IT 1: IT Application [EXCEL]

EXCEL

Uses of MS Excel?
• Data Analysis: Sorting, filtering, and analyzing large datasets.
• Financial Management: Budgeting, forecasting, and financial modeling.
• Reporting: Creating detailed reports with charts and pivot tables.
• Data Entry: Storing and managing large volumes of data.
• Project Management: Tracking progress, timelines, and resources.
• Educational Tool: Teaching statistical and mathematical concepts.

Importance of Using Microsoft Excel?

• Data Organization:
Excel excels in organizing large datasets, making information easy to store, sort, and manage.
• Analysis and Visualization:
With tools like pivot tables and charts, Excel enables complex data analysis and presents
information in clear, visual formats, aiding decision-making.
• Automation:
Features like macros and formulas allow for the automation of repetitive tasks, saving significant
time and effort.
• Versatility:
Used across multiple industries, Excel supports diverse tasks like budgeting, financial analysis,
and project management.
• Collaboration:
Excel’s compatibility with other Microsoft Office tools and collaborative features enhances team
productivity.
• Customization and Scalability:
The program can be tailored to specific needs and can handle datasets of varying sizes, from small
to very large.
• Skill Development and Employability:
Proficiency in Excel is a sought-after skill in the job market, highlighting a professional’s
capability in data handling

What are the Key Features of Microsoft Excel?

• Formulas and Functions: Offers extensive formulas and functions for diverse calculations,
essential in data analysis and financial operations.
• Pivot Tables: Enables effective summarization and exploration of large data sets, critical for
project analysis.
• Data Visualization Tools: Provides charts and graphs for visual representation of data, aiding in
trend identification and project reporting.
• Conditional Formatting: Enhances data interpretation by highlighting key information, crucial
in tracking project milestones and deadlines.
• Data Validation: Ensures accuracy and consistency of data entry, a key aspect in maintaining
project data integrity.

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• What-If Analysis: Facilitates scenario planning, crucial in project management for forecasting
and decision-making.
• Macros and VBA: Automates repetitive tasks, streamlining project management processes.
• Project Management Templates: Excel offers a variety of templates specifically designed for
project management, like Gantt charts and project trackers, simplifying project planning and
monitoring.
• Collaboration Features: Supports teamwork through sharing and co-editing capabilities, vital for
collaborative projects.
• Compatibility and Integration: Seamlessly integrates with other software, enhancing project
data handling and reporting.

Introduction to Spreadsheets

Spreadsheet
-A grid of rows and columns for entering text, numbers, and calculations
Worksheet
-A spreadsheet program in Excel.
Workbook
-A file that stores worksheets.

BASIC PARTS OF EXCEL

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The worksheet two main parts:

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In a worksheet you can:

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BASIC EXCEL SHORTCUTS

Cell Formatting Shortcut Keys

Bold Ctrl + B

Italic Ctrl + I

Underline Ctrl + U

Strikethrough Ctrl + 5

Apply Borders Ctrl + Shift + 7

Remove Borders Ctrl + Shift + –

Select Multiple Cells Ctrl + A

Format Cells Dialog Box Ctrl + 1

Open Font Format Dialog Box Ctrl + Shift + F

Navigation Shortcuts
Move within Cells Arrow Keys Arrow Keys

Move Rows and Columns Ctrl + Arrow keys

Move between Sheets Ctrl + Page Up/ Page Down Ctrl + FN+ Arrow Up/ Arrow Down

Selecting Rows and Columns Shift / Ctrl + Space Shift / Ctrl + Space

Go to Cells Ctrl + G F5

Extend Selection Ctrl + Shift + Arrow Key Shift + Arrow Key

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Number Formatting
Apply 2 Decimal Formatting Ctrl + Shift + 1

Apply Time Format Ctrl + Shift + 2

Apply Date Format Ctrl + Shift + 3

Apply Percentage Format Ctrl + Shift + 5

Scientific Notation Ctrl + Shift + 6

General Format Ctrl + Shift + 7

Workbook Shortcut Keys

Insert Cells, Rows, or Columns Ctrl + Shift + +

Delete Cells, rows, or Columns Ctrl + – Ctrl + –

Create a Table Ctrl + L Ctrl + L

Insert New Worksheet Shift + F11 Shift + F11

Close Current Workbook Ctrl + W Ctrl + W

Switch between Open Workbooks Ctrl + O Ctrl + O

Print Worksheet Ctrl + P Cmd + P

Find Ctrl + F Ctrl + F

Replace Ctrl + H Ctrl + H

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Editing and Data Managing Shortcut Keys

Paste Special Ctrl + Shift + V

Copy Ctrl + C

Fill Cells Downwards Ctrl + D

Fill Cells Right Ctrl + R

Insert Hyperlink Ctrl + K

Insert and Remove Filters Ctrl + Shift + L

Insert Current Time Ctrl + Shift + ;

Insert Current Date Ctrl + ;

Formula and Function Excel Shortcuts

Opens Insert Fu nction Dialog Box Shift + F3

Identify Individual Cells in a Formula Ctrl + [

AutoSum Alt + =

Identify All the Cells in a Formula Ctrl + Shift + [

Special Navigation Keyboard Shortcuts

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Home Menu Navigation Alt + H Ctrl + F2

File Menu Navigation Alt + F

Insert Menu Navigation Alt + N

View Menu Navigation Alt + W

Review Menu Navigation Alt + R

Page Layout Menu Navigation Alt + P

Data Menu Navigation Alt + A

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