Getting started With Excel

Know your Worksheet Formatting Cells In Excel Go To Cells Quickly Select Cells Enter Data Edit a Cell Wrap Text Delete a Cell Entry Save a File Close Excel

Working with Excel worksheet Hide / Unhide a sheet Rename a sheet

Add color to sheet tabs Conditional formatting Move or copy sheets .

Show or hide gridlines on a worksheet Uncheck to hide gridlines Change the color of gridlines .

what if you want a format that is not included in Excel's pre-made formats? Well. Click on the Number tab and select Custom from the list. But. Phone Number. There are formats in here for most of the styles you would get if you chose one of the options for any of the choices in the list on the left. etc. following the directions below. 2009.Formatting Cells in Excel When you enter data into a cell in Excel. For example. in the list on the right.00. I can't possibly go through all of them with you. if you choose Date formatting.3 to 30%. it simply formats your cell as text. If you choose this. what I do want to do is teach you how to make some of your own. see all the different custom formats Excel offers. Since there are so many. Now click back onto that cell and go to the Format Menu and select Cells. All of these choices are available when you highlight/select the cell(s) you want to format. I recommend you look through the list and try some of them and see how they affect the number 123456789 that you have typed in your cell. it is handled differently depending on what type of formatting you have assigned to the cell. For example. But. Excel would convert 3/1 to March 1. there is a custom format that is simply an @ symbol. you can select formats like Social Security Number. Type the number 123456789 in an empty cell and hit Enter. Excel would change 0. Excel will automatically convert 3 into $3. if you choose Currency formatting. and if you choose Percent formatting. then click on the Number tab in the Format Cells dialog box. then go to the Format menu and choose Cells. . There is also a choice named Special and when you choose that. In the box on the left. you can make your own custom format.

Type C4 in the Reference field.Go To Cells Quickly The following are shortcuts for moving quickly from one cell in a worksheet to a cell in a different part of the worksheet. Enter the cell address. . Press Enter. EXERCISE 2 Go to -. and the cursor jumps to that cell. Excel moves to cell J3. you are prompted for the cell to which you wish to go. The Go To dialog box opens. Just type the cell you want to go to in the Name box and then press Enter. Press F5. If you press the F5 key. Press Enter. The Go To dialog box opens. The Name Box You can also use the Name box to go to a specific cell. Type B10 in the Name box.F5 The F5 function key is the "Go To" key. Go to -. Excel moves to cell C4. Excel moves to cell B10.Ctrl+G You can also use Ctrl+G to go to a specific cell. Hold down the Ctrl key while you press "g" (Ctrl+g). Type J3 in the Reference field. Press Enter.

While holding down the left mouse button.Press Esc and click anywhere on the worksheet to clear the highlighting. use the mouse to move from cell A1 to C5. In addition. Press Esc and click anywhere on the worksheet to remove the highlighting. Using the mouse.  Release the left mouse button. EXERCISE 3 Select Cells To select cells A1 to E1: 1.Select Cells If you wish to perform a function on a group of cells. You are in the Extend mode. Press the left mouse button. Alternative Method: Select Cells by Dragging You can also select an area by holding down the left mouse button and dragging the mouse over the area. 3. place the cursor in cell D7. 4.Press the F8 key. you can select noncontiguous areas of the worksheet by doing the following: Go to cell A1. This anchors the cursor. 5. Holding down the Ctrl key enables you to select noncontiguous areas of the worksheet. . While holding down the left mouse button. The exercises that follow teach you how to select. you must first select those cells by highlighting them. 2. Hold down the Ctrl key. move to cell F10.Click in cell E7. Excel highlights cells A1 to E7. Cells A1 to C5 and cells D7 to F10 are selected. Press the left mouse button. You won't release it until step 9. Release the Ctrl key. but release the left mouse button.Note that "Extend Selection" appears on the Status bar in the lower-left corner of the window.Go to cell A1. Continue to hold down the Ctrl key.

If you need to delete. you will learn how to enter data into your worksheet. and then press Enter. 2. Do not press Enter at this time. The name "John" appears in cell A1. 2. press the Backspace key to delete one character at a time.Press Enter. 1. Type some data.Type John Jordan. First.Enter Data In this section. .Press the Backspace key until Jordan is erased.Place the cursor in cell A1. EXERCISE 4 Enter Data 1. place the cursor in the cell in which you want to start entering data. Delete Data The Backspace key erases one character at a time.

