EXCEL

Definition:
 Ms. Excel is a spreadsheet program that
allows you to store, organize, and analyze
information.
 Versions of Excel.
V15.0-excel 2013, v14.0 excel 2010, v12-excel 2007
 Spreadsheet- It is a large electronic sheet of
paper divided into columns and rows to form
a grid
 Types of Spreadsheets
Lotus 1,2,3. Ms-Excel. Super calc. Quattro pro
 Uses of Spreadsheets
 Budget for future expenditure
 Recording of finance
 Drawing graphics in spread sheets
 Loan and mortgage calculations
 Compare expenditure pattern week by week
 Research Data Analysis
 Loading Ms-Excel
i. Click start button
ii. Point on programs
iii. Select and click Microsoft excel to reveal the
spreadsheet
Parts of excel Window
Parts of excel Window
INTRO
 The Name box tells you the location or the "name" of
a selected cell.
 formula bar, you can enter or edit data, a formula, or
a function that will appear in a specific cell.
 A column is a group of cells that runs from the top of
the page to the bottom. In Excel, columns are
identified by letters(1-16384)
 A row is a group of cells that runs from the left of the
page to the right. In Excel, rows are identified by
numbers.(>million)
 Excel files are called workbooks. Each workbook
holds one or more worksheets (also known as
"spreadsheets"). Three worksheets appear by default
when you open an Excel workbook. You can rename,
add and delete worksheets.
 There are three ways to view a spreadsheet. Click on a
page view button to select it.
 • Normal view is selected by default, and shows you
an unlimited number of cells and columns. It is
highlighted in the image below.
 • Page Layout view divides your spreadsheet into
pages.
 • Page Break view lets you see an overview of your
spreadsheet, which is helpful when you are adding
page breaks.
 Click and drag the slider to use the Zoom control.
The number to the left of the slider bar reflects the
zoom percentage.
Intro creating workbook
Creating and opening workbooks
 Excel files are called workbooks. Each workbook holds
one or more worksheets (also known as spreadsheets).
To create a new, blank workbook:
 Click the File tab. This takes you to Backstage view.
 Select New.
 Select Blank workbook under Available Templates. It
will be highlighted by default.
 Click Create. A new, blank workbook appears in the Excel
window.
 To save time, you can create your document from a
template, which you can select under Available Templates.
Intro con.
To open an existing workbook:
 Click the File tab. This takes you to Backstage view.
 Select Open. The Open dialog box appears.
 Select your desired workbook, then click Open.
 If you have opened the existing workbook recently, it
may be easier to choose Recent from the File tab
instead of Open to search for your workbook.
Cell basics
 basic ways you can work with cells and cell content in
Excel to be able to use it to calculate, analyze, and
organize data. In this lesson, you will learn how to
select cells, insert content, and delete cells and
cell content. You will also learn how to cut, copy,
and paste cells; drag and drop cells; and fill cells
using the fill handle.
Introduction to cells and cell content
 Cells are the basic building blocks of a worksheet.
Cells can contain a variety of content such as text,
formatting attributes, formulas, and functions. To
work with cells, you'll need to know how to select
them, insert content, and delete cells and cell
content.
The cell
 Each rectangle in a worksheet is called a cell. A cell is
the intersection of a row and a column.
 Each cell has a name, or a cell address based on
which column and row it intersects. The cell
address of a selected cell appears in the Name box.
 You can also select multiple cells at the same time. A
group of cells is known as a cell range. Rather than a
single cell address, you will refer to a cell range using
the cell addresses of the first and last cells in the cell
range, separated by a colon. For example A2:A5
 If the columns in your spreadsheet are labeled with
numbers instead of letters, you'll need to change the
default reference style for Excel.
To select a cell:
 Click on a cell to select it. When a cell is selected, you
will notice that the borders of the cell appear bold
and the column heading and row heading of the
cell are highlighted.
 Release your mouse. The cell will stay selected until
you click on another cell in the worksheet.
 You can also navigate through your worksheet and
select a cell by using the arrow keys on your keyboard.
To select multiple cells:
 Click and drag your mouse until all of the adjoining
cells you want are highlighted.
 Release your mouse. The cells will stay selected until
you click on another cell in the worksheet.
Cell content
 Each cell can contain its own text, formatting, comments,
formulas, and functions.
