MICROSOFT EXCEL 2007 / 2010

SPREADSHEETS
A spreadsheet is an electronic document that
stores various types of data. There are vertical
columns and horizontal rows. A cell is where
the column and row intersect. A cell can
contain data and can be used in calculations of
data within the spreadsheet. An Excel
spreadsheet can contain workbooks and
worksheets. The workbook is the holder for
related worksheets.
THE NEW EXCEL UI
 User Interface
Ribbon User Interface - graphical user interface
widget composed of a strip across the top of the
window that exposes all functions the program
can perform in a single place, with additional
ribbons appearing based on the context of the
data.
The ribbon replaces the menubar and toolbars
interface considering their limitations now that
the applications are more packed with added
features.
 Ribbon
• The ribbon is the panel at the top portion of the
document It has seven tabs: Home, Insert, Page
Layouts, Formulas, Data, Review, and View. Each
tab is divided into groups. The groups are logical
collections of features designed to perform
function that you will utilize in developing or
editing your Excel spreadsheets.
 Ribbon
• Commonly utilized
features are displayed
on the Ribbon. To
view additional
features within each
group, click the arrow
at the bottom right
corner of each group.
 Ribbon
Home: Clipboard, Fonts, Alignment, Number,
Styles, Cells, Editing
Insert: Tables, Illustrations, Charts, Links, Text
Page Layouts: Themes, Page Setup, Scale to Fit,
Sheet Options, Arrange
Formulas: Function Library, Defined Names,
Formula Auditing, Calculation
Data: Get External Data, Connections, Sort &
Filter, Data Tools, Outline
Review: Proofing, Comments, Changes
View: Workbook Views, Show/Hide, Zoom,
Window, Macros
 Microsoft Office Button
The Microsoft Office
Button performs many
of the functions that
were located in the
File menu of older
versions of Excel. This
button allows you to
create a new
workbook, Open an
existing workbook,
save and save as, print,
send, or close.
 Quick Access Toolbar
The quick access toolbar is
a customizable toolbar
that contains commands
that you may want to
use. You can place the
quick access toolbar
above or below the
ribbon. To change the
location of the quick
access toolbar, click on
the area at the end of
the toolbar and click
Show Below the Ribbon.
 Quick Access Toolbar
You can also add items
to the quick access
toolbar. Right click
on any item in the
Office Button or the
Ribbon and click
Add to Quick Access
Toolbar and a
shortcut will be
added.
 Mini Toolbar
A new feature in Office
2007 is the Mini
Toolbar. This is a floating
toolbar that is displayed
when you select text or
right-click text. It
displays common
formatting tools, such as
Bold, Italics, Fonts, Font
Size and Font Color.
Excel 2007 offers a wide
range of customizable
options that allow you
to make Excel work the
best for you. To access
these customizable
options:
• Click the Office Button
• Click Excel Options
 Popular
These features allow you to
personalize your work
environment with the mini
toolbar, color schemes,
default options for new
workbooks, customize sort
and fill sequences user name
and allow you to access the
Live Preview feature. The Live
Preview feature allows you to
preview the results of
applying design and
formatting changes without
actually applying it.
 Formulas
This feature
allows you to
modify
calculation
options,
working with
formulas, error
checking, and
error checking
rules.
 Proofing
This feature allows
you personalize
how word corrects
and formats your
text. You can
customize auto
correction settings
and have word
ignore certain
words or errors in a
document through
the Custom
Dictionaries.
 Save
This feature allows
you personalize
how your workbook
is saved. You can
specify how often
you want auto save
to run and where
you want the
workbooks saved
 Advanced
This feature allows
you to specify
options for editing,
copying, pasting,
printing,
displaying,
formulas,
calculations, and
other general
settings.
 Customize
Customize allows
you to add
features to the
Quick Access
Toolbar. If there
are tools that
you are utilizing
frequently, you
may want to add
these to the
Quick Access
Toolbar.