Press Enter.Edit a Cell After you enter data into a cell. 3." 4. Use the Backspace key to delete the "n" and the "h. Alternate Method: Editing a Cell by Using the Formula Bar You can also edit the cell by using the Formula bar. 1. You change "Jones" to "Joker" in the following exercise." Move to cell A1. Use the backspace key to erase the "s. 2." Type nes." "e. . Press Enter. Click in the formula area of the Formula bar. you can edit the data by pressing F2 while you are in the cell you wish to edit." and "n. Press F2. EXERCISE 5 Edit a Cell Change "John" to "Jones. 5. Move the cursor to cell A1. Type ker.

3.Click the Wrap Text button 4.Return to cell A2.Press Enter. EXERCISE 6 Wrap Text 1. 1.Wrap Text When you type text that is too long to fit in the cell. If you do not want it to overlap the next cell. . 2.Move to cell A2.Type Text too long to fit. Excel wraps the text in the cell. you can wrap the text. 2. 3.Choose the Home tab. the text overlaps the next cell.

EXERCISE 7 Delete a Cell Entry Select cells A1 to A2. Excel saves your file. A menu appears. To save your file: Click the Office button. Press the Delete key. Click the Office button. Excel closes. The Save As dialog box appears. Type Lesson1 in the File Name field. Close Excel Close Microsoft Excel. Go to the directory in which you want to save your file. Click Save. you place the cursor in the cell or select the group of cells and press Delete. Save a File This is the end of Lesson1.Delete a Cell Entry To delete an entry in a cell or a group of cells. Click Save. A menu appears. Click Close. .

Calculating Data with Advanced Formulas .

In the example. Defining Names There are a number of ways to set up names on a spreadsheet. Define menu. there is a range of sales figures that could be named ´1st_Qtrµ. Name. For example. B6 is a range reference.NAMES When entering formulae or referring to any area on the spreadsheet. Selection of cells for naming . it is usual to refer to a "range". B6:B10 is also a range reference. A common way is to use the Insert.

To name range: i. Click the DEFINE NAME button in the NAMES GROUP in the insert tab iii. The DEFINE NAME dialog box appears iv. simply type a name in the Name box and choose OK. Select the cells you wish to name. . To manage names: The Define Name Dialog box also lets you manage the range names you can add delete or modify the existing range name in the same dialog box. To name the cells. ii.

then choose OK.Using Names Go To The GOTO feature can be used to go to a specific cell address on the spreadsheet. Click on the name required. but it also selects it. i. ii. It can also be used in conjunction with names. Press [F5]. and also for listing all the names on the spreadsheet. Not only does the cell pointer move to the correct range. The following dialog box appears. This can be very useful for checking that ranges have been defined correctly. .

as well as any of Excel's built in functions. Instead of typing cell references or selecting cells. .Names In Formulae Names can be used in any simple formula. simply type the name or paste the name into the formula.


Type +.Absolute cell references are particularly useful for referencing constant values (i. 5. In Excel.Click cell C9.Press F4.Press F4. 4.Move to cell C12.e. Dollar signs appear before the C and the 11.Press F4. values that never change). 3. 1. 11.Click cell C10. the cell reference "$A$3" is an absolute cell reference that always points to the cell in the first column and third row. For example.. even if you change the shape or size of the spreadsheet.Type +. 10. 6. a reference to a particular cell or group of cells that does not change. 2. 9. the reference "A3" is a relative cell reference that initially points to the cell in the first column and third row. 8. Dollar signs appear before the C and the 9. . or copy the reference to another cell.Absolute Cell Addressing Before learning Excel formula we will study about absolute cell referencing in excel. 7. In contrast. but may change if you copy the reference to another cell . Dollar signs appear before the C and the 10. Excel records the formula in cell C12.Click cell C11.Click the check mark on the formula bar.Type =.

CONDITIONAL & LOGICAL FUNCTIONS Excel has a number of logical functions which allow you to set various "conditions" and have data respond to them. you may only want a certain calculation performed or piece of text displayed if certain conditions are met. . For example. under the heading LOGICAL. Function menu. The functions used to produce this type of analysis are found in the Insert.

