WHAT IS AN EXCEL PROGRAM ? Excel is a spreadsheet program that
allows you to store, organize, and analyze information.
Slide 3
THE EXCEL INTERFACE Ribbon
Slide 4
THE EXCEL INTERFACE Quick Access Toolbar Worksheets: Excel
files are called workbooks. Each workbook holds one or more
worksheets (also known as "spreadsheets"). Three worksheets appear
by default when you open an Excel workbook. You can rename, add and
delete worksheets.
Slide 5
THE EXCEL INTERFACE Horizontal Scroll Bar Zoom Control Page
View Normal view is selected by default, and shows you an unlimited
number of cells and columns. It is highlighted in the image below.
Page Layout view divides your spreadsheet into pages. Page Break
view lets you see an overview of your spreadsheet, which is helpful
when you are adding page breaks.
Slide 6
THE EXCEL INTERFACE Row A row is a group of cells that runs
from the left of the page to the right. In Excel, rows are
identified by numbers. Row 15 is selected in the image below.
Column A column is a group of cells that runs from the top of the
page to the bottom. In Excel, columns are identified by letters.
Column L is selected in the image below.
Slide 7
THE EXCEL INTERFACE Name Box The Name box tells you the
location or the "name" of a selected cell. Formula Bar In the
formula bar, you can enter or edit data, a formula, or a function
that will appear in a specific cell. Note how the data appears in
both the formula bar and in selected cell.
Slide 8
CELL BASICS Cells are the basic building blocks of a worksheet.
Cells can contain a variety of content such as text, formatting
attributes, formulas, and functions. cell address : based on which
column and row it intersects
Slide 9
CELL BASICS To Select a Cell To Select Multiple Cells Cell
Content: Text Cells can contain letters, numbers, and dates.
Formatting attributes Cells can contain formatting attributes that
change the way letters, numbers, and dates are displayed. For
example, dates can be formatted as MM/DD/YYYY or Month/D/YYYY.
Comments Cells can contain comments from multiple reviewers.
Formulas and Functions Cells can contain formulas and functions
that calculate cell values. For example, SUM(cell 1, cell 2...) is
a formula that can add the values in multiple cells.
Slide 10
CELL BASICS To Insert Content To Delete Content Within
Cells:
Slide 11
CELL BASICS To Delete Cells To Drag and Drop Cells To Copy and
Paste Cell Content To Cut and Paste Cell Content To Use the Fill
Handle to Fill Cells
Slide 12
CELL BASICS To Access More Paste Options To Access Formatting
Commands by Right-Clicking
Slide 13
MODIFYING COLUMNS, ROWS, AND CELLS To Modify Column Width To
Set Column Width with a Specific Measurement: Select the columns
you want to modify. Click the Format command on the Home tab. The
format drop-down menu appears. Select Column Width. Note : Select
AutoFit Column Width from the format drop-down menu and Excel will
automatically adjust each selected column so that all the text will
fit.
Slide 14
MODIFYING COLUMNS, ROWS, AND CELLS To Modify the Row Height To
Set Row Height with a Specific Measurement:
Slide 15
MODIFYING COLUMNS, ROWS, AND CELLS To Insert Rows Select the
row below where you want the new row to appear. Click the Insert
command on the Home tab To Insert Columns Select the column to the
right of where you want the new column to appear. Click the Insert
command on the Home tab When inserting new rows, columns, or cells,
you will see the Insert Options button by the inserted cells.
Slide 16
MODIFYING COLUMNS, ROWS, AND CELLS To Delete Rows Select the
rows you want to delete Click the Delete command on the Home tab Do
the same thing to Delete Columns
Slide 17
MODIFYING COLUMNS, ROWS, AND CELLS Wrapping Text and Merging
Cells: Select the cells with text you want to wrap. Select the Wrap
Text command on the Home tab If you change your mind, re-click the
Wrap Text command to unwrap the text.
Slide 18
MODIFYING COLUMNS, ROWS, AND CELLS To Merge Cells Using the
Merge & Center Command: Select the cells you want to merge
together. Select the Merge & Center command on the Home
tab.
