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MICROSOFT EXCEL

INTRODUCTION
 Objectives
 To create, edit and format spreadsheet.
 To learn to use formulas and functions to automate
calculations.
 To use Excel in making and sorting a simple database.

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INTRODUCTION
 What is Excel?
 Microsoft Excel is a spreadsheet program designed to
record and analyze numbers and data. It can be
used to analyze financial, mathematical and
statistical data. Reports can be drawn using its many
features.
 What is a spreadsheet program?
 A spreadsheet program is a computer program used
primarily for accounting and financial purposes. Data
are arranged in rows and columns.
 Rows are called Records
 Columns are called Fields

EXCEL BASICS

 Starting Excel
 Using the Microsoft Office Shortcut bar
 From the start button
 Double-clicking an Excel file

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EXCEL BASICS
Screen Setup of Excel XP
 Screen Layout and Elements
 Workbook – a multipage Excel document. Each
page in a workbook is called a worksheet
 Worksheet – a page in an Excel workbook. Each
workbook has 1 worksheet by default. Each
worksheet has 16,384 columns and 1,048,576 rows.
 Cell – a cell is the primary unit of measure in Excel. It
is the intersection of a row and a column. Each cell
has its own unique address composed of the row
number and the column letter, e.g. C17, Z8, etc.

Screen Layout of Excel

Name Box Title Bar

Ribbon Toolbar

Formula Bar

Selected Cell Columns

Rows

Scrollbars
Sheet Tabs

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EXCEL BASICS
Viewing your worksheet
 Normal View – shows the whole sheet with
the page break shown as dashes
 Page Break View – emphasizes the page
breaks and page numbers of the worksheet
when printed
 Freeze Panes – allows you to browse through
your data area of the worksheet while having
the column headings and/or row headings
remain stationary.

WORKING WITH WORKSHEETS

Moving through cells
PRESSING MOVES

Home To column A in the current row

Ctrl + Home To cell A1
PgDn Down one screen
PgUp Up one screen
Alt + PgDn Right One screen
Alt + PgUp Left one screen
Ctrl +  Right edge of current data region
Ctrl +  Left edge of current region
Ctrl +  Top of current region
Ctrl +  Bottom of current region
Ctrl + PgDn Next Worksheet
Ctrl + PgUp Previous worksheet

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WORKING WITH WORKSHEETS

Selecting Cells

POINTER CLICK TO CLICK AND DRAG TO

Select Cells Select multiple cells

Select Rows Select multiple rows

Select Columns Select multiple columns

WORKING WITH WORKSHEETS

Moving and Copying Cells
 Click – Drag – Drop


Move the contents of

selected cells

 Place mouse pointer at the lower-right corner of

selected cell | Drag

Copy cell entries

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WORKING WITH WORKSHEETS

Resizing Rows and Columns

 Hover mouse pointer along column border of the rows or

columns | Click | Drag to desired size

Adjust column width

Adjust row height

 Select row or column to resize | Format | Row or Column |

Height or Width | Specify numeric value | Ok
 Select row or column to resize | Format | Row or Column |
Autofit
 Double Click the column border to AutoFit

WORKING WITH WORKSHEETS

Adding Worksheets, Rows, and Columns

 To add rows: select the row (or any cell

within the row) below the insertion point |
Insert | Rows
 To add columns: select the column (or any
cell within the column) to the right of the
insertion point | Insert | Columns
 To add worksheets: Click on the plus sign
icon right beside the last sheet

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ENTERING AND EDITING TEXT

Entering Text and Numbers
 To enter data into a cell, first activate the cell
by clicking it then begin typing. As soon as you
begin typing an insertion point appears in the
cell, the text you are entering is shown in the
cell itself and the formula bar. If you make a
mistake while entering, press the Esc key then
retype. Click Enter to finish the entry.
 Numbers – Values you may want to use in calculations,
including dates. Formulas are also a type of numeric
entry
 Text – Any entry that isn’t a number

ENTERING AND EDITING TEXT

 Using AutoComplete
 Excel has an AutoComplete feature, which keeps
track of the text entered in a column and offers to
complete an entry for you if you have entered it
already. If the AutoComplete entry suggested is
not correct just continue typing. This resets each
time you leave a blank cell in a column.
 Copying a Cell Content
 To input entry by copying an existing entry:
 Transferring content: Point mouse along the border
of the selected cell | Left-Click and Drag
 Copying content: Right-click on the selected cell
and drag | Select mode

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ENTERING AND EDITING TEXT

 Using Singular Auto Fill

 Excel also has a feature that is useful when you are
making repetitive entries in a column or row. This is
called AutoFill and is done by clicking and dragging on
the dot (Fill handle) at the lower-right corner of the
selected cell. This is a form of copying.
 Using Series Auto Fill
 Using Built-in Series
 Linear Numeric Series
 Days, Weekday, Months or Years
 Making a custom list
 Enter list in a desired order | Select all Filled-in Cells | File |
Options | Advanced | General | Edit Custom List

FORMATTING

Excel allows you to present numbers in a

variety of formats. Formatting identifies
numbers as percentages or currency and
makes numbers easy to read by aligning
decimal points. By default text are left
aligned, numbers are right-aligned.

