: 3x + 5 = 6 3x + 5 5 = 6 5 3x = 1 1 x= 3 Try the following making sure to align the equal signs: 4x + 3 = x
(4 x + 3)2 = x
16 x 2 + 24 x + 9 = x 16 x 2 + 23x + 9 = 0 Then try this: x= = 23 23 2 4(16)(9) 2(16)
23 529 576 32 23 47 = 32
Blank page
PowerPoint 2002
PowerPoint 2002
The following features of PowerPoint 2002 help you create unique and dynamic presentations: What you will do:
9 9 9 9 9 9
Create a new presentation by using a design template. Learn about the Slide Design and Slide Layout task panes. Become familiar with the Outline and Slides views. Insert a picture from the Clip Gallery. Add Custom Animation to your presentation. Import a chart from Microsoft Excel.
Send for Review. Use the automated Send for Review tool in e-mail to request a review of your presentation, merge reviewer comments and changes from several reviewers, and accept or reject changes one at a time or all at once. Insert clip art. Enhance the look of your presentation by adding clip art from the Microsoft Clip Gallery. Add animation. Create dynamic presentations by adding animations and transitions. Import data. Import data from other applications, including charts, tables, graphs, and more.
PowerPoint 2002
New in PowerPoint
PowerPoint 2002 offers several new features that make it easier than ever to create dynamic presentations.
Outline and Slide thumbnail views. New view tabs in the left column of your screen enable you to view your presentation at a glance. The Slides view displays your presentation slides in thumbnail format, and the Outline view provides a hierarchical view of the information on your slides. As you work on your presentation, you can alternate between the Outline and Slides views. Although the tabs are part of Normal view, you can close the view tab pane. Multiple design templates. You can now have more than one design template in your presentation at a time. Take advantage of existing PowerPoint templates or use Web templates. Picture compression and rotation. Select the resolution you want for pictures in a presentation, and set additional options to achieve the best balance between picture qualities and file size to prevent sending presentations by e-mail that are too large. Grids and guidelines. Display grids and guidelines to help you align placeholders, shapes, and pictures.
PowerPoint 2002
Exploring PowerPoint
Before you begin developing your presentation, become familiar with the new features in PowerPoint 2002. The illustration shows a slide with the New Presentation task pane visible.
Slide thumbnails
Status bar
PowerPoint 2002
PowerPoint 2002 7. Click in the lower text box, and type a subtitle, such as History and Preservation. 8. On the File menu, click Save As. Browse to the Edmund Fitzgerald folder that you created earlier, or create a new folder called Edmund Fitzgerald, type Edmund Fitzgerald Presentation, and then click Save. 9. To insert the next slide, click the New Slide icon on the toolbar. Continue these steps to develop your presentation. You can modify the layout of additional slides by using the design template. Because Apply to All Slides is selected, the default template is the Globe design template. If you want to apply another design template to one or more slides, you can use the slide thumbnails in the Slides view to select the slides that you want, and then apply the template to the selected slides.
If you for a presentation, learn which colors do not contrast well for persons with partial color blindness. The wrong choice of colors could make slides unreadable or challenging for some people.
PowerPoint 2002
4. Click to select the color scheme of your choice. In the color scheme slide drop-down menu, click Apply to All Slides. As with the design template, you can modify the color scheme for some slides or for all slides later on.
PowerPoint 2002
PowerPoint 2002
If you do not see a layout structure that you like, you can select a blank layout and customize your own slide format.
PowerPoint 2002
You can modify the slide layout for some or all slides at any time.
PowerPoint 2002
If the presentation contains multiple design templates, you need to update one slide master for each template.
PowerPoint 2002
3. Click in the text boxes to edit the appropriate slide master text.
PowerPoint 2002
Adding transitions
Transitions help you to create a steady flow from one slide to another. You can add one transition type to your entire presentation, or you can have different transitions between each slide. Some types of transitions include:
Fade Through Black. A gradual, natural-looking transition using black as the color background. Newsflash. A new and exciting transition that spins the slide from the background to the foreground. Box Out. This transition brings the slide to the foreground in the shape of a box, moving small to large.
After experimenting with several different transitions, your may decide to use the basic Wipe Right transition, which fades black from left to right. Your goal is keep the presentation professional and to make the slides flow together smoothly.
