MICROSOFT EXCEL

INTRODUCTION
Ms Excel is a spreadsheet package used for preparing, manipulating and maintaining mainly data
that require mathematical computations such as an account sheets in rows and columns.

APPLICATIONS OF SPREADSHEETS
 Budget reports
 Balance sheet
 Manufacturing accounts
 Cash flow
 Journal reports
 Payrolls
 Statistics

FEATURES OF SPREADSHEETS
 Purpose can be created
 Graphs can be created
 A single unit of a cell address
 Sorting is possible
 Allows various modes of formatting
 Rows run from 1 to 65536
 Columns run from A to IV

ADVANTAGES OF A SPREADSHEET
 It is much easier to use computerized spreadsheet such as Excel than to perform manual
calculations
 It can be used to solve a wide variety of problems
 Reduces drudgery of calculations
 Reduces chances of making error especially computational errors
 Frees user time to concentrate on problems solving
 Allows users to examine alternative solutions
 Produces quicker results.

DISADVANTAGES OF SPREADSHEET
 In case of a mistake in a value this affects the whole worksheet
 Wrong formula will lead to incorrect results
 When the sheet is too long it is not possible to view it at a go

Microsoft Excel is a spreadsheet program that enables the user to create an electronic worksheet.
It provides facilities necessary for the user to perform various calculations, prepare reports,
create charts and enter daily transactions. E.g. budgets, payrolls etc. Other examples of
spreadsheet programs include Lotus 1-2-3, Multiplan Super Calc, Visi Calc, Quattro Pro etc

COMPONENTS
CELL
This is an intercession of a row and a column. It is the basic storage in Ms Excel. It contains
various types of data such as (e.g. 1980) or a character data (e.g. Christian).

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A cell is referred by its address which consists of the column letter and the row number. E.g. the
first cell A1 is I column A row 1.

WORKSHEET
Are sheet that contain rows and columns forming cells in which the user can enter and store data.
They can be referred to as pages in a workbook. E.g. sheet 1, sheet 2 etc.

WORKBOOKS
This is the main file of the Ms excel program and it usually contains a number of worksheets.
By default an me excel workbook must have 16 worksheets.

RANGE
Any group of cells in a worksheet. E.g. (B2 to B10)

CHART
This is an Ms Excel facility used to represent data in form of a graph especially for summary
purpose. It enables you to graphically represent data in a worksheet.

WORKING IN MS EXCEL
STARTING MS EXCEL
Start your computer which automatically loads Windows 95/98/xp [or any other], start Ms-Word
by any of the following methods:

Select the START button, point to Programs, Point to Ms-Office or Microsoft office application,
click on Microsoft Excel. [This depends on the way programs are organized in your machine]

OR

On the desktop, look for a Microsoft Excel Icon and double click on it to open.

OTHER SPREADSHEET COMPONENTS

THE FORMULAR BAR – Shows whatever is entered in the active cell.

THE STATUS BAR – Display information about the current command.

ACTIVE CELL – This is a cell that is currently selected and shown by a heavy boarder. You
cannot enter information into a cell unless it has first been selected and made active. A cell can
contain up to 332,000 characters.

THE VERTICAL AND HORIZONTAL SCROLL BARS

Allow you to move around a worksheet. The present worksheet can only show a fraction of the
total worksheet size. Each worksheet in workbook can be 256 columns and 65536 rows down.

SHEET NAMES
A new workbook consists of a number of blank worksheets, having the default names sheet 1,
sheet2 …….sheet n, collectively these form a workbook.

COLUMN HEADING AND ROW HEADING

They contain the columns (letters) reference and row references (number) jointly the cell
reference or address e.g. A1, D5

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 CHAPTER ONE
Entering and editing data in a worksheet

 Point the mouse pointer at the cell by clicking on it.

