2/18/2023

Assist. Lecturer: Hersh Mustafa Hama

[email protected]

Spring Semester 2023

Getting Started - Microsoft Excel 2016

 Click Start button, find the Excel 2016 in Menu list, and then click it.

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Open a Blank Workbook or a Template

 This will launch Microsoft Excel 2016 application and you will see the following
word window.

The Basic Window of MS – Excel 2016

1. Quick Access: Contains
frequently used commands.
2. Formula bar: displays the data or
formula stored in the active cell.
3. Title bar: Displays the name of
the workbook and the program.
4. Tabs: contain groups of related
commands.
5. Minimize button
6. Restore Down/ Maximize button

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The Basic Window of MS – Excel 2016

7. Close button
8. Ribbon:
9. Name box: Displays the active cell address or the name of the selected cell.
10. Dialog box launcher
11. Active cell: the selected cell is called active cell.
12. Scroll bars: used to move downward through a worksheet.
13. Sheet tabs: Each tab represent a different worksheet in the workbook.
14. View Shortcuts toolbar: Used to display the worksheet in a variety of views.
15. Zoom slider: used to change the magnification of the worksheet.
16. Zoom level button: used to change the magnification of the worksheet.

Select Cells
 Click on a cell to select it.
 Each cell has its own name, or cell address, based
on its column and row. In this example, the selected
cell intersects column B and row 3, so the cell
address is B3.
 To select Multiple Cells: click and drag your
mouse until all of the adjoining cells you want are
highlighted.

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Cell Contents
 Each cell can contain its own text, formatting, comments, formulas, and functions.
 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.
 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.
 To format numbers and dates: Home  Number  Number Format

Insert Content
 To Insert Content: Click on a cell into the
selected cell using your keyboard. Then, the
content appears in the cell and in the formula
bar. You also can enter or edit cell content
from formula bar.
 To Use Fill Handle to Fill Cells: select the
cell or cells containing the content you want
to use. You can fill cell content either
vertically or horizontally.

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Insert Rows or Columns

 To insert rows: select the row below where you want the new row to appear. Then,
click the Insert command in Cells group, on the Home tab.
 To insert Columns: select the column at the right side where you want the new
column to appear. Then, click the Insert command in Cells group, on the Home tab.

Merge Cells
 To merge cells using the Merge & Center command: Select the cells you want to
merge together. Then, select the Merge & Center command on the Home tab, in the
Alignment group.
 If you change your mind, re-click the Merge & Center command to unmerge the
cells.

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Hide & Unhide

 Hide Columns or Rows: To hide a column,

execute the following steps: select a column.
Then, right click on the column heading or any
cell of the column you selected, and then click
Hide.
 To Unhide: select the columns on either side of
the hidden column. Next, right-click and then
click Unhide.

Sort
 To sort in alphabetical order: Select a cell in the column you want to sort by.
Next, select the Data tab, then locate the Sort and Filter group. To Sort A to Z click
on the ascending command , or click on the descending command to Sort Z
to A.
 Sorting options can also be found on the Home tab, condensed into the Sort & Filter
command. You can also Sort & Filter command.

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Chart
 A chart is a tool you can use in Excel to communicate your data graphically. Charts
allow your audience to see the meaning behind the numbers, and they make
showing comparisons and trends a lot easier.
 Types of charts:
 Column Charts
 Line Charts
 Pie Charts
 Bar Charts

Chart Elements
 The title is a text box you can place anywhere on the chart.
 The plot is the area on the chart that displays the data in the chart type you choose.
 Data point: A single numeric value represented on the chart (for example, a single
bar or point)
 Axis: A line on which data is plotted

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Create Chart
 To create a chart: First, select the cells you want to chart, including the column
titles and row labels. These cells will be the source data for the chart. Next, click the
Insert tab. In the Charts group, select the desired chart category (Column, for
example.) Then, select the desired chart type from the drop-down menu (Clustered
Column, for example.) The chart will appear in the worksheet.

Example of Chart

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Conditional Formatting
 Conditional formatting allows you to automatically apply formatting, such as colors,
icons, and data bars to one or more cells based on the cell value.
 For example, a conditional formatting rule might be: If the value is less than $2000,
color the cell red.

Create a Conditional Formatting Rule

 To create a conditional formatting rule:
 Select the desired cells for the conditional formatting rule.
 From the Home tab, click the Conditional Formatting command.
 Then click on New Rule…
 A Dialog box will appear, choose Format only cells that contains

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Create a Conditional Formatting Rule

 To create a conditional formatting rule:
 Select the desired cells for the conditional formatting rule.
 From the Home tab, click the Conditional Formatting command.
 Then click on New Rule…
 A Dialog box will appear, choose Format only cells that contains

Create a Conditional Formatting Rule

 In this example, we want to highlight cells that are less than $2000.

You can enter the

desired value into this
field.

In this example, I chose

less than. You can choose the
desired format style.

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Mathematical Operators
 Excel uses standard operators for formulas, such as a plus sign for addition (+), a
minus sign for subtraction (-), an asterisk for multiplication (*), a forward slash for
division (/), and a caret (^) for exponents.
 All formulas in Excel must begin with an equals sign (=). This is because the cell
contains, or is equal to, the formula and the value it calculates.

Understanding Cell References

 To create simple formulas in Excel using numbers (for example, =2+2 or =5*5).
 Most of the time you will use cell addresses to create a formula.
 This is known as making a cell reference.
 Using cell references will ensure that your formulas are always accurate because
you can change the value of referenced cells without having to rewrite the formula.
 In the formula below, cell A3 adds the values of cells A1 and A2 by making cell
references:

When you press Enter,

the formula calculates
and displays the answer
in cell A3.

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Formulas and Functions

 Functions must be written a specific way, which is called the syntax.
 The basic syntax for a function is the equals sign (=), the function name and one or
more arguments.
 Arguments contain the information you want to calculate.
 The function in the example below would add the values of the cell range A1:A20.

Creating Functions
 There are a variety of functions available in Excel. Here are some of the most
common functions you will use:
 SUM: This function adds all of the values of the cells in the argument.
 AVERAGE: This function determines the average of the values included in the
argument.
 COUNT: It counts the number of cells with numerical data in the argument.
 COUNTA: It counts the number of cells with text data in the argument.
 MAX: This function determines the highest cell value included in the argument.
 MIN: This function determines the lowest cell value included in the argument.

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IF Function & ROUND Function

 The IF function is one of the most popular functions in Excel, and it allows you to
make logical comparisons between a value and what you expect.
 So an IF statement can have two results. The first result is if your comparison is
True, the second if your comparison is False.

 The ROUND function rounds a number to a specified number of digits.

 Syntax: ROUND(number, num_digits)
 Example: =ROUND(F10, 2)

SUMIF Function
 SUMIF function is used to sum the values in a range that meet criteria.
 For example, suppose that in a column that contains numbers, you want to sum
only the values that are larger than 20.
 You can use the following formula: =SUMIF(B2:B25, ">20")
 If you want, you can apply the criteria to one range and sum the corresponding
values in a different range.
 For example, the formula =SUMIF(B2:B5, "Computer", C2:C5) sums
only the values in the range C2:C5, where the corresponding cells in the range
B2:B5 equal “Computer"

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COUNTIF Function
 Use COUNTIF, one of the statistical functions, to count the number of cells that
meet a criterion.
 Example #1, to count the number of times a particular city appears in a
customer list.
=COUNTIF(A2:A5, “Baghdad")
 Example #2, to count number of students that are passed, while you know the
grades are written from B2 to B30:
=COUNTIF(B2:B30, “>=50")

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