PowerPoint 2002
PowerPoint 2002
PowerPoint 2002
If you do not know the name of the file that you are searching for, you can substitute wildcard characters. For example, you can substitute a question mark for a single character.
Note: New to PowerPoint 2002 is the Other Search Options feature. You can use the menu to search your computer or school network. You can indicate which media file type you are searching for. 4. Click the Search button. To refine your search, you can specify the clip collections that you want to search. You can also select the types of media clips you want to find. 5. Click to select the ships wheel art, located at the top of the middle column. In the drop-down menu for the graphic, click Insert. From this menu, you can also copy the art to your collection. You can also click the picture to insert it into the slide. Now that the graphic is inserted into your presentation, you can resize or move it. To do so, click to select the graphic in your slide, and use your pointer to drag or resize it. For more information, refer to Using Guides and Grids later in this section.
PowerPoint 2002
Compressing pictures
Adding graphics to your presentation can increase the size of your PowerPoint file. The Compress Pictures feature of PowerPoint 2002 saves room on your computer and reduces download time when you are working with pictures. By using the Compress Pictures feature, you can compress the picture size, reduce resolution to 96 dpi (dots per inch) for Web and 200 dpi for print, and discard unnecessary information, such as cropped sections of the photo. Note that compressing pictures can sometimes decrease the quality. If you are simply using your presentation as a printed document, compressing may not be necessary. You can also download and compress the files to add them to your presentation.
4. Select the options you want. You can discard the cropped sections of your picture by selecting the Delete cropped areas of pictures check box.
PowerPoint 2002
Rotating pictures
You can rotate your picture in 15-degree angles by holding down the SHIFT key while you drag the rotate handle.
With PowerPoint 2002, it is easy to rotate pictures in your presentation. You can rotate to any angle you want by dragging the rotate handle in the direction you want, or you can rotate 90 degrees to the left or right. You can rotate a photo of the ships bell to show the detail of the restoration work clearly.
To rotate a picture
1. If the Drawing toolbar is not visible, on the View menu, point to Toolbars, and then click Drawing. 2. Click to select a slide that contains the clip art graphic that you inserted earlier in this chapter. 3. Click to select the graphic. The rotate handle appears as green dot at the top of the graphic. Use your mouse to drag the graphic to the rotation degree that you want.
PowerPoint 2002
Choose to show, hide, or delete them. Use your pointer to adjust the guides. Set the spacing between grid lines by selecting a preset measurement.
5. Click OK. The drawing objects and pictures will now be aligned to the grid, and will move in the increments specified in the Spacing dropdown list.
PowerPoint 2002
2. If the datasheet is not visible, on the toolbar, click View Datasheet. Select the cell in which you want the data to begin. 3. On the Edit menu, click Import File. 4. In the Look in box, click the drive, folder, or Internet location that contains the Excel worksheet that you want to import. 5. Double-click the file that you want to import. 6. In the Import Data Options dialog box, select the worksheet that you want to import.
PowerPoint 2002 7. To import all of the data on the worksheet, in the Import box, click Entire sheet. 8. To import part of the data, click Range, and then type the range of data that you want in the Range box. You can enter which cells you want to import, or you can type the name of the range. 9. If you selected a cell in Step 3, clear the Overwrite existing cells check box. 10. Click OK. The data from the imported file replaces the sample data, and the chart changes to reflect the new data table.
To change the chart type, on the Chart menu, click Chart Type and choose a different chart type.
Note You can also open Excel, copy the chart that you want, and then paste it into your presentation.
PowerPoint 2002
Adding animation
PowerPoint 2002 becomes a more powerful learning tool by letting you add animation to your presentation. Animation is a way to illustrate concepts or ideas that are difficult to explain verbally. It provides visual cues to clarify information or acts as a simple pointer for specific areas that you want to emphasize. For example, you can build custom path animations to guide a user through complex steps in a process. Or, you can enhance the entrance and exit of your presentation by animating clip art item or text on specific slides. An animation can be as simple as a series of text boxes that explain a process step by step or display a timeline. For example, you can illustrate the chronology of the Edmund Fitzgerald from first to final sailing and major post-wreckage recovery efforts. A more complicated animation might be a map that builds with each step, adding weather data, shipping routes, container contents, and other information in successive layers.
