Excel for Nurses

The Excel spreadsheet app lets you create, view, edit, and share your files with others quickly and easily. Create spreadsheets, data analyses, charts, budgets and more while you view and edit workbooks attached to email messages.

Microsoft Excel is a spreadsheet program included in the Microsoft Office suite of applications. Spreadsheets present tables of values arranged in rows and columns that can be manipulated mathematically using both basic and complex arithmetic operations and functions.

PARTS AND FUNCTIONS

Ribbon – The main set of commands and controls organized task in Tabs and groups, you can also customize the ribbon according to your preference.

Quick Access Toolbar – Collection of buttons that provide one click access to commonly used commands such as Save, Undo or Redo. You can also customize this according to your preference.

Active Cell  – The cell selected in the active worksheet

Select All Button – A button that selects all the cells in the active worksheet

Name Box – A box that displays the cell reference of the active cell

Button/File Tab – It provides access to workbook level features and program settings. You will notice that in Excel 2007 there is a circle Office button while on the Excel 2010 it replace with File Tab.

Worksheet Window – A window that displays an Excel worksheet, basically this is where you work all the tasks.

Row Headings – The number that appears on the left of the worksheet window to identify the different rows.

Title Bar – A bar the display the name of active workbook

Formula Bar – A bar that displays the value or formula entered in the active cell

Column Headings – The letters that appear along the top of the worksheet to identify the different columns in the worksheet.

WHAT ARE THE BASIC STEPS IN MAKING AN EXCEL?

Let's explore a basic excel spreadsheet!

01 Entering Data in your Worksheet

Entering data into worksheet cells is always a three-step process; these steps are as follows:

1. Click on the cell where you want the data to go.
2. Type the data into the cell.
3. Press the Enter key on the keyboard or click on another cell with the mouse.

As mentioned, each cell in a worksheet is identified by an address or cell reference, which consists of the column letter and number of the row that intersect at a cell's location. When writing a cell reference, the column letter is always written first followed by the row number – such as A5, C3, or D9.

When entering the data for this tutorial, it is important to enter the data into the correct worksheet cells. Formulas entered in subsequent steps make use of the cell references of the data entered now.

02 Widening Columns in Excel

By default, the width of a cell permits only eight characters of any data entry to be displayed before that data spills over into the next cell to the right. If the cell or cells to the right are blank, the entered data is displayed in the worksheet, as seen with the worksheet title Deduction Calculations for Employees entered into cell A1.

If the cell to the right contains data, however, the contents of the first cell are truncated to the first eight characters. Several cells of data entered in the previous step, such as the label Deduction Rate: entered into cell B3 and Thompson A. entered into cell A8 are truncated because the cells to the right contain data.

To correct this problem so that the data is fully visible, the columns containing that data need to be widened. As with all Microsoft programs, there are multiple ways of widening columns. The steps below cover how to widen columns using the mouse.

Widening Individual Worksheet Columns

1. Place the mouse pointer on the line between columns A and B in the column header.
2. The pointer will change to a double-headed arrow.
3. Click and hold down the left mouse button and drag the double-headed arrow to the right to widen column A until the entire entry Thompson A. is visible.
4. Widen other columns to show data as needed.

Column Widths and Worksheet Titles

Since the worksheet title is so long compared to the other labels in column A, if that column was widened to display the entire title in cell A1, the worksheet would not only look odd, but it would make it difficult to use the worksheet because of the gaps between the labels on the left and the other columns of data.

As there are no other entries in row 1, it is not incorrect to just leave the title as it – spilling over into the cells to the right. Alternatively, Excel has a feature called merge and center which will be used in a later step to quickly center the title over the data table.

03 Adding the Date and Name Range

It is normal to add the date to a spreadsheet - quite often to indicate when the sheet was last updated. Excel has a number of date functions that make it easy to enter the date into a worksheet. Functions are just built-in formulas in Excel to make it easy to complete commonly performed tasks – such as adding the date to a worksheet.

The TODAY function is easy to use because it has no arguments – which is data that needs to be supplied to the function in order for it to work. The TODAY function is also one of Excel's volatile functions, which means it updates itself every time the recalculates – which is usually ever time the worksheet is opened.

Adding the Date with the TODAY function

The steps below will add the TODAY function to cell C2 of the worksheet.

1. Click on cell C2 to make it the active cell.
2. Click on the Formulas tab of the ribbon.
3. Click on the Date & Time option on the ribbon to open the list of date functions.
4. Click on the Today function to bring up the Formula Builder.
5. Click Done in the box to enter the function and return to the worksheet.
6. The current date should be added to cell C2.

Seeing ###### Symbols instead of the Date

If a row of hashtag symbols appear in cell C2 instead of the date after adding the TODAY function to that cell, it is because the cell is not wide enough to display the formatted data.

