Personal Development Program

Lecture 3: Microsoft

Excel
LECTURE CONTENTS
3.1. GENERAL INTRODUCTION

3.2. SOME BASIC OPERATIONS

3.3. DATA IN EXCEL

3.4. ADJUST AND FORMAT IN SPREADSHEETS

3.5. FUNCTION AND DIAGRAM IN EXCEL

3.1. General Introduction
• Microsoft Excel (Excel) is a component Microsoft Office

• Is a powerful tool for making spreadsheets

• Has many preeminent features and user-friendly interface

• Create spreadsheets, perform calculations, create illustrative graphs, etc.

• In addition, Excel also has advanced features such as database administration, data analysis, economic
forecasting, etc.

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3.2. Some Basic Operations
• The spreadsheet (Sheet)
• Introduction to spreadsheet Excel
• Each Workbook corresponds to a file, including WorkSheets

• A worksheet consists of rows, columns, and cells

• Rows: row titles are numbered from 1 in turn from top to bottom.

• Columns: column headers are placed according to A, B, C,…, XFC, XFD from left to right respectively.

• Cells: is the intersection of rows and columns, each cell has its own address, there is always a cell

waiting to receive data called the current cell or active cell.

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• Work with worksheets (on the sheet tab bar)
• Open a worksheet: click on the sheet name to open
• Insert more worksheets: select the Insert WorkSheet

button
• Rename the worksheet: right-click the sheet name,

select Rename, enter a new name, press Enter.

• Delete a worksheet: right-click on the sheet name,

select Delete, click OK

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• Arrange worksheet pages:
• Move a worksheet: Click on the sheet name, drag it to a new location
• Copy a spreadsheet sheet:
• Select Move or Copy, a dialog box appears
• Before sheet: location to place the copy
• Select Create a copy, press OK.

▸ Hide/show worksheets:
• Hide: Right-click the sheet name, select Hide
• how: Right-click, select the sheet name to show, click the OK button

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3.3. Data in Excel
Address
• The cell is the intersection of the column and row, the address of the cell is determined by the

column name and the row number that created it .

• A continuous block of cells is defined by the address of the cell in the upper left corner and the

cell address in the lower right corner of the block, between the two addresses separated by a " : ".

• For example, A1:C3 is the block address of

• cells A1, A2, A3, B1, B2, B3, C1, C2, C3.

• Each cell has a default address specified by Excel, in addition, Excel also allows users to name cells,

groups of cells, constant values and formula values.

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General Work With Data
• Select active cell: Click or use a, Y, Z, b, keys

• Enter data: Enter data as specified. Press the ESC key to cancel the input data.

• End data entry: press Enter or use the arrow keys

• Edit data:
• Put the active cell in the cell to be edited

• Edit the data in the formula bar or double-click the cell and edit it directly

• Press Enter to finish.

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Types of Data
• Excel has the following data types:
• Character

• Numeric

• Date

• Formulas

• Logic

• Error.

• In a worksheet, cells can contain different data types, but the data in a cell

belongs is only one data type.

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3.4. Adjust and Format in
Spreadsheet
Select cell block
▸ Select a cell: Click or use the keys , , , 

▸ Select a continuous block of cells: Click and drag the mouse from the upper left corner cell
to the lower right corner cell of the cell block

▸ Select discrete blocks of cells: select the first block, from the second block hold Ctrl when
selecting.

▸ Select a cell block that is a row or column: Click on the row number or column name

▸ Select the entire worksheet: Click on the intersection of the column name row and column
number.

▸ Cancel selection: Click on any cell in the worksheet.

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Adjust The Structure of Spreadsheet
▸ Change column width, row height
▹ Use the mouse
▹ Change column width:
▹ Move the cursor to the boundary of the column name until the pointer changes to a two-
way arrow()
▹ Click and drag to the desired width, release the mouse.

▹ Change line height:

▹ Move the cursor to the lower boundary of the line until the pointer changes to a two-way
arrow ( )
▹ Click and drag the mouse to the desired height, release the mouse.