 Type the data using the keyboard pressing enter key/Tab/Arrow keys to move to the next
cell.
 Enter the following data in the cell position indicated:

A1 Item
B1 Mon
C1 Tue
D1 Wed
E1 Thu
F1 Fri

A2 Breakfast
A3 Lunch
A4 Bar
A5 Snacks

B2 3560 C2 3186 D2 2952 E2 3395 F2 3436

B3 20163 C3 21416 D3 19912 E3 19681 F3 18628
B4 9873 C4 12172 D4 12642 E4 12711 F4 18846
B5 2405 C5 3544 D5 2694 E5 3120 F5 3712

TO EDIT THE DTA IN A WORKSHEET

Click on the cell that contains the data and type in the information. Use the cursor movement
keys to move around the worksheet.

B2 5000 C2 6789 D2 9876 E2 12345 F2 7865

SAVING A WORKBOOK
Do it as you did in Microsoft word.

CLOSING A WORK BOOK

Choose Exit from the File menu or click on the close icon [X]

Incase you forgot to save or update your worksheet; Excel warns and gives you a last chance to
save it.

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 CHAPTER TWO
Entering Formulas in a worksheet

Before you write your formula in Excel, it is best you are sure what calculations you want to
perform either Total [sum], multiply, subtract, divide, average etc. To enter every formula in
Excel you must begin with an Equal sign [=].

COPYING FORMULAS IN A WORKSHEET (TO AUTOFILL)

You don’t have to enter a formula for all the cells under the same formula. You can copy into a
range of cells. This saves time especially in large worksheets.

 Select the cell that has the formula you want to copy to other cells
 Point at the bottom right side corner of that cell click and drag up to where you want the
formula copied.

FINDING THE TOTAL

A range is any group of cells in a worksheet e.g. (B2:B10)

Create the following worksheet and get the total for every day.

ITEM Monday Tuesday Wednesday Thursday Friday

Breakfast 110 115 120 100 110
Lunch 220 235 300 200 150
Super 300 250 270 200 230
Snacks 50 80 60 40 70
Drinks 700 500 650 400 500
Accommodation 1000 1000 1000 1000 1000
Total

NB After calculating the total for Monday use Auto fill feature to do for the rest of the days.

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 CHAPTER THREE
Adding formatting features to enhance the look of your work Lines & boarders, alignment, font
color, sizes & styles etc

LINES & BOARDERS

 Highlight the section you want to put lines & boarders

 Click on format, cells
 Select Boarder
 Select the type of line, then the position i.e. either outline, inside
 Click OK

SHADINGS
 Highlight the section you want to put shading
 Click on format, cells
 Select Pattern
 Select a color
 Click OK

FONT COLOR SIZE STYLE ETC

 Highlight section you want to put to change color or size
 Click on Format cells, click Font and choose any font size, color etc
 Click OK

ADJUSTING COLUMN WIDTH

 When a cell entry exceeds the standard width of the column and overflows to the next
column you need to adjust the width.
 Position the mouse pointer at the right boarder between headers so that the pointer
changes to a two headed arrow.
 Click and drag to the desired width
 His will adjust the column width to fit the widest data in the column.

INSERTING & DELETING ROWS AND COLUMNS

 You can insert a row or a column to make room for additional information in the
worksheet. You can also delete the contents of a row or column to clear the information
contained in them.
 INSERTING
 To insert a column or a row you need to select the column or row immediately to the
right or below where you want the new row or column to appear.
 To insert a new column between columns A & B click column header B and click on
insert menu and click column.
 To insert a new row between 1 & 2 click row header 2 click on insert menu then row.
DELETING
 Select the row header/column you want to delete click on Edit Delete.
 To insert or delete several rows/ columns at the same time select the number of
columns/rows and follow the above steps.

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USE ABOVE TO DO THIS EXERCISE

Create the worksheet below and answer the questions that follow:

No NAME OF COUPLES P.O BOX TOWN

1 RUFUS REGINA ROGERS 40825 NRB NAIROBI
2 BONIFACE & REGINA LEWIN 456212 KIKUYU KIKUYU
3 PETER & LUCY 36983 GATUNDU GATUNDU
4 KIMANI & GRACE 25463 NGONG NGONG HILLS
5 JOHNSON & REACHEL 258811NRB NAIROBI
6 ANTHONY & MAGDALINE 78899 NRB NAIROBI
7 CHRISTOPHER & VICTORIA 452233 NRB NAIROBI
8 JOSEPH & JANE 146633 NRB NAIROBI
9 JAKES & EVA 558885 THIKA THIKA
10 JOHN & NANCY 32558 GATUKUYU GATUKUYU

 Adjust the column to fit the text.

