Miro staff training in Advance Offi

ce Automation using Microsoft

Excel-2019.
Basic Introduction to
MS excel-2019

1.0 Introduction

Microsoft Office contains a variety of tools that help people accomplish many
personal and professional objectives. Microsoft Excel is perhaps the most
versatile and widely used of all the Office applications that is most regularly in
our daily life. In other terms it is refers to as Spreadsheet.

Use of Excel
I. Data Entry and Storage.
II. Collection and Verification of Business Data.
III. Administrative and Managerial Duties.
IV. Accounting and Budgeting.
V. Data Analysis.
VI. Reporting + Visualizations.
VII. Forecasting.

2.0 Microsoft Excel ribbon

Is the row of tabs and icons at the top of the Excel window that allows you to
quickly find, understand and use commands for completing a certain task. It l
ooks like a kind of complex toolbar, which it actually is.

The ribbon in Excel is made up of four basic components: tabs, groups, dialog
launchers, and command buttons.

 Ribbon tab contains multiple commands logically sub-divided into groups.

 Ribbon group is a set of closely related commands normally performed a
s part of a larger task.
 Dialog launcher is a small arrow in the lower-right corner of a group tha
t brings up more related commands. Dialog launchers appear in groups th
at contain more commands than available space.
 Command button is the button you click to perform a particular action.
 Command button is the button you click to perform a particular action.
Insert – used for adding different objects in a worksheet (images, charts, Piv
otTables, hyperlinks, special symbols, equations, headers and footers).
Draw – use draw with a digital pen, mouse, or finger.
Page Layout – to setup worksheet appearance, both onscreen and printed.
Formulas – contains tools for inserting functions, defining names and control
ling the calculation options.
Data – holds the commands for managing the worksheet data as well as con
necting to external data.
Review – allows you to check spelling, track changes, add also comments.
View – provides commands for switching between worksheet views, freezing
panes, viewing and arranging multiple window

Some Commonly Used Vocabularies

Field – This is sometimes referred to as column it is vertically set in position.
Row – This is also called topple. It is horizontally set in position.
Cell – This is the area space in excel that holes value in a database. It can be
differentiated using figures and letters. It is the point at which row and
column meet. (Cell A Row 1)

The Excel Workbook and Worksheet - A workbook is an Excel file that co

ntains one or more worksheets (referred to as spreadsheets). Excel will assign
a file name to the workbook, such as Book1, Book2, Book3, and so on, depen
ding on how many new workbooks are opened. Within this workbook you can
find the worksheets.
Exp. One-A

Date: / /2023

Topic: Activation and familiarization with the Microsoft Excel window, and the
creation, saving, and modification of workbooks and, the creation of rows and
columns.

Aim: To activate MS-Excel and familiarize oneself with its windows

environment/interfaces and to create, modify workbooks by inserting rows
and columns.

Learning Outcome: At the end of the exercise, participants will be able to

activate and familiarize themselves with MS-Excel windows environment.
Create, save, and modify workbooks and, insert values into the workbook in
rows and columns wise.

Experiment Output:
Algorithms
Activate/lunch MS-excel
 Go the task bar and select App app from the list of programs select
“Microsoft Office 2013” and select Excel 2013.

Create and modify and also insert rows and columns.

 From the window that opens select New and then choose Blank
workbook to lunch the workbook.
 Another way is to use the search method. At the task bar, locate the
search area and type “MS Excel” and then lunch the application.

Insert values into the workbook using the fill-in series function
 Input the numeric value “1”, use the holder handler click and drag through
the column/row.
 Using the Auto fill option, drop down the arrow and select fill series. Use
the same steps for the days of the week (Monday to Friday).
 You can also use the short cut techniques (Ctrl + D, R, L).

Thus: The task to lunch, create, modify and insert values into workbook in
rows and column wise was successfully executed.
Exp. Two
Date: / /2023

Topic: Create a detailed Employee Hourly Wages Account Sheet and execute
the following:
1. Capture the employee’s details, (Employee’s ID number, First, Middle
and Last Names, Department and Designation).
2. Calculate employee’s regular work hours(Gross Pay) taking Allowances
and Income tax into consideration and,
3. Calculate the overtime hours worked pay and the Actual Pay.
4. Format the table and, then create a bar chart and a histogram to show
employee’s last and actual pay, and employee’s ID and hours worked
respectively.

Aim: To create employee’s Hourly Wages Account Sheet that can capture
employee’s detail, calculate regular hours work pay (Net Pay), overtime and
actual pay.

Learning Outcome: At the end of the exercise, participants will be able to

capture the employee’s details, calculate regular work hours(Gross Pay),
overtime hours worked and Actual Pay.