Text
 Cells can contain letters, numbers, and dates. alng right
Formatting attributes
 Cells can contain formatting attributes that change the way
letters, numbers, and dates are displayed. For example,
dates can be formatted as MM/DD/YYYY or M/D/YYYY.
Comments
 Cells can contain comments from multiple reviewers.
Formulas and functions
 Cells can contain formulas and functions that calculate cell
values. For example, 1.SUM(cell 1, cell 2...,
cell1=cell4+cell5 are a formulas that can add the values in
multiple cells.
To insert content:
 Click on a cell to select it.
 Enter content into the selected cell using your keyboard.
The content appears in the cell and in the formula bar.
You also can enter or edit cell content from the formula bar.
To delete content within cells:
 Select the cells containing content you want to delete.
 Click the Clear command on the Ribbon. A dialog box
will appear.
 Select Clear Contents.
 You can also use your keyboard's Backspace key to delete
content from a single cell or the Delete key to delete
content from multiple cells.
To delete cells:
 Select the cells you want to delete.
 Choose the Delete command from the Ribbon.
 There is an important difference between deleting
the content of a cell and deleting the cell itself. If
you delete the cell, by default the cells underneath it
will shift up and replace the deleted cell.
copy and paste cell content:
 Select the cells you wish to copy.
 Click the Copy command. The border of the selected cells
will change appearance.
 Select the cell or cells where you want to paste the content.
 Click the Paste command. The copied content will be
entered into the highlighted cells.
To cut and paste cell content:
 Select the cells you wish to cut.
 Click the Cut command. The border of the selected cells
will change appearance.
 Select the cells where you want to paste the content.
 Click the Paste command. The cut content will be removed
from the original cells and entered into the highlighted
cells.
To access more paste options:
 There are more Paste options you can access from the
drop-down menu on the Paste command. These
options may be convenient to advanced users who are
working with cells that contain formulas or
formatting.
To access formatting commands by right-clicking:
 Select the cells you want to format.
 Right-click on the selected cells. A dialog box will
appear where you can easily access many commands
that are on the Ribbon.
To drag and drop cells:
 Select the cells you want to move.
 Position your mouse on one of the outside edges of the selected
cells. The mouse changes from a white cross to a black cross
with 4 arrows.
 Click and drag the cells to the new location.
 Release your mouse, and the cells will be dropped there.
To use the fill handle to fill cells:
 Select the cell or cells containing the content you want to use.
You can fill cell content either vertically or horizontally.
 Position your mouse over the fill handle so the white cross
becomes a black cross .
 Click and drag the fill handle until all of the cells you want to
fill are highlighted.
 Release the mouse, and your cells will be filled.
MODIFYING ROWS COLUMS AND
CELLS
 When you open a new, blank workbook, the cells are
set to a default size. You have the ability to modify
cells, as well as to insert and delete columns, rows, and
cells as needed. In this lesson, you will learn how to
change row height and column width, insert and
delete rows and columns, wrap text in a cell, and
merge cells.
Working with columns, rows, and cells
 By default, every row and column of a new workbook is
always set to the same height and width. Excel allows you
to modify column width and row height in many different
ways.
To modify column width:
 Position your mouse over the column line in the column
heading so the white cross becomes a double arrow .
 Click and drag the column to the right to increase the
column width or to the left to decrease the column width.
 Release the mouse. The column width will be changed in
your spreadsheet.
 If you see pound signs (#######) in a cell, it means that
the column is not wide enough to display the cell content.
Simply increase the column width to show the cell
content.
To set column width with a specific measurement:
 Select the columns you want to modify.
 Click the Format command on the Home tab. The
format drop-down menu appears.
 Select Column Width.
 The Column Width dialog box appears. Enter a
specific measurement.
 Click OK. The width of each selected column will be
changed in your worksheet.
 Select AutoFit Column Width from the format drop-
down menu, and Excel will automatically adjust each
selected column so all of the text will fit.
To modify the row height:
 Position the cursor over the row line so the white
cross becomes a double arrow .
 Click and drag the row downward to increase the
row height or upward decrease the row height.
 Release the mouse. The height of each selected
row will be changed in your worksheet.
To set row height with a specific measurement:
 Select the rows you want to modify.