 Insert lines and boarders to the table. (Outline double)

 Insert the title “THE BEST COUPLE FOR THE YEAR”

 Insert a column headed TELEPHONE

 Delete row containing the last record (No. 10)

 Add shadings and change the font size to the row containing the headings.

Use the above worksheet to do the following:

 Change the page orientation to Landscape [Click on file, page set up on the page Tab,
under orientation click landscape]
 Change the margins of the worksheet to be 1 i.e. top, bottom left and right [Still on Page
set up select margin tab]
 Centre the worksheet horizontally & vertically [Still on page set up click margin under
center on page select Horizontally and vertically, click OK.
 Insert header & footer of your choice on the worksheet [Click on file page set up, select
Header/footer tab then click on custom header. Use the Tab key to move the cursor to the
desired position i.e. Left, center or right. You can also insert the page number by clicking
the sign # then click OK
 Click on File print preview to view all the changes made to the worksheet.

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 CHAPTER FOUR
Finding Minimum, maximum & Average

Create the worksheet below and answer the questions that follow:

ITEM 2004 2005 2006 2007 2008

AA 1480
BB 1560
CC 1680
DD 1730
EE 1890
FF 1920
GG 1950
HH 1980
II 2010
JJ 2130
KK 2220

The prices are expected to change as follows:

2005 prices increase by 20% of those of 2004
2006 prices decrease by 8% of those of 2005
2007 prices increase by 10% of those of 2006
2008 prices decrease by 2% of those of 2007

Using the above worksheet, calculate the prices for 2005, 2006, 2007 and 2008. Also get the
minimum, maximum and average for the years

MINIMUM

=MIN(RANGE)

MAXIMUM

=MAX(RANGE)

AVERAGE

=AVERAGE(RANGE)

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 CHAPTER FIVE
Create the worksheet below and answer the questions that follow:

NAME PAY NSSF NHIF S/CHARGE TOTAL BALANCE

DEDUCTION
Cynthia 12500
Sarah 14200
Lucy 13100
Agnes 10600
Patrick 8900
Mark 11100
Carol 17000
Esther 11200
Caroline 15600
Arne 12500
Rufus 11400

Fill in the spreadsheet using the following information

NSSF is 400 per person

NHIF is 5% of Pay
S/CHARGE is 2% of Pay
BALANCE =PAY – TOTAL DEDUCTION

 Format the column headings to be Bold and Italic

 Use light shading for the column for TOTAL DEDUCTION

 Format all numbers to comma and zero decimal place

 Use double line for the outside and a single line inside the table

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 CHAPTER SIX
ABSOLUTE REFERENCING

When copying a formula down or across from one cell to another, excel automatically adjusts the
formula. However if a formula refers to a particular cell and we would like to copy it such that
the subsequent copies cell references still refer to that same cell reference we must use absolute
referencing.

Exercise one
Create the worksheet below and answer the questions that follow:

The formula to get commission is Total x Rate i.e. G4 x B12. But for you to keep referring to
the cell B12 you have to absolute refer. Make B12 absolute by pressing F4 key on the keyboard
when you click or type B12 in the formula. This gives it dollar signs [$B$12]

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Exercise Two [Use absolute referencing]

Create the worksheet below and answer the questions that follow:

No. Name Current pay New salary

1 Charles 15791
2 Esther 15537
3 Jade 15506
4 Julius 15417
5 Evans 15008
6 Moses 14969
7 George 14651
8 Mary 16021
9 Robert 15987
10 Carol 14899

Increase 900

Using absolute referencing calculate the new salary for each person.

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 CHAPTER SEVEN
THE ‘IF’ FORMULA

If evaluates a condition and returns one of two values, depending on the results of the evaluation.
IF returns one value. If the condition is false, it returns the other value. The following gormula
is used.

=IF(Condition,true,False)

i.e. =IF(Condition, Action to be taken when condition is true, Action to be taken when
condition is false.