Slide 19
MODIFYING COLUMNS, ROWS, AND CELLS To Access More Merge
Options: Merge & Center: Merges selected cells into one cell
and centers the text. Merge Across: Merges each row of selected
cells into larger cells. This command is useful if you are merging
content across multiple rows of cells and do not want to create one
large cell. Merge Cells: Merges selected cells into one cell.
Unmerge Cells: Unmerges the selected cells.
Slide 20
FORMATTING CELLS Formatting Text Font, Color, Size, Alignment
To Add a Border Formatting Numbers and Dates Select the cells you
want to modify. Click the drop-down arrow next to the Number Format
command on the Home tab.
Slide 21
FORMATTING CELLS Formatting Numbers and Date: General is the
default format for any cell. When you enter a number into the cell,
Excel will guess the number format that is most appropriate. Number
formats numbers with decimal place "4.00". Currency formats numbers
as currency with a currency symbol "$4.00". Accounting formats
numbers as monetary values like the Currency format, but it also
aligns currency symbols and decimal places within columns$ 12.5.
Short Date formats numbers as M/D/YYYY "8/8/2010". Long Date
formats numbers as Weekday, Month DD, YYYY "Monday, August 01,
2010". Time formats numbers as HH/MM/SS and notes AM or PM
"10:25:00 AM". Percent formats numbers with decimal places and the
percent sign. "75.00%". Fraction formats numbers as fractions
separated by the forward slash "1/4 Scientific formats numbers in
scientific notation. "140000 "1.40E+05". Text formats numbers as
text, meaning that what you enter into the cell will appear exactly
as you wrote it.
Slide 22
SAVING Save AS Save AutoRecover Save As PowerPoint 97 - 2003
Presentation and PDF To save as PDF, Excel defaults to saving the
active worksheet only. If you have multiple worksheets and want to
save all of them in the same PDF file, click on Options. The
Options dialog box will appear. Select Entire workbook from the
Options dialog box and click OK.
Slide 23
CREATING SIMPLE FORMULAS To Create a Simple Formula in Excel:
Select the cell where the answer will appear Type the equal sign
(=) Type in the formula you want Excel to calculate Press Enter.
The formula will be calculated and the value will be displayed in
the cell
Slide 24
CREATING SIMPLE FORMULAS To Create a Formula Using Cell
References: Select the cell where the answer will appear Type the
equal sign (=). Type the cell address that contains the first
number in the equation Type the operator you need for your formula.
Type the cell address that contains the second number in the
equation Press Enter. The formula will be calculated and the value
will be displayed in the cell. Note: If you change a value in
either B1 or B2, the total will automatically recalculate
Slide 25
CREATING SIMPLE FORMULAS To Create a Formula using the Point
and Click Method: Select the cell where the answer will appear.
Type the equal sign (=). Click on the first cell to be included in
the formula. Type the operator you need for your formula. Click on
the next cell in the formula. Press Enter. The formula will be
calculated and the value will be displayed in the cell.
Slide 26
CREATING SIMPLE FORMULAS To Edit a Formula: Click on the cell
you want to edit. Insert the cursor in the formula bar and edit the
formula as desired. You can also double-click the cell to view and
edit the formula directly from the cell. When finished, press Enter
or select the Enter command The new value will be displayed in the
cell.
Slide 27
WORKSHEET BASICS To Rename Worksheets To Insert New Worksheets
To Delete Worksheets
Slide 28
WORKSHEET BASICS To Copy a Worksheet
Slide 29
WORKSHEET BASICS To Move a Worksheet Click on the worksheet you
want to move. The mouse will change to show a small worksheet icon.
Drag the worksheet icon until a small black arrow appears where you
want the worksheet to be moved. To Color-Code Worksheet Tabs
Slide 30
WORKSHEET BASICS Grouping and Ungrouping Worksheets Select the
first worksheet you want in the group Press and hold the Ctrl key
on your keyboard Select the next worksheet you want in the group.
Continue to select worksheets until all of the worksheets you want
to group are selected. Release the Ctrl key. The worksheets are now
grouped. The worksheet tabs appear white for the grouped
worksheets. To Ungroup All Worksheets: Right-click one of the
worksheets. The worksheet menu appears. Select Ungroup. The
worksheets will be ungrouped.