 What’s new in Excel 2010
Improved ribbon
First introduced in Excel 2007, the ribbon makes
it easy for you to find commands and features
that were previously buried in complex menus
and toolbars. Although you could customize
the Quick Access Toolbar in Excel 2007, it
wasn’t possible to add your own tabs or
groups to the ribbon. In Excel 2010, however,
you can create custom tabs and groups and
rename or change the order of the built-in
tabs and groups.
What’s new in Excel 2010
 What’s new in Excel 2010
Microsoft Office
Backstage view
Click the File tab to
open Backstage view,
where you create
new files, open
existing files, save,
send, protect,
preview, and print
files, set options for
Excel, and more.
 What’s new in Excel 2010
• Workbook management tools
Excel 2010 comes with tools that can help you
manage, protect, and share your content.
– Recover previous versions You can now recover
versions of files that you closed without saving.
This is helpful when you forget to manually save,
when you save changes that you didn't mean to
save, or when you just want to revert to an earlier
version of your workbook.
 What’s new in Excel 2010
• Workbook management tools
– Protected view Excel 2010 includes a Protected View, so
you can make more informed decisions before exposing
your computer to possible vulnerabilities. By default,
documents that originate from an Internet source are
opened in Protected View. When this happens, you see a
warning on the Message bar, along with the option to
enable editing. You can control which originating sources
trigger Protected View. You can also set specific file types
to open in Protected View regardless of where they
originate.
 What’s new in Excel 2010
• Workbook management tools
– Trusted documents The trusted documents
feature is designed to make it easier to open
workbooks and other documents that contain
active content, such as data connections or
macros. Now, after you confirm that active
content in a workbook is safe to enable, you don’t
have to repeat yourself. Excel 2010 remembers
the workbooks you trust so that you can avoid
being prompted each time you open the
workbook
 What’s new in Excel 2010
• Access workbooks in new ways
You can now access and work with your files
from anywhere you are—whether at work, at
home, or on the go.
– Microsoft Excel Web App - extends your Excel
experience to the web browser, where you can
work with workbooks directly on the site where
the workbook is stored. Excel Web App is part of
Microsoft Office Web Apps, and is available in
Windows Live SkyDrive and in organizations that
have configured Office Web Apps on SharePoint
2010.
 What’s new in Excel 2010
• Access workbooks in new ways
With Excel Web App, you can:
– View a workbook in the browser When you
click on a workbook to open it in Excel Web App,
the workbook is displayed in view mode. You can
sort and filter data in the workbook, expand
PivotTables to see relationships and trends in the
data, recalculate values, and view different
worksheets.
 What’s new in Excel 2010
• Access workbooks in new ways
With Excel Web App, you can:
– Edit a workbook in the browser - all you need to
access your workbooks is a browser. Your
teammates can work with you. When you click on
an Excel workbook that is stored in a SharePoint
site or in SkyDrive, the workbook opens directly in
your browser. Your workbooks look the same in
the browser as they do in Excel. You can edit your
worksheets in the browser, using the familiar look
and feel of Excel. You can also work with others on
the same workbook at the same time.
 What’s new in Excel 2010
• Excel Mobile 2010 for Windows
Phone 7
If you have Windows Phone 7, you
can use Microsoft Office Mobile
2010 to work with your files from
anywhere—whether you’re at
work, at home, or on the go. Excel
Mobile 2010 is part of Office
Mobile and already on your phone
in the Office Hub, so you don't
need to download or install
anything else to get started
 What’s new in Excel 2010
Improved filter capabilities
• New search filter When you
filter data in Excel tables,
PivotTables, and PivotCharts,
you can use a new search box,
which helps you to find what
you need in long lists. For
