1 Microsoft Excel 2010 2 Table of Contents Introduction to Tabs ………………………………………………………………… 3 Getting Started ….…………………………………………………………………..5 Open and Save Excel Create new Workbook Modifying Spreadsheets……………………………………………………………….7 Cut/Copy/Paste Move Cells Move Cell with Mouse Working With Rows and Columns……………………………………………………9 Set Column Width Set Row Height Merge Cells Split Cells Working With Spreadsheets…………………………………………………………11 Wrap Text Format Cells Cell Styles Customizing Worksheets……………………………………………………………14 Formulas in Excel…………………………………..………………………………..14 Cell Referencing Constants Operators Create Formula Functions in Excel…………………………………………...………………………..16 Charts in Excel….……………………………………………………………………..16 Create Charts Chart Layout Change Chart Legends Advanced Spreadsheet Modification…………………………………………….…..20 Hide/Unhide Row or Column Freezing and Splitting Row or Column Sorting Data Advanced Excel with Functions.…………………………………………………… 27 Conditional Formatting Functions (Sum ,Count, Average, MAX, MIN) 3 Product, IF , SUMIF Working with Data(Remove Duplicates, Sub Total, Goal Seek) Excel Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create and format workbooks (a collection of spreadsheets) in order to analyze data and make more informed business decisions. Specifically, you can use Excel to track data, build models for analyzing data, write formulas to perform calculations on that data, pivot the data in numerous ways, and present data in a variety of professional looking charts. The Ribbon Understanding the Ribbon is a great way to help understand the changes between Microsoft 2003 to Microsoft 2010. The ribbon holds all of the information in previous versions of Microsoft Office in a more visual stream line manner through a series of tabs that include an immense variety of program features. Home Tab This is the most used tab; it incorporates all text and cell formatting features such as font and paragraph changes. The Home Tab also includes basic spreadsheet formatting elements such as text wrap, merging cells and cell style. Insert Tab This tab allows you to insert a variety of items into a document from pictures, clip art, and headers and footers. Page Layout Tab This tab has commands to adjust page such as margins, orientation and themes. 4 Formulas Tab This tab has commands to use when creating Formulas. This tab holds an immense function library which can assist when creating any formula or function in your spreadsheet. Data Tab This tab allows you to modifying worksheets with large amounts of data by sorting and filtering as well as analyzing and grouping data. Review Tab This tab allows you to correct spelling and grammar issues as well as set up security protections. It also provides the track changes and notes feature providing the ability to make notes and changes someone’s document. View Tab This tab allows you to change the view of your document including freezing or splitting panes, viewing gridlines and hide cells. 5 6 Getting Started Now that you have an understanding of where things are located, let’s look at the steps needed to create an Excel document. Open Excel You may have a shortcut to Excel on your desktop, if so double click the icon andWord will open. If not follow the steps below: 1. Click on the Start button 2. Click All Programs 3. Click Microsoft Office 4. Click on Microsoft Excel 2010 Save a Spreadsheet To save a document in the format used by Excel 2010 and Excel 2007, do the following: 1. Click the File tab. 2. Click Save As. 3. In the File name box, enter a name for your document. 4. Click Save. To save a document so that it is compatible with Excel 2003 or earlier, do the following: 1. Click the File tab. 2. Click Save As. 3. In the Save as type list, click Excel 97-2003 Document. This changes the file format to .xls. 4. In the File name box, type a name for the document. 5. Click Save. Print Preview Print Preview automatically displays when you click on the Print tab. Whenever you make a change to a print-related setting, the preview is automatically updated. 1. Click the File tab, and then click Print. To go back to your document, click the File tab. 2. A preview of your document automatically appears. To view each page, click the arrows below the preview. Print a Worksheet 1. Click the worksheet or select the worksheets that you want to print. 2. Click File 3. Click Print. 4. Once you are on the Print screen you can select printing options: To change the printer, click the drop-down box under Printer, 7 and select the printer that you want. To make page setup changes, including changing page orientation, paper size, and page margins, select the options that you want under Settings. To scale the entire worksheet to fit on a single printed page, under Settings, click the option that you want in the scale options drop-down box. To print the specific information, select Print Active Sheets or Print EntireWorkbook 5. Click Print. Create a New Workbook 1. Click the File tab and then click New. 2. Under Available Templates, double click BlankWorkbook or Click Create. Find and Apply Template Excel 2010 allows you to apply built-in templates and to search from a variety of templates on Office. To find a template in Excel 2010, do the following: 1. On the File tab, click New. 2. Under Available Templates, do one of the following: a. To reuse a template that you’ve recently used, click Recent Templates, click the template that you want, and then click Create. b. To use your own template that you already have installed, click My Templates, select the template that you want, and then click OK. c. To find a template on Office, under Office Templates, click a template category, select the template that you want, and then click Download to download the template from Office to your computer. 3. Once you click on the template you like it will open on your screen as a new document. Enter Data in a Worksheet 1. Click the cell where you want to enter data. 2. Type the data in the cell. 3. Press enter or tab to move to the next cell. 8 Select Cells or Ranges In order to complete more advanced processes in Excel you need to be able to highlight or select cells, rows and columns. There are a variety of way to do this, see the table below to understand the options. To select Do this A single cell Click the cell, or press the arrow keys to move to the cell. A range of cells Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection. A large range of cells Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible. All cells on a worksheet Click the Select All button or press CTRL+A. Nonadjacent cells or cell ranges Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges. NOTE: You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection. An entire row or column Click the row or column heading. Row heading Column heading Adjacent rows or columns Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column. Nonadjacent rows or columns Cells to the last used cell on the worksheet (lowerright corner) Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection. Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner). Cells to the beginning of Select the first cell, and then press CTRL+SHIFT+HOME to extend the the worksheet selection of cells to the beginning of the worksheet. NOTE: To cancel a selection of cells, click any cell on the worksheet. This is not applicable to cells with formulas in it. 9 MODIFYING SPREADSHEETS In order to create an understandable and professional document you will need to make adjustments to the cells, rows, columns and text. Use the following processes to assist when creating a spreadsheet. Cut, Copy, and Paste Data You can use the Cut, Copy, and Paste commands in Microsoft Office Excel to move or copy entire cells or their contents. NOTE: Excel displays an animated moving border around cells that have been cut or copied. To cancel a moving border, press ESC. Move/Copy Cells When you move or copy a cell, Excel moves or copies the entire cell, including formulas and their resulting values, cell formats, and comments. 1. Select the cells that you want to move or copy. 2. On the Home tab, in the Clipboard group, do one of the following: a. To move cells, click Cut . b. To copy cells, click Copy . 3. Click in the center of the cell you would like to Paste the information too. 4. On the Home tab, in the Clipboard group, click Paste . NOTES: Excel replaces existing data in the paste area when you cut and paste cells to move them. When you copy cells, cell references are automatically adjusted. If the selected copy or paste area includes hidden cells, Excel also copies the hidden cells. You may need to temporarily unhide cells that you dont want to include when you copy information. Move/Copy Cells with Mouse 1. Select the cells or a range of cells that you want to move or copy. 2. To move a cell or range of cells, point to the border of the selection.When the pointer becomes a move pointer , drag the cell or range of cells to another location. 10 Working with Rows and Columns Column Width and Row Height On a worksheet, you can specify a column width of 0 to 255 and a row height of 0 to 409. This value represents the number of characters that can be displayed in a cell that is formatted with the standard font. The default column width is 8.43 characters and the default row height is 12.75 points. If a column/row has a width of 0, it is hidden. Set Column/Row Width/Height 1. Select the column(s) or row(s) that you want to change. 2. On the Home tab, in the Cells group, click Format. 3. Under Cell Size, click Column Width or Row Height. 4. A Column Width or Row Height box will appear. 5. In the Column Width or Row Height box, type the value that you want your column or row to be. Automatically Fit Column/Row Contents 1. Click the Select All button 2. Double-click any boundary between two column/row headings. 3. All Columns/Rows in the entire worksheet will be changed to the new size NOTE: At times, a cell might display #####. This can occur when the cell contains a number or a date that exceeds the width of the cell so it cannot display all the characters that its format requires. To see the entire contents of the cell with its current format, you must increase the width of the column. Set Column/Row Width/Height with Mouse To change the width of one column/row 1. Place you cursor on the line between two rows or columns. 2. A symbol that looks like a lower case t with arrows on the horizontal line will appear 3. Drag the boundary on the right side of the column/row heading until the column/row is the width that you want. 1 3 2 11 To change the width of multiple columns/rows 1. Select the columns/rows that you want to change 2. Drag a boundary to the right of a selected column/row heading. 3. All selected columns/rows will become a different size. To change the width of columns/rows to fit the contents in the cells 1. Select the column(s) or row(s) that you want to change 2. Double-click the boundary to the right of a selected column/row heading. 3. The Column/Row will automatically be size to the length/height of the longest/tallest text. Merge or Split Cells When you merge two or more adjacent horizontal or vertical cells the cells become one larger cell that is displayed across multiple columns or rows. When you merge multiple cells, the contents of only one cell appear in the merged cell. Merge and Center Cells 1. Select two or more adjacent cells that you want to merge. 2. On the Home tab, in the Alignment group, click Merge and Center. 3. The cells will be merged in a row or column, and the cell contents will be centered in the merged cell. Merge Cells To merge cells only, click the arrow next to Merge and Center, and then click Merge Across or Merge Cells. Split Cells 1. Select the merged cell you want to split 2. To split the merged cell, click Merge and Center . The cells will split and the contents of the merged cell will appear in the upper-left cell of the range of split cells. Automatically Fill Data To quickly fill in several types of data series, you can select cells and drag the fill handle . To use the fill handle, you select the cells that you want to use as a basis for filling additional cells, and then drag the fill handle across or down the cells that you want to fill. 1. Select the cell that contains the formula that you want to be brought to other cells. 2. Move your curser to the small black square in the lower-right corner of a selected cell also know as the fill handle. Your pointer will change to a small black cross. 3. Click and hold your mouse then drag the fill handle across the cells, horizontally to the right or vertically down, that you want to fill. 4. The cells you want filled will have a gray looking border around them. Once you fill all of the cells let go of your mouse and your cells will be populated. 12 1. Click the cell(s) that contains the numbers that you want to format. 2. On the Home tab, in the Number group, click the arrow next to the Number Format box, and then click the format that you want. Formatting Spreadsheets To further enhance your spreadsheet you can format a number of elements such as text, numbers, coloring, and table styles. Spreadsheets can become professional documents used for company meetings or can even be published. Wrap Text You can display multiple lines of text inside a cell by wrapping the text.Wrapping text in a cell does not affect other cells. 