Conclusions about Excel's tools

STAGE 3: INTEGRATIVE ACTIVITY TEAM 4: Valery Garcia*Daenna Gonzalez

EXERCISE 1

PREPARATORIA 9 ITC

Valery Garcia In this activity we learned how to make a basic table. First, we entered some information in cells of Excel. Then we started top ut some format on it. We shaded the first row so it looked like the titles of the columns, then we made all the table to have all the borders showed. Then we learned how to autoadjust the content of a cell. First we wrote some information in the cells C2 and D2, then we adjusted the cell so all the information was shown, we did it by placing the cursor in the line between the cells and then draging it to the side so it would be bigger.

Daenna Gonzalez In this activity we could see that Excel has some different tools or characteristics with Microsoft Word, another software that is much more possible for us to know better or manage it easier. In this activity we got familiarized with the cells, the rows, columns and also ways to make better customized tables, graphics, etc. By the way, using some tools as same as in word, and that could be why it got easier to us than another people that hasn’t meet neither Word.

It is made up of various elements: A title bar that shows the application name and the name of the open file, a menu bar that provides access to the various functions of the spreadsheet, a tool bar in icon form that offers direct access to the main functions. It is interesting to note that this bar can be personalized to allow shortcuts to the most used functions; also a formula bar showing the coordinates of the selected cell and its contents. The formula bar allows data to be entered in cells The worksheet is the key to the spreadsheet; it is the table that contains all the cells. Tabs that allow the user to switch between worksheets are located at the bottom of the worksheet.

EXERCISE 2

Valery Garcia In this exercise we learned a lot about changing and copying information, and all the ways in which we can do that procedures. First we changed some information, the first one by making double click on the cell and rewriting a letter. The other one, we changed it by using the formula bar, the one that is over the name of the columns. Then we copied the information in some ways. First we rewrited it. Then we selected only the ones we wanted to move and we draged them into the new cells. The last procedure is the best one so we used it again several times to copy more information.

Daenna Gonzalez In this next activity we learned that Excel has much more different ways to change the information. It is different in some ways because I could say that it has many type keys to get any tool or make something without a lot of work and complications, this kind of keys can be productive and successful because in this kind of software the precision and exactitude. We weren’t familiarized with the word “Ribbon”, but it comes with new shortcuts, called Key Tips, which you can make appear when you press the Alt key. The Ribbon groups related commands on tabs.

All this things as like mainly: “ribbon”, or “shortcuts” are new for us but we have learned how to use it at least once.

EXERCISE 3

Valery Garcia In this activity we learned to fill information that is supposed to be consecutive in some cells. First, we entered the number 1 in the cell B2 and we put it some shade. Then we draged the Little square that appears on the bottom of a selected cell and draged it to B11. The information copied also with the format. In the next one we wrote the same information, bit in this time we clicked on Control key and draged the information down, so it appeared consecutively. Then we wrote some information in two consecutive cells, in this case the 5 and 10, and clicked on control key and draged it. It copied like it was in the two cells (5, 10, 5, 10, 5, 10‌).

We made this exercises with more information.

Daenna Gonzalez I toke this activity as pretty interesting, mainly for the use of the fill handle; that is an internship very useful if we want to see perfectionality and exactitude in the sheets. There may be times when you need to copy the content of one cell to several other cells in your worksheet. You could copy and paste the content into each cell, but this method would be time consuming. Instead, you can use the fill handle to quickly copy and paste content to adjacent cells in the same row or column. The fill handle can also be used to continue a series. Whenever the content of a row or column follows a sequential order, like numbers (1, 2, 3) or days (Monday, Tuesday, Wednesday), the fill handle can guess what should come next in the series. In many cases, you may need to select multiple cells before using the fill handle to help Excel determine the series order. The auto fill options also were important and useful in cases when we have a lot of data and times when the data is repetitive and the same with just diminute changes.

