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MS EXCEL 1/19/2013 1
 INDEX

 INTRODUCTION TO EXCEL…………………………………...
 OVERVIEW OF EXCEL…………………………………………...
 OFFICE BUTTON………………………………………..........
 RIBBONS……………………………………………………………….
 WORKING WITH CELLS……………………………………....
 FORMATTING TEXT……………………………………………...
 CONDITIONAL FORMATTING…………………………….....
 TO INSERT ROWS & COLUMNS…………………………....
 EDITING – FILL……………………………………………………….
 SORTING………………………………………………………….....
 CELL REFERENCING……………………………………........
 FUNCTIONS……………………………………………………..….
 FUNCTION AUDITING…………………………………………...
 SHORTCUT KEYS………………………………………..........
MS EXCEL 1/19/2013 2
 INTRODUCTION TO
MS-EXCEL
 Excel is a computer program used to create electronic
spreadsheets.

 Within excel user can organize data ,create chart and

perform calculations.

 Excel is a convenient program because it allow user to

create large spreadsheets, reference information, and it
allows for better storage of information.

 Excels operates like other Microsoft(MS) office programs

and has many of the same functions and shortcuts of
other MS programs.
MS EXCEL 1/19/2013 3
OVERVIEW OF EXCEL
 Microsoft excel consists of workbooks.
Within each workbook, there is an
infinite number of worksheets.

 Each worksheet contains Columns and

Rows.

 Where a column and a row intersect is

called a cell. For e.g. cell D5 is
located where column D and row 5
meet.

 The tabs at the bottom of the screen

represent different worksheets within
a workbook. You can use the scrolling
buttons on the left to bring other
worksheets into view.
MS EXCEL 1/19/2013 4
 OFFICE BUTTON CONTAINS..
NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING DOCUMENT
(CTRL+O)

SAVE-TO SAVE A
DOCUMENT. (CTRL+S)

SAVE AS-TO SAVE COPY DOCUMENT.

(F12)
PRINT-TO PRINT A
DOCUMENT. (CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

MS EXCEL 1/19/2013 5
 THE THREE PARTS
RIBBONS OF THE RIBBON
TABS ARE

GROUPS

COMMANDS

1 TABS:THERE ARE SEVEN TABS ACROSS THE TOP

OF THE EXCEL WINDOW.

2 GROUPS: GROUPS ARE SETS OF

RELATED COMMANDS,DISPLAYED ON
TABS.
3 COMMANDS: A COMMAND IS A BUTTON,A
MENU OR A BOX WHERE YOU ENTER
INFORMATION.
MS EXCEL 1/19/2013 6
 WORKING WITH CELLS

TO COPY AND PASTE CONTENTS:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.
MS EXCEL 1/19/2013 7
 WORKING WITH CELLS

To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new
cells. MS EXCEL 1/19/2013 8
 FORMATTING TEXT

TO FORMAT TEXT IN TO CHANGE THE FONT STYLE:

ITALICS OR UNDERLINE:
BOLD,
Left-click a cell to select it or drag
your cursor over the text in the
formula bar to select it.
Click the Bold, Italics or underline
command.
Select the cell or cells you want to
format.
Left-click the drop-down arrow next to
the Font Style box on the Home tab.
Select a font style from the list.

MS EXCEL 1/19/2013 9
 FORMATTING TEXT

TO CHANGE THE FONT SIZE: TO ADD A BORDER:

Select the cell or cells you want to
format.
Left-click the drop-down arrow next
to the Font Size box on the Home tab.
Select a font size from the list.
Select the cell or cells you want to
format.
Click the drop-down arrow next to the
Borders command on the Home tab. A
menu will appear with border options.

MS EXCEL 1/19/2013 10
 FORMATTING TEXT

TO CHANGE THE TEXT COLOUR: TO ADD A FILL

Select
COLOUR:the cell or cells you want to format. Select the cell or cells you want to
Left-click the drop-down arrow next to format.
the Text Color command. A color palette Click the Fill command. A color
will appear. palette will appear.
Select a color from the palette. Select a color from the palette.