In these cases. value_if_false) Logical Test This part of the IF statement is the "condition". the IF statement is accompanied by three arguments enclosed in one set of parentheses. or to compare two cells. symbols called LOGICAL OPERATORS are useful. test whether or not it meets certain conditions and then act upon its decision. You may want to test to see if a cell is a certain value. Each of these is separated by a comma. > Greater than < Less than > = Greater than or equal to < = Less than or equal to = Equal to < > Not equal to . the action to be performed if that condition is true (value_if_true). the condition to be met (logical_test). value_if_true. the action to be performed if false (value_if_false). as shown. or test.If Statements The IF function is used to analyze data. =IF ( logical_test.

care must be taken to ensure that the correct number of parentheses are added."AVERAGE")) (If the IF statement is to be copied later. The secondary IF forms the FALSE part of the main statement. column E has been used to hold the upper and lower sales thresholds. In the example. 1st true value . the logical tests could be amended to measure sales against cell references instead of figures. =IF(B2>1000."GOOD". However."AVERAGE")) To make the above IF statement more flexible. but involves "nesting" a secondary formula inside the main one.IF(B2<600.Nested If When you need to have more than one condition and more than two possible outcomes."POOR". this cell reference should be absolute). . This process can be enlarged to include more conditions and more eventualities up to seven IF's can be nested within the main statement. false value)) Only if both logic tests are found to be false will the false value be returned.IF(B2<$E$3."GOOD". This is based on the same principle as a normal IF statement. IF(2nd logic test . as there are two separate IF statements. In the example. 2nd true value ."POOR". as follows. sales staff could now receive one of three possible ratings. =IF(1st logic test . =IF(B2>$E$2. a NESTED IF is required. Notice that there are two sets of parentheses.


Rather than create large and unwieldy formulae involving multiple IF statements, the AND, OR and NOT functions can be used to group logical tests or "conditions" together. These three functions can be used on their own, but in that case they will only return the values "TRUE" or "FALSE". As these two values are not particularly meaningful on a spreadsheet, it is much more useful to combine the AND, OR and NOT functions within an IF statement. This way, you can ask for calculations to be performed or other text messages to appear as a result.

This function is a logical test to see if all conditions are true. If this is the case, the value "TRUE" is returned. If any of the arguments in the AND statement are found to be false, the whole statement produces the value "FALSE". This function is particularly useful as a check to make sure that all conditions you set are met. Arguments are entered in the AND statement in parentheses, separated by commas, and there is a maximum of 30 arguments to one AND statement. The following example checks that two cells, B1 and B2, are both greater than 100. =AND(B1>100,B2>100) If either one of these two cells contains a value less than a hundred, the result of the AND statement is "FALSE.µ This can now be wrapped inside an IF function to produce a more meaningful result. You may want to add the two figures together if they are over 100, or display a message indicating that they are not high enough. =IF(AND(B1>100,B2>100),B1+B2,"Figures not high enough")

This function is a logical test to see if one or more conditions are true. If this is the case, the value "TRUE" is returned. If just one of the arguments in the OR statement is found to be true, the whole statement produces the value "TRUE". Only when all arguments are false will the value "FALSE" be returned. This function is particularly useful as a check to make sure that at least one of the conditions you set is met. =IF(OR(B1>100,B2>100),"at least one is OK","Figures not high enough") In the above formula, only one of the numbers in cells B1 and B2 has to be over 100 in order for them to be added together. The message only appears if neither figure is high enough.

If B1 is found to contain 13. the overall statement is true. =IF(NOT(B1=13)."Unlucky!") The NOT function can only contain one argument."Unlucky!". In other words. a check is done against the numbers 13 and 666. for example. If it is necessary to check that more than one argument is false. =IF(OR(B1=13. so long as the argument is false.B1.Not NOT checks to see if the argument is false. the OR function should be used and the true and false values of the IF statement reversed. the cell contents of B1 are returned unless the number 13 is encountered. It is best to use NOT as "provided this is not the case" function. In the example. the value "TRUE" is returned. the message "Unlucky!" is displayed. If so.B1) .B1=666). Suppose.

They are simpler to construct than nested IF·s and can produce many more varied results. .LOOKUP FUNCTIONS These functions allow you to create formulae which examine large amounts of data and find information which matches or approximates to certain conditions.

. numbers from lowest to highest. =LOOKUP( lookup_value .Lookup The syntax for LOOKUP is as follows. If this is not done. the LOOKUP function may return the wrong result. i.e. lookup_vector . result_vector ) number or text entry to look for area in which to search for the lookup_value adjacent row or column where the corresponding value or text is to be found It is essential that data in the lookup vector is placed in ascending order. text from A to Z.