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FORMATTING
 Number Formats:
Select the cells | click on the desired button

BUTTON STYLE EFFECT

Currency Displays and lines up currency signs, comma

separators, and decimal points
Percent Displays number as a percentage

Comma Same as currency but without currency

signs
Increase decimal Add or remove a decimal place

General Option Displays common number formats

Dropdown Box

FORMATTING
 Aligning Text:
 Default settings are as follows:
 Text entries are left aligned
 Number entries are right aligned
 Use the alignment buttons in the toolbar to
adjust alignments:
 Left align | Center align | Right align
 Merge and Center – merges selected cells
into one cell and centers the content across
the new merged cell.

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FORMATTING
 Rotating Text:

Select Cells  Click on this icon

 This rotation tool is used to orient text vertically,
horizontally or at specific angles

 Merge and Center:

 Merges the selected cells and center aligns the text
content
 Wrap Text:
 Wrapped text automatically moves to a new line within the
cell if it exceeds the cell boundaries

FORMATTING
 Applying Borders and Colors
 Borders: Select Cells, Rows, Columns | Borders icon
 Fills: Select cells, Rows or columns | Fill Color Icon
 Text Colors: Select Cells, rows or columns | Text Color

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FORMULAS AND FUNCTIONS

Creating Formulas and Doing Simple Calculations

 Traditional Typing Techniques

1. Select Cell where you want the result to appear
2. Type an equal sign (=)
3. Type in the formula (cell addresses and operators):
=C2+C3
4. Press Enter
 Complex Formulas
 involves more than one operation
 Same as #1 but use parenthesis to tell Excel the
sequence of the operation otherwise it will follow
the usual MDAS
 =(C2+C3)*(A1-A4)

FORMULAS AND FUNCTIONS

Using the AutoSum Button:
 SUM: Returns the total of all values in selected
cells
 AVERAGE: Returns the arithmetic mean for the
selected cells
 COUNT: Returns the number of cells that
contain numbers
 MAX: Returns the highest value from the
selected cells
 MIN: returns the lowest value from the range of
cells

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FORMULAS AND FUNCTIONS

Using the AutoSum Button:
 Follow these steps to create a formula
using the AutoSum button:
1. Select Cell where you want the result to
appear
2. Click the drop-down arrow on the
AutoSum Button
3. Choose the type of summary formula
4. Excel selects the nearby range of
numbers to summarize. If incorrect, select
the desired numbers
5. Press Enter

FORMULAS AND FUNCTIONS

 Relative and Absolute Cell Addressing
 Relative Cell Addressing
 When a formula is copied from one cell to another, Excel
automatically adjusts each cell reference in the formula based
on its destination cell. Useful when you have a series of entries
that are calculated the same way like Student Grades
 Absolute Cell Addressing
 You can instruct Excel not change the reference by making it
an absolute cell reference. This is done by using the Dollar ($)
sign before the column letter and the row number in the cell
address. Example: $C$5. The dollar sign locks the cell
reference so Excel doesn’t change the operands in the formula.
Useful in calculations involving interest rates, profit margins, etc.
 Mixed Cell Addressing
 Mixed Cell addressing uses both relative and absolute
references. $C5 tells Excel not to change the column but
allows it to change the row number.

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USING FUNCTIONS
Functions
Functions are formulas. These are built-in structured programs that
calculate a specific result: a total, an average, etc. Requires
specific syntax or specified order for it work properly. Excel still has
a lot of functions that may be applicable to everyday tasks.
These are just the most common. These can be accessed using
the AutoSum button or the Insert Function (fx) button.
Argument

= SUM (B15:B19)

Function
Parentheses
Name

USING FUNCTIONS
CATEGORY EXAMPLES
Financial Calculates interest rates, loan payments, depreciation amounts, etc.