EXERCISE 4

Valery Garcia First we learned how to rename a sheet. We doublé clicked on the first sheet of the document and changed the name to “Prac1”, then we clicked on any cell of the document. We made the same to every sheet of the document. Then, we inserted a new page. We wrote some information on cells of the new sheet. We adjusted it so all the information could be seen. We changed some information using different methods. Next, we changed some formats of the table so it would look more like a table. We inserted a new row and in the new row we added some information.

Daenna Gonzalez In this activity we learned how to manage the cells, how to change or alterate their information using different methods, but not just how to make that to cells, also to the sheets, tables, rows, etc. You can insert blank cells above or to the left of the active cell on a worksheet. When you insert blank cells, Excel shifts other cells in the same column down or cells in the same row to the right to accommodate the new cells. Similarly, you can insert rows above a selected row and columns to the left of a selected column. You can also delete cells, rows, and columns. When you insert cells on a worksheet, all references that are affected by the insertion adjust accordingly, whether they are relative or absolute cell references. The same behavior applies to deleting cells, except when a deleted cell is directly referenced by a formula. Normally to rename worksheets in Excel, we can quickly double click the sheet tab, or right click on the sheet tab to choose Rename command for renaming worksheets. That’s quite handy to rename one or two worksheets in Excel, but if we want to rename multiple worksheets within one operation we should use any handle tool or commands.

EXERCISE 5

Valery Garcia First, we made a copy of the sheet 4. We did this by making a right click on the sheet of Prac4 and going to the move and copy menu, then we did a copy and renamed it as Prac5.The we inserted a new column between the columns of City and Event. We did this by selecting a cell of Event and clicking on “Insert ASheet Columns”. After that we put some filters. First we clicked on a cell and then we went to the filter button and clicked on it. Then we clicked on the arrow of one cell and then we clicked on selecta ll so it would be desactivated. After that, we cleared the filter that was by default. Finally, we put some criteria for the filter and the table changed, the information that didn’t had the criteria disappeared and the one that had it, stayed.

Daenna Gonzalez In this fifth activity we learned much more interesting tools to carry out necessary tasks in Excel; we could say that is easy to copy and paste worksheets but is more different than duplicate them. We also learned how to insert columns, the sorting and the most difficult to us: the filtering. Using AutoFilter to filter data is a quick and easy way to find and work with a subset of data in a range of cells or table. Once you have filtered data in a range of cells or table, you can either reapply a filter to get up-to-date results, or clear a filter to redisplay all of the data. When you move or copy rows and columns, Microsoft Office Excel moves or copies all data that they contain, including formulas and their resulting values, comments, cell formats, and hidden cells. You can also select cells in a row or column by selecting the first cell and then using many commands or keys.

EXERCISE 6

Valery Garcia In this activity we inserted a new sheet again and we wrote some new information in the cells of the sheet. Fort he tilte we used the Merge and Combine option. We formated the table. After that, in the cell E4, we wrote the formula: “C4*D4�. When we pressed the enter key, the cell where we wrote the formula changed and it showed the result of the multiplication that it was supossed to do. We analized how when we press F2 key on the xcell where the formula is, we can see that the cells that are used for that formula are marked in blue and Green depending of which cell is which. After that we draged the mark on the bottom of the cell with the formula to copy i ton the cells below. The information automatically changed depending on the row it was.

Daenna Gonzalez In this activity we learned that we can use Excel as like our calculator, that means that it is a powerful tool for working with numbers and math; we can prove it using and interacting with the Formula tool, the constants, and cell references, but also with equations if it’s necessary. On a worksheet, you can enter simple formulas to add, divide, multiply, and subtract two or more numeric values. Once you have created a formula, you can fill it into adjacent cells without need to create the same formula over and over again. When you become familiar with these simple formulas, you may want to learn more about how to create complex formulas and try some of the many functions that are available in Excel.

