Table of contents

Entering data 1

THE AUTOFILL 1
Selecting and moving in Excel 4

MOVING IN THE WORKBOOK 4

SELECTING 4
Calculating in Excel 4

USING FORMULAS 4

FORMULAS IN NORMAL LANGAGE 4

RANGE IDENTIFICATOR 4

USING THE AUTOSUM 4

ABSOLUTE AND RELATIVE REFERENCES 4

FUNCTIONS 4
Database 4

INTRODUCTION 4

CREATING A DATABASE 4

SORTING DATA 4

AUTOFILTER 4

CUSTOM FILTER 4

Printing 4

THE PAGE SETUP 4

DEFINING A PRINT AREA 4

THE PRINT PREVIEW 4

THE PRINT PREVIEW OPTIONS 4

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THE PAGE BREAK PREVIEW 4

THE PAGE SETUP OPTION 4

PRINTING 4
Shortcuts 4
 Entering data

Entering data

In this chapter, you will learn how to:

ƒ Enter data in an Excel worksheet
ƒ Use the autofill and custom lists

THE AUTOFILL
It is possible to create series by using the small black square in the corner of the
cell or of the active selection (a black cross appears) and by dragging the fill handle
with the left mouse button across the cells you want to fill (either vertically or
horizontally).
EXCEL continues the series from the starting value. This tool offers a considerable
gain of time and prevents from doing a repetitive job.
Examples:

If it is one numeric data, EXCEL only repeats the contents of the cell.

When the user specifies the amount by which to increment, EXCEL will continue to
increment in the delimited range by the same amount.
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 Entering data

Excel copies alphanumeric data unless they are combined with some numeric
data.

Custom lists

You can create our own series in EXCEL. Once the series has been created, it will
be available in any workbook. There are several methods to create your own
custom lists.
Method 1:

ª Enter your own list in the sheet and then select it.

ª Then choose OPTIONS in the TOOLS menu.

ª Select the CUSTOM LISTS tab.

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ª The selected cells’ references appear in the IMPORT LIST FROM CELLS field.

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 Entering data

ª If you haven’t selected any data yet, click the IMPORT button and then select the
data range on the worksheet.

ª Once the references appear correctly in the IMPORT LIST FROM CELLS field,
simply click the IMPORT button and the new list will be added to the existing
ones.

ª Once the series has been created, it will be very easy to use it in any workbook.
Simply enter one item of the series and you will then be able use the AutoFill to
complete it.

Method 2:
You can create our list straight away in the CUSTOM LISTS dialog box.
To do so:

ª Click the LIST ENTRIES field or press the button.

ª Then enter the different data and validate them by clicking the
button.

ª This will create a new series that can be used in all the workbooks.
Remark :
If you use the right mouse button while performing the AUTOFILL, a
contextual menu will appear. You can choose some specific series
concerning dates, trends, and other even more specific options.

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 Selecting and moving in Excel

Selecting and moving in Excel

In this chapter, you will learn how to:

ƒ Move within a sheet
ƒ Go from one sheet to another one
ƒ Select several cells, rows or columns

MOVING IN THE WORKBOOK

By default, the workbooks in Excel consist of 3 sheets. There exist several
methods to move between the sheets in a workbook or to activate another one in
order to use it.

The mouse
Simply click the tab of the sheet you wants to work in. It will then become active
(the name of the active sheet will appear in bold characters on a light background)
and will appear at the foreground.

You can also use the arrows shown underneath. But the arrows only display the
contents of the folder. You can’t use them to modify the active sheet.

Remark :
Right-clicking one of the arrows will display the list of sheets. By using
this method, you can activate one of the sheets in the list.

The keyboard

The shortcuts The move

CTRL + PAGE DOWN Move to the next sheet

CTRL + PAGE UP Move to the previous sheet

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 Selecting and moving in Excel

SELECTING
The basic RULE in Excel is

Selection Î Action
You should always select before carrying out an action (calculating, entering data).
This is essential because EXCEL only carries out an action on selection.
The selection is important, as a wrong selection will produce wrong results.

The mouse

Selecting data in a sheet

In EXCEL, you can use several methods to select data. The easiest method is to
use the mouse. To select several cells, drag the mouse while holding down the left
button. Release the button once you have completed the selection. The selection
will be displayed with a black background

It is also possible to click the extremity of the field while pressing the SHIFT key.

