CHAP 4: MS EXCEL

The purpose of Excel is to track, analyze, and tabulate numbers. Use the program to project profits and
losses, formulate a budget, or analyze Elvis sightings in North America. Doing the setup work takes time,
but after you enter the numbers and tell Excel how to tabulate them, you’re on Easy Street. Excel does
the math for you.

This chapter explains what a workbook and a worksheet is, and how rows and columns on a worksheet
determine where cell addresses are. You also discover tips and tricks for entering data quickly in a
worksheet and how to construct data-validation rules to make sure that data is entered accurately.

Creating a New Excel Workbook

Workbook is the Excel term for the files you create with the Excel. When you create a workbook, you are
given the choice of creating a blank workbook or creating a workbook from a template. A template is a
preformatted workbook designed for a specific purpose, such as budgeting, tracking inventories, or
tracking purchase orders. Creating a workbook from a template is mighty convenient if you happen to
find a template that suits your purposes, but in my experience, you almost always have to start from a
generic, blank workbook because your data is your own. You need a workbook you create yourself, not
one created from a template by someone else.

To create a workbook, begin by going to the File tab and choosing New. You see the New window shown
in Figure 1-1. This window offers templates for creating workbooks and the means to search for
templates online. Use these techniques in the New window to choose a template and create a
workbook:

✦✦ Choose the blank workbook template: Choose Blank Workbook to create a plain template.

Press Ctrl+N to create a new, blank workbook without opening the New window.

✦✦ Choose a template: Select a template to examine it in a preview window (refer to Figure 1-1). If you
like what you see, click the Create button in the preview window to create a document from the
template.

pg. 1
The basic excel screen looks like this. It has a grid of rows (labelled 1,2,3 so on) and Columns(labelled
A,B,C, so on). Each part of excel grid is accessible for individual input, the smallest part of excel grid is
called a cell which is the intersection of row and column. A cell’s reference is its column name + Its row
number. Like A5 is the reference of a cell on column A and Row 5. An excel file is called a workbook and
each work books can contain several worksheets. By default, there is one worksheet by the name of
sheet 1 in excel.

One of the most important tool of MS Excel is called Fill tool it is not accessible through any menu you
can apply this tool using the mouse and drag actions.

Use the Auto Fill feature to fill cells with data that follows a pattern or are based on data in other cells.

1. Select one or more cells you want to use as a basis for filling additional cells. For a series like 1,
2, 3, 4, 5..., type 1 and 2 in the first two cells. For the series 2, 4, 6, 8..., type 2 and 4. For the
series 2, 2, 2, 2..., type 2 in first cell only.

2. Drag the fill handle .

3. If needed, click Auto Fill Options and choose the option you want.

Whether you just want to copy the same value down or need to get a series of numbers or text
values, fill handle in Excel is the feature to help. It's an irreplaceable part of the AutoFill option. Fill
handle is a small square that appears in the bottom-right corner when you select a cell or range.

It may be hard to believe that this tiny, almost unnoticeable part of selection gives you numerous
helpful options to use every day.

The scheme is simple. Whenever you need to get a series of values in the adjacent cells, just click on the
Excel fill handle to see a small black cross and drag it vertically or horizontally. As you release the mouse

pg. 2
button, you will see the selected cells filled with the values depending on the pattern you specify.

One of the most popular questions is how to autofill numbers is Excel. This can also be dates, times, days
of the week, months, years and so on. In addition, Excel's AutoFill will follow any pattern.

For example, if you need to continue a sequence, just enter the first two values into the starting cell and
grab the fill handle to copy the data across the specified range.

You can also auto-populate any arithmetic progression sequence where the difference between
numbers is constant.

pg. 3
It will even alternate sequences if the selected cells don't relate to each other numerically, like on the
picture below.

And it goes without saying, that you can use the AutoFill option to copy a value across your range. I think
you already know how to make the same value appear in the adjacent cells in Excel. You just need to
enter this number, text, or their combination, and drag it across the cells using the fill handle.

Excel - Fill down a series of values that contain text

It's not a problem for the AutoFill option to copy across the values that contain both text and numerical
values. Moreover, Excel is quite smart to know that there are only 4 quarters or that some ordinal
numbers need the corresponding letter suffixes.

Use the AutoFill option to get repeating series

If you need a series of recurring values, you can still use the fill handle. For example, you need to repeat
YES, NO, TRUE, FALSE sequence. First, enter all these values manually to give Excel a pattern. Then just
grab the fill handle and drag it to the necessary cell.

pg. 4
Autofilling horizontally and vertically

Most likely, you use AutoFill to populate cells down a column. However, this feature also works if you
need to extend a range horizontally, leftward or upward. Just select the cells with the value(s) and drag
the fill handle to the needed direction.