example, to find a specific
product in a catalog that stocks
over 100,000 items, start by
typing your search term, and
relevant items instantly appear
in the list. You can narrow the
results further by deselecting
the items you don't want to see.
 What’s new in Excel 2010
Improved filter capabilities
• Filter and sort regardless of
location In an Excel table,
table headers replace regular
worksheet headers at the top of
columns when you scroll down
in a long table. AutoFilter
buttons now remain visible
along with table headers in your
table columns, so you can sort
and filter data quickly without
having to scroll all the way back
up to the top of the table.
 What’s new in Excel 2010
Support for equations
You can use the new equation
editing tools in Excel 2010 to
insert common mathematical
equations into your worksheets
or to build up your own
equations by using a library of
math symbols. You can also
insert new equations inside of
text boxes and other shapes. To
get started, on the Insert tab, in
the Symbols group, click the
arrow next to Equation.
 What’s new in Excel 2010
Improved picture-editing
tools
• Screenshots Quickly
take a screenshot and add
it to your workbook, and
then use the tools on the
Picture Tools tab to edit
and improve the
screenshot.
 What’s new in Excel 2010
Co-authoring workbooks
With Excel Web App, which is part of Office Web Apps,
it’s now possible for different people to edit a
workbook at the same time from different locations.
If you’re in a small company or working on your own
from home or school, all you need is a free Windows
Live account to simultaneously author workbooks
with others. Corporate users in companies running
Microsoft SharePoint 2010 technology can also use
this functionality within their firewall.
 What’s new in Excel 2010
Improved picture-editing tools
• New SmartArt graphic layouts With new picture
layouts, you can tell your story with photographs.
For example, use the Captioned Picture layout to
show pictures with nice-looking captions
underneath
• Picture corrections Fine tune the color of a
picture, or adjust its brightness, contrast, or
sharpness—all without having to use additional
photo-editing software.
 What’s new in Excel 2010
Improved picture-editing tools
• New and improved artistic effects Apply different
artistic effects to your picture to make it look more
like a sketch, drawing, or painting. New artistic
effects include Pencil Sketch, Line Drawing,
Watercolor Sponge, Mosaic Bubbles, Glass, Pastels
Smooth, Plastic Wrap, Photocopy, Paint Strokes, and
many more.
 Create a Workbook
To create a new
Workbook:
• Click the Microsoft
Office Toolbar
• Click New
• Choose Blank
Document
 Create a Workbook
If you want to
create a new
document from a
template, explore
the templates and
choose one that
fits your needs.
 Save a Workbook
• When you save a
workbook, you
have two
choices: Save or
Save As.
To save a
document:
• Click the
Microsoft Office
Button
• Click Save
 Save a Workbook
• You may need to use the Save As feature when you
need to save a workbook under a different name or to
save it for earlier versions of Excel. Remember that
older versions of Excel will not be able to open an Excel
2007 worksheet unless you save it as an Excel 97-2003
Format. To use the Save As feature:
• Click the Microsoft Office Button
• Click Save As
• Type in the name for the Workbook
• In the Save as Type box, choose Excel 97-2003
Workbook
 Open a Workbook
To open an existing
workbook:
• Click the Microsoft
Office Button
• Click Open
• Browse to the
workbook
• Click the title of the
workbook
• Click Open
 Entering Data
• Excel always start with a blank worksheet.
• Entering data is simply a matter of selecting a
cell and then typing a value.
• You can enter number or text in any cell.
• It will determine what sort of data is being
entered.
 Data in Excel can be:
• If a value starts with a number, - or + sign, and
contains only numeric characters, it is treated as a
numeric value.
• If a value starts with the = symbol , Excel assumes
that it is a formula.
• If a value starts with any other character, Excel
assumes that it is a piece of text.
• Numeric values are always aligned at the right