PowerPoint 2002
3. In the Slide Design task pane, on the Apply to selected slides menu, click the Fade in and dim animation scheme. As you click the selection, a preview of the animation appears on the enlarged slide. Note You can also animate certain words, letters, or paragraphs of your presentation. To do so, you need to have a motion path already applied to your presentation.
PowerPoint 2002
To animate text
You can delay the actions between your animations. To do so, enter the number of seconds in the Delay box on the Timing tab.
You can animate text on your slides so that you can focus on important points, control the flow of information, and add interest to your presentation. 1. Select the text that you want to animate. 2. On the Slide Show menu, click Custom Animation, or open the Custom Animation task pane from the View menu. 3. Click the Add Effect drop-down list, point to the type of animation you want to apply (Entrance, Emphasis, Exit, or Motion Paths), and then click the type of animation you want to apply.
4. A preview of the animation will appear in the main slide window. You can change the current animation type, add a new animation, or remove the animation by using the options in the Custom Animation task pane.
PowerPoint 2002
PowerPoint 2002 3. Click the type of file you are importing; for example, Sound from File. If you choose to select a file from the clip organizer, you can scroll down a list of all the files on your computer that you can import. 4. Browse for the file or click the file in the clip organizer. 5. Click OK. When prompted, choose whether to have the sound play automatically or when you click it.
Inserting a movie
You can add a movie, or desktop video file, to your presentationlike a documentary piece, a video of a professor discussing a research project, or even a video made by students who have filmed part or all of a project. Sound and movie files can be either linked or embedded in a presentation. To link a movie, follow the steps above for inserting a sound file, but add a movie file instead. To embed a movie or sound file, insert the file as an object by clicking Object on the Insert menu. For more information, refer to PowerPoint Help.
Sending your presentation for review (This is probably more than we want to try to do here at SCCC)
You can also send your presentation as an e-mail attachment without using the Send for Review feature.
Office XP offers new tools for sending your documents for review. You can send your presentation to colleagues by using the new Send for Review feature. By using this feature with Microsoft Outlook, your presentation is automatically attached to an e-mail message that includes a review request message. The message also includes a flag for follow-up so that reviewers will be aware of any time constraints. After the reviewers have completed the review process and the presentation is returned to you, you can combine the reviewed copies with your original presentation immediately, or you can look at the changes suggested by each reviewer. You can then use the reviewing tools of PowerPoint 2002 to accept or reject changes.
PowerPoint 2002
2. In the Add Routing Slip dialog box, click Address to select recipients. 3. Select the name of the recipient or recipients that you want to add, and then click To. You can select multiple recipients by holding the CTRL button as you click the names. 4. Type your message in the Message box. Notice the default entry for the Subject box. You can change this as needed.
PowerPoint 2002
With PowerPoint 2002, you can print your complete presentation, including the slides, outline, notes, and audience handouts, or you can print only certain slides or notes pages. You can also choose to print in color, black and white, or grayscale. During the print preview process, you can:
Select which part of your presentation you want to print. Add a frame around each slide, or just certain slides. Change the orientation of a slide temporarily. Change header and footer text.
You can also print slides to use as handouts. You can resize the slides to fit a variety of paper sizes. Slides can also be sized to fit transparencies for overhead projectors. The Print Preview feature is a great way to see what your presentation will look like before starting the print job. To view your presentation in Print Preview, on the File menu, click Print Preview. Your presentation appears on-screen exactly the way it will look in print.
PowerPoint 2002
A navigation frame, which displays the presentation outline Options to show or hide the outline and the notes pane A full-screen viewing option
Now that you have shared your presentation with the class, you can publish it to the Web for others to view. You can also post the presentation to a Web site.
PowerPoint 2002 6. Click Publish to open the Publish as Web Page dialog box.
7. In the Publish what? text box, select an option. To display speaker notes, select the Display speaker notes check box. 8. In the Browser support text box, select an option. 9. Click Web Options, set any additional Web page formatting and display options that you want, and then click OK. 10. In the File name list, select a location and type a name for the Web page. 11. Click Publish. To view your published Web presentation immediately, in the Publish as Web Page dialog box, select the Open published Web page in browser check box.
Word 2002
Word 2002
9 9 9
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Explore the Word templates and templates on the Web. Become familiar with the new task panes. Send a document for review by using the new Send for Review feature. Compare and merge documents. Publish your document to MSN.
