Microsoft Excel

TRAINING

Prepared for NIPRO GLASS INDIA LTD. By:Preeti Goswami 2012

Microsoft Excel is a software tool that allows you to create spreadsheets, charts and simple databases. Spreadsheets, also known as worksheets, are organized columns and rows of data. Charts are graphic representations of the data. Databases are typically lists of people or products.

This handout will introduce you to a number of skills you will use when creating a simple spreadsheet or chart using Excel. The instructions in this guide were created using Excel 2007 but the procedures are similar in several versions of Excel.
Skill list: • • • • • • • • • • • • • Getting to Know Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Open Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Working with Excel menus and toolbars . . . . . . . . . . . . . . . . . . 4 Entering Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Saving a Workbook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Copying and pasting data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Cutting and pasting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Deleting the contents of a cell . . . . . . . . . . . . . . . . . . . . . . . . . 7 Undoing an action .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Creating a formula. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Copy a formula to adjacent cells. . . . . . . . . . . . . . . . . . . . . . . . 9 Using the AutoSum button . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Formatting cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 • Aligning text. . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . 12 • formatting numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 • widen a column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 • adjusting decimal places. . . . . . . . . . . . . . . . . . . . . . . . . . 13 • • Creating a 3-D Column chart . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Printing a chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17


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Printing a worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Creating a Pie chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Exit Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 2

Getting to Know Excel Microsoft Excel is a software application that is used on the computer to create spreadsheets. A chart is a graphic representation of the spreadsheet data. You may want to enter information about your organization’s finances such as any dues you may have collected and any money you may have spent. You may use a spreadsheet to record your checkbook transactions or your students’ grades. The picture below is one example of a spreadsheet. A spreadsheet is a place to record numbers that relate to many different things. Microsoft Excel can also be used to create charts. We will going to learn about charts in coming slides. 3 .

4. It may be listed as an option once you select Microsoft Office. 4 . Once Excel is open on your computer screen. your screen may look like this – Menus contain lists of commands of things you may do in Excel.IN THIS LESSON YOU WILL: Open the Microsoft Excel application View some of the items that appear on the computer screen when you are using Microsoft Excel Type words and numbers into a Microsoft Excel spreadsheet Save a workbook Open Excel 1. Locate Excel and select it. Buttons are organized on toolbars and each button also performs a command such as Print or Save. Select All Programs 3. 2. Click the Start button on the computer’s desktop.

3. Type APRIL. Press the Enter key. Point to cell C3 and click the LEFT mouse button. Now you try: 1. Point to cell D3 and click the LEFT mouse button. 2. 6. For example. Point to cell B3 and click the LEFT mouse button. You must select a cell before you may type into it. You may use the mouse to select a cell by pointing to the cell with the mouse pointer and clicking the left mouse button.Entering Data The most important element on the Microsoft Excel screen is the cell. 5 . row number 1. Type MAY. in the previous image. 5. the selected cell is A1. Press the Enter key. That intersection gives the cell a name. because it is in column A. Each cell is an intersection of a column and row. numbers or even both at the same time. You’ll now select a cell and enter information into it. 4. Cells are the individual boxes you see and they hold the information you will type. Cells may contain letters. Press the Enter key. Type JUNE.

Your Turn: Complete this spreadsheet by referring to the picture below by clicking in the cells and typing the numbers or words indicated. Spreadsheet with Words and Numbers Entered Your spreadsheet should now appear as pictured above. you should give it a name and save it on your computer. Now you try: 1. The designation of “Book” appears on the title bar of your screen as Microsoft Excel – Book1. Click the Save button on the dialog box. The “Save As” dialog box will appear as pictured below. 6 . You’ll save your current workbook into the My Documents folder on your computer. Click the Save button on the Standard Toolbar at the top of your screen. Type a name for your workbook. That name will change to the name you assign when you save the workbook. Type a name in the File name: box and then click Save. TIP: Save your workbook often as you work on it. 2. SAVE The Save As dialog box allows you to name and save your workbook. you will be able to close it and then open it again whenever you wish to view or change it. Once you have saved a spreadsheet. Excel organizes spreadsheets as individual sheets in a workbook. Before you do anything further with this spreadsheet. REMEMBER: Press the Enter key after each entry. 3.

