MODULE

Prepared By:

Siti Salwa Salleh (Phd)

UiTM Seremban
30 July 2020

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CONTENT
Page

Section 1 MS-Words Essentials 3

Section 2 Introduction to MS-Excel 34

Section 3 MS-Excel Essentials 62

Conclusion Participants Walktrough

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 TWuesday
SECTION 1 Tuesday

MS-WORDS Essentials

1. Preparing document
2. Changing the look of the text
3. Tips in working with table

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1. Preparing Document
The first time you open up this tool, you’ll be prompted to “create” one of these three:
a blank document, a blog post, or a new/existing Microsoft word templates.

• Documents are essentially like text files that support complex formatting. Each
format has a page size and a layout.
• Blog posts are essentially for passionate bloggers. You will be prompted for your
blog account details so you can upload your posts seamlessly.
• microsoft word templates are essentially pre-defined formats.

The Tabbed Ribbon in newer versions of Microsoft Word Features

Newer versions of Microsoft Word features (2007 and above) come with the now
famous “Ribbon,” which is a sequence of Screens that capture all the capabilities of
your Microsoft Word templates Software application.
Through this, MS Word makes is utilities available to use. The ribbon in turn contains:
1. Tabs:
Each tab is an individual screen available on the Ribbon. Commonly used Tabs
include Home (the default Tab that opens up when you open a Word
document), File (for File operations like Save, New, etc.), Insert, Page Layout, View,
etc.
2. Commands:
These enable you to use your Microsoft Word templates software to do something to
your word document (or post, template, etc.). While you can simply type out your text
in the document, commands empower you to format/ insert/ handle this text in
multiple ways.
3. Command Groups:
Commands are grouped together based on their functionality for easy access. For
instance, basic text-formatting commands are put together in one group, paragraph
formatting commands in another group, and so on. In some cases, you’ll see a tiny
arrow at the bottom of the group. You can click on it to open up additional
commands and options related to the group.

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In addition, here are some special commands available on the Ribbon:
• The caret symbol (^) at the top right-hand side corner of the Ribbon can be
used to hide/show the command/groups. This is useful when you want to
review your word document in a larger screen space without distractions.
• The question symbol in blue (?) brings up Microsoft Word features Help utility.
(Alternately, you can use the F1 keyboard shortcut to bring this up.) You can
either browse through existing categories or use the search text box to type out
what you want to find.

You can customize this ribbon at any time: to add new commands to an existing
group, create a new tab altogether with your favorite commands, etc. To do this,
right-click on any part of the ribbon and choose “Customize the Ribbon…”
Through the rest of this post, you will become familiar with the File, Home, Page Layout
and View tabs as these are most commonly used for editing word documents.

The FILE Tab

When you click on the File Tab, you are immediately taken to the “Backstage View”,
containing all the tiny details about your document. In this basic tutorial, we’ll keep it
simple and introduce you to the frequently used file-related commands.
• Save and Save As:
This is possibly the first command you should use when you type some text. It enables
you to save your document on the hard disk as a .docx file (by default). Take note of
the type of file here. If you wish to open your word document with older versions of
Microsoft Word features, you will need to explicitly choose a backward compatible
file type. You can additionally choose to save your file as a PDF file, self-contained
web-file, text file (.txt or .rtf, formatting changes are lost), etc.

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 • New, Open, Close:
Names are self-explanatory as they enable you to open/close or create a new
document/ blog post or template.
• Recent:
This stores the list of recently accessed documents and folders so you can quickly
open the last document you worked on.
• Options:
This dialog box houses the master preferences for your document and controls your
display and editing options. Here, the default setup will nicely do for most documents
so you will need to alter this only on rare occasions. But do explore each dialogue
when you’re more familiar, for an advanced understanding of Office Word.

The HOME Tab

The Home Tab is perhaps the most commonly used Tab in Microsoft Word features.
And it looks like this:

As you can see, this contains 5 formatting command groups. And there lies its most
significant utility: formatting. You see, this is where Microsoft Word features wins heads
over any other Word processing software tool (including Microsoft’s own WordPad),
as it provides users with a host of complex formatting features all available with a
mouse-click or two.

Command groups in the Home tab can be used as used as below.

1. Clipboard group:
This has the mandatory copy and pastes commands. The paste command has
additional options (click on the bottom-arrow symbol below) to paste formatted/
unformatted text/pictures. Also spend time with Office Word’s special command,
“Format Painter,” which allows you to paste formatting across text blocks. Try it now to
experience its magic.
• Select a portion of text from anywhere in your document (using the Shift Key).
• Use the Keyboard short-cut (Control + B + I). This will make the selected text
bold and italicized. Copy this selected text using the (Control + C); this copies
everything in Word, text, and formatting.
• Now, select some other portion of (plain) text in your document and click on
the Format Painter command. And voila, the formatting (alone) gets copied!
This is especially useful when formatting long documents with complex styles; you
don’t have to repeat your special formatting needs across pages of a document.
Capture them through the copy command and then “paste” them all over using the
Format Painter command

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Font group:
You can set the font typeface for text (based on your system’s inbuilt fonts), and
change its look (includes size, bold, italics, underline, superscript, subscript, color
highlight, etc.) and use Microsoft Word introduction Art to add instant drama to your
text. Also explore the command that changes the casing of selected text with just one
click, to uppercase, lowercase, sentence case, etc. (refer pic above for details).
Microsoft Word introduction also provides for more advanced options through a single
right-click of your mouse. Again, try this right now as you select some text, right-click,
and choose the “Font…” option.

This window has advanced options that give you greater control of your text. Of
special interest are the “Text Effects” and “Advanced” tabs to capture Microsoft
Word introduction coveted formatting features. You can add shadows and
reflections to your text, give it an outer glow, change the spacing between letters,
and a lot more.

Paragraph:
The Paragraph command group allows you to control the alignment, numbering and
line spacing of paragraphs in your document.

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Do take note of:
• Text alignment: This determines how your text looks on your page and is left-
aligned by default.
• Line spacing: This is the space between lines, and is single line spaced by
default.
• Line and Page Breaks: This determines how a Style spawns across pages. For
instance, if you check the “Window/Orphan control” option, then when text
with a Heading style falls towards the end of a page, it will automatically be
bumped to the top of next page.

Styles:
Styles are formatting templates used within a document. For instance, you’ll notice
that all the Major Headings in this document are in blue, Georgia font size 16, bold
and italicized, and have a light shadow. Likewise, all Minor Headings are in Italics,
Georgia size 14.
Now imagine that you want to capture these format “styles” through a large text
document (say 100 pages), consistently. Even with the Format-Painter command, it’s
a lot of work. It’s also prone to manual error. With styles, you can do this with minimal
effort.
Microsoft Word introduction comes in-built with default style templates like Title, Sub-
Title, Heading1, Heading2, Body Text, Normal, etc. To apply a style to your text, select
text and click on the chosen style in the command window. You can additionally right-
click on the style and “modify” it as desired.
You can alter the font settings, text-effects, paragraph settings (explained below) and
other options in your document, all through the “Format tab” of the Style edit window.