MS EXCEL 1/19/2013 11
CONDITIONAL FORMATTING

TO APPLY CONDITIONAL FORMATTING:

Select the cells you would like to format.
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A menu
will appear with your formatting options.

TO REMOVE CONDITIONAL FORMATTING:

Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire
worksheet or the
selected cells.

MS EXCEL 1/19/2013 12
 CONDITIONAL FORMATTING
TO APPLY NEW
Click the Conditional Formatting
FORMATTING:
command. Select New Rules from
the menu. There are different
rules, you can apply these rules to
differentiate particular cell.
TO MANAGE CONDITIONAL FORMATTING:
Click the Conditional Formatting command.
Select Manage Rules from the menu. The
Conditional Formatting Rules Manager dialog
box will appear. From here you can edit a rule,
delete a rule, or change the order of rules.
MS EXCEL 1/19/2013 13
 TO INSERT ROWS & COLOUMS

NOTE:
1. The new row always
appears above the
selected row.

2. The new column

always appears to the
left of the selected
column.
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.

MS EXCEL 1/19/2013 14
EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO A CROSSHAIR.

 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK

AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.

 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL

IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.

 EXCEL CAN ALSO AUTO- FILL SERIES OF DATES,

TIMES, DAYS OF THE WEEK, MONTHS.
MS EXCEL 1/19/2013 15
SORTING
TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information in
the Category column is organized in
alphabetical order.

TO SORT FROM SMALLEST TO LARGEST:

Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the
smallest to largest amount.

MS EXCEL 1/19/2013 16
Relative Cell References
• Calling cells by just their column and row labels (such as
’A1’) is called a relative cell reference. When formulas or
functions contain relative cell referencing and they are
copied from one cell to another, Excel does not create an
exact copy of the formula or function. Instead, Excel
changes the cell addresses relative to the row and column
they are moved to.
ˆEXAMPLE: If a simple addition formula of ’=A1+B1’ in cell
C1 is copied to cell C2, the formula would change to
’=A2+B2’ to reflect the new row.
ˆEXAMPLE: If a simple average function of
’=AVERAGE(B2:B5)’ in cell B6 is copied to cell C6, the
function would change to ’=AVERAGE(C2:C5)’ to reflect
the new column.
 CELL REFERENCING
A RELATIVE
CELL
REFERENCE AS
(A1) IS BASED
ON THE
RELATIVE
POSITION OF
IN CELL (C1) SUM FUNCTION IS USED. THE CELL. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL THE POSITION
(D3). WHEN THE POSITION OF THE CELL IS CHANGED
OF THE CELL
FROM (C1) TO (D3),THEN THE REFERENCE IS ALSO
CHANGED FROM (A1,B1) TO (B3,C3). THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.
MS EXCEL 1/19/2013 18
Absolute Cell References

• An absolute cell reference refers to the same cell, no matter

where the formula or function is copied. In other words, when
a formula or function containing an absolute cell reference is
copied to a new location, the cell reference is not adjusted.
• ˆ To create an absolute cell reference, you will need to add
dollar signs (’$’) in front of both the column and row
identifiers for the cell referenced – this fixes the row AND
column.
• – You can add the dollar signs (’$’) automatically by using
the F4 keyboard shortcut – press the F4 key once after
entering the cell address into the formula or function by
typing or by using the point mode.
• ˆ EXAMPLE: When the formula ’=B7*$C$1’ is copied from
cell C7 to cell C8, the relative cell reference changes ’B7’
to ’B8’, but the ’$C$1’ absolute cell reference remains
unchanged.
An absolute cell reference is most often used
when you want to use a constant in a formula
or function.