µ In this case. which in this case is Mercedes. the lookup_vector is the salary column (D3:D11).Salaries. and return the appropriate car from the result_vector. In this case the #N/A message is displayed. the formula could be simplified and cell references avoided by using Formula. A LOOKUP formula can be used to return whatever car is appropriate to a salary figure that is entered. Only when their salary meets or exceeds 25000 do they get a Sierra. against which there is a company car in column E which corresponds to each salary. so the corresponding car is returned.D3:D11. anyone in the salary "band" between 20030 and 25000 gets a Golf. and the result_vector is the car column (E3:E11). which is a Golf. LOOKUP will search through the lookup_vector to find the matching salary. For example. There may be occasions where the lookup_value is below the lowest value in the vector. Define Name to give appropriate range names. Call B13 Salary. =LOOKUP(Salary. there is no figure in the Salaries range which matches this. . However. it will approximate to the nearest figure below the requested value. In this case. This technique is very useful when the lookup_vector indicates grades or "bands. if a user enters a Salary of 23000.E3:E11) Typing 40000 in cell B13 will set the lookup_value. For instance. D3:D11 Salaries and E3:E11 Cars. Hence the formula. =LOOKUP(B13. a £20030 salary gets a Golf. a £35000 salary gets a Scorpio. Alternatively. The LOOKUP formula could then be simplified to. the nearest salary below 23000 is 20030. the lookup_value is the cell where the salary is entered (B13).Cars) One of the advantages of the LOOKUP function is that if the exact lookup_value is not found. column D contains varying salaries.In the diagram.

table_array . if this rule is ignored. but on an "array" (multiple rows and columns).Hlookup The horizontal LOOKUP function (HLOOKUP) can be used not just on a "vector" (single column or row of data). data in the first row must be in ascending order. text from A to Z.e. i. As with LOOKUP. across the array).e. The syntax for HLOOKUP is. HLOOKUP will return the wrong value. numbers from lowest to highest. =HLOOKUP( lookup_value . . row from which the result is required as HLOOKUP searches horizontally (i. row_index_number) number or text entry to look for cell references (or range name) of the entire table of data.

15 or more years. =HLOOKUP(A51. he may pay up to five different rates of interest depending on whether the loan is over 10. Cell B51 holds this formula. The HLOOKUP function will find a specific amount. i. the figure 28000 can be entered in the lookup_value cell (A51) and the rate 14. If.30% appears.Whatever the amount a customer wants to borrow.C43:H48. for example. which is the correct interest rate for a £30000 loan over 15 years. you wanted to find out what interest rate is applicable to a £28000 loan. but lower than. the advantage of HLOOOKUP is that it does not necessarily have to find the exact lookup_value. As with the LOOKUP function. the lookup_value. Designate cell A51 as the cell to hold the amount. then move down the array to find the appropriate interest rate for the required time period. It then moves down to row 3 and returns the value 15. the row_index_number will be 2 if a customer wants the loan over 10 years. the lookup_value. cells C43:H48 are the table_array. (Range names could be used here to simplify the formula).3) The above formula looks along the top row of the array for the value in cell A51 (30000). . As before. Excel has looked for the value in the array closest to. 3 if he wants the loan over 15 years.e. and so on.00%.

a VLOOKUP formula could be used to search for a specific time period. =VLOOKUP( lookup_value . except that instead of specifying a row index number. =VLOOKUP(A54. col_index_number ) In the case of VLOOKUP. table_array .Vlookup The VLOOKUP function works on the same principle as HLOOKUP.5) . In the following example. VLOOKUP searches vertically. Cell B54 holds this formula. In the same spreadsheet as before. The syntax for the VLOOKUP function follows the same pattern as HLOOKUP. a time period is entered in cell A54 and in B54 the VLOOKUP formula is contained. as VLOOKUP searches down this column for the lookup_value.C43:H48. data in the first column of the array should be in ascending order. then return the appropriate rate for a fixed amount. you would specify a column index number to instruct VLOOKUP to move across to a specific column in the array where the required value is to be found. but instead of searching horizontally.

Where the specific lookup_value is not found. and for this example rates are looked up for a loan of £40000. the nearest value in the array that is less than the lookup_value will be returned. hence the column_index_number 5. a £40000 loan over 17 years would return an interest rate of 16.The cell A54 is the lookup_value (time period). the table_array is as before. By changing the value of cell A54. .00%. the appropriate rate for that time period is returned. VLOOKUP works in the same way as HLOOKUP. In other words. So.


#REF!. #NAME?. or #NULL!) To use ISERROR function In the example below the average functions in the column G is trying to divide empty cells and giving the error message #DIV/0! The error function checking that cell gives the value true there is an error this could be nested in an IF function with an AVERAGE function so that the error message does not show in column G . #NUM!. #VALUE!.ISERROR ISERROR is a very useful function that tells you if the formula you look at with it gives any error value. Iserror (Value) Value refers to any error value (#N/A. #DIV/0!.

