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Excel 2003 Essential Training with Mark Swift is a movie-based workshop for users who are new to working with spreadsheets, or those wanting to improve their skills. This workshop begins with a basic overview of the application and quickly advances to cover useful formulas, functions, techniques for enhancing spreadsheets, charts, and much more. Exercise files accompany the training, allowing you to follow along and learn at your own pace.
And as we get started talking about creating workbooks, it's only appropriate to talk about opening a new workbook. By default when you launch Microsoft Excel 2003, you're going to see Book1, a blank, empty space ready for you to work. If you need more, or you've closed that, it's not acceptable, you want to refresh your data, whatever your needs may be, opening a new workbook is a very simple thing. You can use the Standard toolbar. It has a new button, and when I click that, you'll see I have Book2. Also notice that my Task pane again has disappeared. Microsoft Excel is trying to accommodate my usage. I can go up to the File menu, long way around, and click New, and when I do, the Task pane returns and it says, what would you like to create; a new blank workbook, would you like to create a new workbook from an existing workbook or would you like to use one of the office templates that you currently have, or search for a new one online? Again we'll talk more about that later. So this is very useful.
I can click New Blank Workbook, and here I have Book3. And if I go to the Window menu, you can see I have Book1, 2, and 3 all lined up here. They're all blank and ready to go, cause I've just created three new workbooks. I'd like to open up a file at this time. I'm going to navigate to the Desktop where I have my Student Files and in Chapter 2, I have Sample_Data. Now we're not quite at the point where we want to talk about opening existing workbooks, but you've seen how it's done. It's just as easy. Let's talk about entering different types of data into Microsoft Excel. Here I have the three major categories of data represented with several different examples. On the left hand side you see the types of data. We have Numerical, Text and Formulas. Pretty much everything that you enter into a spreadsheet can be broken down into those three categories. Numerical data can take on the shape of simple numbers, like the number 23. It can take on the shape of 32,000 a large number yet still simple.
Here we have a simple number with a decimal value added on. Here a little formatting has been applied so you can tell that this is a currency value. Below the currency, you'll see that we have a percentage, 50%. Two very special types of numerical data are dates and times. This time has been entered in one particular format and you can format times and dates in many different ways, so that it appeals to the viewer base. Some dates for example, between countries are going to be formatted differently. Other people may just have a personal preference in the way that date and time are shown. In this cell we have an obvious text entry. It says, This is text. It can't be much more obvious than that. But right below it we have another what looks in numerical entry, but in actuality it's treated as text. Any time that you have special characters that are non-numerical, even if they're spaces inside of a cell, it's treated as text, with the small example of the date and time, which I said were special numerical values. So this, which represents a phone number, we have 3 digits-3 digits-4 digits. That actually gets treated as text. Many such numerical seeming data will be labeled as text beneath the surface of Excel. Don't fear though Excel, is smart enough to still utilize most of the numerical textual data and we'll look at some examples of that later on. Below the text we have formulas, and here you can see that I have a value of 4 and a value of 78028.
Well, 78028 and 4, they seem like numerical data to me, but what you're seeing is the result, or the value of a formula. If I click on that cell, make it my active cell, up here in the Formula bar you're going to see the formula that has generated the answer 4. It's simply saying this cell contains 2+2. The equal sign indicates that we're building a formula. 2+2 will give us a simple result. If I click on one of the other cells that contain numerical data, you'll see that I simply see the value that's within the cell. Even here, 46005 is the value inside the cell. It's being represented with two decimal places because of the formatting that I've applied on the cell. We'll understand cell formatting later. Down here in the last cell in this sample document, you can see that there's a little green triangle in the upper corner. Let me show you that again. The little green triangle indicates that we've used a function.
This a SUM function and this SUM function is adding the values in B2 through B4. That's how you read that formula. The important part is to recognize the difference between numerical data, textual data, and formulas and if you don't, Excel will remind you if you try to use them inappropriately.
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