It is then no longer necessary to drag with the mouse. The data between the
position of the cursor and the place where you clicked will then be selected.

The keyboard

Besides, the menu bar is a shared component, which means that, the more you run
the application, the less you will proportionally use the disc space or active
memory.
You can also make a selection by using the keyboard.
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Selecting with the keyboard:

ª Use the keyboard arrows and the SHIFT key.

Or

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 Selecting and moving in Excel

ƒ Type the references of the cells you want to select in the NAME FIELD and the
cells will automatically appear with a black background.

Selecting nonadjacent cells

You can also select a range of nonadjacent cells.

To do so:

ª You simply select the first range of cells.

ª Then you hold down the CTRL key.
ª Select the other ranges.

Selecting several sheets in a workbook

In some cases, it can be useful to select several sheets in the same workbook, so
that the action you perform on one sheet will be carried out on all the selected
sheets at the same time.
You first have to create a group.

Selecting adjacent sheets

ª You have to click on the tab of the first sheet that will be part of the selection.
ª Then hold down the SHIFT key while clicking the last tab of the selection.

The first selected sheet has its name written in bold and the others are written on
the same white background.
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In the example above, every action performed on Sheet2 will also be carried out on
the Sheet3 and 4.

Selecting nonadjacent sheets

ª Click the tab of the first sheet that is part of the selection.
ª Then click the other sheets while holding down the CTRL key.

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 Selecting and moving in Excel

In the example above, the Sheets2, 4 and 5 are part of the same group and all the
actions performed on the Sheet2 will be reflected on the Sheets 4 and 5.

Unselecting nonadjacent sheets

To ungroup sheets there are several possibilities:

ª Clicking the tab of a sheet that is not part of the group.

Or

ª Right-clicking the tab of one of the selected sheets.

ª Then choosing the UNGROUP SHEET option.

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 Calculating in Excel

Calculating in Excel

In this chapter, you will learn how to:

ƒ Enter formulas
ƒ Copy out formulas
ƒ Understand and use the relative and absolute references
ƒ Insert predefined functions

USING FORMULAS
The major advantage of a spreadsheet is that it offers the possibility to calculate
various operations on the computer.
To do so, you will need to enter formulas in the table cells.
To differentiate between formulas and alphanumeric or numeric data, you should
begin a formula with the sign =.
A formula is made out of various components: some constant, some cell
references, etc…
To make things easier, you should use the cell references instead of their contents.
This way, it will be possible to copy the formula in other places on the sheet. This
formula will automatically adapt according to the place where you pasted it.
Example:
This is a simple table where you have to multiply the number of products by their
price. This is what you will get in Excel:

The table below contains the real contents of these cells. The column C, contains
the formulas. In the column C2, the formula is =A2*B2.
You could have written =2*50, but then, you would have to enter the formula for
each row.
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 Calculating in Excel

The mathematical operators:

Operation Operator

Addition
+
Subtraction
-
Multiplication
*
Division
/
Powers and roots
^
You can build a formula like any mathematical operation.
You must be careful, though, with more complex operations (that have several
different operators).
The priority rules are the same as in mathematics. A multiplication (*) and a
division (/) will be operated before an addition (+).or a subtraction (-).
If you have to operate an action before another, you will have to use the brackets.
An operation that is between brackets will always have priority on any other
operation.
Example:
=2*3-1 the answer of this formula is 5. Explanation: 2*3 = 6-1 = 5.
=2*(3-1) the answer of this formula is 4. Explanation: 3-1 = 2*2 = 4.
EXCEL automatically corrects the formulas when it identifies errors and suggests
some corrections for the types of mistakes that appear the most frequently in
formulas.
So, thanks to Excel, it is easy to create formulas without having to know the correct
syntax.

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 Calculating in Excel

FORMULAS IN NORMAL LANGAGE

In EXCEL, this functionality becomes easier to discover but also automatic. You
can now create formulas by using labels and rows and column headers on a
worksheet without having to create the ranges first.

1st method: explicit intersection which determinates Ile de France Coût/ Ile de
France Ventes
2nd method: implicit intersection which determinates COÛT/VENTES
The automatic correction of the formula works with the formulas in normal
language, so that a mistake made in a formula using row or column headers will be
identified and a correction will be offered.