As mentioned previously, unformatted numbers or text data spill over to empty cells to the right if it is too wide for the cell. Data that has been formatted as a specific type of number – such as currency, dates, or time, however, do not spill over to the next cell if they are wider than the cell where they are located. Instead, they display the ###### error.

To correct the problem, widen column C using the method described in the preceding step of the tutorial.

Adding a Named Range

A named range is created when one or more cells are given a name to make the range easier to identify. Named ranges can be used as a substitute for cell reference when used in functions, formulas, and charts. The easiest way to create named ranges is to use the name box located in the top left corner of the worksheet above the row numbers.

In this tutorial, the name rate will be given to cell C6 to identify the deduction rate applied to employee salaries. The named range will be used in the deduction formula that will be added to cells C6 to C9 of the worksheet.

1. Select cell C6 in the worksheet.
2. Type rate in the Name Box and press the Enter key on the keyboard
3. Cell C6 now has the name of rate.

This name will be used to simplify creating the Deductions formulas in the next step of the tutorial.

04 Applying Number Formatting in Excel

Number formatting refers to the addition of currency symbols, decimal markers, percent signs, and other symbols that help to identify the type of data present in a cell and to make it easier to read.

Adding the Percent Symbol

1. Select cell C3 to highlight it.
2. Click on the Home tab of the ribbon.
3. Click on the General option to open the Number Format drop-down menu.
4. In the menu, click on the Percentage option to change the format of value in cell C3 from 0.06 to 6%.

Adding the Currency Symbol

1. Select cells D6 to D9 to highlight them.
2. On the Home tab of the ribbon, click on the General option to open the Number Format drop-down menu.
3. Click on the Currency in the menu to change the formatting of the values in cells D6 to D9 to currency with two decimal places.

05 Adding a Cell Formatting in Excel

Cell formatting refers to formatting options – such as applying bold formatting to text or numbers, changing data alignment, adding borders to cells, or using the merge and center feature to change the appearance of the data in a cell.

In this tutorial, the above-mentioned cell formats will be applied to specific cells in the worksheet so that it will match the finished worksheet.

Adding Bold Formatting

1. Select cell A1 to highlight it.
2. Click on the Home tab of the ribbon.
3. Click on the Bold formatting option as identified in the image above to bold the data in cell A1.
4. Repeat the above sequence of steps to bold the data in cells A5 to D5.

Changing Data Alignment

This step will change the default left alignment of several cells to center alignment.

1. Select cell C3 to highlight it.
2. Click on the Home tab of the ribbon.
3. Click on the Center alignment option as identified in the image above to center the data in cell C3.
4. Repeat the above sequence of steps to center align the data in cells A5 to D5.

Merge and Center Cells

The Merge and Center option combines a number of selected into one cell and centers the data entry in the leftmost cell across the new merged cell. This step will merge and center the worksheet title - Deduction Calculations for Employees.

1. Select cells A1 to D1 to highlight them.
2. Click on the Home tab of the ribbon.
3. Click on the Merge & Center option as identified in the image above to merge cells A1 to D1 and center the title across these cells.

Adding Bottom Borders to Cells

This step will add bottom borders to the cells containing data in rows 1, 5, and 9

1. Select the merged cell A1 to D1 to highlight it.
2. Click on the Home tab of the ribbon.
3. Click on the down arrow next to the Border option as identified in the image above to open the borders drop-down menu.
4. Click on the Bottom Border option in the menu to add a border to the bottom of the merged cell.
5. Repeat the above sequence of steps to add a bottom border to cells A5 to D5 and to cells A9 to D9.

Now, let's create formulas with excel math!

How to subtract two or more numbers in excel?

Use Cell References in Formulas

Although it's possible to enter numbers directly into a formula (as shown in row 2 of the example below), it's usually better to enter the data into worksheet cells and then use the addresses or references of those cells in the formula.

Subtraction Formula Example

As shown in the example, the formula in cell D3 subtracts the data in cell B3 from the data in cell A3.

The finished formula in cell D3 is:

The result when you press Enter is 5, which is the result of 10 - 5.

Point and Click on Cell References

It is possible to type the formula into cell D3 and have the correct answer appear. But, when you use point and click to add cell references to formulas, you'll minimize the possibility of errors that happen when the wrong cell reference is typed.

Point and click involves selecting the cells containing the data with the mouse pointer while you're typing the formula. When you select a cell, that cell reference is added to the formula.

1. Type the equal sign ( = ) into cell D3 to begin the formula.

2. Select cell A3 with the mouse pointer to add that cell reference to the formula. The cell reference appears after the equal sign.

3. Type a minus sign ( - ) after the cell reference.

4. Select cell B3 to add that cell reference to the formula. The cell reference appears after the minus sign.

5. Press the Enter key to complete the formula.

6. The answer 5 appears in cell D3.

7. Even though the answer to the formula is shown in cell D3, selecting that cell displays the formula in the formula bar above the worksheet.