Word also allows you to add your own custom styles. For this:
• Select formatted text.
• Right-click and select Styles…
• Choose the option, “Save Selection as a New Click Style”.
• Name your custom style.
However, custom styles are limited within the document in use (not available as a
template in other documents).

Editing:
The final command group available in the Home Tab is the Editing tab. Like any good
word processor, Microsoft Word introduction allows you to easily select, find and find-
and-replace text blocks across your document. Of this, you can bring up the much
used find-replace dialog box with the Keyboard shortcut (Control + H), and it looks like
this:

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Do remember to click on the “More>>” button to bring up additional options. You can
further choose the “Format” and “Special” boxes to find text based on specific
formatting criteria.

The Page Layout Tab

This tab contains a host of command (groups) to control the behavior of each page
in your document. And it roughly looks like this:

We’re going to keep it simple here and discuss (only) the Page Setup command
group as this houses 2 commands you will most likely need to play with.

• Size:
By default, a Microsoft Word features document is set to a letter’s size (8.5” X 11”). You
can change this to A4, A3, Executive or other standard sizes, or even define a custom
size. Changes will apply to the whole document.
• Orientation:
By default, this is set to “Portrait”; you can alternatively set it to Landscape. Again, the
orientation applies to the whole document by default. (You can alter this by setting
specific “Section Breaks”, but this is outside the scope of this Beginner’s guide).
• Breaks:
The most commonly used “Break” in a Microsoft Word features document is a Page
Beak. When you insert a page-break, the following text is bumped to a new page, This
is immensely useful when you want to start new chapters/ headings on a fresh page.

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The View Tab
The View Tab is the final list of command (groups) we will visit in this guide. Here, take
special note of the “Document Views” command group as this is perhaps the most
reviewed group.

Highlights of this view are captured below.

• The “Print Layout” command allows you to showcase your text page at the
center, and view it much like how it would appear when printed on paper.
• In this view, you can further use the “Zoom” command (group) to increase or
decrease the size of your page (impacts only the view and not the actual page
size).
• The Full-Screen Reading view allows you to remove all toolbar distractions and
is best used to review a document. Pressing the Escape key will bring you back
to the (default) Print Layout view.
• The Web Layout view is typically used to review Blog posts.
• You can additionally toggle views of the Ruler, Gridlines and Navigation Pane
(useful to search key text in your document) using the “Show” command
group.

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11
2. Changing the look of the text

The Home tab contains 5 command groups for better formatting: Clipboard, Font,
Paragraph, Styles and Editing.
1. Clipboard: This contains the cut-copy-paste commands explained above.
2. Paragraph: This contains commands to control the alignment and spacing
between lines in a paragraph. Special commands include
the Shading command (Alt + H) and the Border command (Alt + B) that allow
you to color text cells and border them (as if they were in a table), respectively
3. Styles: This is explained in detail below.
4. Editing: This group captures the standard find-replace features explained
above.

5. Font: This is the group you will use most to format your text.
The font menu is your one-stop point for exploring all available font-editing
features in Microsoft Word. You can invoke it by a right-click and choose the
“Font…” option, or use the keyboard shortcut (Control + D). And it looks like this:

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This menu allows you to change the font typeface, size, color and style all at once.
Also, do take note of the advanced options, as they control the finer aspects of your
text. There are two facets here:

1. Character spacing
This allows you to control the default size of the text characters and the spacing
between them. A tip here is to turn on “Kerning for Fonts” so your text is more evenly
spaced (between characters).

2. Open type features

Use this to edit the ligature of your font. (This determines how characters look when
combined together.) For instance, here’s what happens to the numeric characters
with Georgia font, when you set the “number forms” feature to “lining”: they get
neatly aligned.

Another feature you can play with is the stylistic sets, which determine how the
characters react to each other. Here’s an example of what happens when you use a
stylistic set of 5 on the Gabriola font.

Commonly used font shortcuts include.

# Keyboard Shortcut Feature

1 Control + B Bold text

2 Control + I Italicize text

3 Control + U Underline text

4 Control + (equal sign) Subscript text

5 Control + Shift + (plus Superscript text

sign)

6 Control + Shift + > Increase text size

7 Control + Shift + < Decrease text size

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 8 Control + D Brings up the font menu, so
you can change all options at
once

Word’s text formatting features don’t end there. A creative editor can also play with
the WordArt command, accessible through the Home tab.

This uses a mixture of 4 text effects: outline, shadow, reflection and glow to decorate
your text with a single mouse click. You can use this feature to highlight text differently
in your document. For instance, you can use an outline for headings, or a special
WordArt for the title of your document, etc.

The final command we will explore in the font group is the “Change Case” command.
Again, this is accessible through the Home tab and allows you to change the case of
blocks of text with a single mouse click.

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Frequently used shortcuts in this group include:

# Keyboard Shortcut Feature

1 Control + Shift + A Upper case

2 Control + K small capitals

3 Shift + F3 Toggle between the different case

options

3. Styles
Word uses Styles to create a pre-defined “way” of (consistently) formatting font and
paragraphs, across a single Word document. Take a moment now to look at the Styles
command group on the Home Tab. It looks a bit like this:

Note: Don’t miss the tiny down-arrow (highlighted in red in the picture above), this can
list the styles in one single column for easier viewing.

4. Text effects

Select some text in your document (not more than 3-5 words so you note the
difference), and bring up the format menu (Control + D). Click on the Text Effects
button at the bottom of the window. And voila, let loose your creative (text) design! J
Don’t be fooled by the simple window that comes up.
Here’s a sneak peak…

We suggest that you take time to explore text effects in thorough detail. You should
explore:
• What a simple outline can do for your text.
• How to add a shadow to text.
• Create a surreal feel by adding a reflection to your text.
• Make your text glow (and not just in the dark)!

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4) INSERTING WATERMARKS – If you’re sending an important document or draft
sample, you want to be able to protect your content without having to edit much of
it. Insert a watermark specific to your objectives via the page layout button. You can
also customise your own watermark, and also insert your own picture. This is great to
insert your brand logo, for reports your business may produce or any other document.

Don't forget to save your file as a PDF document first, so that whoever you send the
document to can’t edit or remove the watermark you have inserted.

5) INSERTING YOUR HEADER & FOOTER – It’s important to use the space in your header
and footer to save space in other areas of your document. This also makes your file
have a professional look that can include the page numbers across the whole
document for example. However, what people don’t seem to take advantage of, is
the fact that they can insert images, more specifically a company logo or an image
in context with the document's overall theme.

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When inserting images or text within the header or footer, it is automatically applied
to the whole document, saving you time and effectively providing a consistent theme
to your work.

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3. Tips in working with table
Tables help you present information in a clear and organized way.