ˆ Advantage of placing the constant in its own cell and using

an absolute cell reference: Referencing the cell containing
the constant in all the desired formulas and functions with
an absolute cell reference allows you to change the value of
the constant in the one cell and all the formulas and
functions absolutely referencing the cell will be
automatically updated. This is much better than typing the
actual value of the constant into the formulas or functions.
 CELL REFERENCING
AN ABSOLUTE
CELL
REFERENCE AS
($A$1) ALWAYS
REFERS TO A
CELL IN A
SPECIFIC
IN CELL (C1) SUM FUNCTION IS USED.
LOCATION. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) THE POSITION
TO (D3),THEN THE ABSOLUTE REFERENCE REMAINS THE OF THE CELL
SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN. THAT
CONTAINS THE
FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE
SAME.THE
REMAINS
MS EXCEL 1/19/2013 21
Mixed Cell References
• You use a mixed cell reference to reference a cell
that is part absolute and part relative. In other
words, A mixed cell reference can be used when
you wish to fix only the row OR the column.
• ˆ EXAMPLE: In the formula ’=A$1 + $B2’, the row of
cell A1 is fixed and the column of cell B2 is fixed.
• As with absolute cell referencing, you need to add
a dollar sign (’$’), but only in front of the column
• OR row identifier for the cell referenced.
• As before, you can add the dollar sign (’$’)
automatically by using the F4 keyboard shortcut ,as
follows:
 CELL REFERENCING

A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE
COLUMN AND
RELATIVE ROW OR
IN CELL (C1) SUM FUNCTION IS USED. ABSOLUTE ROW
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). AND RELATIVE
WHEN THE POSITION OF THE CELL IS CHANGED FROM COLUMN. AN
(C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM 1 ABSOLUTE
TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B). COLUMN
REFERENCE TAKES
THE FORM $A1,
$B1.AN
ABSOLUTE ROW
REFERENCE
A$1,
TAKES THEB$1.
FORM
MS EXCEL 1/19/2013 23
Functions are pre
-defined formulas that
come with Excel.
Entering Functions
Functions differ from regular formulas in that, after the
• equal sign, you supply the cell addresses but not
• the arithmetic operators. Functions perform calculations
by using specific values, called arguments, in a
• particular order called syntax. When using a
function, remember the following:

ˆ Use an equal sign to begin the function.

ˆ Specify the function name.
ˆEnclose all of the function’s arguments within
parentheses.
ˆUse a comma to separate the function’s individual
arguments.
Reference Operators
Reference operators refer to a cell or a group of cells. There are two main types of
reference operators:
1. Range:
ˆ Refers to all of the cells between and including the reference.
ˆ Consists of two cell addresses separated by a colon.
ˆ EXAMPLE: ’A1:A3’ includes cells A1, A2, and A3.
ˆ EXAMPLE: ’A1:C3’ includes cells A1, A2, A3, B1, B2, B3, C1, C2, and C3.

2. Union:
ˆ Includes two or more references.
ˆ Consists of two or more cell addresses separated by a comma.
ˆ EXAMPLE: ’A7, B8, C9’ refers to cells A7, B8, and C9.
ˆ EXAMPLE: ’A7, B8:D9, E4’ refers to cells A7, B8, B9, C8, C9, D8, D9 and E4.
Autosum
You can use the Autosum icon on the standard toolbar, which
automatically adds the contents of a cluster
of adjacent cells.

ˆ Select the cell that the sum will appear in that is outside
the cluster of
cells whose values will be added.
ˆ Click the Autosum button (Greek letter sigma, Σ).
ˆ Highlight the group of cells that will be summed.
ˆ Press the Enter key on the keyboard or click the green
check mark on the
formula bar.
Function Wizard
You can access all of the available functions in Excel using the Function
Wizard.
ˆSelect the cell where the function will be placed and click the Function
Wizard button on the standard
toolbar.
ˆ Other ways of starting the Function Wizard are:
– Select Function from the Insert drop menu.
– Click on the drop down arrow next to the Autosum icon button.
*You will first see the commonly used functions in Excel, and at the
bottom of the menu, the
More Functions option.
* Clicking on More Functions will give you an alphabetical and
categorical
listing of all available
functions in Excel.
 List of functions

1. IF Functions

The IF function test to see whether a given condition

is true or false. Depending upon the result, different
outcomes for the function can be specified.
The IF function has also been combined with other
popular Excel functions to create such functions
as SUMIF, COUNTIF, and AVERAGEIF.
2.Date and Time Functions
Dates are very important in spreadsheet programs
like Excel. Most spreadsheets make use of dates in
some way. Listed below are a number of date-
related tutorials. Each tutorial includes a step by
step example of working with dates in Excel.
3.Math and Trig Functions

