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so [Music] [Music] so [Music] [Music] oh [Music] so [Music] [Music] good afternoon everyone thank you so much for joining us today on our session on excel i'm amanda pritchard i'm the microsoft 365 specialist at ut dallas and i just want to go over a couple of things in teams live in case this is your first time joining us here we do have chat enabled it's on the right side bar of your screen so if you want to engage with us ask any questions if you need clarification on anything that we're demoing today please feel free to drop a line in that chat it is moderated so we look at it review it and then we'll get back with a response to you we do also have closed captioning available if you'd like to enable that it's at the bottom right corner of your screen and you can turn it on there so uh we're going to be posting a few links in the chat i think we've already got our welcome message out there if you see that hover over that welcome message and give it a thumbs up that's just going to let us know that you're able to find the chat and engage with us because we want to make sure that you're able to have a voice in today's session your camera and your mic are automatically muted so feel free to enjoy your snacks and kind of just know that you have that that quiet time and um we won't be able to see or hear anything that you're doing in addition a really great feature in the live event if you've never used it before if you hover over your screen now as an attendee you have the ability to hover over your screen you'll see a little line you can pause or rewind any part of the session while you're watching it live so if there's something that our speaker is talking to you about that you want to refresh her on you can always jump back in time and go over it again okay before we get started i see we've got um people that are still joining so i wanted to go over a couple of upcoming events that are happening in the office of information technology the big one that's happening this week in two days i know the technology bar is officially having its grand opening if you have already visited the technology bar why don't you throw a comment in the chat i would love to see those that have already been there and get an idea of who's already made their way to the student union to visit us at the bar this is a location on campus and the lower level of the student union and it is designed to have tech support on tap for anyone that needs it so whether you're looking at getting better security on your system if you need help with duo or vpn whatever the case may be you can walk up and get that assistance we're going to put the link in the chat so that you can if you would like to join you'll be able to join the live stream of the ribbon cutting it's going to be virtual in the morning so you're able to just join and get a preview of what the space looks like and listen to some of our keynote speakers that morning then in the afternoon is the in-person activities if you would like to come out and join me at the bar i'll be there from 12 to 5 in the afternoon we have a full agenda of different campus groups we've got esports the chess club multicultural center um career center so there's some amazing groups that are going to be utilizing our space to talk a little bit about how they use technology to better support students in campus so we wanted to invite you it's an all-day event you can either join virtually or come in the afternoon but we want to show off this space and show how you're able to leverage it as faculty or staff or student it is open to everyone so we've got those links posted in the uh chat if you'd like to stop by we would welcome you there i'm checking the chat really quick too to see if anybody has mentioned if they've already visited us i'm not seeing i'm not seeing very many so it'll be a great opportunity if you want to join us on thursday to be able to see our new space in action so okay the next thing i just wanted to call your attention to we have a very active instagram account and there right now this very moment we have a giveaway going on so if you would like to participate in a giveaway we're going to pull a winner at the end of today's session i've got the qr code there on the screen so if you want to pull up your phone you just hover over your camera you can hover over that qr code and it's going to direct you to our instagram account if you already follow you'll see there's a picture here where we're tagging people that have helped us excel whatever that is for you however somebody has helped to support you to excel in what you're doing and to excel in supporting campus go ahead and tag them in that post it counts as an entry it's just a way to give somebody some recognition of how they help support you and then we're going to do a drawing at the end of today's session for uh whoever wins uh wins that'll just be a random winner so we also have the link in our chat you're able to pull it up there if you're not able to access that qr code okay well great well hopefully we'll get lots of participation there i'm going to leave that up for just a second i know that we're all here for one reason and that is to enhance our ability and using excel whether it's your your use of formulas however you like to do that data analytics your spreadsheets we have an excel and you know i had to presenter with us today from microsoft who's going to show you how you can accelerate your use of microsoft cell so uh without further ado i want you all to please give a warm welcome neil i'll stop sharing so that you could start pulling up your uh demo information here um and i'll get your screen to share it as well but neil is here to present with us to whether you're uh if you're just a beginner user if you've used excel some that still could use a little assistance neil's going to take it away and help make sure that we all know how to properly use this technology and neil if you're talking you are still muted sir i need it anymore hello wonderful thank you do it i was i was trying to i was trying so hard to beat you too and i'm like i know she's going to tell me about me all right uh hi good afternoon um hello ut dallas on this overcast day here in dallas uh my name is neil and i will be your instructor uh here for our microsoft excel basics training um and even though uh i will it'll take me a while to uh forgive amanda for those very bad puns regarding microsoft excel i will be very happy to present to you and show you how to utilize the application itself as part of the microsoft 365 suite so um just to confirm once again you guys are able to see my screen am i correct i can see it yes perfect excellent all right great um alright so let's go ahead and get started let's talk about what