Here's how to make a table from the Tables and Borders toolbar:
1. Place the cursor where you want to place the table.
2. Click the Insert Table icon on the Tables and Borders toolbar at the top of the
window. [Microsoft]
3. Drag the corner of the table until you have the desired number of columns and
rows.
4. Click the mouse to insert the table.
Here's how to make a table from the Insert Table dialogue box:
1. Click on Table from the menu bar. Select Insert, and then Table… A dialogue
box will open.
2. Enter the desired number of rows and columns.
3. Choose AutoFit behavior if you want the table's cells to automatically expand to
fit the text inside them. Choose AutoFormat if you'd rather select a table with a
specific format.
4. Click OK to insert your table.
Here's how to draw a table:
1. Select Table from the menu bar.
2. Select Draw Table.
3. Drag the pencil diagonally across the page to make a rectangle where you
want to place your table.
4. Draw lines vertically and horizontally to create the columns and rows you need.

You can modify your table as follows:

1. Select your table, or a portion of it.
2. Right click your mouse. Choose Table Properties. You can also choose Table
Properties from the Table menu in the menu bar. [Home & Learn]
3. Adjust the alignment, as well as the row and column settings. You can also make
use of the text wrapping feature. Click OK when you've made the desired
changes.

Adjust your table's colors and lines, as follows.

1. Click the Table tab.
2. Choose Table Properties.
3. Click on the Borders and Shading… button. Make the desired selections and
click OK, and then click OK again.

Seven ways to create tables

Microsoft now provides five different methods for creating tables: the Graphic Grid,
Insert Table, Draw Table, insert a new or existing Excel Spreadsheet table, and Quick
Tables, plus an option for converting existing text into a table. To start, open a blank
Word document from the Home/New page. Position your cursor in the document
where you want the table inserted.

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Graphic Grid/Select Table from Graph

Under the Insert tab, click the Table button. The Insert Table dialog box will open,
showing a basic grid pattern as well as traditional menu options below it. Place your
cursor on the first cell in the grid and slide it down and over until you highlight (for this
example) four columns and five rows, then click once.

Notice that once the table is created, a new option called Table Tools appears on
the Ribbon bar with two new tabs: Design and Layout. See the Layout and Design
section below for details regarding these options.

Create a new table using the graphical grid.

Insert Table
Click Insert > Tables > Insert Table from the dropdown menu. In the Insert Table dialog
box, enter the number of columns and rows you want in this table (four columns and
five rows). In the AutoFit Behavior panel, select Auto, or click the down arrow to
choose a specific size. You can also choose AutoFit to Contents (produces narrow
columns that expand as you add data) or AutoFit to Window (expands the table to
fit the document size). Check the Remember Dimensions for New Tables box if you
want the sizes you’re entering now to become your defaults for future tables.

Create a new table using Insert Table.

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Draw Table
Click Insert> Tables > Draw Table. The cursor turns into a pencil, which you drag down
and across to draw a box. Don’t worry about the exact dimensions; you can modify
it any time.
Once the box is created, position the cursor inside the box and draw lines over and
down for the columns and rows (one at a time). Don’t worry about crooked lines,
either—Word straightens them as you draw.
To add or remove columns and/or rows later, click anywhere inside the table, then
select the Design tab under Table Tools. Click the Draw Table button to add or
continue drawing lines with your pencil cursor, or click the Eraser button to remove
lines with the eraser cursor. To remove a line, just touch the line with the eraser cursor,
and the line disappears.

Create a new table using Draw Table.

Excel Spreadsheet (create In Word)

Click Insert > Tables > Excel Spreadsheet. An Excel spreadsheet inserts at your cursor
location. You can continue using Excel and its menus and commands, but after you
enter your data it converts to a non-editable graphic.
If you want to add, delete, or modify the spreadsheet, right-click anywhere inside the
worksheet graphic, select Worksheet Object from the dropdown menu, then
click Edit. The original spreadsheet reappears for editing. Notice the top menu has
changed to an Excel menu for edits.

Also from the Worksheet Object dropdown menu, you can click Open to open the
spreadsheet in Excel, so you can manipulate it in that program. Or click Convert to
view a Windows dialog box that lists file-conversion options.

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Create a new table using Excel Spreadsheet.

Excel Spreadsheet (copy and paste existing worksheet)

In the old days, Excel spreadsheets had to be imported into Word. Now you can just
copy and paste. Open Excel, highlight the spreadsheet, and copy it. Then open Word,
position your cursor at the desired location, and select Paste > Keep Source
Formatting.
The other options on the Paste dialog menu are Merge Formatting, which changes
the text format to match the file into which you pasted the spreadsheet, and Keep
Text Only, which pastes the text without the Excel grid, meaning you will likely have to
realign your columns with tabs.

Copy and paste an existing table from Excel.

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Quick Tables
Quick Tables are Word’s table templates. In addition to the nine templates provided,
you can create your own designs and save them to the Quick Tables Gallery to use
later. Click Insert > Tables > Quick Tables. Select a table template from the Quick
Tables menu, then modify it to fit your project.

Create a new table using Quick Tables.

Convert Text to Table

The table tools can also make lists a lot easier to customize and even reorganize later.
For our example, we'll turn a classic contact list into a table, using a list of names—first,
middle, last—plus the city, state, region, and profession of each person on the list.
For eons, people have used tabs to separate the fields, adding a tab or two to
accommodate longer strings of data. But if you do this, when you convert the table
to text, it misplaces all the data.
With the Convert Text to Table feature, you can separate the fields (Name, City, State,
etc.) with paragraphs, tabs, commas, or other separator character, but use only one
separator between each field.

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Convert an existing block of text to a table

How to create and customize tables in Microsoft Word

Layout and Design

There are three options to modify and/or decorate tables:
1. Use the Table Tools > Design—or—Table Tools > Layout commands on the Ribbon
menu.
2. Right-click and use the Shortcut popup menus.
3. Use the keyboard shortcuts, which become visible when you press the ALT key
on your keyboard.
All of these methods are fast and easy, but using a combination of all three will always
be quicker. For example, use your mouse to highlight, then right-click to copy with
your right hand; then arrow down to the new location and press CTRL-V to paste with
your left hand.

Layout tab
The Layout tab lets you modify the structure of the table. The menu is fairly self-
explanatory, and you can roll your cursor over a feature to get further clarification.

Roll your mouse over each button to view how each feature works.

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The dialog boxes below also illustrate each feature. Click Table Tools > Layout > Insert
or Delete (from Rows and Columns group) to add or remove them; Merge or Split
Cells or Split a Table (from the Merge group); or Text Direction (from the alignment
group) to rotate the text inside the table.

Menu options to modify a table structure.

Other features include Table Properties, which provides several options for aligning
the table with the text or wrapping text around your table. Select Cell Margins to
change the margins inside each cell. With the table still highlighted, click Table Tools
> Layout > Data > Sort to sort the table data alphabetically or numerically, just like in
Excel. You can sort by column numbers or by column headers, and it provides two sort
levels. For example, you can sort by Last Name, then by First Name. The table below
is sorted by Last Name.

