Microsoft Excel

MS. GRACE G. NEZORTADO, LPT, MAED.

Microsoft Excel

 Is a software program produced by Microsoft that allows user to organize, format and
calculate data with formulas using a spreadsheet system.

 Tool for Data management.

 Excel can also display data as charts, histograms, and line graphs.
MICROSOFT EXCEL ANATOMY
 “ TAB

”
Tab – used to display the worksheet that a user is currently editing
“
RIBBON

”
Ribbon – row of tabs and icons at the top of the excel window that
allows user to quickly find, understand and use commands for
completing a certain task.
“
ROWS
”
Rows - numbered vertically
“
COLUMN
S
”
Columns – lettered horizontally
“
”
CELL (D7)

Cell – where rows and columns intersect

“ SHEET

”
Sheet – made up of set of rows and columns
“

EXCEL WORK BOOK

”
Excel Work book - “excel file” which contains one
or more worksheets.
SHORT CUT KEYS
SHORT CUT KEYS
Ctrl+N: Create a new workbook
Ctrl+O: Open an existing workbook
Ctrl+S: Save a workbook
F12: Open the Save As dialog box
Ctrl+W: Close a workbook F2 : Quickly edit the contents of a cell 
Ctrl+F4: Close Excel Ctrl+F9: Minimize the workbook window
F4: Repeat the last command or action. For example, if the last F11: Create a bar chart based on selected data (on a separate sheet)
thing you typed in a cell is “hello,” or if you change the font color, Alt+F1: Create an embedded bar chart based on select data (same
clicking another cell and pressing F4 repeats that action in the new sheet)
cell. (Copy CTRL+C and paste ALT+ESV any word/number in one cell Ctrl+F: Search in a spreadsheet, or use Find and Replace
and click F4 downward) Alt+F: Open the File tab menu
Shift+F11: Insert a new worksheet Alt+H: Go to the Home tab
Ctrl+Z: Undo an action Alt+N: Open the Insert tab
Ctrl+Y: Redo an action Alt+P: Go to the Page Layout tab
Ctrl+F2: Switch to Print Preview Alt+M: Go to the Formulas tab
F1: Open the Help pane Alt+A: Go to the Data tab
Alt+Q: Go to the “Tell me what you want to do” box Alt+R: Go to the Review tab
F7: Check spelling Alt+W: Go to the View tab
F9: Calculate all worksheets in all open workbooks Alt+X: Go to the Add-ins tab
Shift+F9: Calculate active worksheets Alt+Y: Go to the Help tab
Alt or F10: Turn key tips on or off Ctrl+Tab: Switch between open workbooks
Ctrl+F1: Show or hide the ribbon Shift+F3: Insert a function
Ctrl+Shift+U: Expand or collapse the formula bar Alt+F8: Create, run, edit, or delete a macro
Alt+F11: Open the Microsoft Visual Basic For Applications Editor
 USING FORMULAS
 Formulas performs operations such as addition,
multiplication, and comparison on worksheet
values. FORMULA
STEPS BAR

1. Highlight the cell you want to write a formula for.

2. Click into the formula bar and type the operation
you wish to perform.
3. Remember you must always start a formula with
an “=” sign. Absence of the “=” sign will be
treated as text.
4. Click enter for the result.
CALCULATION OPERATIONS IN FORMULAS

1. Arithmetic
2. Comparison
3. Text
4. Reference
 Arithmetic Operators
 Perform basic mathematical
operations such as addition,
subtraction, or multiplication;
combine numbers; and produce
numeric results.
 * (asterisk) = multiplication (=3*3)
 ^ ( caret) = raise to the power of (=3^3)
 / (forward slash) = divide (3/3)
 + (add sign) = addition (=13+3)
 - (minus sign) = subtraction (=13-3)
 () (parenthesis) = order of information (=13+(3*4))
 Comparison Operators
 Compare two values and then produce the logical
value TRUE or FALSE Comparison Operators Meaning and Example

 Often used with certain built-in functions like IF Equal Sign "="
to produce numeric result. Greater than sign ">"
Less than sign "<"
Greater than or equal to sign
For Example:
">="
=IF(A1=>B1,5,0) Less than or equal to sign
"<="
Would yield 5 if the value in cell is greater than or
equal to the value in cell B1 and 0 otherwise. Not equal to sign "<>"
Equal to (A1=B1)
Greater than (A1>B1)
Less than (A1<B1)
Greater than or equal to
(A1>=B1)
Less than or equal to sign
(A1<=B1)
Not equal to sign (A1<>B1)
 Text Concatenation Operators
 Use the ampersand (&) to join, or concatenate, one
Or
or more text strings to produce a single piece of
text. Using Concatenate:

Example:

="SMITH"&","&" "&"John“
Result : SMITH, John
 Reference Operators

: (colon) – Range operator

Produce one reference to all the
cells between two references.
 Reference Operators
, (comma) – Union
Operator
This combines multiple cell
or range reference into one
reference.
 Reference Operators

 (single space) – Intersection

operator
This produces one reference to
cells common to two references.
 FUNCTIONS
Functions are predefined formulas that perform calculations by
using specific values, called arguments, in a particular order, or
structure.
Functions can be used to perform simple or complex
calculations.