1. Click the cell in which you want to wrap the text. 2. On the Home tab, in the Alignment group, click Wrap Text. 3. The text in your cell will be wrapped. NOTE: If the text is a long word, the characters wont wrap (the word wont be split); instead, you can widen the column or decrease the font size to see all the text. If all the text is not visible after you wrap the text, you might have to adjust the height of the row. On the Home tab, in the Cells group, click Format, and then under Cell Size click AutoFit Row Format Numbers In Excel, the format of a cell is separate from the data that is stored in the cell. This display difference can have a significant effect when the data is numeric. For example, numbers in cells will default as rounded numbers, date and time may not appear as anticipated. After you type numbers in a cell, you can change the format . If you are unable to format numbers in the detail you would like that you can click on the More Number Formats at the bottom of the Number Format drop down list. 1.In the Category list, click the format that you want to use, and then adjust settings to the right of the Format Cells dialog box. For example, if you’re using the Currency format, you can select a different currencySymbol , show more or fewer decimal places, or change the way negative numbers are displayed. 13 Cell Borders By using predefined border styles, you can quickly add a border around cells or ranges of cells. If predefined cell borders do not meet your needs, you can create a custom border. NOTE: Cell borders that you apply appear on printed pages. If you do not use cell borders but want worksheet gridline borders for all cells to be visible on printed pages, you can display the gridlines. Apply Cell Borders 1. On a worksheet, select the cell or range of cells that you want to add a border to, change the border style on, or remove a border from. 2. Go to the Home tab, in the Font group 3. Click the arrow next to Borders 4. Click on the border style you would like 5. The border will be applied to the cell or cell range NOTE: To apply a custom border style, click More Borders. In the Format Cells dialog box, on the Border tab, under Line and Color, click the line style and color that you want. Remove Cell Borders 1. Go to the Home tab, in the Font group 2. Click the arrow next to Borders 3. Click No Border . NOTES: The Borders button displays the most recently used border style. You can click the Borders button (not the arrow) to apply that style. Cell Styles You can create a cell style that includes a custom border, colors and accounting formatting. 1. On the Home tab, in the Styles group, click Cell Styles. 2. Select the different cell style option you would like applied to your spreadsheet. NOTE: If you would like to apply a cell fill and a cell border, select the cell fill color first the ensure both formats are applied. 14 Cell and Text Coloring You can also modify a variety of cell and text colors manually. Cell Fill 1. Select the cells that you want to apply or remove a fill color from. 2. Go to the Home tab, in the Font group and select one of the following options: a. To fill cells with a solid color, click the arrow next to Fill Color , and then under Theme Colors or Standard Colors, click the color that you want. b. To fill cells with a custom color, click the arrow next to Fill Color , click More Colors, and then in the Colors dialog box select the color that you want. c. To apply the most recently selected color, click Fill Color . NOTE: Microsoft Excel saves your 10 most recently selected custom colors. To quickly apply one of these colors, click the arrow next to Fill Color , and then click the color that you want under Recent Colors. Remove Cell Fill 1. Select the cells that contain a fill color or fill pattern. 2. On the Home tab, in the Font group, click the arrow next to Fill Color, and then click No Fill. Text Color 1. Select the cell, range of cells, text, or characters that you want to format with a different text color. 2. On the Home tab, in the Font group and select one of the following options: a. To apply the most recently selected text color, click Font Color . b. To change the text color, click the arrow next to Font Color , and then under Theme Colors or Standard Colors, click the color that you want to use. Bold, Underline and Italics Text 1. Select the cell, range of cells, or text. 2. Go to the Home tab, in the Font group 3. Click on the Bold (B) Italics (I) or Underline (U) commands. 4. The selected command will be applied. 15 EXAMPLE WHAT IT DOES FORMULA =5+2 Adds 5 and 2 =5-2 Subtracts 2 from 5 =5/2 Divides 5 by 2 =5*2 Multiplies 5 times 2 =5^2 Raises 5 to the 2nd power CustomizeWorksheet Tab 1. On the Sheet tab bar, right-click the sheet tab that you want to customize 2. Click Rename to rename the sheet or Tab Color to select a tab color. 3. Type in the name or select a color you would like for your spreadsheet. 4. The information will be added to the tab at the bottom of the spreadsheet. Formulas in Excel Formulas are equations that perform calculations on values in your worksheet. A formula always starts with an equal sign (=). An example of a simple is =5+2*3 that multiplies two numbers and then adds a number to the result. Microsoft Office Excel follows the standard order of mathematical operations. In the preceding example, the multiplication operation (2*3) is performed first, and then 5 is added to its result. You can also create a formula by using a function which is a prewritten formula that takes a value, performs an operation and returns a value. For example, the formulas =SUM(A1:A2) and SUM(A1,A2) both use the SUM function to add the values in cells A1 and A2. Depending on the type of formula that you create, a formula can contain any or all of the following parts. Functions A function, such as PI() or SUM(), starts with an equal sign (=). Cell references You can refer to data in worksheet cells by including cell references in the formula. For example, the cell reference A2 returns the value of that cell or uses that value in the calculation. Constants You can also enter constants, such as numbers (such as 2) or text values, directly into a formula. Operators Operators are the symbols that are used to specify the type of calculation that you want the formula to perform. Create a Simple Formulas 1. Click the cell in which you want to enter the formula. 2. Type = (equal sign). 