Assignment 1
Quality industries are giving Easter discount to their customers for their new introduced product.

The price per carton is determined by the number of cartons bought.

Name of the customer Quantity Price Total cost

(carton)
S.K Distributors 10200
Linchon Merchants 11300
Elosy supermarket 9800
Hollow wholesalers 14600
Catholic retail shop 8700
ACK Bookshop 9000
Wanga hypermarket 15000
Hey hypermarkets 11200
Mwangi retailers 98200
Kimani wholesalers 10500
CITC retail business 7800

Calculate the total cost paid by each customer given the condition that:

For the customers who bought 10000 cartons and above they were charged 450 per carton.
For those who bought less than 10000 cartons the price is 500.

Assignment 2

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The supervisor of casual laborers – Roly printers has been asked to forward the names of those
casual workers who are efficient so that they may be employed permanently.

NB. Figures refer to the number of hours worked by each employee.

NAME MON TUE WED THUR FRI SAT TOTAL

Carl 3 4 4 4 3 4
Dan 4 3 5 5 4 5
Davis 3 4 3 3 5 4
Moses 4 3 2 2 4 3
Patrick 3 4 3 5 3 2
Mercy 5 4 4 3 3 3
Grace 2 4 1 6 2 4
Judy 4 3 5 4 4 5

For those worker with a total attendance of 20Hrs and above they were rated permanent while
those below as casual. Enter a column after total named Status to show this.
Assignment 3

Create the worksheet below and attempt the questions that follow;
ITEM Units Price Transport Tax Total Profit Sell
Bought One One One Cost
Unit Unit Unit
AA4 10 12 30 25
SA2 10 10 27 22
BG89 20 50 20 16
GJ98 15 29 22 26
HH89 25 16 34 30
GGN98 15 100 50 55
MN23 30 65 32 35
GN45 15 84 40 26
PAO798 10 43 21 18
FN3 18 68 30 13
TW23 15 25 24 21
SA2 15 29 22 26

 Highlight the row with column headings and Wrap so as to fit the text as above. (Format,
cells, Alignment, Wrap text)
 Calculate the total spent on each item
 Calculate also the profit which is 10% of the total cost.
 Selling price equals Total amount spent plus the profit

Save the worksheet with an appropriate name.

 Delete one of the rows which are identical.

 Shade the row with the column headings
 Sort the field Items in ascending order (Remember to highlight the whole table)
 Put lines and boarders to the full table
 Bolden all the column headings
 Centre the column which has items
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Save your work with an appropriate name

CHAPTER EIGHT
MORE ASSIGNMENTS

Assignment 1

NAME SALARY DAYS DAYS AMOUNT TAX TAX TAX PAYE TOTAL NET
WORKED ABSENT DEDUCTED 1 2 3 DED. PAY
T. MSON 3300 29
K. MWIHIA 4900 21
C. KIMANI 4500 22
P. 2900 19
WACHIRA
S. KEYA 5600 18
D. CHEGE 6700 28
F. 6400 30
WAMBUI
S. CHEGE 4800 25
G. DUATI 7898 29
P. MAINA 9850 20
S. 1200 25
MUKAMI

The month has 30 days

Perform the following:

 Get the days absent, Amount deducted and Amount earned
 Tax 1 is 3% of the amount earned
 Tax 2 is 5% of the amount earned
 Tax 3 is 7% of the amount earned
 PAYE is 5% of the amount earn
 ed

Assignment 2

 Copy sheet 1 to sheet 2 and make the following changes [Edit

 In every formula that you’ve used 30 days change to 31
 Insert two columns after tax 3 to get:
 Tax 4 [10% of amount earned]
 Tax 5 [8% of amount earned]
 It is the end of the year and every employee is to get an increment of 12% of the net pay.
Insert a new column and show the increased net pay.
 Rename sheet tabs [Sheet 1, 2…] as Assign i, Assign ii e.t.c

Save the worksheet with a name of your choice.

