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APSU CHEM 3610 - Graphing Using Microsoft Excel

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Austin Peay State University Department of Chemistry Chem 1121 Graphing Using Microsoft Excel Revision S7 Page 1 of 8 Introduction A spreadsheet is a table that displays numbers in rows and columns, used for accounting, budgeting, financial analysis, scientific applications, and other work with figures. Spreadsheet tables include raw labels and raw numbers, and usually contain calculations based on the raw numbers. Before the popular use of computers paper spreadsheets were used, but the computerized versions have the advantage of being able to automatically update calculations with changing data. Spreadsheets provide the tools to perform calculations on raw data as well as graphically present the data and results. Modern spreadsheets have the capability of performing everything from simple addition and subtraction to complex statistical analyses. The following tutorial assumes you are using Microsoft ExcelTM 97 or 2000. You only need to follow the tutorial if you are unfamiliar with the use of spreadsheets. Tutorial You will find the same basic features whether you are using Microsoft ExcelTM , Corel Quattro ProTM, Lotus 1-2-3TM, or any other spreadsheet application. A typical spreadsheet file is comprised of one or more sheets with columns and rows. A blank Excel file begins with 3 sheets (or pages) labeled “sheet1”, “sheet2”, and “sheet3” (labeled at the bottom of the screen). You can choose a particular page by left-clicking on its tab with the mouse, and you can change individual sheet names by right-clicking the tab and selecting the appropriate option. The spreadsheet pages are made up of rectangular boxes arranged in columns labeled A, B, C, etc. and rows labeled 1, 2, 3, etc. These boxes are called cells; each cell is referenced by the column-row coordinates (e.g. A1, C34, D7, etc.). The cell, which is outlined at any time, is called the active cell. By moving the mouse to a particular cell and left-clicking on it, you can select different cells. The active cell is the one into which you can enter data. PUTTING INFORMATION INTO THE SPREADSHEET Make B2 the active cell, and type AGE. As you type, notice that the word “AGE” appears in the input line near the top of the screen. If you make a mistake you can use the backspace key to erase backwards, or you can move the pointer onto the input line and click. The cursor will appear wherever you click the mouse on the input line (see Figure 1). Once you have “AGE” in the input line, you can either press the Enter key or any Arrow key on the keyboard. Pressing the Enter key simply puts the information in the cell and moves the active cell down one (the Down Arrow key pressed achieves the same thing). Since the word AGE is not a number or an instruction that the spreadsheet recognizes, it is “text data”. Numbers are “numeric data”. Figure 1: The Input Line Make B3 the active cell. Type in 23; you should see it in the Input Line. Hit the Enter key, and B3 should now have 23 in it, with B4 the new active cell. Now type 26, Enter key, 27, Enter key, 32, Enter key. When you are finished, the spreadsheet should look like Figure 2. Figure 2:Column with Entered DataAustin Peay State University Department of Chemistry Chem 1121 Graphing Using Microsoft Excel Revision S7 Page 2 of 8 PERFORMING SIMPLE CALCULATIONS The Average Function Now that you have a column of numbers, you can perform simple calculations. For example, you can find the average of these numbers. Spreadsheets have many functions, including a function for finding averages. The numbers must be in a column, row, or block. Since this tutorial assumes you are using MS Excel, you will learn Excel specific function names. To calculate the average of the numbers, move to cell B8. Click on the “paste function” button on the toolbar near the middle of the screen (see Figure 3). A small screen will appear that contains a list of the function types in the left frame and the spreadsheet functions in the right frame. If you click on the “All” option in the left frame, you will notice that there are a lot of different functions. In this case, we will use the AVERAGE function. Move the mouse to the word AVERAGE in the menu and double-click on it. Look at the input line. It should say “=AVERAGE(B3:B7)” and a box should have appeared on the upper-left portion of the spreadsheet. Excel probably correctly guessed the correct range of cells to average, but you should not always trust the spreadsheet to make the proper decision. With your mouse, click on the “select range” button (see Figure 4), click and hold the left mouse button on cell B3 and drag your mouse down to B7, then click on the “select range” button again. Make sure the formula says “=AVERAGE(B3:B7)” and then click on the “OK” button. The number 27 appears in cell B8. Another way to find the average, instead of using the menu, would be typing the function and range in by hand. This time, make B9 the active cell. Go to the Input Line and type “=average(b3:b7)” and then press Enter. The values in B8 and B9 should be the same. The function names are not case sensitive. Figure 4: "select range" button Other spreadsheet functions that you may find useful are (descriptions of all these can be found in the help menu system of Excel): SIN( ) ; COS( ) ; TAN( ) ; EXP( ) ; LN( ) ; LOG10( ) ; SQRT( ) ; SUM( ) ; STDEV( ) ; SLOPE( ) ; INTERCEPT( ) ; RSQ( ) ; PI( ) ; POWER( ) ; COUNT( ) ; MIN( ) ; MAX( ) Addition, Subtraction, Multiplication, Division You can also use spreadsheets to manipulate data with addition, subtraction, multiplication and division. Suppose the numbers you entered were the ages of individuals and you wanted to calculate their year of birth. Since it is 2003, their approximate birth year can be calculated by subtracting their age from 2003. (This calculation is only approximate since you don't know whether or not they have had a birthday this year.) You could do all these calculations and then enter the numbers into the spreadsheet, but the spreadsheet can do the calculations for you. Move to cell C2 and enter “YEAR OF BIRTH” in that cell. You do this the same way you entered “AGE” in B2. Make cell C3 the active cell, and type “=2003-” then click on cell B3 with your mouse, then hit Enter. If you were successful, the year 1980 should appear in cell C3.


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APSU CHEM 3610 - Graphing Using Microsoft Excel

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