RANGE IDENTIFICATOR
Following up formulas and creating them represents a challenge for the users.
This is the reason why MICROSOFT EXCEL helps them by using colors to make the
creation and the modification easier. Double-clicking a cell containing a formula,
will display a colored border around the range of cells corresponding to the
different arguments of the formula. The ranges can also be detected by a color
code, so that it is easy to detect the cells in question in every part of the formula.
Identify and change the selection with the help of the range identificator, by
dragging the interest rate to the left…

...to obtain the right cell reference in the formula.

You can also change the dimensions of a range by moving the border that
surrounds it or its handle in the lower-right corner.
The change will automatically be reflected in the formula, which accelerates and
makes the operations easier.
The range identificator helps you to understand the formulas and to change them
easily.
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USING THE AUTOSUM

EXCEL has a function called AUTOSUM, which operates additions automatically,
either horizontally or vertically.

This is the icon that represents the AUTOSUM tool: .

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 Calculating in Excel

Once the data has been entered, simply click the active cell where you want to get
the result of the addition:

Double-clicking the icon representing the AUTOSUM will make the result appear
automatically. One click will display the details of the calculation:

Excel always starts its calculation with the following row, which is either a cell
containing an alphanumeric data or an empty cell. It stops its calculation at the cell
above the one containing the results of the calculation.
Excel can also add subtotals.

To do so, before using the AUTOSUM, you need to select the field containing the
data. In the example above, you have to select the cells ranging from B2 to B11.
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 Calculating in Excel

Excel will recognize the different subtotals to add (as shown in the details of the
formula).

ABSOLUTE AND RELATIVE REFERENCES

As you refer to a particular cell in the formula, some problems might occur when
copying the formula. Because when you type a formula, the references are
automatically updated to their new position.
Example:

In C5 the formula is =B5*C2 and the answer is correct.

When you copy the above formula In the C6 AND C7 cells, a message of error
appears.
To avoid such a mistake, you will have to consider the address C2 as being
ABSOLUTE.

An ABSOLUTE ADDRESS is represented by the symbol $ before the letter of the

column and the number of the row.
The formula then becomes =B5*$C$2.
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The symbol $ can always be added when typing the formula either manually or
automatically with the function key F4 .
When copying the formula in C6 and C7, the address $C$2 will stay the same and
only the B5 address (which is relative) will be changed into B6 and B7.

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 Calculating in Excel

Example with an absolute address:

These are the contents of the cells C5, C6 and C7.

In these formulas, the relative address (by default) B5 is adapted while $C$2
(absolute reference) remains unchanged.
There are four possible references that can all be obtained by pressing the F4 key
several times.

REFERENCE EXAMPLE

Relative A1

Absolute $A$1

Mixed (fixed column) $A1

Mixed (fixed row) A$1

FUNCTIONS
Description

With the formulas that you can create in EXCEL, you have at your disposal more
than 400 predefined functions, divided up in different categories, such as statistical,
financial, …
These functions are entered in a cell like any data, but you have access to a
Wizard to help you complete them.

Syntax

= FUNCTIONNAME(ARGUMENT 1; ARGUMENT 2;....;ARGUMENT N)

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ƒ Just like formulas, a function begins with the sign: =

ƒ Then you add the function name.
Remark :
We advise you to enter it in small letters because, if the syntax of the
name is correct, EXCEL will directly change it into capital letters.

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 Calculating in Excel

ƒ A parenthesis will be inserted directly behind the name of the function.

ƒ Behind this parenthesis, enter the different arguments separated by a semi-
colon or another separator.
ƒ End the function with the other parenthesis.

The arguments

The arguments are the most important elements of the function. Their number can
go from zero to n.
Some functions require all the types of arguments, others do not.
You have different types of arguments:
ƒ A cell or a range reference;
ƒ The block name;
ƒ A numeric value;
ƒ Some text between double quotes;
ƒ A formula;
ƒ A function;
ƒ Nothing.

The categories of functions

Database
Database functions analyze data stored in lists or databases.

Date & Time

These functions analyze dates and time

DDE & External

These functions are used for external connections.

Engineering
Engineering functions are used to convert in various bases or units and to
manipulate complicated numbers.

Financial
You use financial functions for financial calculations.

Information
Information functions send a message about the contents of the cell.
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Logical
Logical functions make it possible to change the view of a result.

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 Calculating in Excel

Lookup & Reference

Lookup & Reference functions operate a research or send back information on a
range of cells.

Math & Trigonometry

These functions are the most frequently used mathematical functions.