3. Enter the formula by typing the constants and operators that you want to use in the calculation. 4. Press ENTER. 16 EXAMPLE WHAT IT DOES FORMULA =A1+A2 Adds the values in cells A1 and A2 =A1-A2 Subtracts the value in cell A2 from the value in A1 =A1/A2 Divides the value in cell A1 by the value in A2 =A1*A2 Multiplies the value in cell A1 times the value in A2 =A1^A2 Raises the value in cell A1 to the exponential value specified in A2 Create a Formula with Cell References The first cell reference is B3, the color is blue, and the cell ranghas a blue border with square corners. 2 The second cell reference is C3, the color is green, and the cell range has a green border with square corners. To create your formula: 1. Click the cell in which you want to enter the formula. 2. In the formula bar, at the top of the Excel window that you use, , type = (equal sign). 3. Click on the 1st cell you want in the formula. 4. Enter an Operator such as +, or *. 5. Click on the next cell you want in the formula. Continue steps 3 – 5 until the formula is complete 6. Hit the ENTER key on your keyboard. 17 Use Function 1. Click the cell in which you want to enter the formula. 2. Click Insert Function on the formula bar . Excel inserts the equal sign (=) for you. 3. Select the function that you want to use. NOTE: If youre not sure which function to use, type a question that describes what you want to do in the Search for a function box (for example, add numbers returns the SUM function), or browse from the categories in the Or Select a category box. 4. Enter the arguments. 5. After you complete the formula, press ENTER. Use Auto Sum To Summarize values quickly, you can also use Autosum 1. Select the cell where you would like your formulas solution to appear. 2. Go to the Home tab, in the Editing group, 3. Click AutoSum, to sum your numbers or click the arrow next to AutoSum to select a function that you want to apply. Delete a Formula When you delete a formula, the resulting values of the formula is also deleted. However, you can instead remove the formula only and leave the resulting value of the formula displayed in the cell. To delete formulas along with their resulting values, do the following: 1. Select the cell or range of cells that contains the formula. 2. Press DELETE. To delete formulas without removing their resulting values, do the following: 1. Select the cell or range of cells that contains the formula. 2. On the Home tab, in the Clipboard group, click Copy . 3. On the Home tab, in the Clipboard group, click the arrow below Paste , and then click Paste Values. 18 Created By: Amy Beauchemin Source: office.m Charts in Excel Microsoft Excel no longer provides the chart wizard. Instead, you can create a basic chart by clicking the chart type that you want on the Insert tab in the Charts group. Charts are used to display series of numeric data in a graphical format to make it easier to understand large quantities of data and the relationship between different series of data. To create a chart in Excel, you start by entering the numeric data for the chart on a worksheet. Then you can plot that data into a chart by selecting the chart type that you want to use on the Insert tab, in the Charts group. Worksheet data Chart created from worksheet data Getting to know the elements of a chart A chart has many elements. Some of these elements are displayed by default, others can be added as needed. You can change the display of the chart elements by moving them to other locations in the chart, resizing them, or by changing the format. You can also remove chart elements that you do not want to display. 1 The chart area is the entire chart and all its elements 2 The plot area is the area of the chart bounded by the axes. 3 The data points are individual values plotted in a chart represented by bars, columns, lines, or pies. 4 The horizontal (category) and vertical (value) axis along which the data is plotted in the chart. 5The legend identifies the patterns or colors that are assigned to the data series or categories in the chart. 6 A chart and axis title are descriptive text that for the axis or chart. 7 A data label provides additional information about a data marker that you can use to identify the details of a data point in a data series. Create a Chart 1. On the worksheet, arrange the data that you want to plot in a chart. The data can be arranged in rows or columns — Excel automatically determines the best way to plot the data in the chart. 2. Select the cells that contain the data that you want to use for the chart. NOTE: If the cells that you want to plot in a chart are not in a continuous range, you can select nonadjacent cells or ranges as long as the selection forms a 19 rectangle. You can also hide the rows or columns that you do not want to plot in the chart. 3. Go to the Insert tab, in the Charts 4. Click the chart type, and then click a chart subtype from the drop menu that will appear. 5. Click anywhere in the embedded chart to activate it. When you click on the chart, Chart Tools will be displayed which includes the Design, Layout, and Format tabs. 6. The chart will automatically be embedded in the worksheet. A chart name will automatically be assigned. Move Chart to New Sheet 1. On the Design tab, in the Location group, click Move Chart. 2. Under Choose where you want the chart to be placed, click on the New sheet bubble 3. Type a chart name in the New sheet box. Change Chart Name 1. Click the chart. 2. On the Layout tab, in the Properties group, click the Chart Name text box. 3. Type a new chart name. 4. Press ENTER. Change Chart Layout 1. Click anywhere in the chart. 2. Go to the Chart Tools, the Design group 3. In the Chart Layouts, click the chart layout that you want to use. To see all available layouts, click More . Change Chart Style 1. Click anywhere in the chart. 20 2. On the Design tab, in the Chart Styles group, click the chart style that you want to use. To see all predefined chart styles, click More . Chart or Axis Titles To make a chart easier to understand, you can add titles, such as chart and axis titles. To add a chart title: 1. Click anywhere in the chart. 2. On the Layout tab, in the Labels group, click Chart Title. 3. Click Centered Overlay Title or Above Chart. 4. In the Chart Title text box that appears in the chart, type the text that you want. 5. To remove a chart title, click Chart Title, and then click None. NOTE: You can also use the formatting buttons on the ribbon (Home tab, Font group). To format the whole title, you can right-click it, click Format Chart Title, and then select the formatting options that you want. To add axis titles: 1. Click anywhere in the chart. 