You can also convert your table back to a text block. Just choose the separator you
prefer, so when the table grid disappears, the data isn’t all jumbled together.

You can even insert formulas to calculate your numeric data. I added a Salary column
to the table below and entered some dollars, plus a new row at the bottom for the
salary totals. To calculate the total salaries, position your cursor in the last row and the
last column cell, and click the Formula button under the Data group. In the Formula
dialog box type the SUM() formula [or Count() or Average()] in the Formula field box.
If you are unfamiliar with the formulas Word provides, click the down arrow under the
Paste Function field, and choose a formula from the list.

Type Above between the parentheses, choose a format under Number Format such
as dollars, percent, or general, then click OK. Word calculates the column of numbers
and places the calculation in the target cell (where your cursor resides). Review the
Formula Format table in the graphic below for the correct commands that tell Word
which direction to calculate (these go inside the parentheses).

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Wrap text around a table, change cell margins, convert table back to text, sort the
table data, and/or add formulas.

Design tab
The Design tab is for adding borders, shading, styles, and customizing the header
columns and rows. Highlight your table, then select Table Tools > Design> Table
Styles, Shading, Border Styles, Borders, or Border Painter (see the graphic below for
ideas). There’s no learning curve, just play with the features and see what happens. If
you don’t like a feature you’ve added, just click the Undo button or press CTRL-Z.

There’s also an option to add artwork borders to your pages. Select Table Tools >
Design > Borders > Border Painter, and click the Page Border tab in the Borders and
Shading dialog box. Click the down arrow in the field box under Art, then choose a
border—mostly simple clip art—from the list.

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Make your table pop with Table Styles, Shading, Border Styles, Borders, or Border
Painter.

The table below uses one of the many preset styles that comes with Word. Select Table
Tools > Design > Table Styles, then scroll through the gallery of styles. If you want to
change the font or customize the paragraphs inside the table, use the Format Shortcut
menu. Right-click anywhere inside the table, and this small menu pops up adjacent
to the longer Table Options menu. If the formatting feature you need is not on the
Shortcut menu (which is fairly limited), click the Home Tab and select the features you
need from the Font or Paragraph group. All of the buttons and groups on the Home
tab are available for formatting tables as well as documents. The options are endless.

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Choose a Table Style with Banded Rows (i.e., every other row is different for easier
viewing), then customize the fonts and paragraph spacing.

OTHER TIPS

1. Creating Table

Using tables and even changing them on the fly according to the data has become far
easier in the newer versions of Word like Microsoft Word 2019 and Office 365. Intuitive
formatting features give you finer (and quicker) control over how a table looks. But first
head to the Ribbon > Insert > Table > Insert Table for making your first table.

It gives you five options for creating your first table.

The quickest way to start is with Quick Tables. The built-in designs save you from the lack
of design skills. You can modify the designs by adding your own rows and columns or
deleting the ones you don’t need.

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Another quick way to create a table in Word is the Insert Control feature. You can create
a new column or row with one click. Hover the mouse over a table. A bar appears right
outside your table between two existing columns or rows. click on it when it appears, and
a new column or row will be inserted at that position.

When you want to move or order a row around, use the combination of Alt+Shift+Up
Arrow and Alt+Shift+Down Arrow to order the row up or down. Move contiguous rows by
selecting them all first.

How to Position Your Table on the Page?

Right-click on the table and select Table Properties from the context menu. The Table
Properties dialog box is for precise control over the data and its display. Control the size,
alignment, and indentation of the table.

By default, Word aligns a table on the left. If you want to center a table on the page,
select the Table tab. Click on Alignment > Center.
The Indent from left figure controls the distance of the table from the left margin.

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Position the table according to the text around it for a visually aesthetic look. Wrap text
around tables by dragging it by the handle. The text wrapping changes automatically
from None to Around. From the Table Positioning dialog box, you can set the Distance
from surrounding text for each side of the table.
Advertisement

Select Move with Text if the text is directly related to the table data. The table is vertically
aligned to the related paragraph around it. If the table data applies to the whole
document, you can keep the option unchecked.

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2. Use the Ruler
Sizing tables and positioning them accurately is an art in itself. If you need precise
measurements to size your rows and columns—use the ruler.

Hover the mouse over a border. When the double-arrow pointer appears, click the border
and hold down the ALT key. Microsoft Word shows specific measurements on the ruler.
Move the rows and columns to fit your measurements.

This Tip Gives You Precise Ruler Measurements in Microsoft WordWhen you want to set
ruler-based settings, such as tab indent size, mouse-dragging sometimes lacks precision --
unless you use this quick tip.Read More

3. Convert Text to Table (and Vice Versa)

Tabular data gives information its structure. It would have been frustrating if Word didn’t
have something to handle non-tabular data. You can convert data to tables instantly
from the Insert Table command.

Select the text. Go to Ribbon > Insert > Table > Insert Table

Microsoft Word determines the required number of rows and columns by considering the
text separators and then auto-fits the contents. The Convert Text to Table dialog box allows
you more control if the previous operation doesn’t work out right. You can also choose
how to fit the contents of the table on the page.

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You can specify how Microsoft Word should separate the data into rows and columns.
Paragraph, tabs, commas, or any other delimiting character. This allows you to easily
import non-tabular data from CSV files or plain TXT files and convert them into formatted
tables.

Convert Table to Text

Engineer the reverse process if someone asks you to send them files with comma
separated values or any other delineator. Select the entire table by clicking the “move”
handle above the table.

Go to Ribbon > Table Tools > Layout > In the Data Group, click Convert to Text.

31
4. Auto-Fill Column Numbers
Microsoft Excel makes auto-filling a sequence of numbers very easy. Microsoft Word does
not and you may have to resort to a manual job. There is a simpler way.
Create a new column for the serial numbers if it does not exist. Select this column by
positioning the mouse over the column.

With the column selected, go to Home > Paragraph > Click the Numbering button for
inserting a numbered list.

A number sequence is inserted in the column automatically.

5. Freeze Those Tables!

Microsoft Word tables change their dimension to accommodate new data. There may
be times when you do not want the table to change size at all, even when new data is
inserted. That is—“freeze” the size of cells.

The first step is to specify a fixed size for the cells. Go to Table Properties > Row > Enter a
value in the Specify height box. For Row height is select Exactly from the dropdown.

Now, select the Table tab > click the Options button > uncheck the Automatically Resize
to Fit Contents check box.

32
Click OK twice to exit the Table Properties dialog box.

This also solves the problem of inserting an image into a cell without the cell expanding to
accommodate the image. If the image is bigger than the available space in the cell, it
gets cropped to fit within the cell.

6. Change Rows Into Columns in a Table

There are situations where you have to change rows into columns and columns into rows.
One possible scenario is where the number of columns exceeds the page margin.
Switching columns around to rows and vice-versa is called transposition.