EXERCISE 7

Valery Garcia In a new sheet of Excel we wrote some new information. We copied the table other two times so we could do the next step that was modify the information of the other copies. After that, we calculated the subtotal on the first table with the formula: D3*E3. We copied the formula in the other table by using the button of copy. After that we put some format on the first table, like shading and Font. Finally we copied the format of the first table so we could put i ton the other tables. We did this by using the format painter button.

Daenna Gonzalez In this activity we learned what comes after the edition and creation because the organization and the formating of the workbook is as important as. We learned how to configurate the size, the order, and many other things of the sheets in Excel, because is different to print documents from Excel than in Word or Powerpoint.

Your worksheet looks fine on the screen but the true is that it’s not ready to get printed. You could save time and paper by adjusting the format and page layout of your worksheet, or by taking measures to avoid common printing problems before you print your worksheet. If a worksheet spans more than one page, you can print row and column headings or labels on every page to ensure that the data is properly labeled.

EXERCISE 8

Valery Garcia In a new sheet of Excel we wrote some new information. We copied the table and pasted it below. Then, we replaced some information in the second table. After that we calculate the final stock by writing the formula: C5 – D5 in the cell E5. Then we copied the formula for the other table. After that, we calculated the stocking cost in the cell G5 with the formula: E5-F5. We copied the formula for the other table. On cell C11 we calculated the totals with the button of Autosum. We repeated the steps to calculate the autosum of the columns. After that we calculated the Grand total.

Daenna Gonzalez In this activity we learned some strategies to give a better look to the made tabs.

We learned also how to use the Autosum button and I can say that it was pretty useful because there are going to be times when we have a lot of data in and we need to save time and that’s when we call for this tool. If you need to sum a column

or row of numbers, let Excel do the math for you. When you click AutoSum, Excel automatically enters a formula to sum the numbers.

EXERCISE 9

Valery Garcia First we duplicated the Prac1 sheet and renamed it as Prac9. We continue to finish the practice because it had some information left. We proceded to click on F3 and click on the Average option on the Autosum button. Excel automatically inserts the formula of: =AVERAGE(C3:E3). The information needed for the formula is selected with a rectangle. We pressed the enter key and then we copied the formula to the rows below. After that, we changed the type of data from General to Number. Then we decreased the decimals by clicking on the button of the same name. Next we inserted the formula of MAX using the Autosum button. We copied the formula on the next rows.

Daenna Gonzalez when I was first learning them, I’d see a formula like the one below, which I wrote to find the last directory in a URL (just to see if I could, not for any particular use), and think that I’d never ever be able to do anything like that. Turns out I was dead wrong. In this activity we learned about many things related with the custom Excel functions. We both met the definition and the uses of the arguments, the syntax, and some common erros about function of the formulas in the formula bar by writing. We also knew the type of data, as like the decrease or increase decimals, and I think that was some very useful too for the calculation of quantities in Excel. A toolbar at the top of the Microsoft Excel spreadsheet window that you can use to enter or copy an existing formula in to cells or charts. It is labeled with function symbol (fx). By clicking the Formula Bar, or when you type an equal (=) symbol in a

cell, the Formula Bar will activate. Formulas provide some kind of instructions for Excel to calculate something. They always start with an equal sign..

EXERCISE 10

Valery Garcia In a new sheet we wrote some new information. We calculated the averages, highest and lowest values of Age and Height in the corresponding cells. In B11 we inserted a new function which was: =COUNT for the cells A2:A6. We pressed enter and the result appeared. After that we learned to count selectively and that can be made with the function of: =COUNT.IF. We applicated this formula on the cells that are suposed to have the number of males and females. Finally we inserted a new row and wrote on it some new information so we sould see how Excel automatically changes the information.

Daenna Gonzalez In this activity we have learned one more function about the counting or talking about quantities or mathematic amounts easier way to calculate in Excel. We learned the function of “Counta” and “Count.if”. This can be especially useful for advanced mathematics or special text manipulation. In fact, many Excel add-ins provide large collections of specialized functions. One of the nice things about custom Excel functions is that you can simplify Excel formulas that would otherwise use nested If...Then... statements.

