You are on page 1of 48

# BASIC COMPUTING SKILLS

EXCEL 2007
25
th
- 26
th
June, 2013
M. Ilyas
2
M
.

I
l
y
a
s

INTRODUCTION EXCEL 2007

It is a powerful spreadsheet application to
produce tables containing calculations and
graphs. These can range from simple formulae
through to complex functions and
mathematical models.

The files you create using Excel are called
Workbook
3
LAUNCH EXCEL 2007

 Start Button  All Programs  MS Office Group

 Double Click on any File created in Excel 2007

 Double Click excel shortcut on the Desktop, if
present.
4
M
.

I
l
y
a
s

RECOGNISE EXCEL SCREEN ELEMENTS
5
M. Ilyas
RECOGNISE EXCEL SCREEN ELEMENTS
6
M. Ilyas
SCREEN ELEMENTS
7
Quick Access
Toolbar
MOVING AROUND
 The mouse is good if you want to move small
distances.
 Scrolling
 You can select a cell by moving around with your
cursor keys.
 Make a cell active by clicking in the FORMULA BAR
or by pressing the F2 key
 You may click on any sheet tab to go to that sheet
 Press [CTRL][PAGE DOWN] to move to the next sheet,
or [CTRL][PAGE UP] to move to the previous sheet.
8
M. Ilyas
USEFUL KEYS FOR MOVING
9
M. Ilyas
DATA ENTRY & EDITING
 Select the cell where data needs to
be entered
Type the desired data and press
enter.
Press [ESC], if enter key is not
pressed, to cancel entry.
To edit entered data, press F2 key or
click in the cell/formula bar.
10
M
.

I
l
y
a
s

11
12
13
14
THE FILL HANDLE
15
To clear cell contents with
the fill handle:
 Select the cells whose
contents you want to
clear.
the fill handle to display
the black plus.
 Drag the fill handle back
over the selected cells.
Release the mouse when
all cells have been
included.
USEFUL INFORMATION
 To scroll long distances hold down the [SHIFT]
key while dragging the scroll box.
 You can enter the current date into a cell by
pressing [CTRL][;].
 If you want to break a line within a cell, press
[ALT][RETURN].
 Select Cells To Limit Data Entry.
 Select Cells For Multiple Entry with [CTRL] key.
 Type the entry – it will initially appear in the active
cell.
 Press [CTRL][RETURN] for same entries in all
selected ranges.
16
MOVING AND COPYING DATA
Cut, copy and paste.
Shortcut keys
Drag And Drop
Moving And Copying Between Worksheets
Moving And Copying Between Files
[SHIFT] and [SHIFT] [CTRL]
[ALT] and [ALT][CTRL]
17
FORMATTING COLUMNS AND ROWS
 Excel has some formats
that apply themselves to
whole columns and rows
 Multiple Columns/row
Width/Height with mouse
 AutoFit a column/Row
 default column/Row
width/Height
 If the column of a cell is
too narrow to display the
numbers, Excel displays
the cell with ####.
18
INSERT AND DELETE CELLS, ROWS, COLUMNS OR SHEETS
Press [CTRL][SHIFT][+]
19
Press [CTRL][SHIFT][-]
FORMAT PAINTER
The Format Painter is a tool that you can use
to copy all formats from one area of the
worksheet to another.
20
If you want to keep cell contents but
remove all the formatting from those cells,
click on the eraser on the home ribbon
and clear formats
MULTIPLE WORKSHEETS
 When you create a new workbook, there are multiple
pages within that workbook called worksheets.
21
 Press [CTRL][PAGE DOWN] to move to the next sheet, or
[CTRL][PAGE UP] to move to the previous sheet.
GROUPING WORKSHEETS
 Whenever you select more than one worksheet, Excel
considers those sheets to be grouped and switches group
mode on accordingly.
22
FILL DATA ACROSS WORKSHEETS
 You can copy data to the same position on multiple sheets
using the Fill command.
23
PROTECT WORKSHEET DATA
others. Those that are unavailable cannot be edited,
formatted or cleared.
24
 By default, all cells in a worksheet are locked and does not
have any effect on data entry and editing until you switch
on the worksheet protection.
Unlock the selected cells first, then Protect Worksheet.
PROTECT WORKSHEET DATA
25
UNPROTECT WORKSHEET DATA
26
FORMULAE
In a spreadsheet, values often need to be
A self made expression is developed for
calculation.
Excel recognizes formulae because they are
preceded by an equals sign (=).
 Formulae are limited to 1024 characters only
27
MATHEMATICAL OPERATORS
Subtraction -
Multiplication *
Division /
Exponentiation ^

28
EVALUATION ORDER OF
MATHEMATICAL OPERATORS
29
FUNCTIONS
Excel comes with its own built-in
formulae known as functions.
The name of the selected function tells
Excel what you want to do and the
arguments generally tell Excel where the
data is that you want to calculate.
30
AUTOSUM FUNCTION
31
CELL REFERENCES
32
M
.

I
l
y
a
s

ABSOLUTE AND RELATIVE REFERENCES
33
 Relative cell addressing allows the cells to
adjust accordingly “relative” to the location
where they are being moved or copied or filled.
ABSOLUTE AND RELATIVE REFERENCES
34
 You may want to reference a value in a single cell
to do calculations on several different cells. To do
this, you must make the cell reference absolute.
 To make a cell absolute you enter a dollar sign in
the cell reference.
ABSOLUTE REFERENCES EXAMPLE
35
VIEWING FORMULAS
36
CREATING MULTIPLE WORKSHEETS AND
1. Start your formula using the = symbol
2. Use your mouse to locate and click the cell you
would like to include in the formula.
3. Include any needed mathematical symbols.
4. Hit Enter when you are done. Excel inserts the
appropriate code for you.
37
FUNCTIONS
38
FUNCTIONS
39
AUDITING FORMULAS
 The best way to see if your formulas are pulling values from the correct
cells is to activate the Formula Auditing toolbar and then turn on arrows
 Trace Precedents: Cells that feed into the formula
 Trace Dependents: Cell that depend on this formula.
40
LISTS
Excel’s tabular layout makes it an ideal tool to
use for managing lists of data.
41
SORTING LIST DATA
42
Quick Sort
i) Click in the column you wish to sort by
ii) DO NOT HIGHLIGHT ANY DATA
iii) Go to the DATA ribbon and the SORT & FILTER group.
iv) Click on the QUICK SORT buttons ascending or
descending
v) Data should now be sorted
MULTI LEVEL SORT
43
 Where you have lists with lots of columns and rows,
you may need to sort by more than one column.
SUBTOTALS
 Excel can automatically add subtotals to a list of data.
44
 if you wanted to see subtotals for the revenue generated per product
REMOVE SUBTOTALS
Q & A

Assignments

48
M
.

I
l
y
a
s