Here is an example of how a user could use it in the same situation: =IFERROR(VLOOKUP(´Bobµ. This has a number of problems. false). 3. you have to do it twice. SECOND. " Value not found". FIRST. 3. SalesTable. enabling customers to easily trap and handle formula errors. The IFERROR function solves these problems.G. FALSE)). value_if_error) A common request in the area of functions is something to simplify error checking. users need to repeat the VLOOKUP formula twice. FALSE)) As you can see. ´Value not foundµ) . SalesTable. because formulas are quite often run twice. it is hard to read and hard to maintain ² if you want to change a formula. If a user wants to catch errors in a VLOOKUP and use their own error text opposed to Excel·s error. they have to do something like this using the IF and ISERROR functions: =IF(ISERROR(VLOOKUP("Dave".IFERROR IFERROR(Value. it can affect performance. E. SalesTable. VLOOKUP("Dave". 3.

arrays. . Blank and text values are ignored. including numbers or names.criteria) RANGE is one or more cells to count.COUNTIF COUNTIF counts the number of cells in a range based on given criteria. For example. or references that contain numbers. "apples". COUNTIF(range. or B4. or text that defines which cells will be counted. criteria can be expressed as 32. cell reference. "32". CRITERIA is the criteria in the form of a number. expression. ">32".

or references that contain numbers. If omitted. "32".000: =AVERAGEIF(A2:A5. or B4. For example.AVERAGEIF A very common request is for a single function to conditionally average a range of numbers ² a complement to SUMIF and COUNTIF. [Average Range]) RANGE is one or more cells to average. ">32". arrays. expression. AVERAGEIF. AVERAGEIF(Range. including numbers or names. or text that defines which cells are averaged. "apples". CRITERIA is the criteria in the form of a number. criteria can be expressed as 32. RANGE is used. Criteria. cell reference. allows users to easily average a range based on a specific criteria. AVERAGE range is the actual set of cells to average. B2:B5) . Here is an example that returns the average of B2:B5 where the corresponding value in column A is greater than 250. ´>250000µ.

criteria is used to determine which cells to add. C2:C6) =SumIf(A:A. The syntax for the SumIf function is: SumIf( range. based on a given criteria. 2003. C:C) =SumIf(A2:A6.2 would return 12.Sumif the SumIf function adds all numbers in a range of cells. sum_range are the cells to sum. D2.6 would return 218. D2. ">=2001".6 would return 7. C2:C6) =SumIf(A2:A6. criteria.6 . C2:C6) would return 218. Based on the given example =SumIf(A2:A6. sum_range ) range is the range of cells that you want to apply the criteria against.

The syntax for the Concatenate function is: Concatenate( text1. A2) =Concatenate (A2.. text_n ) There can be up to 30 strings that are joined together. "bet soup") would return "Alphabet" would return ³bet ter´ would return "Alphabet soup" . Based on the given example =Concatenate(A1..Concatenate the Concatenate function allows you to join 2 or more strings together.´ter´) =Concatenate(A1. text2. .´ ³ .

The syntax for the Now function is: =Now() . The syntax for the Trim function is: =Trim( text ) text is the text value to remove the leading and trailing spaces from. Based on the given example =Trim(A1) =Trim(A2) =Trim(A3) =Trim(" apples ") would return "Tech on the Net" would return "1234" would return "alphabet soup" would return "apples" Now Function the Now function returns the current system date and time.Trim Function the Trim function returns a text value with the leading and trailing spaces removed.

The syntax for the Right function is: =Right( text. 6) =Right ("Excel". number_of_characters indicates the number of characters that you wish to extract starting from the right-most character. 3) would return "soup" would return "thenet" would return "cel" Left Function .Right Function the Right function extracts a substring from a string starting from the right-most character. number_of_characters ) text is the string that you wish to extract from. 4) =Right(A2. Based on the given example =Right(A1.

Data Presentation-Charting Ability Presentation- .

arrows. edit and format it. titles and various other extras as desired. There are endless variations available. include notes. allowing you to produce a chart. We will learn to :‡ Create embedded charts ‡ Create separate page charts ‡ Change chart types and formats ‡ Add and remove chart data ‡ Add trend lines to charts ‡ Create picture charts .Data Presentation One of the most impressive aspects of Excel is its charting ability.

which will appear on a chart as markers (bars. or slice of pie for example. Category: The category axis appears across the bottom of a graph (pie charts excepted) and the categories are listed here. Legend: The "key" to the chart.Terminology As a starting point.g. identifying which patterns/colours relate to which data series Marker A bar. all of Fred's figures. e.g. Fred's Orion sales figure Data Series : A collection of related data points. column. representing a data point. for example) of the same colour. Points within the different data series are grouped by category . The terms defined below relate to the example car sales worksheet and column chart which appear beneath the table: Data Point : An individual figure on the spreadsheet which is reflected in the chart e. there are some terms used in charting which should be understood by you.