2. On the Layout tab, in the Labels group, click Axis Titles. 3. Do one or more of the following: a. To add a title to a primary horizontal (category) axis, click Primary Horizontal Axis Title, and then click the option that you want. b. To add a title to primary vertical (value) axis, click Primary Vertical Axis Title, and then click the option that you want. 4. In the Axis Title text box that appears in the chart, type the text that you want. 5. To remove an axis title, click Axis Title, click the type of axis title to remove, and then click None. Data Labels 1. On a chart, do one of the following: a. Click on the chart area to add a data label to all data points of all data series b. Click in the data series to add a data label to all data points of a data series c. Click on a specific data point to add a data label to a single data point in a data series 2. On the Layout tab, in the Labels group, click Data Labels, and then click the display option that you want. 3. Text boxes will appear in the area of your chart based on your selection. 21 4. Click on the text box to modify the text. 5. To remove data labels, click Data Labels, and then click None. NOTE: Depending on the chart type that you used, different data label options will be available. Legend When you create a chart, the legend appears, but you can hide the legend or change its location after you create the chart. 1. Click the chart in which you want to show or hide a legend. 2. On the Layout tab, in the Labels group, click Legend. 3. Do one of the following: a. To hide the legend, click None. b. To display a legend, click the display option that you want. c. For additional options, click More Legend Options, and then select the display option that you want. NOTE: To quickly remove a legend or a legend entry from a chart, you can select it, and then press DELETE. You can also right-click the legend or a legend entry, and then click Delete. Move or Resize Chart You can move a chart to any location on a worksheet or to a new or existing worksheet. You can also change the size of the chart for a better fit. To move a chart, drag it to the location that you want. To resize a chart, click on one of the edges and drag towards the center. Advanced Spreadsheet Modification Once you have created a basic spreadsheet there are numerous things you can do to make working with you data easier. Some of these elements are hiding, freezing and splitting rows. You can also sort and filter data, these features are quite helpful when working with a large amount of data. Hide or Display Rows and Columns You can hide a row or column by using the Hide command or when you change its row height or column width to 0 (zero). You can display either again by using the Unhide command. You can either unhide specific rows and columns, or you can unhide all hidden rows and columns at the same time. The first row or column of the worksheet is tricky to unhide, but it can be done. Hide Rows or Columns 1. Select the rows or columns that you want to hide. 2. On the Home tab, in the Cells group, click Format. 3. Under Visibility, point to Hide & Unhide, and then click Hide Rows or Hide Columns. 22 NOTE: You can also right-click a row or column (or a selection of multiple rows or columns), and then click Hide. Unhide Rows or Columns 1. Select the rows, columns or entire sheet to unhide. 2. On the Home tab, in the Cells group, click Format. 3. Under Visibility, point to Hide & Unhide, and then click Unhide Rows or Unhide Columns. TIP You can also right-click the selection of visible rows and columns surrounding the hidden rows and columns, and then click Unhide. 23 Freezing/Splitting Rows and Columns To keep an area of a worksheet visible while you scroll to another area of the worksheet, you can either lock specific rows or columns in one area by freezing panes. Freezing vs. splitting When you freeze panes, Microsoft Excel keeps specific rows or columns visible when you scroll in the worksheet. For example, if the first row in your spreadsheet contains labels, you might freeze that row to make sure that the column labels remain visible as you scroll down in your spreadsheet. A solid line indicates that the row is frozen to keep column labels in place when you scroll. When you split panes, Excel creates either two or four separate worksheet areas that you can scroll within, while rows or columns in the non-scrolled area remain visible. This worksheet has been split into four areas. Notice that each area contains a separate view of the same data. Splitting panes is useful when you want to see different parts of a large spreadsheet at the same time. NOTE: You cannot split panes and freeze panes at the same time. Freeze Panes 1. On the worksheet, select the row or column that you want to keep visible when you scroll. 2. On the View tab, in theWindow group, click the arrow below Freeze Panes. 3. Then do one of the following: To lock one row only, click Freeze Top Row. To lock one column only, click Freeze First Column. To lock more than one row or column, or to lock both rows and columns at the same time, click Freeze Panes. NOTE: You can freeze rows at the top and columns on the left side of the worksheet only. You cannot freeze rows and columns in the middle of the worksheet. Unfreeze panes 1. On the View tab, in theWindow group, click the arrow below Freeze Panes. 2. Click Unfreeze Panes. 24 Split Panes 1. To split panes, point to the split box at the top of the vertical scroll bar or at the right end of the horizontal scroll bar. 2. When the pointer changes to a split pointer or , drag the split box down or to the left to the position that you want.3. To remove the split, double-click any part of the split bar that divides the panes. Move or CopyWorksheets Sometimes you may need to copy an entire worksheet instead of copying and pasting the data which may or may not paste properly, you can use the steps below to achieve a must better result. 