we're going to get into today first of all as we stated earlier teams live event that's what we're in right now so you have that ability to ask us any questions also since this is a live event you're able to rewind as well so if you need to go backwards in time say you missed something or something of that nature no need to explain it again you could just go backwards in time so there's these playback uh these playback options down here now these you'll see right beneath the screen so right past where my mouse cannot go so uh you'll find the options for playing and pausing the event as well as rewinding using the little uh little meter that goes across then at the same time you also have the option for closed captions if necessary if you need to turn on those closed captions definitely be my guest if they help you out that's an icon that looks like this it should be found in the right side of the screen then you should also be able to find an icon that looks like a little cog wheel that'll give you your settings for those subtitles actually so things like for instance changing the size and the color of those subtitles furthermore you're able to change your video quality there as well as playback speed so if you need to slow me down then we can do that right there via this option like i said uh that that live event q a should be on the right side there if it's not go ahead and select the two overlapping chat bubbles with a question mark icon up in the top right hand area of the screen and that she'll allow you to then open it if you don't already see it please go ahead and ask any questions that you may have regarding that particular uh this particular content all right let's go ahead and get a little bit more into it like i said excel basics level 100 we do a level 100 and at 200 this is going to be the level 100 so it's all the basics of excel so first and foremost here's our agenda the very first thing that we're going to do is we're going to talk about basic navigation so we're going to talk about how you get around the application as well as the easiest way to find those particular functions especially considering the fact that if you've used any of our microsoft 365 applications especially the traditional office suite word excel powerpoint as well as onenote you'll find that there are a lot of tools and you might not always remember where they are so because of that we will go over navigation then we will talk about basic functionality of formatting the excel workbook and worksheets then we will talk about using formulas this is gonna this isn't gonna be an advanced look at formulas it's gonna be a very basic look at them but it's to be talking about using formulas and functions and validation to work with your data and then um we're going to work with the print process so i'll show you how to utilize that print process with excel workbooks considering the fact that worksheets can go on for a very very very long time uh in in in both directions both horizontally and vertically they can go on for ever so because of that uh you want to be able to uh you want to be able to make sure that you're printing off what you want to print off when you are printing a document so we'll be talking about that all right so the basics of navigation that's the first thing we're going to do we're going to talk about those uh those navigation ribbons uh various tools that we have available and then once again formatting excel we're going to talk about things like not only how to format the different cells that you're working inside of inside of a workbook but also how to create charts as part of that as well so there's some very easy ways to work on charts both creating one from scratch as well as even finding recommendations based on the kind of data that you're working with then we're going to talk about using formulas functions and data validation so that's the next thing that we're going to cover and that's going to be how to do various various things with that data that you actually already have entered into the different cells on your different worksheets and then data validation allowing you to decide to lock specific cells to specifically only um being able to have certain kinds of data inside of them that's also something we'll be able to do with that data validation and then after after that like i said that print process is going to be the last name we cover so that you know that you're printing off exactly what you want to and none of what you don't want to from certain excel workbooks all right very very first thing that we should go over here especially for those of us who are brand new to excel even if you're coming back to excel you got to know your terminology so let's go ahead and get started with that the very first thing we're going to do is go over this quick sheet right here just on some of those basic terms that you should know about when you're going through excel the very first one is the cell if you've ever looked at an excel worksheet before you'll see that that worksheet has a whole bunch of boxes in it it's just a whole grid of cells it's just a whole uh it's it's just an entire grid of cells that's what each and every one of those boxes is called a cell now every one of those cells has a set of coordinates so to speak it uses two different axes uh uses the columns and the rows going across one is alphabetical the other one is numeric and utilizing a combination of the two gives you the exact location of a specific cell on the sheet so that's your cell reference so i'll give you an example uh if i was to go ahead and say that um i want this the the cell that's in column g and row number seven then that would be g7 think about it like playing chess if you've ever seen those people who play chess and they they can rattle off the names of all the different areas of the board um it's just like that then you have your value axis so there's two different kinds of axes there's a value axis and a category axis and these are for when you're creating things like tables or different kinds of information that you're trying to display and you're trying to really organize it and really explain it a value axis is uh is an axis that displays value going from maybe least to greatest usually numeric values so if you're maybe creating some kind of table and you're trying to have like a least to greatest uh numeric value going across or going down that's a value axis then there is a category axis and that is when you're creating an axis of differences of kind as opposed to differences of value so think like for instance i think if you're creating like a like some kind of a table in excel and really you're trying to show how much uh let's see uh maybe you want to see what you're uh if you have a small business and you're trying to see