Microsoft Word 2002 provides new and innovative tools to facilitate communication and increase productivity in the classroom. Whether you are writing reports or completing evaluations, it is now easier than ever for you to work collaboratively with others. For example, the new Send for Review tool simplifies collaborative writing projects, and you can also use the new task panes in Microsoft Office XP to find frequently used features, such as formatting and style elements or the items on the Office Clipboard. Word 2002 is an invaluable learning tool in the classroom. Suppose you are developing a research paper about the preservation of shipwrecks that occurred in the Great Lakes region. Your are working in groups to compile research information by using the Web, books, and information obtained from the Great Lakes Shipwrecks Museum. You can create a research paper by using a template, send it for peer review, publish it to the Web for classmates to read, and more. Here are some additional ways you can use Word 2002 to enhance writing projects: Incorporate design templates. Create essays, reports, letters, and more by using templates available from Word and the Web. Insert clip art. Create unique documentation by inserting art, graphics, and diagrams. Send for Review. Simplify the online review process by using the Send for Review feature and the Compare and Merge tools. Publish your document. Share work with others by publishing to the Web.
Word 2002
Word 2002
New Document task pane Other Task Panes menu Select other task panes, including Reveal Formatting, Search, and more.
Tab stopA position you set for placing and aligning text on a page.
View buttonsClick to switch between Normal, Web Layout, Print Layout, and Outline views.
Drawing toolbar
Word 2002
Creating a Document
Word 2002 makes it easy for you to create professional and dynamic documents. You can create a document by simply opening a new document in Word, or you can take advantage of templates. Office XP offers many templates, both in Word and on the Web, with predefined styles and standardized content to help you create highquality projects in less time. You can use templates to learn effective formats for communicating ideas and concepts. During the document creation process, Smart Tags provide useful actions that you can complete without having to open another application. Smart Tags enable you to have greater control in the writing process by providing actions that pertain to what you type. For example, as you type a date, the Smart Tag provides relevant options such as scheduling a meeting, or showing your Outlook calendar. A Smart Tag is typically identified in your document by purple dotted lines beneath your text. When you place your cursor over the text that is underlined by the dotted lines, a Smart Tag Actions button appears, and you can view the available actions for that Smart Tag.
Using templates
Whether you are developing a document for colleagues or working with other students on a presentation, templates help to save time and establish a uniform look for your writing projects. A template provides the basic structure of your document, including the fonts, page layout, and formatting. Templates help you get the basic document formatting in place so that you can concentrate on information analysis and critical thinking. With Word 2002, you can use one of the many templates available in the General Templates, you can download a template from the Microsoft Office Template Gallery, or you can create your own template. The Microsoft Office Template Gallery is a free resource available to all users. It helps to extend Office beyond the walls of the classroom so that you have easy access to additional resources. You can access the Template Gallery directly from the New Document task pane, provided you have an Internet connection. Some of the categories for the Template Gallery include:
You can collect and save your own Web templates in Templates on My Web Sites, which is available from the New Document task pane.
Publications and Education. Includes templates for an essay test, term paper, syllabus, grade books of various styles, and much more. Personal Interests, Community, and Politics. Includes templates for fundraising and leadership, and some for personal use, such as a family book or personal address book. Stationery, Labels, and Cards. Includes templates for creating letterhead, envelopes, business cards, and a For the holidays category.
Word 2002 You can access the Web site directly at http://officeupdate.microsoft.com/templategallery/. New templates are often added to the Template Gallery, so it is worthwhile to check the site frequently.
Suppose you spend some time exploring the templates available, and decide to use the Contemporary Report template for your research paper about shipwrecks. This template provides tips on how to modify the research paper, create footnotes, and more.
Word 2002
Word 2002
2. If a task pane other than the New Document task pane is visible, click the Other Task Panes drop-down menu located at the top of the task pane, and click New Document. If you do not see the task pane on the right side of the screen, on the View menu, click Task Pane. 3. In the New Document task pane, under New from Template, click Templates on Microsoft.com. 4. In the Office Update Worldwide window, click United States. 5. In the Template Gallery, click the Publications and Education category. Explore the various templates in the category by clicking the links. You can save any templates that you want by using the Save As command on the File menu.
