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Start Page: ‘Excel-erate’ your practice by learning Microsoft Excel

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WilsonMany attorneys I know are reluctant to use Microsoft Excel. But, most of those attorneys have ideas of how they want to view and sort data. This article (and maybe some YouTube searching) will give you a starting point to help turn your dreams of organized and easy-to-understand data into reality using Microsoft Excel.

What is Excel?

Excel is a spreadsheet program. A blank spreadsheet looks like an empty Battleship game board. There is a grid containing columns and rows. Spreadsheets contain cells that are organized in horizontal rows (labeled with numbers) and vertical columns (labeled with letters). The cells in the grid can contain text, numbers, formulas and so on.

Another way to think of Excel is as a visual calculator. You enter a list of numbers and Excel can add, subtract, multiply, divide, sort and summarize those numbers based on the formula used. Excel includes many formulas and an extensive “Help” menu for users to find the right formula for the task at hand.

Excel also handles time and dates. You can use Excel to calculate the time between two dates, useful for keeping track of case and project deadlines. Excel has powerful charting and graphing features, allowing for a visual representation of data.

How to input information to Excel

To type information into a cell, click on the desired cell with your mouse and start typing. When you are done typing, press Enter (or Tab). That will move your cursor out of the cell and to another cell. Later, if you want to edit the information in that same cell (and not just type over it), you will need to double click on the cell to be able to edit the text.

You can also edit the text in the formula bar (the white space in the middle of the screen just after the “fx”) after clicking on the cell and placing your cursor where you would like to edit.

Example: hours worked calculator

That said, the best way to learn Excel is to use it. Open a blank spreadsheet. Take the following steps to build a spreadsheet to calculate how many hours you worked this week.

Click under the first column (A), in row number 1 (A1) type the word “Monday.” Press the tab key. Pressing the tab key should have moved your cursor one cell to the right. Now, in column B, row 1 (B1) and type the word “Tuesday.” Repeat this process to input the remaining days of the week in C1, D1, and E1.

Now, in F1, enter the word “Total.” Press the Enter key.

Click in cell A2. Now, enter the number of hours you worked Monday (in A2), Tuesday (in B2), and so on through Friday as a number (e.g., 1 for 1 hour, 2 for 2 hours).

Once you have put numbers in each cell under the days of the week, you are ready to create the “Total” cell (F2). In cell F2, you want Excel to add all the numbers you put in the cells for Monday-Friday (A2-E2) and provide you the total number of hours worked.

First, tell Excel that cell F2 will contain a formula. Simply type “=” (equal sign) to start the formula. Don’t press or click anything else, as you are not done building the formula. Next, tell Excel that you want the total of all the hours you worked this week (Monday through Friday) to appear in this cell. In Excel language, you want to create a formula that adds cells A2 through E2.

Type the “=” sign in cell F2 (unless it is already there), click on cell A2, then type “+” (the plus sign), click cell B2, then type “+” and so on until you have added all the cells that contain the number of hours worked during the day (i.e., A2, B2, C2, D2 and E2).

After you click E2, stop. Don’t press any other key or click your mouse. Look at the cells you just added to your formula. Excel highlighted them for you so you can quickly see what is being added (or was missed). Now that you have visually checked your calculation, you can press enter to place the formula in cell F2. Now if you click on F2, you will see your formula (=A2+B2+C2+D2+E2). Translation? Monday’s time is being added to Tuesday’s time, all the way through Friday. Grab a calculator and check.

Hopefully, working through this example helps reveal the power and possibilities of Excel. Excel can easily calculate medical bills, hours worked, dates and time, and so on. Excel can also create charts and graphs. Excel’s built-in formulas can handle everything from routine to highly complex calculations. Lawyers should learn and use Excel.•

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Seth Wilson is a partner at Hume Smith Geddes Green & Simmons LLP in Indianapolis. In addition to practicing law, he helps manage the day-to-day technology operations of the firm, and frequently speaks and advises on legal technology issues. The opinions expressed are those of the author.

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  1. A traditional parade of attorneys? Really Evansville? Y'all need to get out more. When is the traditional parade of notaries? Nurses? Sanitation workers? Pole dancers? I gotta wonder, do throngs of admiring citizens gather to laud these marching servants of the constitution? "Show us your billing records!!!" Hoping some video gets posted. Ours is not a narcissistic profession by any chance, is it? Nah .....

  2. My previous comment not an aside at court. I agree with smith. Good call. Just thought posting here a bit on the if it bleeds it leads side. Most attorneys need to think of last lines of story above.

  3. Hello everyone I'm Gina and I'm here for the exact same thing you are. I have the wonderful joy of waking up every morning to my heart being pulled out and sheer terror of what DCS is going to Throw at me and my family today.Let me start from the !bebeginning.My daughter lost all rights to her 3beautiful children due to Severe mental issues she no longer lives in our state and has cut all ties.DCS led her to belive that once she done signed over her right the babies would be with their family. We have faught screamed begged and anything else we could possibly due I hired a lawyer five grand down the drain.You know all I want is my babies home.I've done everything they have even asked me to do.Now their saying I can't see my grandchildren cause I'M on a prescription for paipain.I have a very rare blood disease it causes cellulitis a form of blood poisoning to stay dormant in my tissues and nervous system it also causes a ,blood clotting disorder.even with the two blood thinners I'm on I still Continue to develop them them also.DCS knows about my illness and still they refuse to let me see my grandchildren. I Love and miss them so much Please can anyone help Us my grandchildren and I they should be worrying about what toy there going to play with but instead there worrying about if there ever coming home again.THANK YOU DCS FOR ALL YOU'VE DONE. ( And if anyone at all has any ideals or knows who can help. Please contact (765)960~5096.only serious callers

  4. He must be a Rethuglican, for if from the other side of the aisle such acts would be merely personal and thus not something that attaches to his professional life. AND ... gotta love this ... oh, and on top of talking dirty on the phone, he also, as an aside, guess we should mention, might be important, not sure, but .... "In addition to these allegations, Keaton was accused of failing to file an appeal after he collected advance payment from a client seeking to challenge a ruling that the client repay benefits because of unreported income." rimshot

  5. I am not a fan of some of the 8.4 discipline we have seen for private conduct-- but this was so egregious and abusive and had so many points of bad conduct relates to the law and the lawyer's status as a lawyer that it is clearly a proper and just disbarment. A truly despicable account of bad acts showing unfit character to practice law. I applaud the outcome.

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