 Click the Format command on the Home tab.
The format drop-down menu appears.
 Select Row Height.
 The Row Height dialog box appears. Enter a
specific measurement.
 Click OK. The selected rows heights will be
changed in your spreadsheet.
 Select AutoFit Row Height from the format drop-
down menu, and Excel will automatically adjust
each selected row so all of the text will fit.
To insert rows:
 Select the row below where you want the new row to
appear.
 Click the Insert command on the Home tab.
 The new row appears in your worksheet.
 When inserting new rows, columns, or cells, you will see
the Insert Options button by the inserted cells. This
button allows you to choose how Excel formats them. By
default, Excel formats inserted rows with the same
formatting as the cells in the row above them. To access
more options, hover your mouse over the Insert Options
button and click the drop-down arrow that appears.
To insert columns:
 Select the column to the right of where you want the new
column to appear. For example, if you want to insert a
column between A and B, select column B.
 Click the Insert command on the Home tab.
 The new column appears in your worksheet.
 By default, Excel formats inserted columns with the same
formatting as the column to the left of them. To access
more options, hover your mouse over the Insert Options
button and click the drop-down arrow that appears.
 When inserting rows and columns, make sure you select
the row or column by clicking on its heading so all the cells
in that row or column are selected. If you select just a cell in
the row or column, then only a new cell will be inserted.
To delete rows:
 Select the rows you want to delete.
 Click the Delete command on the Home tab.
 The rows are deleted from your worksheet.
To delete columns:
 Select the columns you want to delete.
 Click the Delete command on the Home tab.
 The columns are deleted from your worksheet.
Creating simple formulas
 Excel can be used to calculate numerical information.
In this lesson, you will learn how to create simple
formulas in Excel to add, subtract, multiply, and
divide values in a workbook. Also, you will learn the
various ways you can use cell references to make
working with formulas easier and more efficient.
Simple formulas
 A formula is an equation that performs a calculation.
Like a calculator, Excel can execute formulas that add,
subtract, multiply, and divide.
 One of the most useful features of Excel is its ability to
calculate using a cell address to represent the value in a
cell. This is called using a cell reference.
 In order to maximize the capabilities of Excel, it is
important to understand how to create simple
formulas and use cell references.
Creating simple formulas
 Excel uses standard operators for equations, such as a
plus sign for addition (+), minus sign for subtraction
(-), asterisk for multiplication (*), forward slash for
division (/), and caret (^) for exponents.
 The key thing to remember when writing formulas for
Excel is that all formulas must begin with an equals
sign (=). This is because the cell contains, or is equal
to, the formula and its value.
To create a simple formula in Excel:
 Select the cell where the answer will appear (B4, for
example).
 Type the equals sign (=).
 Type in the formula you want Excel to calculate. For
example, "75/250".
 Press Enter. The formula will be calculated, and the
value will be displayed in the cell.
 If the result of a formula is too large to be displayed in
a cell, it may appear as pound signs (#######)
instead of a value. This means that the column is not
wide enough to display the cell content.
Simply increase the column width to show the cell
content.
Creating formulas with cell references
 When a formula contains a cell address, it is called a
cell reference. Creating a formula with cell references
is useful because you can update data in your
worksheet without having to rewrite the values in the
formula.
To create a formula using cell references:
 Select the cell where the answer will appear (B3, for
example).
 Type the equals sign (=).
 Type the cell address that contains the first number in
the equation (B1, for example).
 Type the operator you need for your formula. For
example, type the addition sign (+).
 Type the cell address that contains the second number
in the equation (B2, for example).
 Press Enter. The formula will be calculated, and the
value will be displayed in the cell.
 If you change a value in either B1 or B2, the total will
automatically recalculate.
 Nb:it's up to you to check all of your formulas.
To create a formula using the point-and-click
method:
 Select the cell where the answer will appear (B4, for
example).
 Type the equals sign (=).
 Click on the first cell to be included in the formula
(A3, for example).
 Type the operator you need for your formula. For
example, type the multiplication sign (*).
 Click on the next cell in the formula (B3, for
example).
 Press Enter. The formula will be calculated, and the
value will be displayed in the cell.
To edit a formula:
 Click on the cell you want to edit.
 Insert the cursor in the formula bar, and edit the
formula as desired. You can also double-click the cell
to view and edit the formula directly from the cell.