1. Select the worksheets that you want to move or copy. 2. On the Home tab, in the Cells group, click Format, and then under Organize Sheets, click Move or Copy Sheet. You can also right-click a selected sheet tab, and then click Move or Copy. 3. A Move or Copy dialog box will appear 4. To move a sheet, in the Before sheet list: Click the sheet that you want to insert the moved or copied sheets directly in front of. Click move to end to insert the moved or copied sheets after the last sheet in the workbook and before the Insert Worksheet tab. 5. To copy the sheets, in the Move or Copy dialog box, select the Create a copy check box. NOTE: When you create a copy of the worksheet, the worksheet is duplicated in the workbook, and the sheet name indicates that it is a copy— for example, the first copy that you make of Sheet1 is named Sheet1 (2). NOTE: To move sheets in the current workbook, you can drag the selected sheets along the row of sheet tabs. To copy the sheets, hold down CTRL, and then drag the sheets; release the mouse button before you release the CTRL key. Move or Copy to a Different Workbook 1. In the workbook that contains the sheets that you want to move or copy, select the sheets. 2. On the Home tab, in the Cells group, click Format, and then under Organize Sheets, click Move or Copy Sheet. 25 3. In the Move or Copy dialog box, click the drop down list in the To book box, then: Click the workbook to which you want to move or copy the selected sheets. Click new book to move or copy the selected sheets to a new workbook. 6. To move a sheet, in the Before sheet list: Click the sheet that you want to insert the moved or copied sheets directly in front of. Click move to end to insert the moved or copied sheets after the last sheet in the workbook and before the Insert Worksheet tab. 7. To copy the sheets, in the Move or Copy dialog box, select the Create a copy check box. Sorting Data Sorting data is an integral part of data analysis. You might want to arrange a list of names in alphabetical order, compile a list of product inventory levels from highest to lowest, or order rows by colors or icons. Sorting data helps you quickly visualize and understand your data better, organize and find the data that you want, and ultimately make more effective decisions. Sort Data in Single Column 1. Select a column of data in a range of cells 2. On the Data tab, in the Sort & Filter group, do one of the following: To sort in ascending or smallest to largest order, click Sort A to Z. To sort in descending or largest to smallest order, click Sort Z to A. 3. To reapply a sort after you change the data, click a cell in the range or table and then, on the Data tab, in the Sort & Filter group, click Reapply. Sort Data in Multiple Columns or Rows You may want to sort by more than one column or row when you have data that you want to group by the same value in one column or row, and then sort another column or row within that group of equal values. 1. Select a range of cells with two or more columns of data. 2. On the Data tab, in the Sort & Filter group, click Sort. 3. The Sort dialog box will appear. 4. Under Column, in the Sort by box, select the first column that you want to sort. 5. Under Sort On, select the type of sort. To sort by text, number, or date and time, select Values. To sort by format, select Cell Color, Font Color, or Cell Icon. 26 6. Under Order, select how you want to sort. For text values, select A to Z or Z to A. For number values, select Smallest to Largest or Largest to Smallest. For date or time values, select Oldest to Newest or Newest to Oldest. To sort based on a custom list, select Custom List. 7. To add another column to sort by, click Add Level, and then repeat steps four through six. 8. To copy a column to sort by, select the entry and then click Copy Level. 9. To delete a column to sort by, select the entry and then click Delete Level. 10. To change the order in which the columns are sorted, select an entry and then click the Up or Down arrow to change the order. 11. To reapply a sort after you change the data, click a cell in the range or table and then, on the Data tab, in the Sort & Filter group, click Reapply. Finalizing a Spreadsheet To complete your spreadsheet there are a few steps to take to ensure your document is finalized. Using the Spell Check Feature Excel does not have the same spell check feature asWord and PowerPoint. To complete a Spelling and Grammar check, you need to use the Spelling and Grammar feature. 1. Click on the Review tab 2. Click on the Spelling & Grammar command (a blue check mark with ABC above it). 3. A Spelling and Grammar box will appear, correct any Spelling or Grammar issue with the help of the box. 27 Help If you need additional assistance when completing your document you can use the help feature. 1. Click on the blue circle with the white question mark command 2. A Help box will appear. 3. Click in the Search Help textbox and type what you need help with 4. Click the magnifying glass next to the text box and the possible solutions will appear. For additional information Microsoft Office has a great online resource that provides you with step by step instructions in a variety of topics. This link will bring you directly to the Word 2010 Help and How-To page: office.microsoft/en-us/excel-help/excel-help-and-how-to- FX101814052.aspx?CTT=97 28 Advanced Excel with Functions Conditional Formatting Conditional Formats respond to the contents of cells. They are almost always applied to group of cells, often rows or columns of totals, if not entire tables. Click Home Tab, locate the Style group and click on the downward arrow of Conditional Formatting. When you click on Highlight Cell Rules this method will keep the cells “inactive” until the values (numeric or text) contain the specific rule you select. You have the option to select: Greater Than, Less Than Between, Equal To, Text that Contains, A Date Occurring, and Duplicate Values. Once you have selected a rule a dialog box will appear where you may specify the appropriate criteria. Note: Within the dialog box the dropdown arrow will display numerous options of how the information will appear. In addition to Highlighting Cell Rules there are four other options: 1. Top Bottom: Selected formatting applied to all cells in a range that are greater than or less than a given threshold. Click Top 10 Items, Top 10%, Botton 10 Items, Bottom 10%, Above Average, or Below Average to display a dialog box where you can specify the appropriate criteria. 2. Data Bars: Gradient fills of color within cells whose lengths indicate the values in the cells relative to all other adjacent cells formatted using the same conditions. 29 Choose from a number of different colors, based on the current theme. Excel will automatically allow you to preview the proposed changes before actually clicking on the changes. 3. Color Scales: Two-color or three-color formats whose color indicates the values in the cells relative to all other adjacent cells formatted using the same conditions. Choose from a number of different color combinations, based on the current theme. 