The bad news is that Word does not have an inbuilt method for handling this yet. Microsoft
suggests that you copy-paste your table into Microsoft Excel and use
its Transpose command. The transposed table can now be copy-pasted back into
Microsoft Word.

33
SECTION 2 Tuesday

Introduction to MS-EXCEL

1. Creating and manipulating

2. Cell structures
3. Entering data
4. Building basic equations

34
1.Creating and manipulating
General Uses for Excel

▪ Budgets for household or business finances

▪ Invoices and receipts
▪ Tracking for projects, client and customers, and health records
▪ Planners and calendars
▪ Checklists and task lists
▪ Financial, loan, debt, and mortgage calculations
▪ Inventory management
The list goes on with the many uses for Excel. So, whatever you plan to use it for, let’s
look at a
few of the terms you will need to know.

Opening a spreadsheet
When you first open Excel (by double-clicking the icon or selecting it from the Start
menu), the application will ask what you want to do.

If you want to open a new spreadsheet, click Blank workbook.

To open an existing spreadsheet (like the example workbook you just downloaded),
click Open Other Workbooks in the lower-left corner, then click Browse on the left side
of the resulting window.

35
Then use the file explorer to find the workbook you’re looking for, select it, and
click Open.

Workbooks vs. spreadsheets

There’s something we should clear up before we move on.
A workbook is an Excel file. It usually has a file extension of .XLSX (if you’re using an
older version of Excel, it could be .XLS).
A spreadsheet is a single sheet inside a workbook. There can be many sheets inside of
a workbook, and they’re accessed via the tabs at the bottom of the screen.

Working with the Ribbon

The Ribbon is the central control panel of Excel. You can do just about everything you
need to directly from the Ribbon.
Where is this powerful tool? At the top of the window:

There are a number of tabs, including Home, Insert, Data, Review, and a few others.
Each tab contains different buttons.
Try clicking on a few different tabs to see which buttons appear below them.

There’s also a very useful search bar in the Ribbon. It says Tell me what you want to do.
Just type in what you’re looking for, and Excel will help you find it.

Most of the time, you’ll be in the Home tab of the Ribbon. But Formulas and Data are
also very useful (we’ll be talking about formulas shortly).

36
You should take a little time to familiarize yourself with the ribbon in Excel. Just like with
other Microsoft Office applications, the ribbon holds the buttons that you will use inside
tabs. You can customize the ribbon

Pro tip: Ribbon sections

In addition to tabs, the Ribbon also has some smaller sections. And when you’re
looking for something specific, those sections can help you find it.
For example, if you’re looking for sorting and filtering options, you don’t want to hover
over dozens of buttons finding out what they do.
Instead, skim through the section names until you find what you’re looking for:

37
2. Cell structures
Managing your sheets

Excel is a spreadsheet application. It uses grids of cells within columns and rows to
manipulate, organize, and perform calculations with data. You can use pivot tables,
charts, formulas, and functions in a variety of ways.

Basic Excel Terms You Should Know

Throughout this guide, you will see the same terms used again and again. Getting
familiar with them will help you to understand the guide and the steps you see.
Workbook and Spreadsheet: A workbook is what you actually use when you open
Excel. The workbook contains the spreadsheets. A workbook can hold many
spreadsheets and you can move between those sheets with the tabs on the bottom
of the Excel workbook.

Cell: Spreadsheets are made up of rectangular blocks called cells. A cell contains the
data you enter; from numbers to words to images to formulas, cells hold that
information. You can enter data either directly in the cell or in the formula bar (text
box) for the cell right below your ribbon. You will also notice the name box (cell
indicator) to the left of the formula bar. By default, this displays the corresponding
column and row for the cell. For instance, the cell in the top left corner of the
spreadsheet is A1 for column A, row 1.

38
Formulas and Functions: You can think of a formula as a calculation or equation. With
Excel, you can create formulas or use built-in ones. These formulas can automatically
calculate numbers for you like addition or multiplication. In addition to calculations,
you can use functions for things like counting the number of items in a column or
displaying a minimum or maximum number for a group of cells.

=75/10

Type of Cursor

39
Excel changes its mouse pointer shape according to its current functionality. Below
are some of important mouse pointer shapes and its related functionality.
General Select
When Excel's mouse pointer is at "General Select" shape as marked in below image, it
is ready to select a cell or a range of cells within in Excel worksheet.

Fill Data
Fill data mouse pointer shape appears when you hover the mouse pointer over the
small square at the bottom right corner of the cell. When Excel's mouse pointer is at
"Fill Data" shape as marked in below image, it can fill data or extend a data series.

I-Beam Cursor
Excel blinking I-Beam text cursor indicates that you can enter data inside a cell by
typing text at the location of cursor. Excel blinking I-Beam text cursor is marked in
below image.

Arrow Mouse Pointer

Normal Arrow cursor shape appears when when you select menu or commands in
Ribbon. It appears when moving a selection also. While moving a selection, Arrow
Mouse pointer has a small cross also.
Arrow Mouse Pointer is shown in below image.

40
Column Resize Mouse Pointer
Column Resize Mouse Pointer appears when mouse hover at the border between
Column letters. When Column Resize Mouse Pointer appears, you need to click and
drag to increase or decrease the width of a column.
Column Resize Mouse Pointer is shown in below image.

Row Resize Mouse Pointer

Row Resize Mouse Pointer appears when mouse hover at the border between Row
numbers. When Row Resize Mouse Pointer appear, you need to click and drag to
increase or decrease the height of a row.
Row Resize Mouse Pointer is shown in below image.

Move Selected cells Mouse Pointer

Move Selected cells Mouse Pointer appears when mouse hover at border of a cell or
range of cells. When Move Selected cells Mouse Pointer appear, you need to click
and drag to move the data to another location within worksheet.
Move Selected cells Mouse Pointer is shown in below image.

Copy Selected Cells Mouse Pointer

Copy Selected Cells Mouse Pointer appears when "Ctrl" key is pressed and mouse
hover at border of a cell or range of cells. When Copy Selected Cells Mouse Pointer
appear, you need to click and drag to copy the data to another location within
worksheet.
Copy Selected Cells Mouse Pointer is shown in below image.

41
Select Entire Column Mouse Pointer
Select Entire Column Mouse Pointer appears when mouse hover at any Column label.
If you click when Select Entire Column Mouse Pointer appear, entire column is
selected, as shown im below image.
Select Entire Column Mouse Pointer is shown in below image.

Select Entire Row Mouse Pointer

Select Entire Row Mouse Pointer appears when mouse hover at any Row number. If
you click when Select Entire Row Mouse Pointer appear, entire row is selected, as
shown im below image.
Select Entire Row Mouse Pointer is shown in below image.

Multiple sheets
As we saw, workbooks can contain multiple sheets.
You can manage those sheets with the sheet tabs near the bottom of the screen.
Click a tab to open that particular worksheet.
If you’re using our example workbook, you’ll see two sheets,
called Welcome and Thank You:

To add a new worksheet, click the + (plus) button at the end of the list of sheets.
You can also reorder the sheets in your workbook by dragging them to a new location.
And if you right-click a worksheet tab, you’ll get a number of options:

For now, don’t worry too much about these options. Rename and Delete are useful,
but the rest needn’t concern you.