The math functions carry out basic

math operations such as adding, multiplying, and
dividing numbers.
The Trig functions can be used to find the sine,
cosine, and tangent of an angle as well as
converting angle sizes between radians and
degrees.
 4.Random and Rounding
Number Functions

The random number tutorials cover the functions

that are used generate random numbers in
Excel.
The rounding number tutorials cover the
functions
in Excel that are used when rounding numbers up
or down.
5.Logical Functions

These functions return only a true or false

answer. They can be used individually or
combined with one or more other functions.
 6.Text and Information Functions
Excel's Text Functions help you manage the text data in
your spreadsheets.
The Information functions tell about the data in a cell or range
of cells. This information includes whether the data is a
number, the formatting applied to the cell, or even if the cell is
empty.
7.Count and Database Functions

Excel has a number of Count functions that will total the

number of cells in a selected range that meet certain
criteria. Since each Count function does a slightly different
job the criteria required varies with the function chosen.
Excel's database functions can be used to find specific
information based on one or more criteria that you set.
8.Statistical Functions

Excel's Statistical functions can be used to analyze

data in a variety of different ways. Functions
included in the program can be used to find
common statistical operations such as finding the
average value or ranking data by its largest and
smallest values as well as more complex operations
such as standard deviation.
9.Financial Functions

Excel's Financial Functions can be used to help you

determine changes in dollar value of investments
and loans.
10.Lookup Functions and
Formulas

Excel's VLOOKUP function can help you find specific

information in large data tables such as an inventory list of
parts or a large membership contact list.
In addition to VLOOKUP, there are several other - but lesser
known - functions that can be used to create specific
lookup formulas.
 FUNCTIONS
SYNTAX OF DATEDIF
=DATEDIF(START_DATE,END_DATE,”INTERVAL”
)

START DATE-
Date from which u want to
calculate difference.
=
= END DATE-
= Date up to which u want to
= calculate difference.
=
=
INTERVAL-
Form in which u want to
“ D ” - D AY S
calculate difference.
“M”- MONTH
S
“Y” - Y E A R S This says that I
“YM”- MONT OVER YEAR am 19 years 6
HS months & 18
“ M D ” - D AY S O E R M O N T H MS EXCEL
days old
1/19/2013 20
 FUNCTIONS
SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANGE)

RANGE-
Range of cells on which conditions
are applied.

CRITERIA-
Condition that defines which cell
or cells will be added.
=
= SUM RANGE-
Actual cells to sum.

NOTE:-
If sum range is not used then range
is used for sum.
WITHOUT
SUM_RANGE

MS EXCEL 1/19/2013 40
 FUNCTIONS
SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE)

LOGICAL TEXT-
Any value or expression that can
= be evaluated to TRUE or FALSE.
=
= VALUE IF TRUE-
= Value that is returned if logical
= text is TRUE.
=
=
VALUE IF FALSE-
Value that is returned if logical
text is FALSE.

IN COLUMN B DIFFERENT CONDITIONS ARE USED

AND BASED ON THIS, IN COLUMN C DIFFERENT
RESULTS ARE SHOWN.
MS EXCEL 1/19/2013 41
 COUNT FUNCTIONS
SYNTAX OF FUNCTIONS
1. COUNT
=COUNT(VALUE1,VALUE2,…)
=
= 2. COUNTA
= =COUNTA(VALUE1,VALUE2,…)
=
3. COUNTBLANK
=COUNTBLANK(RANGE)

4. COUNTIF
=COUNTIF(RANGE,CRITERIA)
1. 2. 3. 4.
COUNT COUNT NO. OF
COUNT CELLS COUNT CELLS
ONLY CELLS CELLS THAT
THAT ARE THAT ARE
THAT MEET GIVEN
NOT EMPTY. BLANK.
CONTAINS CONDITION.
NUMBER.
MS EXCEL 1/19/2013 42
 TEXT FUNCTIONS
SYNTAX OF FUNCTIONS
1. LOWER FUNCTION
=LOWER(TEXT)

2. UPPER FUNCTION
=UPPER(TEXT)

3. PROPER FUNCTION
=PROPER(TEXT)

1. 2. 3.