You’ll now delete the word April from cell C1.IN THIS LESSON YOU WILL: Copy and Paste Data from one cell into another Cut and Paste Data from one cell into another Undo an action you have performed previously Copying and Pasting Data Data can be duplicated or copied and then pasted elsewhere in the spreadsheet. Click cell A1. In this way. 7 . When you press the Delete key. a moving marquee appears around the selected cell. 5. 4. Press the Delete key on the keyboard. You will cut the word April from cell A1 and paste it into cell C1. Copy When you click the Copy button. 2. the word April is removed from cell C1. 2. The moving marquee disappears and the word April is removed from cell A1 and appears in only cell C1. 3. When you click the Cut button. Click cell C1 if it is not already selected. Paste The moving marquee remains around cell B3 and a copy of the word April appears in cell A1. the data is not duplicated. Click the Paste button on the Standard Toolbar. You’ll now try one method. Click cell A1. Now you try: 1. 3. There are a number of ways to do this. simply relocated. Now you try: 1. Click cell B3. Deleting Data Data can be removed completely from a cell when you do not need it at all. a moving marquee appears around the selected cell. Click cell C1. Now you try: 1. Press the Esc key (Escape) on your keyboard to complete the paste operation. 2. Click the Copy button on the Standard Toolbar. You will copy the word April from cell B3 and paste it into cell A1. Cutting and Pasting Data Data can be removed or cut from one part of a spreadsheet and then pasted elsewhere in the spreadsheet. You’ll now try one method. The cell now appears with a heavy black border surrounding it. There are a number of ways to do this. The cell now appears with a heavy black border surrounding it. Click the Cut button on the Standard Toolbar. The word April now appears in both cell B3 and cell A1. Paste 4. Click the Paste button on the Standard Toolbar.

Press the Enter key on the keyboard. Type: =B4+B5+B6.Undoing an Action It is very common to make a mistake or change your mind about something you do in Excel. 5. The Undo button or Undo command allows you to remove the last action you performed. Click the Undo button on the Standard Toolbar. that formula will still return an accurate total even if you change the number in cell B4. you might cut and paste the contents of a cell and then realize you do not like the outcome of that action. To demonstrate you will now enter text into a cell and then Undo the entry. You would NOT type 400+90. These cells contain the costs of rent. 4. Type 500 Press the Enter key on the keyboard. For example. 3. Press the Enter key on the keyboard. 2. Click in cell B4. Notice that cell B7 now displays the new total – 702. When you use Excel to create a formula. 8 .=B4+B5. Undo The word Excel is removed from the cell. In the picture below. The result 602 appears in cell B7. You will now construct a formula to add cells B4. B5 and B6. Click cell B7. The word Excel now appears in cell D1. the cell address of the selected cell would be B4. 4. IN THIS LESSON YOU WILL: Create a simple formula to add the contents of cells Use the AutoSum button Creating a Formula Formulas are mathematical procedures that are created to generate a result. The reason that you reference the cell address in the formula and NOT the number in the cell is that you might change the contents of your cell. there is a specific sequence you must use to get accurate results. 2+2 is a simple addition formula. Type the word Excel. A formula in Excel will contain cell references. the formula would be typed =B4+B5. If you were to write a formula to add the contents of cell B4 and the contents of cell B5. Test the formula by changing the contents of cell B4. 3. Now you try: 1. A cell reference is a cell’s address on the spreadsheet. Now you try: 1. 6. 2. food and gas for the month of April. Click cell D1. If you construct your formula properly .

The pointer will turn into a heavy black plus sign. 2. Enter the formula. Hold your mouse button down and drag the plus sign to the right to surround cell D7. Copy a formula to adjacent cells You will often encounter a situation where the formula you construct for one column or row of numbers is identical to the one you will construct for an adjacent column or row of numbers. 4. In this situation. type the formula =C4+C5+C6 2.Your Turn: Complete this spreadsheet by entering the correct formula in the total row for column C: 1. When the formula is copied using the AutoFill handle. Click cell C7 to select it. SAVE NOTE: You are not prompted to give the workbook a name when you save this time because you assigned it a name previously. In cell C7. Move your mouse pointer so that it is resting on the lower right hand corner of the selected cell. 5. Save the workbook by clicking the Save button. This reduces the time it takes to type a formula and reduce the possibility of errors. the cell references automatically update. Release the mouse button. 3. you may copy the formula from one cell to the adjacent cell. The formula is copied from column C to column D and the correct result appears in cell D7. You may verify the correct formula appears in column D by selecting cell D7 and observing the formula that appears in the formula bar at the top of your screen. 9 . Now you try: 1. 3.