Slide 31
WORKSHEET BASICS To Freeze Rows Select the row below the rows
that you want frozen. For example, if you want rows 1 & 2 to
always appear at the top of the worksheet even as you scroll, then
select row 3 Click the View tab Click the Freeze Panes command. A
drop-down menu appears. Select Freeze Panes To Freeze Columns
Select the column to the right of the columns you want frozen. For
example, if you want columns A & B to always appear to the left
of the worksheet even as you scroll, then select column C, then do
the same thing above. To Unfreeze Panes Select Unfreeze Panes. From
Freeze Panes
Slide 32
PRINTING To Print Active Sheets: Select the worksheets you want
to print. To print multiple worksheets, click on the first
worksheet, hold down the Ctrl key, then click on the other
worksheets you want to select. Select Print Active Sheets from the
print range drop-down menu. To Print the Entire Workbook To Print a
Selection, or Set the Print Area: Select the cells that you want to
print. Select Print Selection from the print range drop-down menu.
To Fit a Worksheet on One Page
Slide 33
PRINTING To Use Print Titles: Click the Page Layout tab. Select
the Print Titles command. The Page Setup dialog box appears. Click
the icon at the end of the Rows to repeat at top field. Your mouse
becomes the small selection arrow. Click on the rows you want to
appear on each printed page. The Rows to repeat at top dialog box
will record your selection. Click the icon at the end of the Rows
to repeat at top field. Repeat for Columns to repeat at left, if
necessary. Click OK. You can go to Print Preview to see how each
page will look when printed.
Slide 34
CREATING COMPLEX FORMULAS Order of Operations Excel calculates
formulas based on the following order of operations: Operations
enclosed in parentheses Exponential calculations (to the power of)
Multiplication and division, whichever comes first Addition and
subtraction, whichever comes first
Slide 35
CREATING COMPLEX FORMULAS Relative References By default, cell
references are relative references. When copied or filled, they
change based on the relative position of rows and columns. If you
copy a formula (=A1+B1) into row 2, the formula will change to
become (=A2+B2). Absolute references on the other hand, do not
change when they are copied or filled and are used when you want
the values to stay the same.
Slide 36
WORKING WITH BASIC FUNCTIONS The Parts of a Function Working
with Arguments Colons create a reference to a range of cells. For
example, =AVERAGE(E19:E23) would calculate the average of the cell
range E19 through E23. Commas separate individual values, cell
references, and cell ranges in the parentheses. If there is more
than one argument, you must separate each argument by a comma. For
example, =COUNT(C6:C14,C19:C23,C28) will count all the cells in the
three arguments that are included in parentheses.
Slide 37
WORKING WITH BASIC FUNCTIONS Using AutoSum to select Common
Functions: Select the cell where the answer will appear (E24, for
example). Click on the Home tab. In the Editing group, click on the
AutoSum drop-down arrow and select the function you desire. A
formula will appear in the selected cell. If logically placed,
AutoSum will select your cells for you. Otherwise, you will need to
click on the cells to choose the argument you desire. Press Enter
and the result will appear.
Slide 38
FUNCTION LIBRARY The Insert Function command allows you to
easily search for a command by entering a description of what you
are looking for. The AutoSum command allows you to automatically
return results for common functions. Use the Recently Used command
The Financial category contains functions for financial
calculations like determining a payment (PMT) or interest rate for
a loan (RATE). Functions in the Logical category check arguments
for a value or condition. For example, if an order is over $50 add
$4.99
Slide 39
FUNCTION LIBRARY The Text category contains functions that work
with the text in arguments using tasks like converting text to
lowercase (LOWER) The Date & Time category contains functions
for working with dates and time and will return results like the
current date and time (NOW) or the seconds (SECOND). The Lookup
& Reference category contains functions that will return
results for finding and referencing. The Math & Trig category
includes functions for numerical arguments. For example, find the
value of Pi (PI). More Functions contains additional functions
under categories for Statistical, Engineering, Cube, Information,
and Compatibility.