EXERCISE 11

Valery Garcia In this activity we made a duplicate of the last worksheet so we can enter the information left. We are going to get the information about the T-shirt each guy with use. The color of the T-shirt will depend on the gender. In the F2 cell we typed: IF(C2="M","Red","White"), this will tell Excel that if it is a Male (M) it should have Red T-shirt, but if it is not, it should have a White T-shirt which will tell it is a girl. We copied the formula in to all the column. In the column G we must put a formula that could tell if the person is tall or short. For that we used the formula: =IF(D2>1.7,"Tall","Short") And that menas that if the person in that row is more than 1.7 meters it is tall, but if it is not, it is short.

Daenna Gonzalez In this activity we learned one of the most complicated tools for us, because it requires a lot of concentration and math knowledge because of the unknown data.

We can also use it to count the number of cells that meet a criterion; for example, to count the number of times a particular city appears in a customer list. But we can say that this function does not directly support data or ranges based upon the background color or font color of data cells. Non-numeric criteria needs to be enclosed in double quotes but numeric criteria does not. We should focus a lot when we are using this kind of Excel tool because of the minimum mistake everything gets wrong.

EXERCISE 12

Valery Garcia In this exercise we duplicated the Prac9 sheet. We selected the range of F2:F7 and clicked on Insert tab. In the Chart group we clicked on column so we could insert a column with the information we selected. We selectes the chart that appeared and moved it. After that we analized the different types of charts and the way the information fits in each of them. After deciding the one we needed we started to costumize the chart. We changed the chart style, and the chart title. We put both axis titles in our chart. We quited the Legend. We put some Data Labels.

At last we tried the Move chart button.

Daenna Gonzalez This activity was the first one that let us learn and focus on the appearance, design and presentation, or better said: representation of the made work. The charts are the best example and that could represent the data by an easier way to the recipient. Charts are used to display series of numeric data in a graphical format to make it easier to understand large quantities of data and the relationship between different series of data. To create a chart in Excel, you start by entering the numeric data for the chart on a worksheet. Then you can plot that data into a chart by selecting the chart type that you want to use on the Insert tab, in the Charts group.

Excel supports many types of charts to help you display data in ways that are meaningful to your audience. When you create a chart or change an existing chart, you can select from a variety of chart types and their subtypes. A chart has many elements. Some of these elements are displayed by default, others can be added as needed. You can change the display of the chart elements by moving them to other locations in the chart, resizing them, or by changing the format. You can also remove chart elements that you do not want to display. The chart styles can even make much more better the appearance of the represented data of determined data.

EXERCISE 13

Valery Garcia In this practice we learned how to modify the print options for an Excel document, because it is different from Word. In the document, we went to the print view, after that we went to Page Setup. In there we changed some default options such as the margins and the page orientation. We inserted a header and a footer. In both of them we put our information so when we print it, that information appears at the bottom or at the first part of the page. When we finished we went back to the sheet and we could see that all the configurations we made can’t be seen.

Daenna Gonzalez In this activity we learned aside from the print options, about document page modifications, as like the margins, the header and how to customize them. To better align a Microsoft Excel worksheet on a printed page, you can change margins, specify custom margins, or center the worksheet horizontally or vertically on the page. Page margins are the blank spaces between the worksheet data and the edges of the printed page. Top and bottom page margins can be used for some items, such as headers, footers, and page numbers. In Microsoft Office Excel, you can add or change headers or footers to provide useful information in worksheet printouts. Headers and footers are not displayed on the worksheet in Normal view because they are only displayed in Page Layout view and on the printed pages.

You can insert headers or footers in Page Layout view where you can see them, or you can use the Page Setup dialog box if you want to insert headers or footers for more than one worksheet at the same time. For other sheet types, such as chart sheets, you can only insert headers and footers by using the Page Setup dialog box.