8. You now know how to use cell references in an Excel formula

Change the Formula Data

To test the value of using cell references in a formula, make a change to the number in cell B3 and press Enter. The answer in cell D3 automatically updates to reflect the change in data in cell B3.

Order of Operations (Using Parenthesis)

Excel has an order of operations that it follows when evaluating which mathematical operations to carry out first in a formula.

Excel follows the standard math principles of the order of operations:

• Anything inside of parenthesis is calculated first.
• Multiplication and division are performed next.
• Addition and subtraction are calculated last.

If you prefer to subtract two cells in Excel before multiplication or division, add parenthesis around the subtraction.

In the example, placing A3-B3 inside parenthesis before /A5 subtracts 5 from 10 before dividing by 20.

How to divide in excel using a formula?

Example Division Formula Example

Let's create a formula in cell B2 that divides the data in cell A2 by the data in A3.

The finished formula in cell B2 will be:

Enter the Data

1. Type the number 20 in cell A2 and press the Enter key.

2. Type the number 10 in cell A3 and press Enter.

Enter the Formula Using Pointing

Although it is possible to type the formula (=A2/A3) into cell B2 and have the correct answer display in that cell, it's preferable to use pointing to add the cell references to formulas. Pointing minimizes potential errors created by typing in the wrong cell reference. Pointing simply means selecting the cell containing the data with the mouse pointer (or your finger if you're using Excel for Android) to add cell references to a formula.

 To enter the formula:

1. Type an equal sign ( = ) in cell B2 to begin the formula.

2. Select cell A2 to add that cell reference to the formula after the equal sign.

3. Type the division sign ( / ) in cell B2 after the cell reference.

4. Select cell A3 to add that cell reference to the formula after the division sign.

5. Press Enter (in Excel for Android, select the green check mark beside the formula bar) to complete the formula.

The answer (2) appears in cell B2 (20 divided by 10 is equal to 2). Even though the answer is seen in cell B2, selecting that cell displays the formula =A2/A3 in the formula bar above the worksheet.

How to multiply numbers in excel?

Type the Data

1. Type the number 10 in cell A1 and press Enter.

2. Type the number 20 in cell A2 and press Enter.

Create the Formula

1. Select cell C1 to make it the active cell. This is where the result of the formula will appear.

2. Type = (an equal sign) into cell C1.

3. Select cell A1 to enter that cell reference into the formula.

4. Type * (​an asterisk symbol) after cell A1.

5. Select cell A2 to enter that cell reference.

6. Press Enter to complete the formula. Cell C1 displays the result of 200.

How to add numbers in excel using a formula?

Use Cell References in Addition Formulas

In the example data shown below, rows 2 through 4 use a formula that is located in column C to add the data in columns A and B. In row 2, the result is computed using an addition formula, =5+5.

Rows 3 and 4 show how it is better to first enter the data into worksheet cells and then use the addresses, or references, of those cells in the formula. For example, =A3+B3.

Use the Addition Formula in Excel

Creating the example shown below in cell C3 is simple when you use a formula to add the values of cells A3 and B3.

Here's how to create an addition formula:

1. Select cell C3 and type an equal sign to begin the formula.

2. Select cell A3 to add that cell reference to the formula after the equal sign.

3. Type the plus sign into the formula after A3.

4. Select cell B3 to add that cell reference to the formula after the addition sign.

5. Press Enter to complete the formula.

6. The answer 20 appears in cell C3.

The Do's and Dont's in Entering DATA in Cell!

These are the top dos and don'ts to keep in mind when using Excel:

• Do plan your spreadsheet.
• Don't leave blank rows or columns when entering related data.
• Do save frequently and save in two places.
• Don't use numbers as column headings and don't include units with the data.
• Do use cell references and named ranges in formulas.
• Don't leave cells containing formulas unlocked.
• Do sort your data.

Why is excel important in nursing?

Spreadsheets are very useful tools in public health because they are widely available, and can be used for collecting data, statistically analysis, constructing graphs and tables which can be exported into other applications or converted into image files. In the world of medicine, one wrong word can spell a death sentence for a patient. Of course, not all data is this serious, but you should still take care when you are managing healthcare or medical research data.In the world of medicine, one wrong word can spell a death sentence for a patient. Of course, not all data is this serious, but you should still take care when you are managing healthcare or medical research data. Excel is a powerful tool for keeping track of patient appointments, scheduling doctors, and organizing other information, such as contact numbers or insurance data.

Many clinics, hospitals and practitioners use Excel for these functions. Anyone seeking a career in medical office administration must take Excel as part of their curriculum. Excel can also be used to keep track of medications, prescriptions and other health information.

Watch this video to learn more:

References:

https://www.lifewire.com/tips-for-entering-data-in-excel-4581359

https://www.lifewire.com/how-to-use-excel-excel-beginners-3123477

https://www.lifewire.com/how-to-use-excel-excel-beginners-3123477

http://www.google.com/amp/s/officetutorial.net/excel/basic-control-and parts-of excel-window/137/