42
Spreadsheet Options

Managing a large number of spreadsheets is no problem for Excel. So, you can use
more than one if your project calls for it. For example, you can use different
spreadsheets for months or years, product warehouse locations, loan or credit card
companies, and healthcare facilities.

Along with multiple sheets, you can take advantage of these basic spreadsheet
features.
▪ Add a spreadsheet: Click the plus button at the bottom next to your last sheet.
▪ Rearrange spreadsheets: Hold the sheet tab and drag to its new spot in the
workbook.
▪ Name a spreadsheet: Double-click the sheet tab and type the new name. By
default, you will see them named Sheet 1, Sheet 2, and so on.
▪ Color a spreadsheet tab: Right-click the sheet tab and under Tab Color, just
click to apply a new one.
▪ Protect a spreadsheet: Right-click the sheet tab and under Protect Sheet, add
a
▪ password and select your options.
▪ Move or copy a spreadsheet: Right-click the sheet tab and select Move or
Copy. You can then move the sheet to another spot in the workbook, move it
to a different workbook, and make a copy of it for either case.
▪ Delete a spreadsheet: Right-click the sheet tab and click Delete. You will need
to confirm this action in the subsequent pop-up window.

EXERCISE 1:
1- Select, identify and play around with ribbons
2- Select, identify and play around with numbers, cell and shape of mouse
3- Practice mouse shapes
4- Practice Worksheet Options

43
Format Cells
When we format cells in Excel, we change the appearance of a number without
changing the number itself. We can apply a number format (0.8, $0.80, 80%, etc) or
other formatting (alignment, font, border, etc).
1. Enter the value 0.8 into cell B2.

By default, Excel uses the General format (no specific number format) for numbers.
To apply a number format, use the 'Format Cells' dialog box.
2. Select cell B2.
3. Right click, and then click Format Cells (or press CTRL + 1).

The 'Format Cells' dialog box appears.

4. For example, select Currency.

Note: Excel gives you a life preview of how the number will be formatted (under
Sample).
5. Click OK.

44
Cell B2 still contains the number 0.8. We only changed the appearance of this
number. The most frequently used formatting commands are available on the Home
tab.
6. On the Home tab, in the Number group, click the percentage symbol to apply a
Percentage format.

7. On the Home tab, in the Alignment group, center the number.

8. On the Home tab, in the Font group, add outside borders and change the font
color to blue.

Result:

Format Cell Features

o Decimal Places, Date and Time Formats, Fractions, Currency vs Accounting

o Text to Numbers, Numbers to Text, Custom Number Format
o Wrap Text, Merge Cells, Strikethrough, Superscript and Subscri

EXERCISE 2
Format Cell

45
Formatting Cells
The most formatting options are found on the Home Tab. All the options can be found
in the Format
Cells window. This contains several tabs to help us format the contents of our
spreadsheet. This window can be opened by using the More Options button at the
end of the Format, Alignment and Number groups. You can also use the Keyboard
Shortcut – Ctrl‐1 or choose Format Cells… from the right‐click shortcut menu.

Font

1. Font – Sets the font of the selected cell(s). Fonts are different ways to show the same
letters.
2. Font Size – Sets the size of the letters (the font). Larger numbers give larger fonts.
3. Increase Font – Increases the font size
4. Decrease Font – Decreases the font size
5. Bold – Makes the selected cell(s) Bold
6. Italic – Makes the selected cell(s) Italicized
7. Underline – Makes the selected cell(s) Underlined. The drop down has a double
underline.
8. Borders – Adds and removes borders for the selected cell(s). The drop down has
More Borders…
9. Fill Color – Changes the background color of the selected cell(s).
10. Font Color – Changes the color of the font of the selected cell(s).
11. More Options – This button will open the Format Cells dialog window.

Alignment

1. Top Align – Vertically aligns to the top of the cell.

2. Middle Align – Vertically aligns to middle of the cell.
3. Bottom Align – Vertically aligns to the bottom of the cell.
4. Orientation – Rotates the contents of the cell to the currently displayed option.
5. Wrap Text – Displays contents on multiple lines within the cell's column width.

46
6. Align Text Left – Horizontally aligns the contents to the left side of the column.
7. Center – Horizontally aligns the contents to the center of the cell.
8. Align Text Right – Horizontally aligns the contents to the right side of the cell.
9. Decrease Indent – Decreases the space between the text and the cell border
10. Increase Indent – Increases the space between the text and the cell border
11. Merge and Center – Joins selected (adjacent) cells into one cell and centers the
result. If there is data in more than one cell, Excel will only keep the information from
the upper left cell.
12. More Options – This button will open the Format Cells dialog window to the
Alignment Tab.

Number

1. Number Format – Allows you to change the way numeric values are displayed on
the spreadsheet. The drop down arrow gives you a list of the most common formats,
including a More Number Formats option.
2. Currency Style – Sets the selected cell(s) to the Currency Style, this style keeps the
dollar signs on the left side of the cell, and the number on the right side. The drop
down arrow gives you a list of other currency formats, such as the Euro (€).
3. Percent Style – Sets the selected cell(s) to the Percent Style, this style has zero
decimal places.
Keyboard shortcut ‐ Ctrl‐Shift‐%. This button can be reset through Cell Styles on the
Home Tab.
4. Comma Style – Sets the selected cell(s) to the Comma Style, this style has a comma
for every thousand and two decimal places. This button can be reset through
5. Increase Decimal – Increases the number of decimal places showing to the right of
the decimal.
6. Decrease Decimal – Decreases the number of decimal places showing to the right
of the decimal.
7. More Options – This button will open the Format Cells dialog window to the Number
Tab.

Cells Structures
There are a set number of cells within a Microsoft Excel worksheet. In the Ribbon
versions (2007 and later) there are 16,384 columns and 1,048,576 rows. As you insert
and delete structures, you are not reducing the number of cells, merely shifting where
your data lies on the defined worksheet. Think about moving a painting around on a
wall. You're not changing the wall, just the position of the painting.

47
Inserting
We use Insert to make new cells, columns, and rows.
Excel determines what you are trying to insert based on your selection. If a full column
is selected, Excel will assume you mean a full column and it will skip the Insert window.
You can insert a cell, row, or column by doing one of the following:
Press Shift ‐ Ctrl ‐ = on the keyboard (ctrl plus) or from the Home tab, in the Cells
group, choose Insert or open the Right‐click menu and choose insert.
‐ To insert multiple at once, select the number of cells/rows/columns you would like to
insert and follow the steps above.
‐ The size and format of the new space is determined by the previous row or column.
‐ This will push the existing cells, columns, or rows to the right or down to make room
for the new cells.