Date and Time Returns the current hour, day of week or year, time or date
Math & Trig Calculates absolute values, cosines, logarithms, and so on
Statistical Includes common functions used for totals, averages, and high and
low numbers in a range; advanced functions for t-tests, Chi-tests,
and deviation
Lookup & Reference Searches for and returns values from a range; creates hyperlinks to
network or Internet documents
Database Calculates values in an Excel database
Text Converts text to uppercase or lowercase, trims characters from the
left or right end of a text string, concatenates or joins text
strings
Logical Evaluates an expression and returns a value of TRUE or FALSE, used
to trigger other actions or formatting
Other Categories Engineering, Web, etc.

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USING FUNCTIONS
To use a function:
 Click the cell where the result should appear
 Type an = sign. Choose a function from the recently
used functions list. If the function does not appear on
the list, click on More Functions. Or Click the Insert
Function button or choose More Functions from the
AutoSum drop-down menu
 Choose a category. Click OK.
 Enter the arguments in the Function Argument dialog
box.
 Click OK

USING FUNCTIONS

Required argument
Optional argument

Function description

Argument description

Formula result

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USING FUNCTIONS
COMMON STATISTICAL FUNCTIONS

FUNCTION DESCRIPTION

COUNT Displays the number of numeric entries

COUNTA Returns the number of entries, including text entries, in

a range

AVERAGE Totals the numbers in a range then divides it by the

number of entries

MEDIAN Calculates the value in the middle of the range

MODE Displays the value that occurs most frequently

CHARTS AND GRAPHS

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CHARTS AND GRAPHICS

Chart Types

 Pie Charts
 Pie charts are use to show relationships between
pieces of an entity.
 It shows the relationship of a certain category to a
whole. Shows percentages. Examples: pie chart,
donut chart
 Series Charts
 Series charts allows you to compare data points.
 Line, Ribbon and Area Charts:
 used to show one or more variables (sales, income, or
price) changing over time with time on the x-axis
 Column and Bar Charts:
 Uses bars and columns to represent the data points. The
bars are bulkier than line charts thus adding more
substance to the chart

CHARTS AND GRAPHS

Creating a Chart
 Select the ranges to be included in the chart
 Click Insert | Choose Chart or Recommended
Chart
 Set options

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CHARTS AND GRAPHS

Working with Charts

 Moving Charts: Click on any white area of the

chart and drag to desired location
 Resizing Charts: Click on the chart area | Click
on any of the handles | Drag to desired size
 Adding a Data Series: Select data series to be
added | Drag into the chart
 Deleting a Data Series: Select data series to be
deleted | Press Del Key
 Formatting Individual Objects – Double-Click a
Chart Item to Format

CHARTS AND GRAPHS

Formatting Individual Objects
Double-Click a Chart Item to Format

 Patterns: Applies a selected color and pattern for each

series
 Axis: Adds a second vertical axis at the right end of the
chart area scaled to the selected series. The chart must
contain 2 or more series.
 Y Error Bars: Adds a graphic display of sampling errors
 Data Labels: Adds a descriptive label or the numeric
value for each data point
 Series Order: reorders the series in a chart
 Options; Settings for the bar or column overlap, gap and
color variation

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CHARTS AND GRAPHS

Formatting the Chart using the Chart Toolbar
BUTTON BUTTON NAME FUNCTION
Chart Objects Selects the object chosen form the list

Format Object Opens the Format dialog box for the selected object

Chart Type Opens a menu of chart types

Legend Displays or hides the legend

Data Table Displays or hides the data table

By Rows Uses the selected worksheet rows as a data series

By Columns Uses the selected worksheet columns as a data series

Angle Clockwise Angles selected text downward

Angle Counterclockwise Angles selected text upward

SIMPLE DATABASE
Entering and Editing Data
 Direct Typing
 Type in the Labels or headings for the list
 Enter all the data one by one per cell

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SIMPLE DATABASE
Working with your Database
 Sorting – Sorts data from A to Z or Z to A
 Place cursor in any cell within the column to be sorted |
Click on Sort Ascending or Sort Descending icon
 Filtering – Categorizes entries per column based
on the data entered
 Place cursor in any cell within the list | Data | Filter |
AutoFilter | Click on the triangular twistee to select a
category
 Subtotals – Totals entries according to the desired
function and category
 Place cursor in any cell within the list | Data | Subtotals |
Select desired function and categories

PRINTING
Page Setup
 File | Page Setup
 Page – Orientation, Scaling, Paper Size, Print Quality, Print
Preview, Options
 Margins – Used to adjust margins and centering
 Header/Footer – Used to place or input built-in or custom
header/footer
 Sheet – miscellaneous printing options
 Preview
– allows you to view your document exactly as it will
be printed out. Advisable before printing anything to
make sure all of contents/components are visible and
legible. File | Print Preview
 Printing
– File | Print

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