. It is an embedded object. All charts whether embedded or separate are created from the INSERT ribbon in the CHARTS group. and has no separate existence apart from the worksheet.Embedded Charts An embedded chart appears on the worksheet where it was created. which does not normally appear in its own window.

although linked to the worksheet whose figures it represents. exists as a separate page in a workbook.Separate Chart Pages A chart sheet. The Data Labels ribbon allows you to display the amount each point represents or display the label Use this ribbon to switch the legend on and off or reposition it area where you can specify the titles to have on the chart The gridline ribbon allows you to switch on and off horizontal and vertical gridlines Here you specify whether you want a Y/Z axis and whether you are using timescales to plot your data . The F11 key is very useful for creating a default chart from selected data as a new sheet within the workbook Some Chart Elements The Data Table ribbon will display a grid underneath the chart that will show the information that is being plotted.

Select data for chart.Methods To Create Charts To create a chart Mouse i. ii. iv. The chart is now created based on the selected data as an embedded chart. Default chart will created as chart on a separate sheet. OR Keyboard i. When you have chosen click once to select a chart type vi. Hovering your mouse over a chart type will bring up an explanation of that chart type v. Select a chart type and click iii. Select Data for chart ii. . Go to the CHARTS group on the INSERT ribbon. Press the F11 Key iii. The menu on the left appears.

They are frequently used to show variation of different items over a period of time. Only one data series can be plotted. They are used to show individual figures at a specific time or to compare different items. Bar Bar charts can be 2 or 3Dimensional. Line Line charts can be 2 or 3 Dimensional.Chart Types There are several different types of chart available within Excel. Column Column charts can be 2 or 3 Dimensional. Pie Pie charts can be 2 or 3Dimensional. They are used to compare the change in volume of a data series over time. Area Area charts can be 2 or 3dimensional. The type to choose will vary depending on the data involved and what information the chart is intended to convey or highlight. Line charts are used to compare trends over time. They are used to compare the size of the parts with the whole. making up 100%. emphasising the amount of change rather than the rate of change. .

Radar Each category in a radar chart has its own axis radiating from the centre point. They are also useful if the data on the X axis represents uneven intervals of time or increments of measurement. and data points belonging to the same series are connected by lines. It can be helpful to think of a 3D surface chart as a 3D Column chart which has had a rubber sheet stretched over the tops of the columns. 3D Surface 3 D Surface charts present information in an almost topographical layout. They can be used to pinpoint the high and low points resulting from two changing variables. . Xy Scatter Charts XY charts are used to compare two different numeric data series. Data points are plotted along each spoke. and can be useful in determining whether one set of figures might be dependent on the other.

labelsand data table . Some formats.Formatting Chart There are several different ways of formatting the various elements in a chart. such as adding a legend can be applied to a chart using the following sections To make it embedded or separate chart type To change the background of the chart To change the type of chart To change the data point Add or delete title.lege nd.axes.

Introduction To Pivot Tables .

PIVOT TABLES To Create A PivotChart Report From An Existing PivotTable Report Delete A PivotTable Or PivotChart Report Create Layout For PivotTables Modifying A PivotTable MANAGING PIVOT TABLES Automatically Refresh Data When A Workbook Is Opened Automatically Refresh Data At Regular Time Intervals Formatting A PivotTable .

It is called a PivotTable because the headings can be rotated around the data to view or summarize it in different ways. A simple Pivot Table .PIVOTTABLES A PivotTable can summarize large amounts of data using specified calculations and formats.

Click Ok. then click Finish. You now have a Pivot Table that summarizes your data. .

Automatically Refresh Data When A Workbook Is Opened You can refresh an external data range automatically when you open the workbook. and optionally save the workbook without saving the external data. so that the workbook file size is reduced. .

Formatting A PivotTable you often want to enhance the layout and format of the report to improve readability and to make it more attractive. There are a number of ways to change the layout and format of a PivotTable report as described in the following sections. You can manually format a cell or cell range in PivotTable report by right clicking the cell or cell range. by clicking FORMAT CELLS. and by using the FORMAT CELLS dialog box. Pivot Chart You can represent the pivot table in chart form by simply clicking on pivot chart option that come after you right click on pivot table .