Autofill multiple rows or columns

The Excel Autofill can deal with data in more than one row or column. If you pick two, three or more
cells and drag the fill handle they all will be populated.

Insert empty cells when filling down a series

pg. 5
AutoFill also enables you to create a series with empty cells like on the screenshot below.

Use AutoFill Options list to fine tune the way the data is entered

You can adjust the settings with the help of the AutoFill Options list to get the exact results. There are
two ways to get this list.

1. Right-click on the fill handle, drag and drop it. Then you will see a list with options automatically
pop up like on the screenshot below:

Let's see what these options offer.

o Copy Cells - populates a range with the same value.

o Fill Series - works if you select more than one cell and the values are different. AutoFill
will generate the range according to a given pattern.

o Fill Formatting Only - this Excel AutoFill option will only get the format of the cell(s)
without pulling any values. It can be helpful if you need to quickly copy the formatting
and then enter the values manually.

o Fill Without Formatting - copies values only. If the background of the starting cells is red,
the option will not preserve it.

o Flash Fill - helps you enter plenty of repetitive information and format your data in the
right way.

pg. 6
 2. The other way to get the list is to click on the fill handle, drag and drop it and then click on
the Auto Fill Options icon.

When you click on this icon you get a list with AutoFill options.

This list just repeats some features from the previous part.

Excel - Autofill formulas

Autofilling formulas is a process pretty much similar to copying values down or getting a series of
numbers. It involves drag-n-dropping the fill handle.

Home ribbon

The clipboard and Font group are similar to word’s home ribbon with a few command missing in excel.

a. Alignment group: The Alignment group is located on the Home tab. It contains options for
aligning your text vertically and horizontally, rotating text, increasing and decreasing indenting,
word wrap and merging cells.

b. Buttons c. Description

e. Vertical Alignment - These buttons are for aligning

your text to the top of the cell, the middle of the
d.
cell and the bottom of the cell in that order.

g. This is the Orientation button. Clicking on this

button brings up options for selecting the angle and
f. direction of the text within a cell

pg. 7
 i. Wrap Text - Used for wrapping your data across
h. multiple lines within a cell

k. Horizontal Alignment - These buttons are for

aligning your text to the left side of a cell, to the
j. middle of a cell, and to the right side of a cell in that
order.

m. The first button is for decreasing the amount of

l. indentation in a cell. The second button is used for
increasing the amount of indentation in a cell.

n.

o. This button provides options for merging cells,

merging and centering cells, and unmerging cells

b. The Number Group

1. Go to the Home tab on the ribbon

2. Go to the Number group

The number group options

pg. 8
 1. Number format

2. Currency

3. Percentage

4. Insert comma in number

5. Increase decimal places

6. Decrease decimal places

Applying number formats

1. Click on the cells you wish to format

2. Click on the Number format icon you require

Removing number formats

pg. 9
 1. Click on the cells you wish to clear the number formats from

2. Click on the Number Format drop down

3. Select the first option, General No specific format

Styles Group:

The Styles group of the Home Tab ribbon is the fifth group. Significantly, this group is for formatting but
based on conditions. Specifically, the tools of this group associate themselves with Formats. To
enumerate, they are the Date, Time, General, Number and the Accounting formatting. Markedly, use of
the various formats of the number group are most often.

So, the Conditional Formatting, the Format as Table and the Cell Styles are the buttons of this group.
Also, these three buttons are accompanied by drop down menu list, which further extends to even more
commands.

Conditional Formatting commands

While, the Highlight Cell Rules, the Top/Bottom Rules and the Data Bars buttons etc; are part of the
Conditional Formatting button menu. In addition, are the Color Scales, the Icon Sets, the New Rule,
the Clear Rules, and the Manage Rules tools.

Then, the Format as Table button has (1) Light, (2) Medium and (3) Dark predefined color table
templates. Further, the New Table Style and the New Pivot Table Style options also are available.

Even more, the Styles group categorize the Cell Styles into Good, Bad and Neutral etc. In sum,
the Titles and Headings, Themed Cell Styles and Number Format is part of Cell Styles. Moreover,
the New Cell Style and Merge Style options are part of Cell Styles button.

Finally, the Styles group lets users to apply criteria based formatting to cell in Excel. Also, we might use
the inbuilt templates; of Format as Table & Cell Styles buttons for Table and Cells. To emphasize, these
various templates is based on color with different shades, styles in Microsoft Excel.

Especially, brief description of Styles group commands Excel

 Conditional Formatting – Apply Color Scales, Bars and Icons on contents of cell in Excel.

o Highlight Cells Rules – Apply Cell Rules based on Criteria & Conditions on contents
in cells.

o Top/Bottom Rules – Apply Top/Bottom Rules based on Criteria on contents of cell in

Excel.

o Clear Rules – Remove an applied rule on contents of cell in Excel.

o Manage Rules – Edit, Delete or Create a new rule on contents of cell in Excel.

