Features and user interface of MS Excel 2010 software, Data representation - Informatics for economists

Features and user interface of MS Excel 2010 product

As in other programs of MS Office 2010, MS Office Fluent is available in MS Excel 2010 - a customizable visual system of tools and commands. In MS Excel 2010, you can create custom tabs and groups, and rename and reorder the built-in. As in MS Word 2010, MS Excel 2010 has the ability to work with the Quick Access toolbar, which is customizable and contains a set of commands that are independent of the tab currently displayed on the tape.

In MS Excel 2010, as well as in other applications of MS Office 2010, the Backstage function works, meaning that all actions that do not affect the editing of the workbook itself are listed in the File tab. There are actions taken to create, open, save, close, print, protect and customize the parameters of the workbook.

MS Excel 2010 provides tools for managing content, protecting and sharing it, such as restoring previous versions of documents, secure browsing, document validation.

• Restore previous versions of documents.

Now you can restore the versions of files that were closed without saving changes, i.e. you can use the last automatically saved version of a file that was accidentally closed without saving to return to it the next time you open this file (the File tab Details / Versions ). In addition, while working with a file, you can view the list of automatically saved files (the File tab/the Recent section). However, in order for these functions to work, the & quot; Auto-save every ... parameters must be enabled ... & quot; and & quot; Save the last autosaved version when closing without saving & quot ;. To meet these requirements, go to the File tab, under Help , select Settings and Save (Figure 9.1).


Fig. 9.1. Auto-save

• Protected View.

MS Outlook 2010 includes a secure view ( File / Help /Settings /Security Management Center/Security Management Center Settings ) (Figure 9.2).

Protected View

Fig. 9.2. Protected View

By default, documents retrieved from the Internet or other potentially dangerous sources open in Protected View, i.e. you can open files and view them in a more secure environment. Protected View is a read-only mode that disables most editing functions. If you want to read the file, but do not edit it, you can not exit this mode. If you know that the file was received from a trusted source and you need to edit it, save it, or print it, you can exit the Protected View mode. After that, the document is marked as reliable.

• Reliable documents.

The document reliability feature is designed to make it easier to open books and other documents that contain active content, such as data connections or macros. Now it is enough to confirm once that the active content of a particular book is safe, so that in the future not repeat this operation. In MS Excel 2010, information is stored about which books are considered reliable, so you no longer need to confirm their status every time you open it.

Data Representation

A document created using table processors is called the workbook. The workbook consists of t worksheets. The worksheet is presented, as a rule, in the form of a table, plotted into columns and rows. The columns are indicated by letters, the lines by numbers. The cells that make up the spreadsheets are called cells, they put the data in them. MS Excel allows you to work with data of three types: text, number, formula.

1. Text - the presence of digital and non-numeric characters in the cell. By default, the text is aligned in the cell to the left.

The text is used to design tables - names, caps, outset, as well as to indicate numerical data and some explanatory information about the worksheet.

When you enter text that does not fit into the cell, the following options are possible:

• If the cells on the right are empty, the text will be displayed as a whole, filling the neighboring cells;

• If the cells on the right are not empty, only the fit characters will be displayed in the cell.

In either case, all the text is stored exactly in the cell into which it was entered, and when you place the cursor on this cell, it will be displayed in the formula bar. A cell can contain no more than 32,000 characters.

For correct location of long text in a cell, MS Excel offers the following options:

• Expand the column by the width of the text entered;

• format the text in the cell by changing the font;

• Use the option to move a line of text within a cell so that it fills several lines (& quot; Transfer by words & quot;) or use the MS Excel option "Auto-fit width". Both options are selected on the Home tab in the Alignment group.

2. Number - the presence of numeric characters in the cell, as well as a comma separating the integer and fractional part of the number, plus signs & quot; and & quot; minus & quot; at the beginning of the cell, indicating a positive or negative value of the number. By default, numerical information is aligned in the cell by the right margin.

With the help of numerical information, represent all possible quantitative relationships of data of a certain type, for example, sales volumes, quantity of goods, deposit percent, date of sale, etc. Numeric values ​​entered in table cells can be used in formulas and diagrams.