FORMATTING AND DELETING OBJECTS Inserting A Drawing Object Smart Art WordArt Formatting Shapes REVIEWING Protecting Use A Shared Workbook To Collaborate Share A Workbook .INSERTING.

a brief rundown of some items you may insert and how to deal with them To insert a shape onto worksheet . text boxes. scanned images etc onto a worksheet can greatly enhance your overall spreadsheet appearance.Inserting A Drawing Object Inserting pictures. callouts.

click on the drop down arrow to the right of SMARTART the SMARTART dialog above will appear . On the INSERT ribbon in the ILLUSTRATIONS group. HIERARCHY. A type is similar to a category of SmartArt graphic. When you create a SmartArt graphic. You can create SmartArt graphics by choosing from among many different layouts to quickly. you are prompted to choose a type such as PROCESS. CYCLE. easily and effectively communicate your message. and each type contains several different layouts. or RELATIONSHIP.SmartArt A SmartArt graphic is a visual representation of your information and ideas.

and then click the WordArt style that you want. when selected. Formatting Shapes Any shape inserted on the spreadsheet. On the INSERT ribbon. as you can change any other text in a shape.WordArt WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office system documents to create decorative effects.# A WordArt graphic can be resized. click WORDART. Enter your text. such as shadowed or mirrored (reflected) text. in the TEXT group. it offers the options of inserting further shapes . rotated. causes a new ribbon to appear called the FORMAT ribbon seen below. You can change WordArt text. deleted and moved like any other shape.

To protect a workbook Protecting a workbook ensures individuals cannot. You may also want to restrict what they are allowed to do to your work so they do not inadvertently damage formulae and functions that make the workbook produce valid figures.REVIEWING Protecting When sending your work to someone else to check. move or otherwise tamper with the sheets in your work book. delete. make corrections or comments it is necessary to track the changes that others may make to your work to see what changes they have made as they review your work. For these reasons we may have to protect the workbook in various ways. Click on PROTECT WORKBOOK in the Tools group Select PROTECT STRUCTURE AND WINDOWS above dialog will appear. insert. Workbook structure is now protected. Hidden sheets will not be able to be unhidden if valuable tables or data is stored on them. . For security (not essential) enter a password and click on ok.

ix. vii. On the Format ribbon. Click on the protection tab iv. vi. Click on PROTECT WORKSHEET in the Protection group on the Tools ribbon. . Click on OK. Sheet is now protected any cell that was locked is now uneditable by anyone.Protect worksheet data i. Untick LOCK CELLS. Tick what you wish users to be allowed to do in the locked cells. in the CELLS group. iii. Select all cells you would like individuals to be allowed to change. ii. and then click FORMAT CELLS. click FORMAT. Enter a password if you wish viii. v.

To Accept/reject changes When changes have been made to your workbook you may wish to check those changes and see what has been altered. Tick the TRACK CHANGES WHILE EDITING option Click on OK.To protect for tracked changes Click on TRACK CHANGES and then HIGHLIGHT CHANGES in the CHANGES group on the REVIEW ribbon The HIGHLIGHT CHANGES dialog will appear. when and what the change is. You may not be happy with some of the changes and wish to reject them for what was previously within a cell. Any changes made to the workbook by anyone now will leave a mark in the cell to show it has been changed by who. .

iii. The ACCEPT OR REJECT CHANGES dialog will appear iv. Click on TRACK CHANGES and then ACCEPT/REJECT CHANGES in the CHANGES group on the REVIEW ribbon. When you have finished click close to close the dialog and finish reviewing. As you accept or reject each change the dialog will automatically move on to the next change.i. The SELECT CHANGES TO ACCEPT OR REJECT dialog will appear. . ii. Click OK.

All persons involved can then enter the information for their projects in the same workbook. data tables PivotTable reports workbook and worksheet protection. objects including drawing objects. Share A Workbook Not all features are supported in a shared workbook.Use A Shared Workbook To Collaborate You can create a shared workbook and place it on a network location where several people can edit the contents simultaneously. outlines subtotals. When all changes have been incorporated. pictures. the group can use a shared workbook to track the status of the projects. and macros. You cannot make changes to these features after you share the workbook. As the owner of the shared workbook. you should add them before you save the workbook as a shared workbook: merged conditional formats data validation. If you want to include any of the following features. hyperlinks scenarios. For example. charts. you can manage it by removing users from the shared workbook and resolving conflicting changes. if the people in your work group each handle several projects and need to know the status of each other's projects. you can stop sharing the workbook. .