Slide 40
FUNCTION LIBRARY To Insert a Function from the Function
Library:
Slide 41
FUNCTION LIBRARY
Slide 42
SORTING DATA To Sort in Alphabetical Order: Select a cell in
the column you want to sort by. Select the Data tab, and locate the
Sort and Filter group. Click the ascending command to Sort A to Z,
or the descending command to Sort Z to A. To Sort in Numerical
Order To Sort by Date or Time
Slide 43
SORTING DATA Custom Sorting:
Slide 44
SORTING DATA Sorting Multiple Levels:
Slide 45
OUTLINING DATA Outlines give you the ability to group data that
you may want to show or hide from view, and create a quick summary
using the Subtotal command. Because outlines rely on grouping data
that is related, you must sort before you can outline.
Slide 46
OUTLINING DATA Outline Data Using Subtotal 1. Sort according to
the data you want to outline. Outlines rely on grouping data that
is related 2. Select the Data tab, and locate the Outline group 3.
Click the Subtotal command to open the Subtotal dialog box. 4. the
At each change in field, select the column you want to use to
outline your worksheet 5. In the Use function field, choose from
the list of functions that are available for subtotaling 6. Select
the column you want the subtotal to appear in. 7. Click OK.
Slide 47
OUTLINING DATA Show or Hide a Group 1. Click the minus sign,
also known as the Hide Detail symbol, to collapse the group 2.
Click the plus sign, also known as the Show Detail symbol, to
expand the group again View Groups by Level 1. Click the highest
level to view and expand all of your groups. 2. Click the next
level to hide the detail of the previous level. 3. Click the lowest
level to display the lowest level of detail.
Slide 48
OUTLINING DATA Ungroup Data 1. Select the rows or columns that
you want to ungroup. 2. From the Data tab, click the Ungroup
command. To ungroup all the groups in your outline, open the
drop-down menu under the Ungroup command, and choose Clear Outline
Ungroup and Clear Outline will not remove subtotaling from your
worksheet. Summary or subtotal data will stay in place and continue
to function until you remove it
Slide 49
OUTLINING DATA Ungroup Data and Remove Subtotaling 1. From the
Data tab, click the Subtotal command to open the Subtotal dialog
box. 2. Click Remove All. 3. All data will be ungrouped, and
subtotals will be removed. Create and Control Your Own Group 1.
Select the range of cells that you want to group. 2. From the Data
tab, click the Group command. 3. Excel will group the selected
columns or rows. 4. Click the minus sign, also known as the Hide
Detail symbol, to hide the group 5. The group will be hidden from
view.
Slide 50
FILTERING DATA Filter Data 1. Begin with a worksheet that
identifies each column using a header row. 2. Select the Data tab,
and locate the Sort & Filter group 3. Click the Filter command
4. Click the drop-down arrow for the column you would like to
filter. In this example, we will filter the Type column to view
only certain types of equipment. 5. Uncheck the boxes next to the
data you don't want to view. (You can uncheck the box next to
Select All to quickly uncheck all.) 6. Check the boxes next to the
data you do want to view. 7. Click OK. All other data will be
filtered, or temporarily hidden.
Slide 51
FILTERING DATA Clear a Filter 1. Click the drop-down arrow in
the column from which you want to clear the filter. 2. Choose Clear
Filter From... 3. The filter will be cleared from the column To
instantly clear all filters from your worksheet, click the Filter
command on the Data tab.
Slide 52
FILTERING DATA Filter Using Search Use Advanced Text Filters
Use Advanced Date Filters Use Advanced Number Filters
Slide 53
FORMATTING TABLES Format Information as a Table 1. Select the
cells you want to format as a table. 2. Click the Format as Table
command in the Styles group on the Home tab. 3. A list of
predefined table styles will appear. Click a table style to select
it. 4. A dialog box will appear, confirming the range of cells you
have selected for your table. The cells will appear selected in the
spreadsheet, and the range will appear in the dialog box. 5. If
necessary, change the range by selecting a new range of cells
directly on your spreadsheet. 6. If your table has headers, check
the box next to My table has headers 7. Click OK. The data will be
formatted as a table in the style that you chose.
Slide 54
FORMATTING TABLES Modifying Tables Add Rows or Columns 1.
Select any cell in your table. The Design tab will appear on the
Ribbon 2. From the Design tab, click the Resize Table command. 3.