You can also view the Office Clipboard from the Clipboard task pane. The Clipboard keeps track of text and graphics that you are copying from Word or any other Office application.
Word 2002 Suppose you want to reformat the Great Lakes Shipwrecks research paper that you created with the Contemporary Report template. You can use the Styles and Formatting task pane features to make changes to the formatting of the font. You may also become familiar with the Reveal Formatting task pane, which shows formatting specifics for text, such as alignment and indentation. Because the document styles are tracked in the formatting list, keeping the task pane open enables you to apply consistent formatting changes to the document.
2. From the task pane drop-down menu, select the Styles and Formatting task pane. -OROn the Formatting toolbar, click the Styles and Formatting button. Note If the Formatting toolbar is not visible, on the View menu, point to Toolbars, and then click Formatting.
Word 2002 3. Place your cursor in the body text of the document. In the Pick formatting to apply text box, notice that Body Text is now selected automatically. 4. Click the New Style button to open the New Style dialog box. In the Name box, type a name for your new style, such as Font2. The default name is Style1. 5. On the Formatting drop-down menu, click to select a new font type and size that you want to use for your paper. Notice that the default is the font from the Contemporary Reports template. 6. Select the Add to template and Automatically update check boxes, and then click OK to close the New Style dialog box. The new style that you created now appears in the Styles and Formatting task pane. 7. To apply the new style to your text, make sure that Body text is selected. Click the Select All button to select all the text in your document that is formatted as Body text. 8. Click to select the new style that you created, such as Font2, in the Pick formatting to apply box. The new style is applied automatically. By using the Show menu in the lower-right corner of the task pane, you can view available formatting, formatting in use, available styles, and all styles. You can also customize your format settings by using the Custom menu.
You can use the new Reveal Formatting task pane to change the formatting properties for any style in your document, and show all formatting applied to a section of text.
If a task pane is open, click the Other Task Panes drop-down menu, and then click Reveal Formatting. The Reveal Formatting task pane appears.
Note If the task pane is not open, on the Format menu, click Reveal Formatting.
Word 2002
Word 2002
1. Open Great Lakes Shipwrecks.doc. If the task pane is open, click the Other Task Panes drop-down menu, and then click Insert Clip Art. -ORIf the task pane is not open, on the Insert menu, point to Picture, and then click Clip Art. Note You may receive a prompt to catalog your media files. You can click Now to proceed with this task, or click Later to postpone it. 2. In the Insert Clip Art task pane, in the Search text box, type Nautical, and then click Search. A series of nautical graphics appears. 3. In your document, position the cursor at the location where you want the picture to appear. 4. Click to select the graphic of the captain at the ships wheel, located in the first column, second row. 5. Click the drop-down menu for this graphic, and then click Insert. Note If clip art was not installed with Office XP, you may not find the same clip art. Select an appropriate clip art graphic from your search results based on the subject of the project.
If you decide that a different diagram might work better for your document, simply use the Diagram toolbar to insert a new diagram to replace your original without having to re-type all the labels for the parts of your diagram.
Word 2002
To insert a diagram
1. On the Insert menu, click Diagram to open the Diagram Gallery. Click each diagram type to see the name of the diagram.
2. In your document, position the cursor at the location where you want the diagram to appear. 3. In the Diagram Gallery dialog box, click Venn Diagram, and then click OK. The Diagram toolbar appears automatically. 4. On the Diagram toolbar, on the Layout menu, click Scale Diagram. Small white squares appear at the corners and sides of the diagram. Place your cursor on any of these squares until your cursor changes to one line with an arrow on each end Then, drag the square to resize the borders of your diagram. 5. Place your cursor in the text box at the top of the diagram, and then type Lake Ontario. In the left text box, type Lake Michigan. In the right text box, type Lake Superior. To adjust the size of a text box, click the text box, and then click the border of the text box. Small white squares appear on the borders of the text box. Drag any small white square to resize the text box as needed.
2. If the datasheet is not visible, on the toolbar, click View Datasheet. Select the cell in which you want the data to begin. 3. On the Edit menu, click Import File. 4. In the Look in box, click the drive, folder, or Internet location that contains the Excel worksheet that you want to import.
Word 2002 5. Double-click the file that you want to import. 6. In the Import Data Options dialog box, select the worksheet that you want to import.