Deleting
We use Delete to remove cells, columns, and rows. Excel determines what you are
trying to delete based on your selection. You can delete a cell, row, or column by
doing one of the following:
Press Shift ‐ Ctrl ‐ ‐ on the keyboard (Ctrl Minus)
or from the Home tab, in the Cells group, choose Delete or open the Right‐click
menu and choose insert.
‐ To delete multiple at once, select the number of cells/rows/columns you would like
to delete and follow the steps above.
‐ This will completely remove the structure, formatting and all, and the
rows/columns/cells will shift into this place. If you only intended to delete the contents
not the cells, undo and use the Clear
Contents option instead.
Cell Size (Row Height/Column Width)
You cannot resize one cell; the structure is dependent on the entire row and column
where it resides.
The Row Height and Column Width settings can be found under the Format menu in
the Cells group of the Home tab.

Adjusting with the Mouse

When we resize we are growing away from the left.
To resize the column, place your mouse cursor between the lines of the column
headings. The current column heading is in a box; all you need to do is resize the box
to make it wider. Put your mouse along the right side of the heading box until you see

48
the resizing arrow pointing in two directions. Click and drag away from the column
letter. When you let go of the mouse, the column will resize.
To resize the row, place your mouse cursor between the lines of the row headings. The
current row heading is in a box; all you need to do is resize the box to make it wider.
Put your mouse along the bottom side of the heading box until you see the resizing
arrow pointing in two directions. Click and drag away from the row number. When
you let go of the mouse, the row will resize.

Auto‐fitting
You can use the option found on the Format menu, or place your mouse cursor
between the headings, with the two‐way arrow to help resize, and double‐click. The
row or column should AutoFit to the largest data length within its structure.
‐ To resize multiple at once, select the cells you would like to fit and follow the steps
above.
If you are using double‐click to auto‐fit, the entire column/row structures must be
selected.

Page Set up

Insert Page Numbers

This example teaches you how to insert page numbers in Excel.

1. On the View tab, in the Workbook Views group, click Page Layout, to switch to
Page Layout view.

2. Click Add footer.

The Header & Footer Tools contextual tab activates.

3. On the Design tab, in the Header & Footer Elements group, click Page Number to
add the page number.

49
4. Type " of "
5. On the Design tab, in the Header & Footer Elements group, click Number of Pages
to add the number of pages.

Result:

Note: Excel uses codes in order to automatically update the header or footer as you
change the workbook.
6. Click somewhere else on the sheet to see the footer.

7. On the Design tab, in the Options group, you can add a different first page
header/footer and a different header/footer for odd and even pages.

8. On the View tab, in the Workbook Views group, click Normal, to switch back to
Normal view.

50
Page Breaks

Insert a page break in Excel to specify where a new page will begin in the printed
copy.
To insert a horizontal page break, execute the following steps.
1. Select the first row of the new page.

2. On the Page Layout tab, in the Page Setup group, click Breaks.

3. Click Insert Page Break.

Excel displays a solid line (manual page break) to show you where the new page
begins. Dashed lines are page breaks inserted automatically by Excel.

Note: in a similar way, you can select a column to insert a vertical page break.
4. On the File tab, click Print for a print preview.

51
Note: to remove a horizontal page break, select a cell below the page break that
you want to remove and click Breaks, Remove Page Break. To remove all manual
page breaks, click Breaks, Reset All Page Breaks. You cannot remove automatic
page breaks.

Center on Page

To center a range of cells on a printed page in Excel automatically, execute the

following steps.
1. On the File tab, click Print.
2. Click 'Custom Margins' from the Margins drop-down list.

52
3. Next, check horizontally and vertically.

4. Click OK.

53
Workbook Views
Excel offers three workbooks views, Normal, Page Layout and Page Break Preview.
Normal
At any time, you can switch back to Normal view.
1. On the View tab, in the Workbook Views group, click Normal.

Result:

Note: if you switch to another view and return to Normal view, Excel displays page
breaks. Close and reopen the Excel file to hide these page breaks. To always hide
page breaks for this worksheet, click File, Options, Advanced, scroll down to Display
options for this worksheet and uncheck Show page breaks.
Page Break Preview
Page Break Preview gives you a nice overview of where pages break when you print
the document. Use this view to easily click and drag page breaks.
1. On the View tab, in the Workbook Views group, click Page Break Preview.

54
Result:

Note: click and drag the page breaks to fit all the information on one page. Be
careful, Excel doesn't warn you when your printout becomes unreadable. By default,
Excel prints down, then over. In other words, it prints all the rows for the first set of
columns. Next, it prints all the rows for the next set of columns, etc. (take a look at the
page numbers in the picture above to get the idea). To switch to Print over, then
down, click File, Print, Page Setup, on the Sheet tab, under Page order, click Over,
then down.

Page Layout

What is Page Layout and its uses?

In Page Layout option, we have various commands which we use to prepare the
workbook for printing and exporting to PDF format. Through this command, we can
adjust the page in the way we want to see after printing.

On the View tab, in the Workbook Views group, click Page Layout.

55
In this menu tab, we have 5 groups:-

a) Themes: - This option is used to change the theme color of workbook by just
click of a button. Each theme has 12 colors, two fonts (heading and body), SmartArt
and the effects for shape. Also, we have color option whereby we can create new
color’s theme, by using the Font option, we can create new font theme as well. So, if
we want to create our own theme we can create it by using Themes option in Excel.

b) Page Setup: -We use this option to set up the page for printing. So, we have
Margins, Orientation, Size, Print Area, Breaks, Background and Print titles, in this
group, which we use to prepare the page for printout.

c) Scale to Fit: -This option helps to fit the page for printing by shrinking or enlarging
its size to better fit the pages. We can use Scale to fit to adjust the width and height
by describing the scale %age.

d) Sheet Options: -It is also a printing option that can show or hide the gridlines,
while printing and heading options are used to give headings to the rows and
columns.

56
e) Arrange: -We use this option to arrange the objects back and forward and align
it. Also, we have Selection pane option by which we can see total images in the
workbook and select them from there.

57
3. Entering Data
Entering data
Now it’s time to enter some data!
And while entering data is one of the most central and important things you can do
in Excel, it’s almost effortless.
Just click into a blank cell and start typing.
Go ahead, try it! Type your name, birthday, and your favorite number into some blank
cells.
You can also copy (Ctrl + C), cut (Ctrl + X), and paste (Ctrl + V) any data
Try copying and pasting the data from the example spreadsheet into another column.

You can also copy data from other programs into Excel.
Try copying this list of numbers and pasting it into your sheet:
• 17
• 24
• 9
• 00
• 3
• 12

EXERCISE 3
Entering data dan Page Format

58
4. Building basic equations
Basic calculations
Now that we’ve seen how to get some basic data into our spreadsheet, we’re going
to do some things with it.
Running basic calculations in Excel is easy. First, we’ll look at how to add two numbers.
Important: start calculations with = (equals)
When you’re running a calculation (or a formula, which we’ll discuss next), the first
thing you need to type is an equals sign. This tells Excel to get ready to run some sort
of calculation.
So when you see something like =MEDIAN(A2:A51), make sure you type it exactly as it
is—including the equals sign.
Let’s add 3 and 4. Type the following formula in a blank cell:
=3+4
Then hit Enter.