Experiment Output:

A column chatr showing Employee's last

name and actual pay
Employee's Actual pay

NLe:800,000

NLe:400,000

NLe:-
Employee's Last Name

Mariline Pascal Pascal Jane

Musa Dauda Mariline Linear (Mariline)
Pascal Modupeh Jane Musa
Dauda
Algorithm:
 Activate/lunch MS-excel
 Go the task bar and select the windows icon go to App app from the list
of programs select “Microsoft Office 2019” and select Excel 2019.
 Or go to the desktop and double click on MS-Excel to lunch the program.
 Capture the employee’s details

 Calculate employee’s regular work hours

 Create the following fields Date Worked, Time In, Time Out, Hours
Worked, Gross Pay and Income Tax.
 Fill in the details and calculate the total regular hours worked which is:
Hours Worked = (Time Out – Time In)*20
On the spread sheet it: =(I4-H4)*24
 Calculate the Gross Pay of each employee:
Gross Pay = Hourly Rate * Hours Worked + Allowances.
One spreadsheet it can be seen as: =R$5*J6+R8
 The Personal Income Tax Rate is a tax collected from individuals and is
imposed on different sources of income like labour, pensions, interest and
dividends. This is based on a given rate to calculate this using excel it
takes some logical expression (If expression). This we will do in class.
On the spreadsheet it will look like this:
=IF(K4<=250000,0,IF(K4<=500000,(K4-
250000)*5%,IF(K4<=10000000,12500+(K4-
500000)*20%,12500+100000+(K4-1000000)*30%)))

 Calculate the overtime hours work pay and the Actual Pay.
 Repeat the same as in the regular hours worked excluding tax and
allowances but include overtime pay and actual pay.
 Repeat the same procedure you used to calculate the regular work hours.
 To calculate the overtime, pay, multiply ✖ hours worked by hourly rate.
On the spreadsheet it will look like this: =R$5*O4
 For the actual pay it net pay ➕ overtime pay
On the spreadsheet it will look like this: =K$4+P4

 Create a histogram showing employee’s ID and the number of

hours worked and move it a new sheet
 Select the required field value to create the chart.
 Go to Insert tab from the menu that appears, select column or bar chart,
from the drop down select column chart.
 Go to Chart Design Tab to design and add in more features into it.
 From the Chart Design Tab, select Move Chart a dialogue box will appear
select New sheet and then give a name for to the sheet you have to
create.
 Or select the Object in radio button and then go to the dropdown arrow to
select an existing sheet to move the chart.
 Go to the left bar sheet area and select ➕ a new sheet will appear. In this
sheet, you can go and copy the chart and then past to the new sheet.
 You can repeat the same procedures for the histogram.

Exp. Three
Date: / /2023

Topic: Create an employ attendance sheet detailing the total number of days
present and absent and attendance percentage
1. Capture the employee’s details, (Employee’s ID number, First, Middle
and Last Names, Department and Designation).
2. Populate the attendance sheet the year, month and day into
consideration and then give an analysis of the employee’s attendance
by calculating total absent, present and attendance percentage.
3. Calculate the following:
I. Overall Total Absent, Present and Attendance percentage and Average
II. Maximum and Minimum Absent and Present
III. Represent employee’s ID and attendance percentage in a chart of your
choice with good formatting.

Aim: To create employee’s Attendance sheet with detailed analysis on

number of days present and absent with attendance percentage.

Learning Outcome: At the end of the exercise, participants will be able to

capture the employee’s attendance and provide a detailed analysis on number
of days present and absent with attendance percentage.

Experiment Output:
Algorithm:
 Activate/lunch MS-excel
 Follow the procedures as of the previous experiment.
 Capture the employee’s details: (Employee’s ID number, First, Middle
and Last Names, Department and Designation).
 Populate the attendance sheet: taking the year, month and day into
consideration and then give an analysis of the employee’s attendance by
calculating total absent, present and attendance percentage.

Setting the sheet’s specifics/criteria.

 Set the Month/Year entity using data validation functionality.
 Firstly, move to an empty location on the active sheet and create the
list of text you intend to validate (In our case is January-2023 to
December-2023). We will also need (01-January through 1-Dec) don’t
worry detailed explanation will be done in the lab.
 Go to the Data Tab from the list of menu/icons that appear, select
Data Validation Tool and choose Data Validation.
 In the dialogue box go to the dropdown arrow and select “List” go to
source and click on the pointer to take you to the list you created
earlier.
 Select the list and then click OK.
 Repeat the same procedures for the days and month entity (🗒 Note:
you may face some challenges do not worry! That we will settle during
the lab hours).
Perform the calculation of Employees daily attendance
 Employee’s Total Attendance/present: the sum of the number of days
present
On the spreadsheets it is calculated as: =SUM(D5:AH5)
 Absent - On the spreadsheets it is calculated as: =31-10-AJ5
 Attendance Percentage- On the spreadsheets it is calculated as:
=AI5/21*100

 Calculate the following:

I. Overall Total Absent, Present and Attendance percentage and Average
Grand Total Absent, Present and Percentage =SUM(AI5:AI16)
II. Grand Average Absent, Present and Percentage=AVERAGE(AI5:AI14)
Maximum Average Absent, Present and Percentage=MAX(AI5:AI14)
On the spreadsheet it can be obtained as:=MIN(AI5:AI14)
III. Represent employee’s ID and attendance percentage in a chart of your
choice with good formatting.
 Repeat the same step as in previous experiments.

Thus: the experiment to create employee’s Attendance sheet with detailed

analysis on number of days present and absent with attendance percentage
was successfully completed.