Word 2002 7. To import all of the data on the worksheet, in the Import box, click Entire sheet. 8. To import part of the data, click Range, and then type the range of data that you want in the Range box. You can enter which cells you want to import, or you can type the name of the range. 9. If you selected a cell in Step 3, clear the Overwrite existing cells check box. 10. Click OK. The data from the imported file replaces the sample data, and the chart changes to reflect the new data table.
To change the chart type, on the Chart menu, click Chart Type and choose a different chart type.
Note You can also open Excel, copy the chart that you want, and then paste it into your presentation.
Word 2002 4. Move your picture to any location on the page and the text should automatically wrap around the object This feature provides a handy way to make your document more professional looking. You can wrap text around tables as well.
You can customize the AutoCorrect feature by adding terms that you use frequently to the dictionary. For example, you can add SCCC to insert Seattle Central Community College automatically.
Word 2002 When AutoCorrect is activated, a small, blue rectangle appears near the corrected text. When you place your cursor near the text that was automatically corrected, the rectangle changes to the AutoCorrect Options Smart Tag. You can view your options by simply placing your pointer over the Smart Tag button. AutoCorrect Smart Tag options include Undo Automatic Capitalization, Stop Autocapitalizing First Letter of Sentences, and more.
You can use the AutoCorrect feature to recognize areas of your spelling and writing that need improvement. For the Great Lakes Shipwrecks paper, you may decide to add frequently used terms to AutoCorrect. That way, by typing just a few letters, Word inserts the word or phrase automatically.
Word 2002
2. If it is not already selected, click the AutoCorrect tab. 3. In the Replace box, type GLS. 4. Click the button next to Plain text (to the right of the With box). 5. In the With box, type Great Lakes Shipwrecks. 6. Click Add, and then click OK to close the AutoCorrect dialog box. Now, when your work on the research paper and type GLS, Word automatically corrects it to spell out Great Lakes Shipwrecks.
Word 2002
You can easily hide the Paste Options button while you are working by pressing the ESC button on your keyboard.
Word 2002
5. Click Match Destination Formatting. This ensures that the pasted text formatting matches the formatting of your paper, rather than that of the Outlook message from which it originated. The Paste Options button appears by default, but it is sometimes unnecessary. Another customization feature of Word 2002 is the ability to hide the Paste Options button.
Word 2002
You can send documents for review, regardless of your location. For example, a student diving team that is conducting research from a boat in the Galpagos Islands could send their research data to classroom-based students to review.
Word 2002
3. In the To field, type the e-mail addresses of two student reviewers. 4. Accept the default text for the Subject line, and place your cursor in the Message body box, after Please review the attached document. Type any additional text you want in the body of the message, and then click Send.
Office XP simplifies the review process further with the improved Track Changes feature. Revisions and comments can be viewed on the right side of your screen in an easy-to-read format. Because the edits are located only in the right margin, they do not obscure any document text or affect document layout during the review process. Word 2002 provides a simple yet comprehensive view of all changes so that you can review and accept or reject any changes efficiently. When you receive the Great Lakes Shipwreck research paper in e-mail from a group member, you can begin the review process immediately upon opening the attachment. The Track Changes tool is activated, and reviewers can add comments and edit as they read through the text. After they have finished the review, the reviewers can return the research paper by clicking the Reply with Changes button. If your are using Outlook, this action automatically attaches and returns the document to the student who sent it.
Word 2002
Viewing changes
When the document is returned after review, Office XP automatically prompts you to merge all the changes back into a master document. You can then choose to view changes only by certain reviewers or view changes by all reviewers at once. For example, if you are evaluating a student research project that is in progress, you may want to view changes made by the student research team before you view changes made by other students working on the project. Viewing changes selectively is an effective way to organize and prioritize information. In addition, as you accept or reject changes, you can do so one at a time or you can accept or reject all the changes at once. When you are ready to evaluate their peer reviews, make sure you understand the different options for reviewing the document. For example, you can view the original document that was sent for review, or just review what the final document might look like if they chose to accept all the current revisions.
As you are reviewing your document, you can switch from Normal View to Print Layout View to see the changes from another perspective.
Word 2002
You can access the Compare and Merge tool by selecting Compare and Merge documents from the Tools menu.
Word 2002
Word 2002