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Assignment 2

NAME GIRLS BOYS OVERTIME OLD INCREASE NEW

SALARY SALARY
Irene 10 2 120 2400
Wairimu
Samwel 8 2 100 5900
King’ori
Mary 7 2 28 3600
Maina
Esther 3 6 180 4200
Njeri
Hellen 2 7 100 2500
Wambua
Melvin 6 2 50 1500
Jones
Peter 4 2 124 4800
Njoroge
Tom Njeru 5 1 0 4900
Brian 3 3 90 3500
Musinga
Betty 3 2 145 3000
Ngotho
Paul Njogu 1 3 200 5800
David 4 50 3800
Wamwea
Peter 3 145 6200
Waweru
Sharon 1 1 30 3500
Wambui

Fill in the spreadsheet given that the employees are getting an increment as follows:

 A girl in a family earns the employee 40 shillings

 A boy in a family earns the employee 30 shillings
 Overtime per hour is 7 shillings

Copy the spreadsheet to a new sheet and make the following amendments:

 Insert a column after boys and calculate the total number of children in each family.
 Calculate the total in all columns except the name column
 Sort Names in ascending order

Copy the spreadsheet to a new sheet again and make the following amendments:

 Produce the spreadsheet showing only the Names, Total No. of children in each family
and new salary.
 Put a light shading in the row containing the headings
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  Shade the row with the column heading
 Put lines and boarders to the table.

CHAPTER NINE

Key in the spreadsheet and perform the tasks given below it

Name of customer Days rented Miles driven Rental cost

Grace F. 200 600
John P. 200 600
Joy P. 150 400
Juma P. 50 150
Kim T. 12 70
Linet A. 60 400
Patrick V. 14 30
Sith S. 100 500
Total rental cost
Minimum
Maximum
Average

 Calculate the rental cost of each customer given the condition that for the cars that have
been driven for more than a hundred miles the rate is 20 shillings a day but for cars
driven for 100 miles or less the rate is 26 shillings a day.

 Calculate the minimum, maximum and average for columns C and D only

 Arrange names in ascending order

 Bolden the column headings and put a light shading in that row.

 Change the text alignment of the column headings to 450 (orientation)

 Change the spreadsheet to display formula

 Insert a header ‘Safari Rally 2007” and format it appropriately

 Insert a footer with your name and chapter number on the left and right sections.

Save the workbook as Chapter nine

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 CHAPTER TEN
Create the work below in sheet 1

Date Stalls Price Taking Circle Price Taking Box Price Taking
20th 472 20.5 289 18.0 262 22.0
22nd 321 19.5 154 17.0 217 20.0
23rd 301 15.0 198 12.5 147 17.5
24th 407 15.0 223 12.5 359 17.5
25th 311 15.0 205 12.5 223 17.5
26th 412 20.5 255 18.0 252 22.0
28th 483 20.5 288 18.0 160 22.0

 Calculate the takings [Ticket x price]

 Insert a row for the 21st day

Stalls 320 Price 18.50
Circle 160 Price 16.00
Box 241 Price 20.00

 Calculate the total for price and takings

 Calculate the grand total for the takings only

 Put lines and boarders to the full table

 Insert a row at the top for the title ‘SALES FIGURES FOR GLORY COMPANY’

 Format the columns with price to have dollar currency [$] and 2 decimal places

Copy sheet one to sheet 2 and make the following adjustments

 Shade (Light) the column with tickets only

 Format the spreadsheet to show date, Stalls, Circle and Box only

 Put a header with the name of the college at the top and the page number at the bottom

 Replace the word Stalls with rooms

 Rename the sheet tabs. Sheet 1 to be Ques. 1 Sheet 2 to be Ques. 2

Save the workbook as chapter ten

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 CHAPTER ELEVEN
Assignment one
Create the work below in sheet 1

Name Mon Tue Wed Thur Fri Total Status

Aggie 4 4 4 4 4
John 4 4 3 4 4
David 4 4 4 4 3
Carol 4 4 4 4 4
Maina 3 4 3 4 4
Sheila 4 4 4 3 4
Sabina 4 4 4 4 4
Simon 4 3 4 4 4

 Calculate the total number of lessons each student attended

 Give the status on condition that:

If a student attended 20 lessons the status is “consistent”. If a student attended less than
20 lessons the status is “Average” [use the IF formula]

Assignment Two

Name Ms Word Ms Excel Ms Average Grade

Access
Aggie 80 76 65
John 74 79 58
David 40 80 41
Carol 77 83 52
Maina 56 72 60
Sheila 40 67 75
Sabina 40 38 48
Simon 65 50 60

 Find the average for each student

 Format the average column to two decimal places

 Using the IF Formula calculate the grade on condition that:

For those students with average >=70 Distinction, >=60 Credit, >=50 Pass, otherwise
they get a Fail.