In cell E5. 5. 6. 3. You use the AutoSum button by clicking in the cell where you want your total to appear. 4. you may press the Enter key to complete the operation. AutoSum 10 . You’ll type an additional column of data on your spreadsheet and then use the AutoSum button to total it. Alternatively. Alternatively. also known as finding the sum of a set of numbers. 11. type 65 7. 10. In cell E6. The AutoSum button creates a formula in cell E7. Click cell E3 to select it. The formula =SUM(E4:E6) could also be written =E4+E5+E6. The colon between the cell references indicates “through”. 8. you may copy the contents of cell D4 (400) into cell E4 using the AutoFill handle. Press Enter. 2. When you use AutoSum it creates a formula that names the operation you are doing (SUM) and then indicates the range of cells involved in the operation – in this case cells E4 through E6.Using the AutoSum button The most common formula in Microsoft Excel is addition. and then clicking the AutoSum button two times. Press Enter. The AutoSum operation is completed and cell E7 now displays the result of the formula. Type JULY Press Enter. Cell E7 should now be selected. In cell E4. Press Enter. Now you try: 1. type 400. The AutoSum button on the standard toolbar is used to automatically create a formula to add a column or row of numbers. Click the AutoSum button one time. Click the AutoSum button one time. type 50 9.

numbers and formulas into cells are the most essential elements of using the Excel application. Click the Italic button. The word April is now bolded.IN THIS LESSON YOU WILL: Assign the bold quality to text Assign the italic quality to text Assign the quality of horizontally centering text Assign a currency format to numbers Increase or decrease decimal places of numbers Close a workbook Formatting Text Entering text. Click the Bold button. 2. Now you try: Italic 1. The word Rent is now italicized. 3. save your spreadsheet. Now use the Italic and Bold buttons to complete the formatting as it appears in the image below. Click cell B3 to select it. We will be using various buttons on the Formatting toolbar to change the current format of the cells in this spreadsheet. You apply the look of italics using a similar method. you may want to modify its appearance. to make the contents of a cell bold. Click the Bold button. 4. The word May is now bolded. For example. Click cell A4 to select it. you would select the cell by clicking on it and then click the Bold button. Once you have entered and saved all of your spreadsheet data. Now you try: Bold 1. There are a number of methods you may use to change to appearance of text and numbers on a spreadsheet. Click cell C3 to select it. 11 . 2. Once completed. You select the cell and then click the Italics button on the Formatting toolbar.

to center the months of the year. Click cell C3 to select it. The words June and July are now Your spreadsheet should appear as pictured below: 12 . Alignment buttons You will use the Center alignment button Now you try: 1.Aligning Text You may change the appearance of text and you may also change its position in the cell. Click the Center button. The default position of text in a cell is aligned to the left. The word May is now centered. centered. You may also select more than one cell at a time. Click the Center button. Now you try: 1. 2. 3. Click cell D3 to select it and drag the selection border around cell E3. Click the Center button. The word April is now centered. 4. You do this by clicking on a cell to select it and then dragging the heavy white plus sign to the right or down to select additional cells. 2. You may use the Alignment buttons on the Formatting toolbar to change the alignment of a cell’s contents. Numbers automatically align to the right. Click cell B3 to select it.

you will assign the currency format using the Currency button on the formatting toolbar. You may want to apply the look of currency with a dollar sign and decimal places . Close to close the workbook. 1. Click cell B7 to select it. Click the Decrease Decimal button two times. 2. The mouse pointer changes from a heavy white plus sign to a double-headed arrow. In this exercise. 2.00 or even make a number appear as a percent 21%. 4. places appear in cell B7. 2. The currency symbol and two decimal NOTE: If you do not see the number as pictured here and instead see then the column is not wide enough to display the number. Clicking either of those buttons will adjust the decimal place one time.Currency Format You may change the appearance of numbers in Excel. Double-click the mouse to widen the column. Select File. Click cell C7 to select it. You can remove the decimal places from the cells you have formatted previously using the Decrease Decimal button .$21. Save the workbook. Try formatting cell C7 as currency. 13 . The number in cell B7 appears as pictured here: 3. Click the Currency button. These qualities may be assigned using buttons on the Formatting toolbar. Click the Currency button. The currency symbol and two decimal Adjusting Decimal Places You may use the Increase or Decrease Decimal buttons on the Formatting toolbar to adjust the number of decimal places that are assigned to a number. Click cell B7 to select it. Now you try: 1. Follow these directions to widen the column: 1. Now you try: 1. Position the mouse pointer on the line between the letters B & C as pictured here. places appear in cell C7. 2.

4. A new. The Chart Wizard is a 4 step process that prompts you to respond to options as you create your chart. Enter the data as it appears in the image pictured here. and giving it the name – 14 . Save the spreadsheet by clicking the Save button Candy Colors. It is important that you select the data and the labels for the data. blank spreadsheet appears. 3. You do not usually select any totals from your data. 2. Click the New button on the Standard toolbar. Click Save to complete the operation. or you may opt to create a graphic representation of that data.IN THIS LESSON YOU WILL: Select data to create a chart Use the ChartWizard tool to create a 3D column chart Use the ChartWizard tool to create a pie chart Creating a Three-Dimensional Column Chart You may view your data as numbers and text. An example of a chart appears here. The greatest challenge when creating a chart in Excel is selecting the correct data. You will now create a new spreadsheet and then create a three-dimensional chart using the data in the new spreadsheet. A graphic representation of data is referred to as a chart or a graph in Excel. Charts are created by selecting the appropriate data from your spreadsheet and then using Excel’s Chart Wizard tool. It was created using the data from the current spreadsheet. Now you try: 1.