side of the column. Text entries are placed on the
left.
 Entering Data
• There are different
ways to enter data
in Excel: in an
active cell or in the
formula bar.
To enter data in an
active cell:
• Click in the cell
where you want
the data
• Begin typing
 Entering Data
• To enter data
into the formula
bar
• Click the cell
where you
would like the
data
• Place the cursor
in the Formula
Bar
• Type in the data
 Text and Number Formats
• Numbers can be:
– Integers - whole numbers without decimal points.
– Decimals - shown with as many decimal places as needed,
and with zero to the left of the decimal point for numbers
less than one.
– Exponential - used for very large and very small numbers
– ### - indicates that the cell is too narrow to show a
complete number - the number is still in the memory of
the computer.
 Text and Number Formats
• Numbers are displayed using the General
format unless changed.
• Here Excel selects the most appropriate style
in each individual case, using the least number
of decimal places possible. This option leads
to an untidy display.
Excel allows you to move, copy, and paste cells
and cell content through cutting and pasting
and copying and pasting.
 Copy and Paste
• To copy and paste data:
• Select the cell(s) that you wish to copy
• On the Clipboard group of the Home
tab, click Copy
• Select the cell(s) where you would like to
copy the data
• On the Clipboard group of the Home
tab, click Paste
 Undo and Redo
To undo or redo your
most recent actions:
• On the Quick Access
Toolbar
• Click Undo or Redo
 Auto Fill
• The Auto Fill feature fills cell data or series of
data in a worksheet into a selected range of
cells. If you want the same data copied into
the other cells, you only need to complete one
cell. If you want to have a series of data (for
example, days of the week) fill in the first two
cells in the series and then use the auto fill
feature. To use the Auto Fill feature:
 Auto Fill
• Click the Fill Handle
• Drag the Fill Handle to complete the cells
 Insert Cells, Rows, and Columns
• To insert cells, rows, and
columns in Excel:
• Place the cursor in the row
below where you want the new
row, or in the column to the left
of where you want the new
column
• Click the Insert button on the
Cells group of the Home tab
• Click the appropriate choice:
Cell, Row, or Column
 Delete Cells, Rows and Columns
• To delete cells, rows, and
columns:
• Place the cursor in the cell, row,
or column that you want to
delete
• Click the Delete button on the
Cells group of the Home tab
• Click the appropriate
choice: Cell, Row, or Column
 Find and Replace
• To find data or find and
replace data:
• Click the Find & Select
button on the Editing
group of the Home tab
• Choose Find or Replace
• Complete the Find
What text box
• Click on Options for
more search options
 FORMULA
• A formula is used to calculate the value of a
cell from the contents of other cells; may be
used to calculate totals, differences,
percentages, averages, minimum and
maximum values.
• Starts with = sign, followed by an expressions
which refer to other cells or constant values,
and connected by operations.
 Excel Formulas
A formula is a set of
mathematical
instructions that can be
used in Excel to
perform
calculations. Formulas
are started in the
formula box with an =
sign.
 Excel Formulas
There are many elements to and excel formula.
• References: The cell or range of cells that you
want to use in your calculation
Operators: Symbols (+, -, *, /, etc.) that
specify the calculation to be performed
Constants: Numbers or text values that do
not change
Functions: Predefined formulas in Excel
 Excel Formulas
To create a basic
formula in Excel:
• Select the cell for
the formula
• Type = (the equal
sign) and the
formula
• Click Enter
 FORMULA
A. Steps in writing the formula:
– Click on the cell where you want the results of the
formula to be displayed
– Type the formula; starting with =,
– Press enter.
– The results of the calculation is shown in the cell.
 FORMULA
B. Steps to edit a formula
– click on the cell containing the formula
– click on the formula bar of F2
– make the corrections
– press enter
* when referring to numbers do not use
commas to separate thousands
 FORMULA