 Sort the table in ascending order of average

 Change the column headings to size 16 shaded with light grey.

 Change the spreadsheet to display formula

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 Save the workbook.

CHAPTER TWELVE

This chapter summarizes what you have done in the previous chapters.

Key in the following data in the cell position indicated

A1 PROJECTION FOR CITC CONTRACT

A2 Sales
A3 Cost of sales
A4 Gross margin
A6 Expenses
A7 Mortgage
A8 Maintenance
A9 Utilities
A10 Wages
A11 Insurance
A13 Total expenses
A14 Net profit
B2 2000
C2 2001
D2 2002
E2 2004

Move the cells (A2 ……. A15) to a new location i.e. to spread from A5 until A18. Also move
cells B2 ….. E2 to spread from C4 until F4.

Enter the following data values in their respective cells

C5 20300 D5 26764 E5 30100 F5 31000

C6 13690 D6 13012 E6 12400 F6 11700
C10 2500 D10 2500 E10 2500 F10 2500
C11 2040 D11 3000 E11 3060 F11 3100
C12 700 D12 770 E12 810 F12 836
C13 4500 D13 5000 E13 5410 F13 5801
C14 3200 D14 3540 E14 4400 F14 4530

Insert a column for the year 1999 at the most appropriate position and enter the following values
as indicated. (Insert a column after the empty column B.
Sales 20124
Cost of sales 10002
Mortgage 2500
Maintenance 2830
Utilities 718
Wages 670 18
Insurance 3200
Calculate:
 Gross margin = Sales – Cost of Sales

 Total expenses

 Profit = Gross margin – Total expenses

 Save the worksheet as chapter twelve

 Copy and make the following changes to sheet 2

 Insert a row immediately after wages and calculate telephone expenses which are 2% of
the wages value for that year. Enlarge column A to the best fit.

 Delete the empty column B

 Format all the numbers to two decimal places with commas except the column headings.
I.e. the years

 Enlarge the worksheet title to 16pt and bold

 Bold also the column headings and the word expenses

 Remove the worksheet gridlines (Get this from Tools, Options, grid lines)

 Draw a single line from cell A7 to F7 and a double line in cells A15 upto F15

 Put a thick boarder around the worksheet i.e. from A4 to F19 (Use the format cells
boarders command)

 Centre align the worksheet title across the cells A1…..F1. Put also a thick boarder
around it and a light shading.

Save the worksheet as chapter 12B

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 CHAPTER THIRTEEN
Creating embedded charts

Open your work in chapter 12B.

A chart that compares the total expenses and the net profit.

First convert the column headings from number to text. (Highlight, click on Format cells,
number, text then click OK)

Highlight the column headings [years], hold down the control key, move with the scroll bars
until you view the rows for Total expenses and net profit and highlight both rows.

Click on Chart wizard tool on the standard tool bar or click on insert then chart

Click on the column option if not already selected and click next.

Skip step two by clicking next again

In step three give the same title as your worksheet. Press the Tab key to move to category X
text box and type the word Years. Press the Tab key again to move to category Y text box
and type Amount.

Click on the Legend tab and select placement (Bottom)

Click finish button to place the constructed chart on the worksheet.

Click inside the chart area and drag it below the worksheet data

Save the new amended worksheet as chapter 12C.

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CHART
Graphical representation of data or information
Highlight the table containing data
Click insert in the menu and choose chart
Select the chart type you want in the resulting window
CLICK NEXT
Type the series appearing (column or row)
Click next
Type the chart title ands the axis
Type the chart title and the axis
Click next
Select the chart appearing in the worksheet i.e. a object in or as a new sheet
Click next
Click finish

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