how much you guys made in revenue um from quarter one quarter two quarter three and quarter four the fiscal fiscal quarters of the year um then what you can do is create a category axis quarter one quarter two quarter three quarter four and then for each of those displaying the proper information so that's those are the two different kinds of axes that you can create inside of excel and then i mentioned this earlier this is called data validation data validation is a system where you can decide to set rules for specific cells on the worksheet so that when people especially this is especially very useful when you're working with multiple people on the same on the same document data validation allows you to set it up so that those specific cells can only have a certain kind of data inside of them so you can decide maybe that a certain uh these cells over here can only have numeric values uh they can only have numeric values they cannot have decimal points uh they can only be positive numbers these are different things that you can set so that that that way you're always getting um the uh valid data in certain areas especially if you're using formulas in that particular table speaking of formulas there's the function in the formula and these two play a big part in what we can do in excel now a function first of all is uh is essentially a pre-written uh it's a pre-written formula it takes a value or values and then performs an operation think about it like things like for instance some of the most basic functions are ones that we've learned in mathematics you know um finding the sum of multiple numbers finding the average of multiple numbers with even more advanced functions going even further um and those are ones that we won't be getting into today but i will show you that there is an entire library's worth of them that you can definitely pull apart for yourself then there's the formula and a formula is actually a sequence of values cell references names functions or operators so this is actually this is actually where you can create you can create a formula so that you can find an answer to something you can take multiple cells and then uh and then take some take some cell references and then combine them with a couple of functions and then add some other kinds of information in there and then uh find an answer and that will be what's on that cell that you're typing in that particular formula on and then last but not least there is an argument and an argument is where you can set things up like certain um you can you can decide like the values that a certain function uses so for instance uh you could decide whether or not the type of argument is specific to the function uh for instance some particular kinds of arguments are maybe if there's a certain text that reads in a certain way maybe if there's a particular term inside of that cell like a like like you know four letter word specific four letter word if that if that word is inside that cell then that's an argument that you can then use as part of a function it's a it's a it's part of a formula even that you could use all right so now that we've gone over all of those key terms at the beginning here i think it's now time for us to jump right into our demonstration environment so we're in here inside of microsoft excel and remember as i go through this training please go ahead and ask any questions in that q a i do want to make sure that they are answered speaking of which are there any that we can answer right now before we really get started no questions neil there was just one comment um from an individual that felt a little overwhelmed i think by some of the terminology and i know you were sharing that just to create that basic building block of what things are called and how to identify them but there's no quiz right nobody has to have pressure to memorize every term that you just shared absolutely yeah there's no quiz um yes i introduced those terms um as part of that that slide at the beginning but you'll see the context of those terms as we continue on and then it'll start to make more sense here so hopefully we'll be able to go from there um hopefully always ask those questions if you like i said if you uh find that you're lost or that you need some extra help there just ask a question uh and we will we will be here for you so let us begin okay so first of all we're here inside of the main area and it looks like it just started raining in dallas so i guess um that's that's hopefully we're not you're not picking that up on my side but um here we are in the main area this is where you will first find yourself when you first open up microsoft excel so you'll see that we're in this home section you'll find some options for some brand new things that we can open up maybe a blank workbook for instance um as well as maybe some recent documents that we might have open uh recently so these are some some examples of some other documents that we can bring into uh into excel ones that we have might we might have worked on ones that might have been shared with us etc then there's an entire menu specifically for new documents so if you're trying to create a brand new document this is the area to do so uh you will have your blank workbook option always at the very top but you also have the option of templates and that's what we have right here look at all these templates that we have this isn't even all the templates this is just a couple of them if you were trying to do a specific thing with excel there's likely a template for it for instance let's go ahead and find a template for creating invoices so these templates are coming directly from our database uh in like on the microsoft cloud so you will have access to all of these um and you can use them so if you're if you're you know for instance running a business and you need a billing statement you need uh you need a service invoice different things like this this is a great place to start and then from here you can edit that invoice to add the information that you need it's very much a template so it's just uh you just you just add in the information where you need to then you're good to go as you see that was just one example of one kind of thing that we can find here i'll just type in one more let's go ahead and type in schedule some people like to make a schedule or like an agenda utilizing excel that's another thing that you can use and uh and here you here you see right now we have a whole bunch of different examples of schedules calendars um you know even like things like for instance calorie amortization schedules so for those people who are counting their calories um that that comes into play uh shift calendars as well for if you're working uh you know if you're if you're managing people at in in a workplace and you're trying