C. Calculation options
– Excel recalculates the worksheet whenever you make a
change to any item of data.
• D. Operations and order of calculation
• ^ - exponent
• * - multiplication
• / - division
• + - addition
• - - subraction
• - - negation (infront of a number)
• % - percentage after a number
 FORMULA

• Use brackets to change the order of

operation.
• Operations in front of a bracket are
calculated first.
• Calculations start from the innermost pair
of brackets and work outwards.
• Every opening bracket must have a closing
bracket.
 FORMULA

• E. Range – a group of cells that form a rectangle

and it is identified by the cells from the top left to
the bottom right corner of the rectangle,
separated by a colon. Only one range can be
active at a time.
1. Identifying a range:
– Move the cells from the upper left and drag to the
bottom right.
– The range is highligthed.
– From keyboard hold the shift key while using the cursor
keys.
 FORMULA
Copying a formula
Excel does not make an exact duplicate of the formula but it assumes
that the formula will consider the cells the same relative positions.
Steps:
• Click on the cell to be copied
• Press CTRL + C or the Copy command in the edit menu or the
copy toolbar
• Click on the cell where the copy is to appear, or drag to highlight
a range of cells.
• Press enter or select paste and the formula will be repeated.
• To copy a range of cells the same procedure is to be utilized but
must highlight the range first.
 FORMULA
Relative and Absolute References
• When a formula is copied to another cell the the cell
references are automatically updated so that they refer
to the cells on same relative position - relative cell
reference
• When you want the formula to refer to the same cell
regardless of where it is copied this is known as
absolute reference. To effect this a $ must be placed in
front of the part to be retained.
• When some parts of the formula is to be retained and
some changed this is known as mixed cell references.
 FORMULA
4 possible combinations for references:
• a. for a relative reference both parts are changed. eg.
A1 becomes B2
• b. For absolute reference nothing is changed: $A$1
stays as is wherever it is copied.
• c. if the column is fixed only the row number changes
$A1 to $A2
• d. if the row is fixed only the column letter change A$1
to B$1
 FORMULA
Moving Formula - instead of copying cells you can
also move cells to new locations.
– Steps:
– Click on the cell or group of cells
– Pres CTRL+X or cut|edit
– Click on the cell or upper left of the cells that is to contain the
cells
– Press Enter
 Calculate with Functions
A function is a built in formula in Excel. A function
has a name and arguments (the mathematical
function) in parentheses. Common functions in
Excel:
Sum: Adds all cells in the argument
Average: Calculates the average of the cells in
the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a
numerical value within a range of the argument
Calculate with Functions
FUNCTIONS – special routines that may be
used inside a formula to perform
specific tasks. Followed by a pair of
brackets containing one or more
arguments. If there is more than one
argument, these should be separated by
commas.
Sum
· Start typing =SUM()
· You can drag the cells then type the
closing bracket then enter.
· You can also use the autosum button.
 Calculate with Functions
Excel has as much as 200 functions and under different
categories eg. General, finance, statistical etc.
• Type the formula up to the point where the function
is required.
• Type the function name and an opening bracket
• Mark the first argument (cell or range of cells)
• If there is a second argument place ,
• After the last argument type a closing bracket and
press enter
 Calculate with Functions
Function Library
The function library is a large group of functions on the
Formula Tab of the Ribbon. These functions include:
AutoSum: Easily calculates the sum of a range
Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and
additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions
 Calculate with Functions
• Use the function wizard (fx) Provides a dialog box
where the different functions are listed.
• Type the formula to where you need a function
• Click the function wizard
• Selcet the function
• Click next to bring the next dialog box
• Click on the finish and the function will be added
to the formula
• Finish typing the formula and press enter.
 Calculate with Functions

• IF function – conditional function that returns two

possible values, based on the result of some
comparison.
Possible arguments:
• The comparison to be performed
• The value to be returned if the result of the
computation is true
• The value to be returned if the result of the
computation is false
 Calculate with Functions
Operations:
< less than
<= less than or equal
> greater than
>= greater than or equal
= Equal
<> not equal
 Calculate with Functions
Comparison expressions can be combined with
the ff:
• AND True if both operations are true
• OR True if either or both expressions are
true
 Calculate with Functions
Examples of IF Function:
Syntax
IF(logical_test,value_if_true,value_if_false)

IF(A10<=75,”Fail",“Pass")
IF(A10>95,“1.0",IF(A10>93,“1.25",IF(A10>91,“1.50",IF(A10
>88,“1.75",IF(A10>86,“2.0“,IF(A10>83,2.25,5.0))))))
 Calculate with Functions
COUNTIF - Counts the number of cells within a range
that meet the given criteria.