When you hit Enter, Excel evaluates your equation and displays the result, 7.
But if you look above at the formula bar, you’ll still see the original formula.
That’s a useful thing to keep in mind, in case you forget what you typed originally.
You can also edit a cell in the formula bar. Click on any cell, then click into the formula
bar and start typing.

Performing subtraction, multiplication, and division is just as easy. Try these formulas:
• =4-6
• =2*5
• =-10/3
What we’re going to cover next is one of the most important things in Excel. We’re
giving it a very basic overview here, but feel free to read our post on cell references to
get the details.
Now let’s try something different. Open up the first sheet in the example workbook,
click into cell C1, and type the following:
=A1+B1
Hit Enter.
You should get 82, the sum of the numbers in cells A1 and B1.
Now, change one of the numbers in A1 or B1 and watch what happens:

59
Because you’re adding A1 and B1, Excel automatically updates the total when you
change the values in one of those cells.
Try doing different types of arithmetic on the other numbers in columns A and B using
this method.
.

EXERCISE 4
Basic Equation

60
Saving and sharing your work
After you’ve done a bunch of work with your spreadsheet, you’re going to want to
save your changes.
Hit Ctrl + S to save. If you haven’t yet saved your spreadsheet, you’ll be asked where
you want to save it and what you want to call it.
You can also click the Save button in the Quick Access Toolbar:

It’s a good idea to get into the habit of saving often. Trying to recover unsaved
changes is a pain!

The easiest way to share your spreadsheets is via OneDrive.

Click the Share button in the top-right corner of the window, and Excel will walk you
through sharing your document.

You can also save your document and email it, or use any other cloud service to
share it with others.

EXERCISE 5
Preparing simple table and document

61
SECTION 3 Wednesday

MS-EXCEL Essentials

1. Sorting and filter

2. Basic formula and functions
3. Creating charts
4. Preparing report

62
1. Sorting and Filter
Sort
You can sort your Excel data on one column or multiple columns. You can sort in
ascending or descending order.
One Column
To sort on one column, execute the following steps.
1. Click any cell in the column you want to sort.

2. To sort in ascending order, on the Data tab, in the Sort & Filter group, click AZ.

Result:

Note: to sort in descending order, click ZA.

Multiple Columns
To sort on multiple columns, execute the following steps.
1. On the Data tab, in the Sort & Filter group, click Sort.

63
The Sort dialog box appears.
2. Select Last Name from the 'Sort by' drop-down list.

3. Click on Add Level.

4. Select Sales from the 'Then by' drop-down list.

5. Click OK.
Result. Records are sorted by Last Name first and Sales second.

Filter

Filter your Excel data if you only want to display records that meet certain criteria.
1. Click any single cell inside a data set.
2. On the Data tab, in the Sort & Filter group, click Filter.

Arrows in the column headers appear.

64
3. Click the arrow next to Country.
4. Click on Select All to clear all the check boxes, and click the check box next to
USA.

5. Click OK.
Result. Excel only displays the sales in the USA.

6. Click the arrow next to Quarter.

7. Click on Select All to clear all the check boxes, and click the check box next to
Qtr 4.

8. Click OK.
Result. Excel only displays the sales in the USA in Qtr 4.

9. To remove the filter, on the Data tab, in the Sort & Filter group, click Clear. To
remove the filter and the arrows, click Filter.

65
EXERCISE 6
Sort
Filter

66
2. Basic formula and functions
Many formulas take sets of numbers and give you information about them.
For example, the AVERAGE function gives you the average of a set of numbers. Let’s
try using it.

Click into an empty cell and type the following formula:

=AVERAGE(A1:A4)
Then hit Enter.

The resulting number, 0.25, is the average of the numbers in cells A1, A2, A3, and A4.
Cell range notation
In the formula above, we used “A1:A4” to tell Excel to look at all the cells between A1
and A4, including both of those cells. You can read it as “A1 through A4.”
You can also use this to include numbers in different columns. “A5:C7” includes A5,
A6, A7, B5, B6, B7, C5, C6, and C7.

There are also functions that work on text.

Let’s try the CONCATENATE function!
Click into cell C5 and type this formula:
=CONCATENATE(A5, ” “, B5)
Then hit Enter.

You’ll see the message “Welcome to Spreadsheeto” in the cell.

How did this happen? CONCATENATE takes cells with text in them and puts them
together.

We put the contents of A5 and B5 together. But because we also needed a space
between “to” and “Spreadsheeto,” we included a third argument: the space
between two quotes.

Remember that you can mix cell references (like “A5″) and typed values (like ” “) in
formulas.

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Excel has dozens of useful functions. To find the function that will solve a particular
problem, head to the Formulas tab and click on one of the icons:

Scroll through the list of available functions, and select the one you want (you may
have to look around for a while).
Then Excel will help you get the right numbers in the right places:

If you start typing a formula, starting with the equals sign, Excel will help you by
showing you some possible functions that you might be looking for:

And finally, once you’ve typed the name of a formula and the opening parenthesis,
Excel will tell you which arguments need to go where:

If you’ve never used a function before, it might be difficult to interpret Excel’s

reminders. But once you get more experience, it’ll become clear.
This is a tiny preview of how functions work and what they can do. It should be
enough to get you going on the tasks you need to accomplish right away.

EXERCISE 7
Basic Functions

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3. Creating Charts
A simple chart in Excel can say more than a sheet full of numbers. As you'll see,
creating charts is very easy.
Create a Chart
To create a line chart, execute the following steps.
1. Select the range A1:D7.

2. On the Insert tab, in the Charts group, click the Line symbol.

3. Click Line with Markers.

Result:

Note: enter a title by clicking on Chart Title. For example, Wildlife Population.
Change Chart Type
You can easily change to a different type of chart at any time.
1. Select the chart.
2. On the Design tab, in the Type group, click Change Chart Type.

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3. On the left side, click Column.

4. Click OK.
Result:

Switch Row/Column
If you want to display the animals (instead of the months) on the horizontal axis,
execute the following steps.
1. Select the chart.
2. On the Design tab, in the Data group, click Switch Row/Column.

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Result:

Legend Position
To move the legend to the right side of the chart, execute the following steps.
1. Select the chart.
2. Click the + button on the right side of the chart, click the arrow next to Legend
and click Right.

Result:

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Data Labels
You can use data labels to focus your readers' attention on a single data series or
data point.
1. Select the chart.
2. Click a green bar to select the Jun data series.
3. Hold down CTRL and use your arrow keys to select the population of Dolphins in
June (tiny green bar).
4. Click the + button on the right side of the chart and click the check box next to
Data Labels.

Result:

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4. Preparing report

EXERCISE 8
Preparing
Invoice
Letter
Report

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