To share a workbook To Edit a shared workbook After you open a shared workbook. you can enter and change data as you do in a regular workbook .

To Remove a user from a shared workbook .

click ACCEPT MINE or ACCEPT OTHER. In the RESOLVE CONFLICTS dialog box. you may want to start by printing the History worksheet or by copying it to another workbook. click ACCEPT ALL MINE or ACCEPT ALL OTHERS. Excel displays the RESOLVE CONFLICTS dialog box. ii. click THE CHANGES BEING SAVED WIN. read the information about each change and the conflicting changes made by the other user. On the ADVANCED tab. To Stop sharing a workbook Before you stop sharing the workbook. i. Because the change history will also be deleted. under CONFLICTING CHANGES BETWEEN USERS. To keep all of your remaining changes or all of the other user's changes. To override resolve conflicts dialog To have your changes override all other changes without displaying the RESOLVE CONFLICTS dialog box again. . To keep your change or the other person's change and to advance to the next conflicting change. and then click OK.: click SHARE WORKBOOK.Resolve conflicting changes in a shared workbook A conflict happens when two users are both editing the same shared workbook and try to save changes that affect the same cell. Any unsaved changes will be lost. Excel can keep only one of the changes in that cell. make sure that all other users have completed their work. When the second user saves the workbook.

Microsoft Excel Shortcuts .

Save a spreadsheet. E. Create a new blank spreadsheet. Relative A1. Fill several cells with what you type.g. Insert the current date.Shortcut Ctrl O Ctrl S Ctrl N Ctrl X Ctrl C Ctrl V Ctrl P F2 F4 Description Open a spreadsheet. Change formula references between absolute. Absolute . Ctrl Shift . Mixed $A1 or A$1. Ctrl Enter Ctrl .$A$1. . Cut Copy Paste Print Enter edit mode for a cell. Insert the current time. relative and mixed references.

( ) Exponentials. ^ (E. 2^4 the same as 24) Multiplication & Division.g. . Drag over all the other cells you want to format. Addition & Subtraction. Double click the cell you want to edit. */ +Order of operations: Brackets. Drag over the first cells you want to format.Editing a cell·s contents Select the cell you want to edit and then click in the Excel formula bar. To copy formatting more than once . Click the format painter icon. Double-click the format painter icon. Format Painter The format painter can be used to copy formatting from one part of your spreadsheet to another. Select the cell you want to edit and press F2. Drag over the cells you want to format. Click the format painter icon to turn it off. Rules for formulas Start with a ´ = µ in the cell that has the formatting you want to copy. To copy formatting once ² click in the cell that has the formatting you want to copy.

26. 19. 13. 12. 24. 21. 16. 4. 6. 15. 14. 9. 8. 5. 3. 10.30 shortcuts to speed up your calculations. 20. 28. 1. 17. 7. 30. 27. 18. 11. 25. 2. 23. 22. 29. Select the current column [Ctrl] + [Space] Select the current row [Shift] + [Space] Edit the active cell [F2] Move to the beginning of the worksheet [Ctrl] + [Home] Move to the last cell on the worksheet [Ctrl] + [End] Paste a name into a formula [F3] Paste a function into a formula [Shift] + [F3] Alternate value/formula view [Ctrl] + [`] (on key [1]) Calculate all sheets in all open workbooks [F9] Display the Go To dialog box [F5] Display the Find dialog box [Shift] + [F5] Display the Format Cells dialog box [Ctrl] + [1] Create a chart [F11] Insert a new sheet [Alt] + [Shift] + [F1] Repeat the last action [F4] Repeat Find [Shift] + [F4] Open [Ctrl] + [F12] Exit [Ctrl] + [F4] Check spelling of current cell [F7] Activate the menu bar [F10] Display the Macro dialog box [Alt] + [F8] Apply outline to active cell [Ctrl] + [Shift] + [&] Convert to a percentage [Ctrl] + [Shift] + [%] Select all filled cells around active cell [Ctrl] + [Shift] + [*] Move to next sheet [Ctrl] + [Page Down] Move to previous sheet [Ctrl] + [Page Up] Complete a cell entry and move up [Shift] + [Enter] Complete a cell entry and move right [Tab] Complete a cell entry and move left [Shift] + [Tab] Edit a cell comment [Shift] + [F2] .

Sign up to vote on this title
UsefulNot useful