Directly on your spreadsheet, select the new range of cells that
you want your table to cover. You must select your original table
cells as well 4. Click OK. The new rows and/or columns will be
added to your table Change the Table Style Change the Table Style
Options
Slide 55
WORKING WITH CHARTS Create a Chart 1. Select the cells that you
want to chart, including the column titles and the row labels.
These cells will be the source data for the chart. 2. Click the
Insert tab 3. In the Charts group, select the desired chart
category. 4. Select the desired chart type from the drop-down menu
5. The chart will appear in the worksheet. Change the Chart
Type
Slide 56
WORKING WITH CHARTS Switch Row and Column Data 1. Select the
chart. 2. From the Design tab, select the Switch Row/Column
command. 3. The chart will then readjust BeforeAfter
Slide 57
WORKING WITH CHARTS Change the Chart Layout Change the Chart
Style Move the Chart to a Different Worksheet 1. Select the Design
tab 2. Click the Move Chart command. A dialog box appears. The
current location of the chart is selected 3. Select the desired
location for the chart (i.e., choose an existing worksheet, or
select New Sheet and name it).
Slide 58
WORKING WITH SPARKLINES Types of Sparklines Why Use Sparklines?
Sparklines are ideal for situations where you just want to make the
data clearer and more eye-catching, and where you don't need all of
the features of a full chart. On the other hand, charts are ideal
for situations where you want to represent the data in greater
detail, and they are often better for comparing different data
series. Line Column Win/Loss
Slide 59
WORKING WITH SPARKLINES Create Sparklines 1. Select the cells
that you will need for the first sparkline 2. Click the Insert tab
3. In the Sparklines group, select Line. A dialog box will appear
4. Make sure the insertion point is next to Location Range 5. Click
the cell where you want the sparkline to be.
Slide 60
WORKING WITH SPARKLINES 5. Click OK. The sparkline will appear
in the document 6. Click and drag the fill handle downward 7.
Sparklines will be created for the remaining rows.
Slide 61
CONDITIONAL FORMATTING Conditional formatting applies one or
more rules to any cells that you want. An example of a rule might
be "If the value is greater than 5,000, color the cell yellow
Create a Conditional Formatting Rule.
Slide 62
CONDITIONAL FORMATTING Conditional Formatting Presets Data Bars
are horizontal bars added to each cell, much like a bar graph Color
Scales change the color of each cell based on its value. Icon Sets
add a specific icon to each cell based on its value Use Preset
Conditional Formatting 1. Select the cells you want to add the
formatting to 2. In the Home tab, click the Conditional Formatting
command. A drop-down menu will appear 3. Select Data Bars, Color
Scales or Icon Sets (Data Bars, for example). Then, select the
desired preset 4. The conditional formatting will be applied to the
selected cells.
Slide 63
CONDITIONAL FORMATTING Remove Conditional Formatting Rules 1.
Select the cells that have conditional formatting. 2. In the Home
tab, click the Conditional Formatting command. A drop-down menu
will appear. 3. Select Clear Rules. 4. A menu will appear. You can
choose to clear rules from the Selected Cells, Entire Sheet, This
Table, or This PivotTable.
Slide 64
PIVOTTABLES When you have a lot of data, it can sometimes be
difficult to analyze all of it. A PivotTable summarizes the data,
making it easier to manage. Best of all, you can quickly and easily
change the PivotTable to see the data in a different way, making
this an extremely powerful tool. Using PivotTables to Answer
Questions "What is the amount sold by each salesperson?
Slide 65
PIVOTTABLES Create a PivotTable 1 2 3
Slide 66
PIVOTTABLES Add Fields to the PivotTable
Slide 67
WHAT-IF ANALYSIS Goal Seek It lets you start with the desired
result, and it calculates the input value that will give you that
result Use Goal Seek 1. Select the cell whose value you wish to
change. Whenever you use Goal Seek, you'll need to select a cell
that already contains a formula or function.
Slide 68
WHAT-IF ANALYSIS 2. From the Data tab, click the What-If
Analysis command and then select Goal Seek from the drop-down menu.
3. A dialog box will appear with three fields: 4. When you're done,
click OK 5. The dialog box will tell you if Goal Seek was able to
find a solution. Click OK.
Slide 69
WHAT-IF ANALYSIS 6. The result will appear in the specified
cell.