4. Icon Sets: Sets of three, four, or five tiny graphic images placed inside cells whose shape or color indicates the values in the cells relative to all other adjacent cells formatted using the same conditions. Choose from a number of different types of icons. Note: Before selecting Conditional Formatting, make sure the cells to be formatted have been selected. There are a few more options with how to format data. We can go again to the Conditional Formatting box in the Styles group. From there select New Rule. This will open a dialogue box where we are able to format how we want the formatting to appear. You can select color options, the maximum and minimum value and the format style. Tip: After adding rules they can easily be removed. Return to the Conditional Formatting box in the Styles group. Click on the downward arrow and select Clear Rules from Selected Cells. Add the Values in Rows or Columns Use the SUM function, which is prewritten formula, to add all the values in a row or column: 1. Click your mouse in the cell in which you wish your result to appear 2. Click the AutoSum button on the Home Tab or the Formulas Tab 3. Highlight the range of cells you wish to add 4. Press Enter To add some of the values in a column or row: 1. Type an equal sign, type SUM, then type an opening parenthesis. 2. Type or select the cell references you want to add. A comma (,) separates individual arguments that tell the function what to calculate 3. Type a closing parenthesis, and then press ENTER. For example: =SUM(B2:B4, B6) and =SUM(B2, B5, B7) Find the Average, Maximum, or Minimum Use the AVERAGE, MAX or MIN functions. 30 Cell References Refers to Values A10 The cell in column A and row 10 A10,A20 Cell A10 and cell A20 The range of cells in columns A A10:E20 through E and rows 10 through 20 1. Click your mouse in the cell in which you wish your result to appear 2. Click the arrow next to AutoSum on the Home Tab or the Formulas Tab. 3. Click the Average, Max, or Min 4. Highlight the range of cells you wish to find the value for 5. Press Enter To see more functions, click More Functions on the AutoSum list to open the Insert Function dialog box OR go to the Formulas Tab and click on the More Functions orange textbook icon. Tip: You can also enter formulas and cell references by typing them in the formula bar after selecting a cell. Ranges and Individual Cells As you start to write excel formulas, you may realize you want to use a range of cells or nonadjacent cells in your formula. A range of cells will include the value of every cell within the range specified (for example, the range A1:A4 includes the cells A1, A2, A3 & A4). Ranges of cells are identified with a colon. Nonadjacent cells can be listed in the formula by separating them with a comma rather than a colon. For example, =SUM(A2,A4) will add cells A2 and A4, but not A3. Copy a Formula Using the Fill Handle 1. Select the cell that contains the formula, then position the mouse pointer over the lower-right corner of the cell until the black cross (+) appears. 2. Drag the fill handle over the cell or cells to which you want to copy the formula, then release the mouse button. Using Traditional Copy & Paste 1. Select the cell that contains the formula, and on the Edit menu, click Copy. 2. Select the cell or cells that you want to copy it to. a. To copy the formula and any formatting, on the Edit menu, click Paste. b. To copy the formula only, on the Edit menu, click Paste Special, and then click Formulas. Referencing Cells in Formulas You can include or reference other cells in a formula.When you do, the result of the formula depends on the values in the referenced cells and changes automatically when the values in the referenced cells change. This is extremely powerful in what-if scenarios. 31 Column & Row Absolute ($A$1) Column Absolute ($A1) Row Absolute (A$1) Nothing Absolute (A1) To see how this works, enter 10 in cell A1. Now select cell A2 and type =A1*2, and press ENTER. The value in cell A2 is 20. If you change the value in cell A1 from 10 to any value, the value in cell A2 will also change. Cell references are especially helpful when you create complex formulas, or conduct what-if analysis. Pressing [F4] repeatedly over a reference (cell) will allow you to switch between making the column, the row, or nothing ‘Absolute.’ Relative References By default Excel uses Relative Referencing. In relative reference, you actually refer to cell that is above or below or left or right to a number of rows or columns. For example, if you refer to cell D2 from F2, you are actually referring to a column that is two columns to the left of cell D2 and in the same row (the second ‘2’row). When a formula that possesses a relative reference is copied from one cell to another cell, the value in the copied cell also changes. i.e., if you copy a formula =C2+D2 from E2 to the cell F2, the formula in F2 adjusts in such a way that when the cell F2 is dragged downwards by one row, the formula automatically changes to C3+D3 and places the resulting value of C3+D3 in cell F3. Absolute References In case, if you wish to maintain the original references as they were, then you should make use of the absolute references. If you want to make the above example retain the original reference when it is copied, then you should precede the columns A2 and B2 and the row number by a Dollar ($) symbol. i.e., you should use the formula as =$C$2+$B$2 so that when you copy the formula the original reference is retained. To make the cell appear in absolute format ($) click on the cell you would like to edit and press [F4] and press enter. You will observe the cell A1 turn into =$A$1. For example, if you copy or fill an absolute reference in cell B2 to cell B3, it stays the same in both cells =$A$1. Mixed References In some situations, you may need to make the cell reference as ‘Mixed’ reference, so that you can lock either a column or a row by preceding it with a Dollar ($) symbol. For example, if you use a formula as =$D4+E4, then you are making the value that is present in cell D4 as absolute and the value in cell E4 as Relative. References to OtherWorksheets You can refer to cells in other worksheets within the same workbook just as easily as you refer to cells in the same worksheet. For example, to enter a reference to cell A2 in Sheet2 into cell A1 in Sheet1, do this: 1. Select cell A1 in Sheet1, and type an equal sign. 2. Click the Sheet2 tab. 3. Click cell A2, and then press Enter. After you press Enter, Sheet1 is now active. Select cell A1, and you will see that it contains the formula =Sheet2!A2. 