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MICROSOFT EXCEL
INTRODUCTION
Objectives
To create, edit and format spreadsheet.
To learn to use formulas and functions to automate
calculations.
To use Excel in making and sorting a simple database.
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INTRODUCTION
What is Excel?
Microsoft Excel is a spreadsheet program designed to
record and analyze numbers and data. It can be
used to analyze financial, mathematical and
statistical data. Reports can be drawn using its many
features.
What is a spreadsheet program?
A spreadsheet program is a computer program used
primarily for accounting and financial purposes. Data
are arranged in rows and columns.
Rows are called Records
Columns are called Fields
EXCEL BASICS
Starting Excel
Using the Microsoft Office Shortcut bar
From the start button
Double-clicking an Excel file
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EXCEL BASICS
Screen Setup of Excel XP
Screen Layout and Elements
Workbook – a multipage Excel document. Each
page in a workbook is called a worksheet
Worksheet – a page in an Excel workbook. Each
workbook has 1 worksheet by default. Each
worksheet has 16,384 columns and 1,048,576 rows.
Cell – a cell is the primary unit of measure in Excel. It
is the intersection of a row and a column. Each cell
has its own unique address composed of the row
number and the column letter, e.g. C17, Z8, etc.
Ribbon Toolbar
Formula Bar
Rows
Scrollbars
Sheet Tabs
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EXCEL BASICS
Viewing your worksheet
Normal View – shows the whole sheet with
the page break shown as dashes
Page Break View – emphasizes the page
breaks and page numbers of the worksheet
when printed
Freeze Panes – allows you to browse through
your data area of the worksheet while having
the column headings and/or row headings
remain stationary.
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FORMATTING
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FORMATTING
Number Formats:
Select the cells | click on the desired button
FORMATTING
Aligning Text:
Default settings are as follows:
Text entries are left aligned
Number entries are right aligned
Use the alignment buttons in the toolbar to
adjust alignments:
Left align | Center align | Right align
Merge and Center – merges selected cells
into one cell and centers the content across
the new merged cell.
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FORMATTING
Rotating Text:
FORMATTING
Applying Borders and Colors
Borders: Select Cells, Rows, Columns | Borders icon
Fills: Select cells, Rows or columns | Fill Color Icon
Text Colors: Select Cells, rows or columns | Text Color
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USING FUNCTIONS
Functions
Functions are formulas. These are built-in structured programs that
calculate a specific result: a total, an average, etc. Requires
specific syntax or specified order for it work properly. Excel still has
a lot of functions that may be applicable to everyday tasks.
These are just the most common. These can be accessed using
the AutoSum button or the Insert Function (fx) button.
Argument
= SUM (B15:B19)
Function
Parentheses
Name
USING FUNCTIONS
CATEGORY EXAMPLES
Financial Calculates interest rates, loan payments, depreciation amounts, etc.
Date and Time Returns the current hour, day of week or year, time or date
Math & Trig Calculates absolute values, cosines, logarithms, and so on
Statistical Includes common functions used for totals, averages, and high and
low numbers in a range; advanced functions for t-tests, Chi-tests,
and deviation
Lookup & Reference Searches for and returns values from a range; creates hyperlinks to
network or Internet documents
Database Calculates values in an Excel database
Text Converts text to uppercase or lowercase, trims characters from the
left or right end of a text string, concatenates or joins text
strings
Logical Evaluates an expression and returns a value of TRUE or FALSE, used
to trigger other actions or formatting
Other Categories Engineering, Web, etc.
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USING FUNCTIONS
To use a function:
Click the cell where the result should appear
Type an = sign. Choose a function from the recently
used functions list. If the function does not appear on
the list, click on More Functions. Or Click the Insert
Function button or choose More Functions from the
AutoSum drop-down menu
Choose a category. Click OK.
Enter the arguments in the Function Argument dialog
box.
Click OK
USING FUNCTIONS
Required argument
Optional argument
Function description
Argument description
Formula result
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USING FUNCTIONS
COMMON STATISTICAL FUNCTIONS
FUNCTION DESCRIPTION
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Pie Charts
Pie charts are use to show relationships between
pieces of an entity.
It shows the relationship of a certain category to a
whole. Shows percentages. Examples: pie chart,
donut chart
Series Charts
Series charts allows you to compare data points.
Line, Ribbon and Area Charts:
used to show one or more variables (sales, income, or
price) changing over time with time on the x-axis
Column and Bar Charts:
Uses bars and columns to represent the data points. The
bars are bulkier than line charts thus adding more
substance to the chart
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Format Object Opens the Format dialog box for the selected object
SIMPLE DATABASE
Entering and Editing Data
Direct Typing
Type in the Labels or headings for the list
Enter all the data one by one per cell
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SIMPLE DATABASE
Working with your Database
Sorting – Sorts data from A to Z or Z to A
Place cursor in any cell within the column to be sorted |
Click on Sort Ascending or Sort Descending icon
Filtering – Categorizes entries per column based
on the data entered
Place cursor in any cell within the list | Data | Filter |
AutoFilter | Click on the triangular twistee to select a
category
Subtotals – Totals entries according to the desired
function and category
Place cursor in any cell within the list | Data | Subtotals |
Select desired function and categories
PRINTING
Page Setup
File | Page Setup
Page – Orientation, Scaling, Paper Size, Print Quality, Print
Preview, Options
Margins – Used to adjust margins and centering
Header/Footer – Used to place or input built-in or custom
header/footer
Sheet – miscellaneous printing options
Preview
– allows you to view your document exactly as it will
be printed out. Advisable before printing anything to
make sure all of contents/components are visible and
legible. File | Print Preview
Printing
– File | Print
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