 When finished, press Enter or select the Enter
command .
 The new value will be displayed in the cell.
 If you change your mind, use the Cancel command in
the formula bar to avoid accidentally making changes
to your formula.
/////Creating complex formulas
 Excel is a spreadsheet application that can help
you calculate and analyze numerical information
for household budgets, company finances,
inventory, and more. To do this, you need to
understand complex formulas.
 We will learn how to write complex formulas in
Excel following the order of operations. You will
also learn about relative and absolute cell
references and how to copy and fill formulas
containing cell references.
Complex formulas
 Simple formulas have one mathematical operation, such as
5+5. Complex formulas have more than one
mathematical operation, such as 5+5-2*(3/2). When there
is more than one operation in a formula, the order of
operations tells us which operation to calculate first. In
order to use Excel to calculate complex formulas, you will
need to understand the order of operations.
Order of operations
 Excel calculates formulas based on the following order of
operations:
 Operations enclosed in parentheses
 Exponential calculations (to the power of)
 Multiplication and division, whichever comes first
 Addition and subtraction, whichever comes first
To create a complex formula using the order of
operations:
 In this example, we will use cell references in
addition to actual values to create a complex
formula that will add tax to the salary.
 Click the cell where you want the formula result to
appear (for example, F11).
 Type the equals sign (=).
 Type an open parenthesis, then click on the cell
that contains the first value you want in the
formula (for example, F4).
 Type the first mathematical operator (for
example, the addition sign).
 Click on the cell that contains the second value
you want in the formula (for example, F5), then
type a closed parenthesis.
 Type the next mathematical operator (for
example, the multiplication sign).
 Type the next value in the formula (then click on
the cell that contains the next value you want in
the formula).
 Click Enter to calculate your formula.
 . You can see from this example that it is important to
enter complex formulas with the correct order of
operations. Otherwise, Excel will not calculate the
results accurately.
Working with cell references
Working with cell references
 In order to maintain accurate formulas, it is necessary to
understand how cell references respond when you copy or
fill them to new cells in the worksheet.
 Excel will interpret cell references as either relative or
absolute. By default, cell references are relative
references. When copied or filled, they change based on
the relative position of rows and columns. If you copy a
formula (=A1+B1) into row 2, the formula will change to
become (=A2+B2).
 Absolute references, on the other hand, do not change
when they are copied or filled and are used when you want
the values to stay the same.
Relative references
 Relative references can save you time when you are
repeating the same kind of calculation across multiple
rows or columns.
 In the following example, we are creating a formula
with cell references in row 4 to calculate the total cost
of the electric bill and water bill for each month
(B4=B2+B3). For the upcoming months, we want to use
the same formula with relative references (C2+C3,
D2+D3, E2+E3, etc.) For convenience, we can copy the
formula in B4 into the rest of row 4, and Excel will
calculate the value of the bills for those months using
relative references.
To create and copy a formula using relative references:
 Select the first cell where you want to enter the formula (for
example, B4).
 Enter the formula to calculate the value you want (for
example, add B2+B3).
 Press Enter. The formula will be calculated.
 Select the cell you want to copy (for example, B4), then
click on the Copy command from the Home tab.
 Select the cells where you want to paste the formula, then
click on the Paste command from the Home tab. (You can
also drag the fill handle to fill cells.)
 Your formula is copied to the selected cells as a relative
reference (C4=C2+C3, D4=D2+D3, E4=E2+E3, etc.), and the
values are calculated.
Absolute references
 There may be times when you do not want a cell
reference to change when copying or filling cells. You
can use an absolute reference to keep a row and/or
column constant in the formula.
 An absolute reference is designated in the formula by
the addition of a dollar sign ($). It can precede the
column reference, the row reference, or both.
 We will calculate the sales tax for a list of products
with varying prices. We will use an absolute reference
for the sales tax ($B$1) because we do not want it to
change as we are copying the formula down the
column of varying prices.
To create and copy a formula using an absolute
reference:
 Select the first cell where you want to enter the
formula (for example, C4).
 Click on the cell that contains the first value you want
in the formula (for example, B4).
 Type the first mathematical operator (for example,
the multiplication sign).
 Type the dollar sign ($), then enter the column
letter of the cell you are making an absolute reference
to (for example, B).
