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 .

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

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

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

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

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

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

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

Calculating Data with Advanced Formulas .

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

Click the DEFINE NAME button in the NAMES GROUP in the insert tab iii.To name range: i. The DEFINE NAME dialog box appears iv. . To name the cells. 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. Select the cells you wish to name. simply type a name in the Name box and choose OK. ii.

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

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


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

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

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

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


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

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. . They are simpler to construct than nested IF·s and can produce many more varied results.

=LOOKUP( lookup_value .e. If this is not done. numbers from lowest to highest. 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. lookup_vector . i. the LOOKUP function may return the wrong result. text from A to Z. .Lookup The syntax for LOOKUP is as follows.

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

As with LOOKUP. 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). row_index_number) number or text entry to look for cell references (or range name) of the entire table of data. The syntax for HLOOKUP is. =HLOOKUP( lookup_value . row from which the result is required as HLOOKUP searches horizontally (i. table_array . HLOOKUP will return the wrong value. . text from A to Z. numbers from lowest to highest. if this rule is ignored. i. across the array).e.e. data in the first row must be in ascending order.

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

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

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


Iserror (Value) Value refers to any error value (#N/A. #NAME?. #NUM!. #VALUE!.ISERROR ISERROR is a very useful function that tells you if the formula you look at with it gives any error value. 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 . #REF!. #DIV/0!.

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

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

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

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

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

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.

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

Data Presentation-Charting Ability Presentation- .

arrows. edit and format it. allowing you to produce a chart. There are endless variations available.Data Presentation One of the most impressive aspects of Excel is its charting ability. include notes. 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 . titles and various other extras as desired.

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

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

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 .Separate Chart Pages A chart sheet. exists as a separate page in a workbook. although linked to the worksheet whose figures it represents. 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.

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

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

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

axes.lege nd.labelsand data table . Some formats. 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.Formatting Chart There are several different ways of formatting the various elements in a chart.

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 .

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

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

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

Formatting A PivotTable you often want to enhance the layout and format of the report to improve readability and to make it more attractive. 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 . and by using the FORMAT CELLS dialog box. There are a number of ways to change the layout and format of a PivotTable report as described in the following sections. by clicking FORMAT CELLS. You can manually format a cell or cell range in PivotTable report by right clicking the cell or cell range.


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.

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

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

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

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. Hidden sheets will not be able to be unhidden if valuable tables or data is stored on them. 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. move or otherwise tamper with the sheets in your work book. . Workbook structure is now protected. Click on PROTECT WORKBOOK in the Tools group Select PROTECT STRUCTURE AND WINDOWS above dialog will appear. For security (not essential) enter a password and click on ok.REVIEWING Protecting When sending your work to someone else to check. To protect a workbook Protecting a workbook ensures individuals cannot. For these reasons we may have to protect the workbook in various ways. insert. delete.

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

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. Any changes made to the workbook by anyone now will leave a mark in the cell to show it has been changed by who. .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. You may not be happy with some of the changes and wish to reject them for what was previously within a cell. when and what the change is. Tick the TRACK CHANGES WHILE EDITING option Click on OK.

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

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

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

Microsoft Excel Shortcuts .

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

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

8. 18. 27. 21. 22. 11. 16. 26. 17. 10. 29.30 shortcuts to speed up your calculations. 15. 23. 14. 19. 6. 2. 1. 12. 28. 24. 30. 3. 4. 25. 9. 13. 5. 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] . 20. 7.

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