To enter the function, you can either type it in directly, or select

it from the dialog box that appears when you click Insert
Function Ribbon on the “Formulas” tab.
 Parts of FUNCTIONS

• Each functions has a specific order – called SYNTAX which

=SUM(A1:A15)
must be followed in order for the function to work correctly.
• The basic syntax to create a formula with the function is to
insert an equal sign (=), function name (SUM, for example,
is the function name for addition), and argument.
• Arguments contain the information you want the formula to Equal Sign Argument
calculate, such as the range of cell references. Function
Name
TEXT FUNCTIONS  RIGHT FUNCTION
 Used to manipulate text values Used to isolate a specific number of “characters”
such as: from the right hand side of the text value.
Example:

=right()
=left()
=concatenate()
=lower()
=upper()
=len()
TEXT FUNCTIONS  LEFT FUNCTION
 Used to manipulate text values Same as the RIGHT Function, but it returs characters
such as: from the left side of the value.
Example:

=right()

=left()
=concatenate()
=lower()
=upper()
=len()
TEXT FUNCTIONS
 CONCATENATE FUNCTION
 Used to manipulate text values =Use to combine two different text values
such as:
Example:

=right()
=left()

=concatenate()
=lower()
=upper()
=len()
TEXT FUNCTIONS
 Used to manipulate text values such
 LOWER FUNCTION
as: =Converts text to lower case.
Example:

=right()
=left()
=concatenate()

=lower()
=upper()
=len()
TEXT FUNCTIONS
 Used to manipulate text values such
 UPPER FUNCTION
as: =Converts text to upper case.
Example:

=right()
=left()
=concatenate()
=lower()

=upper()
=len()
TEXT FUNCTIONS  LEN FUNCTION
 Used to manipulate text values such • Returns a numeric value equal to the number of
as: character in a text value .
• Spaces are included in the length
Example:
=right()
=left()
=concatenate()
=lower()
=upper()

=len()
DATES
AND
TIMES
 Used to manipulate date and
time values.
TODAY FUNCTION
Returns a serial number which represents today’s date.
=TODAY()
=YEAR()
=NETWORKDAYS()
DATES
AND
TIMES YEAR() FUNCTION
Returns the year corresponding to the serial number
(date value)
 Used to manipulate date and
time values.

=TODAY()

=YEAR()
=NETWORKDAYS()
 NETWORKDAYS FUNCTION
DATES Calculates the number of working days between two
dates.
AND SYNTAX

TIMES =NETWORKDAYS(start_date,end_date,[holidays])
ARGUMENTS
 Used to manipulate date and time Start_date – the start date
values.
End_date – the end date
Holidays – (optional) a list of non-work days as dates.
=TODAY()

=YEAR()

=NETWORKDAYS(
)
STATISTICAL COUNT FUNCTION
*counts the number of cells in a range that
 Functions used to give summary
information about a collection of values. contains number.

=COUNT(X:Y)
=AVERAGE(X:Y)
=STDEV(X:Y)
STATISTICAL
AVERAGE FUNCTION
 Functions used to give summary
information about a collection of values. *Returns the mean value in the list X:Y
=COUNT(X:Y)

=AVERAGE(X:Y)
=STDEV(X:Y)
STATISTICAL STDEV FUNCTION
 Functions used to give summary * Calculates standard deviation based on the entire
information about a collection of values.
population given as arguments.
=COUNT(X:Y)
=AVERAGE(X:Y)

=STDEV(X:Y)
 LOGICAL
IF FUNCTION
FUNCTION  Checks whether the condition is met, and returns
* one value if TRUE, and another value if FALSE.
SYNTAX: (logical_test,value_if_true,value_if_false)

=IF
=AND(logical1,logical2,…..)

=COUNTIF

=SUMIF
 LOGICAL AND FUNCTION

FUNCTION Checks whether all the arguments are TRUE, and


returns TRUE if the argument is TRUE
SYNTAX:
=IF
(logical1,logical2,…..)

=AND
=COUNTIF

=SUMIF
 COUNTIF FUNCTION
LOGICAL  Counts the number of cells in a range that match one supplied
condition.

FUNCTION  Helps to count the number of certain value in a list

Criteria can include logical operators (>,<,<>,=) and wildcards (*,?) for
partial matching. Criteria can also be based on a value from another cell
=IF
=COUNTIF(range,criteria)
=AND
Example: Based on the given data, count the number of students who
passed the UPCAT test.
=COUNTIF
=SUMIF
 LOGICAL
FUNCTION SUMIF FUNCTION
 adds all numbers in a range of cells based on one
=IF criteria.
=AND Syntax =SUMIF(range,criteria,sum_range)

=SUMIF Example: calculate Mckhy’s total number of sales.

=VLOOKUP
 SUMIFS FUNCTION

LOGICAL  Sum cells that match multiple criteria

 SYNTAX
FUNCTION =SUMIFS (sum_range, range1, criteria1, [range2], [criteria2], ...)

=IF >Arguments 
=AND sum_range - The range to be summed.
=COUNTIF range1 - The first range to evaulate.
=SUMIF criteria1 - The criteria to use on range1.
range2 - [optional] The second range to evaluate.
=SUMIFS criteria2 - [optional] The criteria to use on range2.

=VLOOKUP
 LOGICAL VLOOKUP FUNCTION
FUNCTION Performs a vertical lookup by searching for a value in the first column of
the table and returning the value in the same row in index_number
*
position.
=IF(logical_test,value_if_true,value_if_false)
=AND(logical1,logical2,…..) SYNTAX
=COUNTIF
=vlookup(value,table,col_index,[range_lookup])
=SUMIF
=SUMIFS ARGUMENTS
=VLOOKUP * lookup_value – the value you are looking for.
* table_array – the range of cells that make up the table
• column_index – the number of column from which to retrieve a result
• range_lookup,TRUE=approximate, FALSE = exact – the match mode
VLOOKUP
*
*

THANK YOU!