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Adjust The Structure of Spreadsheet
▸ Insert cells, rows, columns
▹ Select Home\Cells\Insert
▹ Select cells, rows, columns at the position to be inserted.
▹ Select Insert Sheet Rows: to insert row
▹ Select Insert Sheet Columns: to insert column
▹ Select Insert Cells: the Insert box dialog,
select the command to insert cells.

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Adjust The Structure of Spreadsheet
▸ Delete cells, rows, columns
▹ Select Home\Cells\Delete
▹ Select cells, rows, columns at the position to be deleted.
▹ Select Delete Sheet Rows: to delete row
▹ Select Delete Sheet Columns: to delete column
▹ Select Delete Cells: the Delete box dialog,
select the command to delete cells

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Adjust Data in the Cell
▸ Move data
▹ Select the data block to move.
▹ Select Home\Clipboard\Cut
▹ Move the active cell to the location where the data will be moved to.
▹ Select Home\Clipboard\Paste

▸ Copy data
▹ Select the data block to move p.
▹ Select Home\Clipboard\Copy
▹ Move the active cell to the location where the data will be copied.
▹ Select Home\Clipboard\Paste
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Adjust Data in the Cell
▸ Copy with special parameters:
▹ Same operation as above. When pasting data, click the arrow command Home \

Clipboard \ Paste , choose: Paste, Paste Values, Paste Options.

▹ Paste:
▹ Paste (P): paste all
▹ Paste Formula (F): paste formula
▹ Formula & Number Formatting (O): paste formulas, format numbers
▹ Keep Source Formating (K): paste all and keep the original formatting.
▹ No Border (B): paste all except the border
▹ Keep Source Column Width (W): paste all, keep column width
▹ Transpose (T): paste all and reposition data between column and row.
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Adjust Data in the Cell
▸ Paste Values:
▹ Values (V): paste value (for numeric type)
▹ Values & Number Formatting (A): paste value and format %
▹ Values & Source Formatting (E): paste values and format numeric

▸ Other Paste Options:

▹ Formatting (R): paste format
▹ Paste Link (N): paste the link
▹ Picture (U): paste pictures
▹ Linked Picture (I): paste image and link

▸ Select Paste Special, the Paste Special box dialog appears

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Adjust Data in the Cell
▸ Delete data
▹ Select the block of data cells to delete.
▹ Select Home\Editing\Clear, select the command:
▹ Clear All: Erase both content and format data
▹ Clear Formats: Clear Formats Only
▹ Clear Contents: Only delete content
▹ Clear Comment: Only delete comments
▹ Clear Hyperlinks: Only delete

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3.5. Function in Excel
▸ Definition: is a pre-written program that performs a certain function or task
based on the given data and returns one or more results.
▸ General format of the function:
=<Function name>(Argument 1, Argument 2,…,Argument n)
▸ Argument:
▹ Arguments are default separated by commas "," and enclosed in quotation
marks ().
▹ Arguments can be constants, cell addresses, block addresses, expressions, or
can be other functions…
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▸ How to enter a function
▹ Enter the function name directly from the keyboard.
▹ Or use the fx button on the formula bar. A dialog box appears

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Commonly used functions
▸ Arithmetic function

▸ Basic statistical function

▸ Date function

▸ Character function

▸ Logic function

▸ Conditional function

▸ Search function
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▸ Basic statistical function
▹ SUM
▹ Uses: Calculate the sum of numeric expressions
▹ Syntax: SUM(Number1, Number2,...)
Where: Number1, Number2,…, NumberN: are the numbers to sum
▹ AVERAGE
▹ Uses: Calculates the average of numeric expressions
▹ Systax: AVERAGE(Number1, Number2,…)
Where: Number1, Number2,… NumberN: are the numbers to
average
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▸ Basic statistical function
▹ MAX
▹ Uses: Find the maximum value
▹ Syntax: MAX(Number1, Number2,...)
Where: Number1, Number2,…, NumberN: are the numbers to find the largest value
▹ MIN
▹ Uses: Find the smallest value
▹ Syntax : MIN(Number1, Number2,…)
Where: Number1, Number2,…, NumberN: are the numbers to find the
smallest value