to make sure that people know when they're supposed to work etc and also the last thing i want to point out from this section is that there are a bunch of different uh options as part of this template system there's a bunch of options of tutorials so you'll find some tutorials inside of the template section right here very very useful for getting started with particular areas of the application and then if you go to the bottom you will find your options for opening documents both from on your local device as well as from cloud locations both in one drive your personal cloud storage and on sharepoint sites that includes the ones that you might be part of if you're part of a specific team in microsoft teams if you're looking for files from a team they're actually stored inside of a sharepoint site of the same name so if you're part of a team that's called you know the octopus project then there will be a site called the octopus project in here that you can then select and then that will be where you'll find those files all right neil before you go any further i'm sorry to interrupt you we had a great question and i know you had excel already pulled up can you show how to navigate to excel from your desktop sure it's just uh if you have it installed on your computer you can just go ahead and select it via the all apps section right here so if you now this is windows 11 but this has always been the way to use it so you'll find the same functionality in windows 10 uh even you know going further back so if i was to go and select the start menu whether it's in the center here or on the left side um you can go to all apps if you don't immediately see it you can go to all apps scroll down and typically it's in the e section and can i add on to that too for our for the utd audience as well if you need to navigate to office.com office.com is kind of the warehouse for us to have all of our microsoft products and one storage location so from there you can see neil's demoing his screen it appears on the left so you for us we do have to log in and authenticate with duo but any of the apps that you need for microsoft that is your one-stop shop for for going and getting instant access to those and you'll know that those are the latest most updated versions available so we always encourage you to go through the web if you're trying to access it and it ensures your documents are stored on the cloud so that you can access them anywhere anytime and then on top of that if you look right here to the right you'll find the option to install office on your device as well so as long as you're logged in with your credentials and you have a valid copy of office which especially if you're using microsoft 365 in the in the university of texas system then you should be able to install office directly on your device and these are the web versions remember this is a short list though this isn't the entire list of all the applications so if you go to the all apps here you'll find all the applications this this list sometimes changes based on which ones you've been using so it's not the entire list but you'll always find it here all right so let's go ahead and backtrack we're going to go back to excel right so we're here in excel and we're gonna go ahead at this time and i'm actually gonna instead of opening a blank workbook at this time i'm actually gonna open up a specific one just so that we have some information on our document now i've created this particular uh document right here a fruit supply document and it has a couple of different uh some some different effects to it that we will be really demonstrating as part of this training so that's the reason why i wanted to bring it up so first of all uh like i said based navigation you'll find your basic functions all across the top here so all of your functionality of microsoft excel is found up here via the different tabs and under each tab you'll have different tools available to you the first one is your home tab which will have your basic text functionalities things like that your font your alignment if you're familiar with word processing system such as microsoft word you might be familiar with your alignment align left align center align right however this is excel so we can do things a little differently here if i was to go down a little bit here and i was going to open up a specific uh say maybe like a specific cell and maybe if i was to resize it as you are able to do with excel you can resize these individual cells like so then what i can do is i can select the cell and maybe i want to place a word inside of this cell just like you see there's words and numbers here i want to place a word here now i can just double click in the cell and type here but i also have the capability of just typing here as well whatever you're typing inside of the formula bar here will enter into whatever cell you currently have selected so that's also another easy way to enter in that information so maybe i just want to type in the word octopus it's kind of octopus kind of day to day i guess i keep referring to octopi uh but here we go we have octopus inside of this section right here in this inside of this particular cell now if you're using alignment you'll find that currently i am aligned to the bottom left hand corner but i wanted to point out that you can align yourself to the top to the middle or to the bottom and then you also can align yourself to the left the center or the right so if i wanted to i can go dead center right in the center of that particular uh cell same thing with the bottom right or the top right so it's all up to you the way that you want to have your octopus positioned or the word the word of yours using then i also have the option to change orientation now this is really useful for different uh display of information on different kinds of tables and such maybe you want to angle the word in certain ways angle it clockwise or counterclockwise clockwise vertical text up and down rotating the text as well so there's a lot of different options that you have here you also can change the uh whether or not the words wrap around the area and this all works with numerics just the same as words and if you noticed when i first started working with this particular cell i adjusted it uh via the edges so i was able to select it and then i was able to go to the different axes once again here's those axes again you can get a visual representation of those axes and how we are able to then go in here and resize them if we need to so you select a specific axis uh like right now i'm on that vertical axis which has the numerics and then there is the horizontal axis that has the alphabetical inde uh indication as well and then because i'm in this specific cell the address of the cell or what we call the cell refere