Syntax
COUNTIF(range,criteria)
Example
COUNTIF(A2:A10,A2)
 Calculate with Functions
SUMIF - Adds the cells specified by a given
criteria.
Syntax
SUMIF(range,criteria,sum_range)

Example
SUMIF(A2:A10,A2,B2:B10)
 Calculate with Functions
Range is the range of cells you want evaluated
Criteria is the criteria in the form of a number,
expression, or text that defines which cells will be
added.
Sum_range are the actual cells to sum. The cells in
sum_range are summed only if their corresponding
cells in range match the criteria. If sum_range is
omitted, the cells in range are summed.
 Multiple worksheets
Excel allows you to have several worksheets in a
single file. This is referred to as a workbook. A
workbook can contain different types of sheets
such as:
• Worksheet – for data, formula and calculations
• Chartsheet – for the display of graphs and charts
• Macro, dialogue and visual basic sheets – for
creating short programs to automate the
opeations of the worksheet.
 Multiple worksheets

the sheets are shown in the sheet tabs at the

bottom of the window. The sheet tabs may
be renamed by doing the following steps:
• Double click on the sheet tab at the bottom
of the window
• Enter a new name
• Click on the OK
 Multiple worksheets

A. Starting a new sheet

• To start on a new worksheet simply click on the any of
the sheet tabs at the bottom of the window. You will be
presented with a completely blank sheet. This sheet has
no connection with the other sheets in the workbook
other than they being saved and loaded together.
• you can switch from one sheet to another by simply
clicking on the the sheet tabs at the bottom of the
window. When the tab is clicked the corresponding
sheet is displayed on the window and the sheet name is
highlighted on the tab.
 Multiple worksheets

• When you have a number of sheets you

will not be able to see all the tabs. The tabs
can be scrolled to the left or right by the
small tab buttons. Clicking on the buttons
only moves the tabs.
 Multiple worksheets
Formula across Worksheets
• A formula can refer to cells and ranges in other worksheets or even
covering several worksheets.
• To refer to a cell in another sheet, precede the cell reference with the
sheetname and an exclamation mark. eg. =Ferdi!A10;
• To refer to a range of cells in another sheet type the ff. Ferdi!A10:A20
• To refer to a 3dimensional block of cells that cover 2 or more consecutive
sheets the range of sheets is placed before the exclamation mark and the
range of cells after it. eg. Ferdi:Ferdi2!A10:A20
• * if the sheetname uses characters other than numbers and letters the
sheet reference must be enclosed in single quotes.
 Create a Chart
• To create a chart:
• Select the cells that contain the data
you want to use in the chart
• Click the Insert tab on the Ribbon
• Click the type of Chart you want to
create
 Modify a Chart
• Once you have created a chart you
can do several things to modify the
chart.
• To move the chart:
• Click the Chart and Drag it another
location on the same worksheet, or
• Click the Move Chart button on the
Design tab
• Choose the desired location (either a
new sheet or a current sheet in the
workbook)
 Modify a Chart
• Once you have created a chart you
can do several things to modify the
chart.
• To move the chart:
• Click the Chart and Drag it another
location on the same worksheet, or
• Click the Move Chart button on the
Design tab
• Choose the desired location (either a
new sheet or a current sheet in the
workbook)
 Modify a Chart
To change the data included in the
chart:
• Click the Chart
• Click the Select Data button on the
Design tab
 Modify a Chart
To reverse which data are displayed in
the rows and columns:
• Click the Chart
• Click the Switch Row/Column
button on the Design tab
 Modify a Chart
To modify the labels and titles:
• Click the Chart
• On the Layout tab, click the Chart
Title or the Data Labels button
• Change the Title and click Enter
 Modify a Chart
Chart Tools
The Chart Tools appear on the
Ribbon when you click on the
chart. The tools are located on three
tabs: Design, Layout, and Format.

