Definitions
Here is the short description of certain elements that you'll find in spreadsheets
such as Excel.
Cells: |
Can contain text, numbers or formulas. |
Formulas: |
Mathematical operations to calculate or analyze
the data in the model. |
Worksheet: |
Sheet containing cells, charts, pivot tables, scenarios results among other things. |
File: |
File or document in that contains several worksheets. |
Charts or Graphs: |
Image that represents one or several series
of numbers. |
An interface is the way the user execute the instructions and the functions
of an application. The next part demonstrates the possibilities of Excel's interface.
The elements that compose the screen of Excel.
1) The title bar |
The application is in its own window. The title bar allows
you to manage it. It also gives you the name of the application ( Excel
) and the name of the current document ( Worksheet1). |
2) The menu bar |
Finds all the instructions of the
application in this menu. |
3) Toolbars |
Shows the most often used commands.
There are the other toolbars available for various needs. You can find them
under the View menu and the Toolbar option. It's even possible
for you to create your own toolbars to answer your particular needs. |
4) The name box |
Gives you the possibility to name
cells or to go directly to a cell you've already named. |
5) The formula bar |
Allows to see and to change the contents of cells. The content can be
either text, numbers or formulas. |
6) The active cell |
A cell, or a range of cells allows
that you selected. You are then able to enter data, change it, change the
presentation, to move it around, to erase it and many other possibilities. |
7) The copy button |
Allows you to copy the contents of a cell, a formula or a
series of numbers. |
8) The row and column
headers |
Allows to identify and locate a
cell in the Worksheet. |
9) The sheet tabs |
Excel allows up to 100 worksheets
in the same file. Tabs are used to identify each worksheet. Excel allows
you to carry out calculations in length, in width and also in "depth". It's
possible to create a block using cells from many worksheets. For example,
the following formula adds the numbers of the A1 cells from sheet1 to sheet5 worksheets: =sum(sheet1:sheet5!A1). Or to add the content
of the A1 cell of the current worksheet with the content of cell B5 from sheet2: =A1+sheet2! B5. You can vary according to
your needs. |
10) The navigation buttons |
Because a file can have several
worksheets, it's impossible to see all the tabs at the same time. This bar
allows so to view the worksheets that are not visible at a given moment. |
11) The status bar |
Allows to see at the bottom of the
screen the options that are activated. |
12) The horizontal and
vertical scroll bars |
Allows to move horizontally and
vertically in a worksheet. Every sheet consists of 256 columns and 65536
rows. |
13) The horizontal and vertical split boxes |
Allows to split the screen in two
horizontally and\or vertically. It makes it easier to compare numbers that
are apart from one another. For example, it makes easier to compare the
numbers of a month with those of the previous year. |
14) Columns |
Every worksheet is composed of 256
columns. Each column is identified with a letter from A to IV. |
15) Lines |
Every worksheet is composed of rows
numbered from 1 to 65 536. |
Excel contains also some toolbars with the most popular options. If you have
any doubts about a button, press the Shift and F1 keys. Then click
on the button that interests you.
Before we begin
Watch out for viruses!
Although they are now rare, there are viruses that can infect an Excel document.
Most of these viruses are called macro commands
viruses.
A macro command is a series of instructions that you want to repeat at will.
It's a great time saver since it saves you from repeating a boring series of
commands. Regrettably, hackers have also found a way to damage your system or
to erase files. It's for that reason that Excel asks you when you open a document
that has at least one macro command if it should activate them or not. If you
know that you created macro for your needs, you can press the " Activate the
macros " button. Otherwise, don't risk it and press the "Do not open "
button . Use an antivirus program that's up to date to remove the virus of the
document. You'll then be able to continue.
Even with this warning, it's necessary to take its precautions. Always verify
your documents with an antivirus program that's updated at least every two
to three days and to make several copies of the document.
Macro command viruses where so "popular" at one time that Microsoft
added a security feature to help prevent the spread of macro command viruses.
This option is only available from Excel 2000 and the following versions.
 From
the Tools menu, select the Macro and Security options.
OR
From the Tools menu, select Options and the Security tab.
Press on the Security for Macros button.
You can then choose from three security levels.
Security option |
Description |
Very High |
Only macro commands saved in a specific location are allowed. |
High |
Does not open the macro commands unless it's 'signed'. Even if you are sure there are not
viruses. |
Medium |
Asks you at the opening of the file if you want to activate the macro
commands incorporated inside the spreadsheet file. Answer no if you're not
sure and check the file with an antivirus program. |
Low |
Allows every macro command without any checks. Leaves you vulnerable to
macro command viruses. |
It's up to you to choose the level of security that you want and need. My recommendation
is to use the medium level and answer the question at the opening of the file.
It's a compromise between protecting yourself against an increasing number of
viruses and using a practical option.
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