32 The exclamation point separates the worksheet portion of the reference from the cell portion. OtherWorkbook References You can refer to cells in worksheets in other workbooks in the same way you refer to cells in other worksheets within the same workbook. These references are called external references. For example, to enter a reference to Book2 in Book1, follow these steps: 1. Create 2 workbooks; Book1 and Book2 2. Select cell A1 in Sheet1 of Book1, and type an equal sign. 3. Switch to Book2. Click to select A2. 4. Press Enter After you press enter, your formula in Workbook 1, Cell A1, should be =[Book2]Sheet1!$A$2. This reference has 3 parts: The Workbook Book2 in square brackets, the worksheet and the cell. So referencing cells in external workbooks by selecting the workbook, then worksheet, and then the cell you want to reference. Quick Reference Guide Add, Subtract, Multiply & Divide Type an equal sign (=), use math operators, and then press ENTER. =10+5 to add =10-5 to subtract =10*5 to multiply =10/5 to divide Formulas are visible in the formula bar when you select a cell that contains a result. If the formula bar is not visible, on the Tools menu, click Options. Click the View tab, and select the Formula bar check box. Understand Error Values ##### The column is not wide enough to display the content. Increase column width, shrink contents to fit the column, or apply a different number format. #REF! A cell reference is not valid. Cells may have been deleted or pasted over. #NAME? You may have misspelled a function name. Practical Purpose of Excel Formulas Excel formulas are used to make the data you have entered more useful. Through the use of formulas you are able to, at a minimum, maintain finances, schedules, and detailed reports, here are few example of some common ways Excel be applied into your daily activities, Additional formulas will be described in details on in this book. 33 Using Date & Time Formulas In this example we have a list of birthdays. Our objective with this Data is to find out how many birthdays occurred more than six months ago, and how many occurred five years ago. To start we want to know today’s date. Click in cell A2. Type in =TODAY() and press ENTER. The computer will automatically enter in today’s date. If you simply get a numerical value instead of a date, that means you have to format the cell to be a date. Right click on the cell and click Format Cells. In the Number tab of the format dialog box, choose Date. Choose whatever date format you wish and then click Ok. COUNT Function COUNT function is used count values. 34 PRODUCT Function The PRODUCT function provides a quick way to multiple numbers in a Excel. The advantage of using this function becomes apparent if you have several numbers to multiply together. It is easier then building a long formula. The syntax for the PRODUCT function is: =PRODUCT( Number1, Number2, ... Number255 ) IF Function The IF function, one of Excel’s logical functions, tests to see if a certain condition in a spreadsheet is true or false. The syntax for the IF function is: =IF ( logical_test, value_if_true, value_if_false ) logical_test – a value or expression that is tested to see if it is true or false. value_if_true – the value that is displayed if logical_test is true. 35 SUMIF Function The SUMIF function is used to add up the values in cells in a selected range that meet certain criteria. The syntax for the SUMIF function is: = SUMIF (Range, Criteria, Sum Range) Range - the group of cells the function is to search. Criteria - determines whether the cell is to be counted or not. Sum Range - the data range that is summed if the first range meets the specified criteria. If this range is omitted, the first range is summed instead. Working With Data Remove Duplicates Sometimes you found duplicate values in your row or column. To remove duplicates follow the steps below. Step 1. Select Row/Column for which you want to remove duplicate values. Step 2. Click on Remove Duplicate tab in Data Tab. Step 3. Click Ok. Data after removing duplicate values 36 Sub Total SUBTOTAL formula is used to find out subtotal of a given range of cells. You give SUBTOTAL two things – (1) a range of data (2) type of subtotal. In return, SUBTOTAL will give you the subtotal for that data. Unlike SUM, AVERAGE, COUNT etc. which do one thing and only one thing, SUBTOTAL is versatile. You can use it to sum up, average, count a bunch of cells. You can automatically create SUBTOTALs using Excel Data Tools While SUBTOTAL formula looks kind of neat, writing them when you have tabular data can be a drag. But you don’t have to worry about that. In Excel’s Data menu / ribbon, there is an option on called “Subtotals” that automates the whole process for you. To generate automatic SUBTOTALS, just select your table of data, go to Data ribbon (or menu) and click on “Subtotals”. This will launch a Subtotal dialog where you can easily specify the type of total grouping you want. Goal Seek Excel 2010 includes different techniques of Data Analysis, Goal Seek is a technique used to find out the ambiguous number, or which you are not sure of. This technique is very useful especially when you are dealing with big numbers in datasheet, as the name implies it will seek the goal for you in complex situations. This feature allows you to alter the data used in a formula in order to find out what the results will be. The different results can then be compared to find out which one best suits your requirements. For demonstration purpose, we have included brief datasheet just to elaborate the usage of Goal Seek. We have three row labels; Number, Multiplied by, and Result. 37 Now we want to find out the number which when multiplied with Number data (2342), shows desired result lets say; 2342 * ? = 60,000 For that we need to write simple Multiplication formula in Result adjacent cell. =(B2*B3) Now we will find out number that when multiplied with B2 (2342) gives us 60,000, for that switch to Data tab, from What-if Analysis drop-down options click Goal Seek. 38 You will see dialog asking for select cells, in Set cell we need to select the cell which contains the formula, in To value we need to enter desired number and in By Changing Cell we need to select the cell which will be changed. In our case, we will select B4 cell for Set Cell that actually contains formula. In To Value we enter value 60000, and in By Changing cell we select B3 where result will be placed. Click OK to continue. Goal Seek Status will appear showing the Target and Current value, along with that Excel shows the result in cell B3 (Multiplied by) that we required. 39
Posted on: Sat, 09 Nov 2013 08:50:15 +0000
Trending Topics
Recently Viewed Topics
© 2015