2. It is important that you select both the numbers and the associated labels. Select cells A1 through F7. 15 . Click the 3D Clustered Column Chart subtype. The Chart Wizard dialog box appears. Click the Chart Wizard button. NOTE: To view a sample of your data presented using this chart type – click and hold the Press and Hold to View Sample button. 4.Creating a Chart You have data that you are ready to chart. Now you try: 1. In step 1. you select what type and subtype of chart you would like to create. If you do not select the labels. You may do this by clicking on cell A1 holding down the left mouse button and dragging the mouse down and to the right to select all the cells including F7. 3. Click the Next button to go on to the next step. The dialog box is displaying step 1 of a 4 step process. the chart will display but you will have no way of knowing what all those numbers mean.

Step 3 of the Chart Wizard dialog box is displayed. Type Candy Colors for 685 8. Step 2 of the Chart Wizard dialog box is displayed and a moving marquee appears around your data. 16 . 6. Create a title for your chart. Click in the Chart title box. 7.5. Click the Next button. Click the Next button.

You select a chart by clicking on it once to ensure that it displays selection handles. The Chart toolbar may also appear. The chart will print as a full size 8 ½ by 11 document. Print a Chart You may print the entire spreadsheet and it will print both the data and the chart. If it is not. Now you try: Selection handles 1. Then you may click the Print button on the Standard toolbar. Click the Finish button to have the chart displayed on the same spreadsheet as the data. Ensure that the chart is selected. click on it once to select it. Note the appearance of the chart title and a chart legend. Chart title Your chart may look like the one pictured here. 17 .9. You may also choose to print only the chart by selecting it before you choose the Print command. 2. Click the Print button on the Standard toolbar. Step 4 of the Chart Wizard dialog box is displayed inquiring where you want your chart to be located. Chart legend Chart toolbar NOTE: To move the Chart toolbar so that it does not cover any of your chart. point to the top bar of the toolbar and drag the toolbar to a new position.

If we wanted to display any of this data in a pie chart we would need to chart either all of the respondent’s data for only one color or all the color data for only one respondent. the data shown above refers to how many of each color candy each person had in their sample. The image below shows all of Jeff’s data. the chart will print also. Click the Print button. Make sure your Excel spreadsheet is visible on your screen. The important difference with pie charts is that they can display the data for only one variable at a time. Now you try: 1. Create a Pie Chart Pie charts are another common chart type that you may create using Excel. There are six colors being measured and five people reporting results. A single copy of the spreadsheet prints. 18 . For example. If you have placed a chart on the spreadsheet.Print a Spreadsheet You may print a spreadsheet at any time.

2. The chart will display all of the results for the color green. 3. Select Pie as the Chart type and 3D as the Chart sub-type. 19 . 4. click somewhere else on the spreadsheet to deselect the cells and then start again. Now you will select the data for the color green. These cells contain the names of the respondents along with a single blank cell (A1). Now you try: 1. 6.You’ll now use data from the Candy Colors spreadsheet to create a 3D Pie chart. If you make a mistake when trying to select the cells pictured here. Make sure your Excel spreadsheet – Candy Colors is visible on your screen. 5. Click the Next button. Click the Chart Wizard button. Since the cells containing the data from the color green are not next to the cells containing the names of the respondents. Hold down the Ctrl key on your keyboard and select cells A6 through F6. Holding down the Ctrl or Control key while selecting allows you to select noncontiguous or non-touching cells. Select cells A1 through F1. holding down the Ctrl key. you will need to use a new selection method.

Click Next. Type the words: Number of Green Candies 11. Step 3 allows you to enter a title for your chart. Click in the Chart Title box and delete the word green.7. The default name currently assigned is green. 20 . 10. Step 2 shows you a sample of what your 3D pie chart may look like. 9. Click Next. 8. Click the Next button.

called Chart1. click the Yes button. This procedure will close both the workbook and the entire Excel application. Excel saves any changes and exits. Click Finish. Exit Excel When you have completed your spreadsheet. Click the As new sheet radio button. Select File. 13. You’ll create this chart as a new sheet in the Candy Colors workbook. you will be prompted to do so.12. click the Sheet1 tab at the bottom of your Excel screen. The chart appears in the workbook on its own sheet. If you have not saved your most recent changes to the spreadsheet. you may select File. or if would like to close the workbook and complete it at a later time. Now you try: 1. Exit. Exit. To view your original data. 2. If prompted to save changes. 21 .