Within the Design tab you can

control the chart type, layout, styles,
and location.
Modify a Chart
 Convert Text to Columns
• Sometimes you will want to split data in
one cell into two or more cells. You can do
this easily by utilizing the Convert Text to
Columns Wizard.
• Highlight the column in which you wish to
split the data
• Click the Text to Columns button on the
Data tab
• Click Delimited if you have a comma or
tab separating the data, or click fixed
widths to set the data separation at a
specific size.
Convert Text to Columns
 Concatenate
• The Concatenate function pulls multiple
strings together into one larger string
• The syntax is as follows:

CONCATENATE(A1,",",B1)
 Convert
• Convert is a function that allows us to
convert measurements such as inches to
meters, horsepower to watts, Celsius to
Fahrenheit, etc.
• The syntax is as follows:

=CONVERT(A5,"km","in")
 VLOOKUP
• You can use the VLOOKUP function to search
the first column of a range (range: Two or
more cells on a sheet. The cells in a range can
be adjacent or nonadjacent.) of cells, and then
return a value from any cell on the same row
of the range.
Syntax
VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
 VLOOKUP
Syntax

=VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup])
 VLOOKUP
Arguments
lookup_value Required. The value to search in
the first column of the table or range. The
lookup_value argument can be a value or a
reference. If the value you supply for the
lookup_value argument is smaller than the
smallest value in the first column of the
table_array argument, VLOOKUP returns the
#N/A error value.
 VLOOKUP
Arguments
table_array Required. The range of cells that
contains the data. You can use a reference to a
range (for example, A2:D8), or a range name.
The values in the first column of table_array
are the values searched by lookup_value.
These values can be text, numbers, or logical
values. Uppercase and lowercase text are
equivalent.
 VLOOKUP
Arguments
col_index_num Required. The column number
in the table_array argument from which the
matching value must be returned. A
col_index_num argument of 1 returns the
value in the first column in table_array; a
col_index_num of 2 returns the value in the
second column in table_array, and so on.
 VLOOKUP
Arguments
If the col_index_num argument is:
• Less than 1, VLOOKUP returns the #VALUE!
error value.
• Greater than the number of columns in
table_array, VLOOKUP returns the #REF!
error value.
 VLOOKUP
Arguments
range_lookup Optional. A logical value that
specifies whether you want VLOOKUP to find
an exact match or an approximate match:
– If range_lookup is either TRUE or is omitted, an
exact or approximate match is returned. If an
exact match is not found, the next largest value
that is less than lookup_value is returned.
– If the range_lookup argument is FALSE, VLOOKUP
will find only an exact match
 VLOOKUP
Arguments
range_lookup
If range_lookup is either TRUE or is omitted,
the values in the first column of table_array
must be placed in ascending sort order;
otherwise, VLOOKUP might not return the
correct value.
If range_lookup is FALSE, the values in the first
column of table_array do not need to be
sorted.
 Format Cells Dialog Box
In Excel, you can also apply specific
formatting to a cell. To apply
formatting to a cell or group of cells:
• Select the cell or cells that will have
the formatting
• Click the Dialog Box arrow on the
Alignment group of the Home tab
Format Cells Dialog Box
Hide or Unhide Rows or Columns
To hide or unhide rows or columns:
• Select the row or column you wish to
hide or unhide
• Click the Format button on the Cells
group of the Home tab
• Click Hide & Unhide
Hide or Unhide Rows or Columns
 Merge Cells
To merge cells select the cells you want to
merge and click the Merge & Center
button on the Alignment group of the
Home tab. The four choices for merging
cells are:
Merge & Center: Combines the cells and
centers the contents in the new, larger cell
Merge Across: Combines the cells across
columns without centering data
Merge Cells: Combines the cells in a
range without centering
Unmerge Cells: Splits the cell that has
been merged
Merge Cells
 Format Worksheet Tab
You can rename a worksheet or change the
color of the tabs to meet your needs.
To rename a worksheet:
• Open the sheet to be renamed
• Click the Format button on the Home tab
• Click Rename sheet
• Type in a new name
• Press Enter
Format Worksheet Tab
 Change Page Orientation
To change the page orientation from