 Type the dollar sign ($), then enter the row number
of the same cell you are making an absolute reference
to.
 Press Enter to calculate the formula.
 Select the cell you want to copy (for example, C4), then
click the Copy command from the Home tab.
 Select the cells where you want to paste the formula,
then click the Paste command from the Home tab.
(You can also drag the fill handle to fill cells.)
 Your formula is copied to the selected cells using the
absolute reference (C5=B5*$B$1, C6=B6*$B$1, etc.), and
your values are calculated.
 When writing a formula, you can press the F4 key on
your keyboard to switch between relative and absolute
cell references. This is an easy way to quickly insert an
absolute reference.//////
WORKING WITH CHARTS
 A chart is a tool you can use in Excel to communicate
your data graphically. Charts allow your audience to
see the meaning behind the numbers, and they
make showing comparisons and trends a lot easier.
In this lesson, you will learn how to insert charts and
modify them so they communicate information
effectively.
Charts
 Excel workbooks can contain a lot of data, and that
data can often be difficult to interpret. For example,
where are the highest and lowest values? Are the
numbers increasing or decreasing?
 The answers to questions like these can become much
clearer when the data is represented as a chart. Excel
has many different types of charts, so you can choose
one that most effectively represents the data.
Types of charts
 Excel has a variety of chart types, each with its own
advantages.
 (Line, Bar, Column, Pie, Area, Surface)
 Line charts are ideal for showing trends.
 Bar charts work just like Column charts, but they use
horizontal bars instead of vertical bars.
 Column charts use vertical bars to represent data.
They can work with many different types of data, but
they're most frequently used for comparing
information.
 Pie charts make it easy to compare proportions. Each
value is shown as a slice of the pie, so it's easy to see
which values make up the percentage of a whole.
 Area charts are similar to line charts, except the areas under
the lines are filled in.
 Surface charts allow you to display data across a 3D
landscape. They work best with large data sets, allowing
you to see a variety of information at the same time.
Parts of a chart
 Title,
 Dataseries The data series consists of the related data
points in a chart. If there are multiple data series in the
chart, each one will have a different color or style. Pie
charts can only have one data series.
 In this example, the green columns represent the
Romance data series.
 The legend identifies which data series each color on
the chart represents. For many charts it is crucial, but
for some charts it may not be necessary and can be
deleted.
 The vertical axis (also known as the y axis) is the
vertical part of the chart.
 The horizontal axis (also known as the x axis) is the
horizontal part of the chart. In this example, the
horizontal axis identifies the categories in the chart,
so it is also called the category axis. However, in a bar
chart, the vertical axis would be the category axis.
To create a chart:
 Select the cells you want to chart, including the
column titles and row labels. These cells will be the
source data for the chart.
 Click the Insert tab.
 In the Charts group, select the desired chart category
(Column, for example).
 Select the desired chart type from the drop-down
menu (Clustered Column, for example).
 The chart will appear in the worksheet.
Chart tools
 Once you insert a chart, a set of Chart Tools arranged
into three tabs will appear on the Ribbon. These are
only visible when the chart is selected. You can use
these three tabs to modify your chart.
To change the chart type:
 From the Design tab, click the Change Chart Type
command. A dialog box appears.
 Select the desired chart type, then click OK.
To switch row and column data:
 Sometimes when you create a chart, the data may not
be grouped the way you want it to be.
 Select the chart.
 From the Design tab, select the Switch Row/Column
command.
 The chart will then readjust.
To change the chart layout:
 Select the Design tab.
 Click the More drop-down arrow in the Chart
Layouts group to see all of the available layouts.
 Select the desired layout.
 The chart will update to reflect the new layout.
 Some layouts include chart titles, axes, or legend
labels. To change them, just place the insertion
point in the text and begin typing.
To change the chart style:
 Select the Design tab.
 Click the More drop-down arrow in the Chart Styles
group to see all of the available styles.
 Select the desired style.
 The chart will update to reflect the new style.
To move the chart to a different worksheet:
 Select the Design tab.
 Click the Move Chart command. A dialog box
appears. The current location of the chart is selected.
 Select the desired location for the chart (i.e., choose an
existing worksheet, or select New Sheet and name it).
 Click OK. The chart will appear in the new location.