You are on page 1of 52

Point the pointer to the column B header and click to select the entire column B (as shown in the

picture).

8. To fill color in cells, click on Fill Color option in the Font group. 9. Example : Fill in the header row with Yellow color

SORTING DATA
1. Example : You want to sort the data by YEAR in descending order (highest to lowest) 2. Select all data

3. Click tab - Sort Choose No header row by check the My data has headers checkbox 4. Click on the Column Sort by - YEAR 5. Click on the Order - Largest to Smallest 6. Data will be sort by YEAR (column C) in descending order

7. Let assume we want to sort the next data by MAKE column. Click on the button. A new row is added as follows

INSERTING ROWS
METHOD 1 : USING THE INSERT BUTTON 1. Assume you have following set of data 2. To insert a new row between rows 3 and 4. Select row 4 as below

3. Select tab. Click Insert - Insert Sheet Rows 4. A new row is inserted as below

METHOD 2 : RIGHT CLICKING TO INSERT A ROW 1. Use the same example as above, assume you want to insert a new row between rows 3 and 4. 2. Point the row 3 and the pointer changes to a right pointing arrow ()

3. 4.

Right click - Insert A new empty row is inserted as below

5. If you want to insert more than one row, for i.e To insert three rows after row 4, click on row 5 and drag to row 6 and 7.

6.

Right click - Insert

7.

Note that three empty rows are inserted as below

DELETING ROWS
METHOD 1 : DELETING A ROW BY SELECTING A CELL
1. Assume you have following data and cell B6 is the current active cell

2.

Right click on cell B6 - Delete

3.

The Delete dialog box opened - Click Entire row option. Then press

METHOD 2 : RIGHT CLICKING TO DELETE A ROW 1. Assume you have following data and cell B3 is the current active cell

2.

To delete row 3, point to the row number 3. Right click - Delete

3.

Note that the previous empty row is deleted

INSERTING COLUMN
METHOD 1 : RIGHT CLICKING CELL
1. Assume you have following set of data

2. To insert column between column B and C. Select cell C2 - right click- Insert

3. The insert dialog box displayed click Entire column option. 4. Click the button 5. A new column is inserted as illustrated

METHOD 2 : RIGHT CLICKING COLUMN HEADER 1. Using the same example as above, assume you want to insert new column between column A and B 2. Point towards the column header B. The pointer changes to a downward pointing arrow () as illustrated 3. Right click - Insert

4.

A new column is inserted as illustrated

DELETING COLUMN
METHOD 1 : DELETING A COLUMN BY SELECTING A CELL
1. Assume you have the following of data and cell B4 is the current active cells

2. Right click on cell B4 - Delete 3. The Delete dialog box is opened - Click Entire Column

4.

Click

button. Observe the selected column is removed as illustrated

METHOD 2 : RIGHT CLICKING COLUMN HEADER 1. To delete column B in the following example, point the pointer at the column header B until the down pointing arrow () is displayed

2.

Right click column header B - Delete

3.

Note that the previous column B is now deleted as illustrated

FILL HANDLE
You can use it when you want to copy the same content of one cell to a range of other cells.

Type no 1 at cell A1, point your cursor to the bottom right edge of the active cell until the Fill Handle (+) can be seen click and drag it. You will see Auto Fill Options, click the arrow and choose Fill Series to make the numbers continuously in sequence. (See picture illustrated above)

PART 3 : FORMATTING DATA AND CELLS CHANGE THE ROW HEIGHT AND COLUMN WIDTH
Select the row that you want change its height right click go to Row Height Insert the Row height value click OK

Select the column that you want change its width right click go to Column Width Insert the Column width value click OK

APPLYING BORDERS TO CELLS


Select the cells that you want to apply a border click on the Format Cell Alignment dialog box Launcher next to the Alignment group name

Format Cells dialog box will appear choose Border tab Choose the Border Line Style Click Ok

Alternatively you can use Border icon on the Formatting Toolbar

20

APPLYING FONT STYLE TO TEXT IN THE CELLS


Select the cells that you want to change the font format Right Click Format Cells Format Cells dialog box will appear Click on Font tab choose Font Type, Font Style, Font Size, Underline, Font Color and Font Effects

APPLYING THE TEXT ALIGNMENT Select the cells that you want to change the text alignment format Right Click Format Cells

Format Cells dialog box will appear Alignment tab choose Text Alignment, Text Control, Text Direction and Text Orientation.