TO CONVERT TEXT TO CONVERT TEXT TO CAPITALISED

FROM CAPITAL TO FROM SMALL TO EACH WORD
SMALL. CAPITAL. OF TEXT.

MS EXCEL 1/19/2013 43
 TEXT FUNCTIONS

SYNTAX OF FUNCTIONS
1. LEFT FUNCTION
=LEFT(An ,3) =RIGHT(An ,3) =MID(An ,2,3) =LEFT(TEXT,NUM_CHARS)

2. RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)

3. MID FUNCTION
=MID(TEXT,STARTNUM,NUM_CHAR)

1. 2. 3.

RETURN SPECIFIED RETURN CHARACTER

RETURN SPECIFIED
NO. OF CHARACTER FROM MIDDLE OF
NO. OF CHRACTER
FROM START OF TEXT,GIVEN A
FROM END OF TEXT.
TEXT. STARTING POSITION.
MS EXCEL 1/19/2013 44
 OTHER FUNCTIONS

USES OF FUNCTIONS

= NOW RETURNS CURRENT DATE AND TIME.

= TODA RETURNS CURRENT DATE ONLY.

Y
= MOD RETURNS THE REMAINDER AFTER A
NO.
IS DIVIDED BY A DIVISOR.
= LEN RETURNS THE NO. OF CHARACTERS IN A
TEXT STRING.

= SUM ADD ALL THE

NUMBERS.
MS EXCEL 1/19/2013 45
 FUNCTION AUDITING
TRACE PRECEDENTS SHOW ARROW THAT INDICATE WHAT
CELLS AFFECT THE VALUE OF THE
CURRENTLY SELECTED CELL.

IN THIS EXAMPLE CELLS A1 & A3

AFFECT THE VALUE OF CELL C2 &
CELLS A1 & A4 AFFECT THE VALUE
OF CELL C6.

TRACE DEPENDENTS SHOW ARROW THAT INDICATE WHAT

CELLS ARE AFFECTED BY THE VALUE
OF THE CURRENTLY SELECTED CELL.

IN THIS EXAMPLE CELL C2 & C6 ARE

AFFECTED BY THE VALUE OF CELL A2
& CELL C6 IS ALSO AFFECTED BY
THE CELL A4.
MS EXCEL 1/19/2013 46
A Function instead of a
Formula
Functions can be a more efficient way of performing mathematical operations than formulas.

Specifically , in

many cases, a function will simplify formulas that you can type in manually, such as average or sum.

ˆ EXAMPLE: If you wanted to add the values of cells D1 through D10, you could type the formula

’=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10’, or a shorter way would be to use the SUM function

and simply type ’=SUM(D1:D10)’.

The following table contains the definitions and examples of several other available functions:
Functio
Example Description
n
SUM =SUM(A1:A100) Finds the sum of cells A1 through A100.
AVERAG =AVERAGE(B1:B10) Finds the average of the cells B1 through B10.
E MAX =MAX(C1:C100) Returns the highest number from cells C1 through
C100.
MIN =MIN(D1:D100) Returns the lowest number from cells D1 through D100.
SQRT =SQRT(D10) Finds the square root of the value in D10.
TODAY =TODAY() Returns the current date (leave the parentheses empty).
 There are several different ways
exist to copy and paste a formula or
a function:

ˆ Use Copy and Paste from the Edit drop menu.