Different formats are used for recording information (Figure 9.3).

Fig. 9.3. Format Cells

The General format allows you to display both numeric and text data.

Formats Common, Numeric, Monetary, Financial, Percent, Fractional, Exponential allow the representation of numbers with an accuracy of 15 characters, all subsequent characters are replaced by zeros. In this case, the formats General and Exponential represent numbers with more than 15 characters in exponential form. For example, the number 123456789012345678 in the format Numeric will look like 123456789012345000, and in General or Exponential formats - like 1.23457E + 17.

One of the options for storing numbers in the cell that have more than 15 digits and not participating in mathematical calculations (for example, the number of the health insurance card or the account number of the tax authority) can be represented in text format.

If the cell contains a series of symbols & quot; lattice & quot; (#########), it means that the column is not wide enough to display the number in the selected format. You must increase the width of the column or change the format of the view.

Economic and financial calculations involve the frequent use of information in the format Date. In this connection, a data representation system of this type should be understood. In terms of dates, MS Excel uses sequential numbering. The dates start on January 1, 1900. This date is assigned the serial number 1; January 2, 1900 has the serial number 2, and on February 20, 2012 has the serial number 40959.

Very important information when working with dates is that if dates are entered in abbreviated format, ie. with two digits in the year number, and they lie between 00 and 29, then these dates are interpreted as the dates of the XXI century. If two digits of the year number lie between 30 and 99, MS Excel understands these dates as the dates of the XX century. For example, the date 20.02.12 will be accepted as February 20, 2012, and the date 20.02.99 - as on February 20, 1999. To avoid errors in the calculations, you must enter the year number in full, using four digits.

3. Formula is a sequence of arithmetic operations performed on the basis of values ​​from other cells or numeric constants. The sign of the entry in the cell of the formula is the equal sign at the beginning of the cell. The result of the formula is a numeric value.

A formula can contain references to cells that are located on another worksheet or in another workbook. Once introduced, the formula can be modified at any time.

Formulas can be of any complexity. The order of operations depends on their priority. With the help of parentheses, the order of calculations can be changed, and the result also changes. In addition to constants and references to values ​​from cells in a worksheet, formulas can also include references to functions offered by the function wizard.

When you enter data, they are simultaneously reflected in the current cell and the formula bar. To confirm the completion of the input operation, simply move the pointer to another cell or press the Enter key.

The Excel worksheet can also contain graphics, pictures, diagrams, images, buttons, and other objects.

Each cell has an address composed of the column name and line number, for example A1, B10, C12. In MS Excel 2010, each worksheet contains 16,384 columns and 1,048,576 rows. The created workbooks by default consist of three worksheets, while the rest are easily added if necessary.

In MS Excel 2010, different ways of referencing cell addresses in formulas are possible.

By default, MS Excel 2010 creates relative links in the formulas. This means that when you copy the formula, the address references will change relative to the starting location as far as the offset has occurred.

In cases where it is necessary that the cell addresses are copied unchanged, absolute references are used. You can turn relative links into absolute ones by marking the required fields in the address with the & quot; $ & quot; (dollar).

The absolute reference uses two dollar signs: one is in front of the column name and the other is before the line number. In MS Excel 2010, there are also mixed links in which only one part of the address (referring to either the row or the column) is absolute.

Examples of different types of links are shown in Fig. 9.4.

Examples of cell address references

Fig. 9.4. Examples of cell address references

The dollar badges in the absolute and mixed links can be entered manually by setting the cursor to the desired location. You can also use the convenient keyboard equivalent - the F4 key. The first key press will set the dollar icons in front of the column name, and before the line number. Each subsequent click will change the relative position of the dollar.

For convenience in MS Excel 2010, you can assign names to individual cells or cell ranges, which you can then enter into formulas along with the addresses. Names are assigned through the Formulas tab in the Specific Names group.

Names are used for absolute reference to a cell (cell range), i.e. when values ​​are taken from a cell with the exact address.

The names given are valid for the entire workbook. If the name is to be attached only to one worksheet, then when you create it, you must first enter the name of the sheet, ending with an exclamation mark (for example, Sheet1! Tax).

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