Alternatively you can click on the Orientation button in the Alignment group

Click Format Cell Alignment to show the Format Cell dialog box

22

FORMATTING NUMBERS Select the cells that you want to change the numbering format Right Click Format Cells Format Cells dialog box will appear Number tab choose Category of numbers, Numbers decimal places and the symbol if you choose Currency category

INCREASE AND DECREASE DECIMALS PLACES Go to Increase and Decrease decimals icon to increase or decrease the decimals places

CURRENCY STYLE Go to Currency Style icon at the standard toolbar

PERCENT STYLE Go to Percent Style icon at the standard toolbar

AUTOSUM TO TOTAL UP, COUNT, AVERAGE, MIN AND MAX DATA Go to Autosum icon click arrow beside choose function

24

MERGE AND CENTER Select rows that you want to merge and center go Merge and Center icon click to Merge and center and click again to Unmerge the cell

Cells after Merge and Center

25

TRANSPOSING TEXT OR NUMBERS To transpose data from rows columns and column rows Highlight the entire cells Click Copy

Click on new cell where to paste the transposed details. Example cell A9 Click Paste drop down list select Transpose The selected cells are transposed like illustrated

26

PART 4 : WORKING WITH CHARTS To create or design a chart, select all required data which have been type in the cells. If you want to choose certain data, select data by press Ctrl key and Select the range of cell Go to tab. Point to any charts in the Charts group For example choose Pie chart . Select 2-D pie as pointed to below

You can change the appearance of chart by click the Design list in the Chart Styles Group

27

To replace the legend of the chart at the bottom, corner, top, right or left. Right click at the legend box Format legend go to Legend options choose the legend position click close Alternatively, click on Chart Tools Layout - Legend

To insert data label - click on Chart Tools Layout Data Labels. Example select data labels Outside End option

28

To change the chart effect, highlight the chart Right click select Format Chart Area

In Format Chart Area dialog box choose Fill tab choose the Fill effects. Example choose Picture or Texture Fill . You can also try the 3-D format as illustrated

29

MODIFIED TABLE USING AUTOFORMAT FUNCTION Highlight the entire table

Click

tab Format as Table

Example choose Table Style Light 10 - Format As Table dialog box appear click OK See table below as illustrated

30

ADDING A COMMENT TO A CELL Click the cell to which you want to add a comment. Example cell C1 Click tab choose New Comment

In the box, type the comment text When you finish typing the text, click outside the comment box

31

POWER OF 2 OPERATION
Power of 2 operation in Ms Excel using Exponentiation (^) Symbol
Create one Excel file and type Multiple Number as header Type number 2 in cell A3 and use fill handle to drag to cell A10

Next type number 2 at cell B3


Highlight cell B3 Right click - Format Cells Format Cells dialog box appear choose Font - Superscript Number 2 in cell B3 will appear in Superscript and use fill handle to drag to cell B10 and change to fill series All number in cell B3 to B10 will appear in power of 2 value.

32

Click cell C3 Type equal sign (=) Select cell A3 Type ^ sign . This is a power of 2 operator Click cell B3 > Enter The result are as below

33

SQUARE ROOT OPERATION Square root operation in Ms Excel using SQRT function Create one Excel file and type Square Root 2 as header. Type following number

Type equal sign (=) at cell B4 (The = sign denotes that you are going to insert a formula) Click tab. Go to Insert Function

Insert Function dialog box will appear. In search for a function Type sqrt Click Go button SQRT function will appear in Select a function screen Choose SQRT - Click OK

34

Function Arguments dialog box will appear In number box - Click cell A4

To check the value square root for 64, see the value that appear beside the Formula result = Click OK Use fill handle to complete cell B5 to B10

35

PART 5 : APPLICATION OF FORMULAS ARITHMETIC OPERATORS

36

ADDING DATA
1ST METHOD Based on the example below, click cell B7 Type an equal sign (=) Click cell B3.This is the first cell to include in the addition formula Type plus (+) sign. This is an addition operator Click cell B4.Then type plus (+) sign again. Repeat with B5 Press ENTER

The result of the formula is displayed in the cell B7

37

2ND METHOD
Based on the Example below, click cell B7 Type an equal sign =SUM( The SUM denotes that you are typing the SUM in-built function. Note that as soon as you type =SU, Excel 2007 will displays a list of all function. Double click to select SUM function. See below

Click cell B3.Hold down the mouse button and drag the mouse to select Cells B3,B4 and B5 .This steps selects the range B3:B6 Type ) This tells Excel that you are done with selecting the range. Press ENTER The result of the formula is displayed in cell B7