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▸ Statistical function :
▹ COUNTA
▹ Uses: Count the number of values in the argument list
▹ Syntax: COUNTA(Value1, Value2,...)
Where: Value1, Value2,…ValueN: are argument values
▹ COUNT
▹ Uses: Statistics on the number of cells containing numeric data in the
argument list
▹ Syntax: COUNT(Value1, Value2,…)
Where: Value1, Value2,…, ValueN: are argument values
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▸ Date function
▹ DAY
▹ Uses: Get the date value in date data.
▹ Syntax: DAY(Serial Number)
Where: Serial Number: is date data
▹ MONTH
▹ Uses: Get the month value in date data.
▹ Syntax : MONTH(Serial Number)
Where: Serial Number: is date data
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▸ Character function
▹ LEFT
▹ Uses: Gets some characters from the left side of a character string
▹ Syntax: LEFT(Text, Num_chars)
Where: Text: is the initial string of characters, Number_chars: Number of characters
to get.
▹ RIGHT
▹ Uses: Gets some characters from the right side of a string
▹ Syntax: RIGHT(Text, Num_chars)
Where: Text: is the initial string of characters, Number_chars: Number of characters
to get.
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▸ Character function
▹ MID

▹ Uses: Retrieve a number of characters starting from the Start_Num position in

Text.
▹ Syntax: MID(Text, Start_Num, Num_chars)
Where: Text: is the initial string of characters; Start_Num: starting position; Number_chars:
number of characters.
▹ LEN

▹ Uses: Indicates the length of the Text.

▹ Syntax: LEN(Text)

Text: is a string of characters

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▸ Conditional function
▹ IF

▹ Uses: enter data according to the requirements and conditions of the topic.
▹ Syntax: IF(Logical_Test, Value_if_True, Value_if_False)
Where: Logical_Test: s a logical expression expressing the condition
Value_if_True: the result value of the IF function if Logical_Test true
Value_if_False: the result value of the IF function if Logical_Test false
▹ Execution: The calculator checks the value of the logical expression.
▹ f the logical expression returns True the result of the IF function is Value_if_true
▹ Otherwise, the result of the IF function receives Value_if_false

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LOOKUP: performs a search for a value on the first row or first column of a given
table and returns the result with the corresponding position in the last row or last
column.
▸ LOOKUP(Lookup_value, Lookup_vector,Result vector)
▹ Lookup_value: The value to look for
▹ Lookup_ vector: Range of values containing the value to be searched
▹ Result vector: A range of values containing the corresponding search value

▸ Chú ý: The elements in the Lookup_vector parameter must be sorted in

ascending order.
▸ Ex: =LOOKUP(“B”,{ “A”, “B”, “C”; 1,2,3; 5,6,7})  the result is 6
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 Group Syntax
SUM(Number1, Number2,…)
AVERAGE(Number1, Number2,…)
MAX(Number1, Number2,…)
Statistical
function MIN(Number1, Number2,…)
COUNTA(Value1, Value2,…)
COUNT(Value1, Value2,…)
Uses
Caculate the sum
Caculate the average
Find maximum value
Find minimum value
Count number of values
Count number of numerical
values
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 Group Syntax Uses
DAY(Serial Number) Get the date value

Data MONTH(Serial Number) Get the month value

function YEAR(Serial Number) Get the year value
Today( ) Get the current date value
LEFT(Text, Num_chars) Take some characters to the left

Character RIGHT(Text, Num_chars) Take some characters to the right

function MID(Text, Start_Num, Num_chars) Get some characters in center
LEN(Text) Indicates the length of the string

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 Syntax
IF(Logical_Test, Value_if_True, Value_if_False)
LOOKUP(Lookup_value, Lookup_vector,Result vector
Uses
Enter data according to the
topic requirements
Performs a search for a value
in the first row or column of a
given table and returns a result
with the corresponding
position in the last row or
column

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THANK YOU