Statistical
From the most usual to the most complicated statistical functions.

Text
Text functions are used to manipulate text.

Using the wizard

If the syntax of the function that you want to use seems too complicated or that you
are afraid to forget an argument, you can use the Wizard.
To do so:

ª Select the cell where you want to enter the function.

ª Choose the FUNCTION option in the INSERT menu or click the icon.

ª Select the function category in the list on the left.

ª In the list on the right, look for the function and select it.
ª Click the FINISH button if you do not want any help on the arguments, otherwise,
click the NEXT button.

ª If you do not use the help, you will have to enter the arguments and validate.

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 Calculating in Excel

The help box for the arguments

If you click the NEXT button to use the help, you will have to enter the values in
regard of the different arguments in the value field, and EXCEL will send back the
result or an error message.
Example:

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Retro-selection in dialog boxes

The possibility of accepting range references from a dialog box is useful and
practical for the users. But the current dialog box can hide the range on the sheet

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 Calculating in Excel

that you want to select. To refer to data of a worksheet, you have to move the
dialog box a little bit to select the data.
With MICROSOFT EXCEL, the modification fields allow you to click a button to reduce
or to enlarge the dialog box.
Once reduced, it only hides one row, which makes it easier to select the data
range.
After having selected this range, you can easily enlarge the dialog box in order to
continue the operation. It is then easier to select data references without having to
close the dialog box.

Clicking the button with the red arrow…

... will reduce the dialog box, making it easier to select the data. The dialog box can
be enlarged again by clicking the same button.

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 Database

Database

In this chapter, you will learn how to:

ƒ Create a list
ƒ Sort a list
ƒ Make a selection in a list

INTRODUCTION
You can make a database with Excel to execute selections, to sort data...
The possibilities offered by Excel and the tools you can use, are of course less
powerful than those in specific database programs such as Access...
A database in Excel is a list. A list is the equivalent of a table in a database such as
Access.
A list is a tool for organizing, managing and retrieving information. You can create a
database on a worksheet.
You can easily store and manipulate complex data or large amounts of data.
A file or a table includes RECORDS (lines) and FIELDS (columns).
A record (line) contains all the data for a specified element (client, article,...).
A field (column) displays the elements of a data (name, address,...).

CREATING A DATABASE
To create a database, you simply create a table but you have to enter the various
names (columns) of the fields in the first row.
Example:

Remark :
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Format the labels (column headers) with a different font and/or size to
enable Excel to differentiate between labels and data.

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 Database

SORTING DATA
Once you have entered data in a list you can organize the data by columns
alphabetically, numerically, or by date, by sorting.
The data rows in the list are rearranged according to the data in the column you
chose to sort by.

The sort menu

ª Select the cells you want to sort by but do not select the row containing the field
names (columns).

ª Choose SORT in the DATA MENU.

ª Create one or more key(s) (select the field in the drop-down list).
ª Choose ASCENDING or DESCENDING according to the order in which the list will
be sorted.

Remark :
If you do not select any cell, Excel will, by default, select all the rows
except the first one because it is considered as a header.

AUTOFILTER
In order to help you to build the database, Excel can select the basic criteria to
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track the needed records.

You can also define customized criteria.

ª Activate one cell of the database.

ª Choose the FILTER option in the DATA menu.

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 Database

ª Select AUTOFILTER.
ª Excel will define basic criteria to select the information.
Drop-down lists are automatically inserted in the table on each field name
(column).
Example:

ª Click the arrow on the right of the field name (column) to scroll the list and
select the criteria.

ª The result automatically appears.

ª To retrieve all the data, you have to select the ALL criteria in the list.
Remark :
The Blanks and Non blanks possibilities are displayed in the drop-down
list only if at least one cell in the list is blank.

CUSTOM FILTER
With the Autofilter option, Excel creates criteria for you but you can also create
your own criteria.

ª Activate the Autofilter function and select CUSTOM in the drop-down list.
ª Try creating one or two criteria using the drop-down lists in the box.

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 Database

Remark :
You can use the ? or the * signs in criteria in order to replace one or
several characters.

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 Printing

Printing

In this chapter, you will learn how to:

ƒ Specify the page setup (margins, …)
ƒ Check what the document looks like before printing it
ƒ Print

THE PAGE SETUP

If the user does not specify a printing area before printing the data, EXCEL will print
the whole document. It is possible to define a area or to show EXCEL what has to
be printed.