38

SUBTRACTING DATA
Click B6 Type an equal sign (=) Select cell B3 Type (-) sign. This is a subtraction operator Click cell B4 Press ENTER

The result of the formula is displayed in cell B6

39

MULTIPLYING DATA

Click D4 Type an equal sign (=) Click B4 Type(*) sign. This is a multiplication operation Click cell C4 Press ENTER

Use fill handle to drag the result for D5 and D6

40

DIVIDING DATA
Create one Excel data as below Click B6.The cell where the result will appear Type an equal sign (=) Click cell B4. Type / sign. This is a division operator. Click cell B5

Press ENTER The result of the formula is displayed in cell B6

41

CALCULATING AN AVERAGE
Create one Excel data as below Click B8 Type =AVERAGE( The AVERAGE denotes that you are typing the AVERAGE in-built function. Note that as soon as you type =AV, Excel 2007 will displays a list of all function. Double click to select AVERAGE function. See below

Press ENTER The result of the formula is displayed in cell B8

Note : Average data also can use AutoSum function

42

CALCULATING PERCENTAGE
To get a percent value PERCENTAGE function can be use Create one Excel file as below Click cell B8 and use SUM function to get the total for Cell B4 to B7. Type following formula and press ENTER =SUM(B4:B7)

Click cell C4 and type this formula =(B4/269)*100 OR =(B4/$B$8)*100

Use to fill handle to complete the cell for C5-C8

43

TODAY FUNCTION
Today function use to view the current date on our computer system
Create one Excel file as below. Click cell B3 Type an equal sign =TO The TO denotes that you are typing the TODAY in-built function. Double click to select TODAY function and press ENTER. See below

Alternatively Type equal sign (=) > Click Insert > Function in Menu Bar .When Insert Function dialog box appear Click on TODAY function on Time and Date category > Click OK

Or alternatively you can use FORMULA =TODAY () and Press ENTER

44

IF FUNCTION

If function only suitable for problem which involve 2 option only. Eg: (TRUE OR FALSE) (YES OR NO) (A OR B)
If function is written as =IF(logical_test,value_if_true,value_if_false) Example: =IF(A1<10,1,2) =IF(A1<10,rendah,tinggi =IF(SUM(A1:A5)>10,SUM(A1:A5),0) Create one Excel file as below. Type following Formula in cell D6 and press ENTER =IF(C6>80,A,B)

Use fill handle to complete the cell for D7 to D10

45

STATISTIC FUNCTION
Find for MOD,MEDIAN AND MIN value Create one Excel file as below and type all the details To find MOD,MEDIAN,MIN for Marks type following formula

=MODE(D2:D6) =MEDIAN(D2:D6) =MIN(D2:D6)

46

PART 6 : UNDERSTANDING FILTERS FILTERING A LIST


Used to view only certain categories of data For example, if you have 4 categories of region i.e. Northern, Southern, Western and Eastern, how to view the details of the Northern region only from the huge list? This is where filter applied 1. Assume you have following list of data

2. 3.

To apply a filter for header, click to select header Salesmen Click Sort & Filter drop down list and select Filter as pointed

47

4. Try click at Region drop down list as below

5. Select Central item from the Region list as below. You may need to click to deselect the other Regions

6. Click OK. Only Central region items are displayed. Observe that the other nonCentral region rows have been hidden

7.

To re-display the rest of the regions, click Clear Filter from Region or Select All option

48

8. Click on Amount drop down list 9. To perform descending sort order Select Sort Largest to Smallest option as below

10. The Sales Report is sorted by Amount in descending order

49

11. To view sales amount greater or equal to $5000


12. Click Amount drop down list Select Number Filters followed by Greater Than Or Equal To as outlined below

13. The Customs AutoFilter dialog box is displayed 14. Type 5000 inside the text box on the right as illustrated. Click OK

15. See the result. Only the Amounts that are greater or equal to $5000 is displayed

50

16. To display the Salesmen names beginning with the letters S or R


17. Click on Salesmen drop down list 18. Select Text Filters followed by Custom Filter as below

19. The Custom AutoFilter dialog box is opened. In the Salesmen drop down list select equals. Type S* in the opposite text box

20. Next, select the Or option 21. Again select the equals option and type R* in the opposite text box. Then click OK 22. See the result display all Salesmen names beginning with letters S and R

51

COMMON ERROR MESSAGES

52