ˆUse the Ctrl+C and Ctrl+P keyboard shortcuts.
ˆ Use the Autofill feature – activate the cell
containing the formula or function by selecting it and drag
the Autofill handle down the column or across the row to
fill in the remaining cells.
 SHORTCUT KEYS
PARTICULAR KEYS
S
 EDIT THE ACTIVE CELL F2
 CREATE A CHART
 INSERT CELL COMMENT F11
 FUNCTION DIALOGUE BOX SH
IF
 INSERT A NEW WORKSHEET T
 NAME MANAGER DIALOGUE BOX +
 VISUAL BASIC EDITOR F2
 MACRO DIALOGUE BOX SHIFT + F3
 HIDE THE SELECTED COLUMNS SHIFT + F11
 UNHIDE THE COLUMNS CTRL + F3
 HIDE THE SELECTED ROWS ALT + F11
 UNHIDE THE ROWS ALT + F8
 SELECT ALL CELLS WITH CTRL + 0
MS EXCEL 1/19/2013 50
 SHORTCUT KEYS
PARTICULAR KEYS
S
 DOWN FILL CTRL + D
 RIGHT FILL CTRL + R
 ENTER SUM FUNCTION IN CELL ALT + =
 EURO SYMBOL ALT + 0128
 CENT SYMBOL ALT + 0162
 POUND SYMBOL ALT + 0163
 YEN SYMBOL ALT + 0165
 ENTER NEW LINE IN ACTIVE CELL ALT + ENTER
 CURRENT DATE CTRL + ;
 CURRENT TIME CTRL + SHIFT
 SHOW FORMULA + ; CTRL + `
 SELECT ENTIRE COLUMN CTRL + SPACEBAR
 SELECT ENTIRE ROW SHIFT +
MS EXCEL 1/19/2013 51
 SHORTCUT KEYS
PARTICULAR KEYS
S
 APPLIES NUMBER FORMAT CTRL + SHIFT + !
 APPLIES CURRENCY FORMAT CTRL + SHIFT + $
 APPLIES PERCENTAGE FORMAT CTRL + SHIFT +
 APPLIES EXPONENTIAL % CTRL + SHIFT
FORMAT + ^ CTRL +
 APPLIES GENERAL NO. FORMAT SHIFT + ~ CTRL
 APPLIES TIME FORMAT + SHIFT + @
 APPLIES DATE FORMAT CTRL + SHIFT + #
 APPLIES OUTLINE BORDER CTRL + SHIFT +
 REMOVE OUTLINE BORDER & CTRL + SHIFT
+_

MS EXCEL 1/19/2013 52
Introduction to Formulas
Formulas in Microsoft Excel begin with an
equal sign. The equal sign tells Excel
that the succeeding characters constitute
a formula. If you don't enter the equal
sign, Excel will treat your entry as text
and the calculation will fail.
Entering
Formulas
After the equal sign, a formula includes the addresses of the cells whose values will
be manipulated with appropriate operands placed in between. The operands are the
standard arithmetic operators:

Operator Meaning Example

(+) Addition =A7+A9
(-) Subtraction =A7-A9
(*) Multiplication =A7*A9
(/ ) Division =

A7/A9
(ˆ ) Exponents =A7ˆA9
You can also enter formulas by using the point mode, where you either
click on a cell with your left mouse button or you use the arrow keys.

ˆ To enter ’=B2+B3+B4+B5’ into cell B6 using the point:

– Left click on cell B6 to make it active.
– Type ’=’.
– Use the up arrow key to move to cell B5, or left click on cell B5.
– Type ’+’.
–Use the up arrow or mouse to add cells B4, B3, and B2 in the same
fashion.
– Press Enter when you are finished entering the formula.
ˆ In the active cell, type ’=’.
ˆEnter a cell address either by typing or using
the point mode.
ˆ Press F4 once – two dollar signs (’$’) are
entered (both the column and row identifiers
are absolute).
ˆPress F4 again – the column identified is now
relative and the row identifier is now absolute.
ˆPress F4 again – the column identified is now
absolute and the row identifier is now relative.
ˆ Press the Escape key to deactivate the F4 key
Using Named Ranges Formulas
and Functions

When you are working with a large spreadsheet you can name a
range of cells and use the name in formulas
or functions.

ˆTo name a range, select the cells to be included in the range, and
then type a name in the Name Box located above the worksheet.
ˆRecall, the Name Box normally contains the address if the current
cell.
Linking Worksheets

You may want to use the value from a cell in

another worksheet within the same workbook
in a formula.
ˆ Use the format ’sheetname!celladdress’.
ˆ EXAMPLE: The value of cell A1 in the
current
worksheet and cell A2 in the second worksheet
can be
added using the formula ’=A1+Sheet2!A2’.