portrait to landscape:
• Click the Orientation button on the
Page Layout tab
• Choose Portrait or Landscape
 Print a Range
There may be times when you only want to print a
portion of a worksheet. This is easily done
through the Print Range function. To print a
range:
• Select the area to be printed
• Click the Print Area button on the Page Layout
tab
• Click Select Print Area
 Print Titles
If a worksheet spans more than one page, you can print
row and column headings or labels (also called print
titles) on every page to ensure that the data is
properly labeled
• Select the worksheet that you want to print.
• On the Page Layout tab, in the Page Setup group,
click Print Titles.
• On the Sheet tab, type the type the reference of the
rows or columns that contain the labels.
 Split a Worksheet
You can split a worksheet into multiple
resizable panes for easier viewing of parts
of a worksheet. To split a worksheet:
• Select any cell in center of the worksheet
you want to split
• Click the Split button on the View tab
• Notice the split in the screen, you can
manipulate each part separately
 Freeze Rows and Columns
You can select a particular portion of a worksheet to
stay static while you work on other parts of the
sheet. This is accomplished through the Freeze
Rows and Columns Function. To Freeze a row or
column:
• Click the Freeze Panes button on the View tab
• Either select a section to be frozen or click the
defaults of top row or left column
• To unfreeze, click the Freeze Panes button
• Click Unfreeze
Freeze Rows and Columns
 Hide Worksheets
To hide a worksheet:
• Select the tab of the sheet you wish
to hide
• Right-click on the tab
• Click Hide
 Pivot Table
Definition
A program tool that allows you to reorganize
and summarize selected columns and rows of
data in a spreadsheet or database table to
obtain a desired report. A pivot table doesn't
actually change the spreadsheet or database
itself. In database lingo, to pivot is to turn the
data (see slice and dice) to view it from
different perspectives.
 Pivot Table
A pivot table is useful with large amounts of
data. Such as a store owner might list monthly
sales totals for a large number of merchandise
items in an Excel spreadsheet. If the owner
wanted to know which items sold better in a
particular financial quarter, it would be very
time-consuming for her to look through pages
and pages of figures to find the information. A
pivot table would allow the owner to quickly
reorganize the data and create a summary for
each item for the quarter in question.
 Pivot Table
Among other functions, pivot-table tools can
automatically sort, count, total or give the
average of the data stored in one table or
spreadsheet. It displays the results in a second
table (pivot table) showing the summarized
data. Pivot tables are also useful for quickly
creating unweighted cross tabulations. The
user sets up and changes the summary's
structure by dragging and dropping fields
graphically. This "rotation" or pivoting of the
summary table gives the concept its name.
 The Pivot Table Structure
(1) PivotTable Field List – this section in the top right
displays the fields in your spreadsheet. You may
check a field or drag it to a quadrant in the lower
portion.
(2) The lower right quadrants - this area defines where
and how the data shows on your pivot table. You can
have a field show in either a column or row. You may
also indicate if the information should be counted,
summed, averaged, filtered and so on.
(3) The red outlined area to the left is the result of your
selections
 How to Create a Pivot Table
1. Open your original spreadsheet and remove
any blank rows or columns.
2. Make sure each column has a heading, as it
will be carried over to the Field List.
3. Make sure your cells are properly formatted
for their data type.
4. Highlight your data range
5. Click the Insert tab.
6. Select the PivotTable button from the Tables
group.
 How to Create a Pivot Table
7. Select PivotTable from the list.
8. Double-check your Table/Range: value.
9. Select the radio button for New Worksheet.
10. Click OK
11. Drag an item from the PivotTable Field List
down to the Row Labels quadrant.
12. The next step is to ask what you would like
to know about the first item that you dragged.
 References

• http://www.timeatlas.com/5_minute_tips/chunkers/learn_to_use_pivot_tables_in
_excel_2007_to_organize_data
• http://www.fgcu.edu/support/office2007/excel/index.asp
• http://searchsqlserver.techtarget.com/definition/pivot-table