DEFINING A PRINT AREA

If you want to print only a part of the sheet, you have to specify the print area.
When you don’t need the print area anymore, you will have to delete the selection.

ª Select the range of cells on the sheet.

ª Choose the PRINT AREA option in the FILE menu, then SET PRINT AREA
To deselect

ª Choose the PRINT AREA option in the FILE menu, then CLEAR PRINT AREA
THE PRINT PREVIEW
If you are sure of yourself, you can print directly your result.
If you hesitate, ask for a PRINT PREVIEW.
It will help you to check your result and to change the format if it is necessary.
To do so:

ª Define a print area if necessary.

ª Choose the PRINT PREVIEW option in the FILE menu.
Or

ª Click the icon.

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 Printing

THE PRINT PREVIEW OPTIONS

NEXT or PREVIOUS
These two buttons allow you to switch from one page to another.
ZOOM
You can ZOOM IN to get a close-up view of your document or ZOOM OUT to see more
of the page at a reduced size.
PRINT
Prints the document displaying the PRINT dialog box.
SETUP
Opens the PAGE SETUP dialog box to make the necessary corrections.
MARGINS
Changing the document’s margins as well as the width of the columns.

THE PAGE BREAK PREVIEW

EXCEL gives you the possibility to control what is being displayed on each page by
using the page break preview.
This view, which can be customized, displays the working sheet with the page
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breaks and the page numbers overlapping, showing exactly which information will
be printed on each page. You can simply move the horizontal and vertical page
breaks or the borders of the printing area. Or you can also move elements such as
charts or tables from one page to another. MICROSOFT EXCEL automatically resizes
the elements so that they fit on the page. It also changes the resulting pages in
function of the action you carried out.

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 Printing

THE PAGE SETUP OPTION

Before printing, you can specify some page setup options. Select the PAGE SETUP
option in the FILE menu or click the SETUP button in the PRINT PREVIEW screen.

The Page tab

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This tab offers the following possibilities:

ª Changing the paper orientation in PORTRAIT or LANDSCAPE.

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 Printing

ª Reducing or enlarging the printed worksheet with an automatic option (Fit to) or
a manual one (Adjust to).

ª Changing the print quality in DPI according to the printer.

The Margins tab

This tab offers the following possibilities:

ª Modifying the size of the different margins.

ª Changing the printing position of the HEADER or the FOOTER if necessary.
ª Centering the selection vertically or horizontally.

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 Printing

The Header/Footer tab

Use this tab if you want to create a HEADER or FOOTER with the possibility to
insert the date, page number, etc…

The Sheet tab

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This tab offers you the following possibility:

ª Defining the print area.

ª Printing the row or column titles for each page.

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 Printing

ª Printing the gridlines, the notes, in draft quality or in black and white, the row
and column headers.

ª Selecting the printing order of the pages.

PRINTING
To print, follow these steps:

ª Define the printing area if necessary.

ª Choose the PRINT option in the FILE menu.
ª Select your options in the dialog box (see the following).
Or

ª Click the icon to print more quickly without options.

Remark:
In both cases, EXCEL will take into account the options defined in the
PAGE SETUP box.

The print options

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ª The name box contains the name of the printer by default.

ª You can select the part of the document to print.
ª It is also possible to specify the amount of copies and the pages that will have
to be taken into consideration.

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 Printing

ª Some buttons give access to other options.

Remark :
All these options have to be defined beforehand each time you print.

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 Shortcuts

Shortcuts

In this chapter, you will learn how to:

ƒ Use shortcuts to work with more efficiency

In each program, you can use shortcuts to work more efficiently.

The following list contains all the useful shortcuts.

SHORTCUT FUNCTION

CTRL + C Copy

CTRL + V Paste

CTRL + X Cut

CTRL + Z Undo the last action

F4 Repeat the last action

CTRL + A Select the entire worksheet

CTRL + F Find

F11 Create a chart based on the data in the

current range

SHIFT + F11 Insert a sheet

ALT + ENTER Start a new line in the same cell

CTRL + ; Enter the date

CTRL + : Enter the time

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CTRL + * Select the current region around the

active cell

F2 then F9 PASTE – VALUE of the active cell

F3 Paste a name

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 Shortcuts

SHORTCUT FUNCTION

SHIFT + F3 Paste a function

ALT + = AutoSum

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