Format as Table and Cell Styles tools MS Excel

pg. 10
  Format as Table – Apply Predefined Color Table Styles on contents in cells.

o Light – Apply Light color table templates on contents of cell in Excel.

o Medium – Apply Medium color table templates on contents in cell.

o Dark – Apply Dark color table templates on contents of cell in Excel.

o New Table Style – Create your own New Style Table on contents of cell in Excel.

o New Pivot Table Style – Create your own New Pivot Style Table on contents in cell.

 Cell Styles – Apply predefined Color Cell Styles on contents of cell in Excel.

o Good, Bad and Neutral – Apply predefined color templates in cells.

o Titles and Headings – Apply Predefined Titles and Headings templates on contents
in cells.

o Themed Cell Styles – Apply Predefined color themes for cells in Excel.

o Number Format – Apply predefined formats for numbers in cells.

o New Cell Style – Create your own New Style Cell on contents of cell in Excel.

o Merge Styles – Unite or Combine your Cell Styles of cell in Excel.

Cells Group:

So, the Insert, the Delete and the Format buttons are part of the Cells group; the buttons in the Cells-
group also have Drop down list menu.

We Can adjust the Height & Width with help of the buttons of this group. Additionally, we could do
the Insertion of Row and Column. Even more, the Deletion of Rows & Columns and the Renaming
Sheets as well.

Tools like Insert Cells, Insert Sheet Rows, are part of Insert button. And, also are the Insert Sheet
Columns and Insert Sheet buttons too.

Then, the Delete Cells and the Delete Sheet Rows buttons etc; are part of the Delete button. In
addition, the buttons are the Delete Sheet Columns and the Delete Sheet buttons.

Further, the Cell Size category within Format button has the Row Height, AutoFit Row Height buttons
etc. Moreover, the Column Width, AutoFit Column Width, Default Width falls under Cell Size category.

Significantly, the Hide & Unhide button lie in Visibility category of Format button list menu. Also,
the Hide Rows, Hide Columns, Hide Sheet etc. are subdivision of Hide & Unhide button. Additionally, the
Unhide Rows, Unhide Columns and Unhide Sheet buttons also are a part of it.

Finally, the Organize Sheets category holds Rename Sheet, Move or Copy Sheet and Tab Color etc.
Lastly, the Protect Sheet, Lock Cell and Format Cells buttons are present at the bottom within Format
button.

Cells group buttons list MS Excel 2016

 Insert
oInsert-Cells
oInsert-Sheet Rows
oInsert-Sheet Columns
 Delete
o Delete-Cells

pg. 11
 o Delete-Sheet Rows
o Delete-Sheet Columns
 Format
o Cell Size

o Row Height
o AutoFit Row Height
o Column Width
o AutoFit Column Width
o Default Column Width
o Visibility
o Hide & Unhide
o Organize Sheets
o Rename Sheet
o Move or Copy Sheet
o Tab Color
o Protection
o Protect Sheet
o Lock Cell
o Format Cells

Editing Group: Most of Editing group is similar to its counterpart in Ms Word. With exception of Quick
Formula and Sort and Filter. With Sort tool you can sort your various columns in ascending or
descending order. This tool also provides expansion of selection to sort various columns according to
one criteria e-g you want to sort a student result list from highest GPA to lowest but you also want to
move the entries in other columns with the sorted entries.

Quick Formula Tool lets you use few basic formulas like Sum, Average, Min, Max etc.

Insert Ribbon: Generally similar to word in most aspects of its counterpart its core group is charts which
is the focus of this study.

Charts Group: Using the charts group you can fit numerous charts to your data. You can either select the
data to be charted and select a chart you need like Bar Chart, Pie Chart, Histogram or Scatter Diagrams
or if you are unsure as to what chart fits your data well; just select your table and click on recommended
charts you will be given a few choices according to the nature of your data and you can select any to
represent your data graphically and visually.

Page Layout Ribbon: This ribbon also has familiar tools from word which can be referenced in the Word
Chapter. Here we will discuss only the new tools which are:

Print Area: This tool lets you select and set a particular part of worksheet to be printed. This is very
helpful when you have huge dat ain worksheet but no need to print all of it.

Print Titles: When your work sheet has hundreds of rows and spans on multiple pages you need to see
titles of each column on each page. One way to do it is mark where each print page will be and copy
paste column titles at each new page’s begiing but this is time consuming, wasteful and you migh miss
out some pages and cause a mistake. Rather than labouring over this just selct the titles to be repeated
with help of this tool and rest assured that no matter the number of pages in your table each new page
will be printed with the column titles without you worrying about it,

Background: This tool is useful if you want to add company logo or anyother image in the background of
your worksheet.

Formulas Ribbon: This ribbon holds a world of different formulas to be applied on your data its grouped
in

1. Math & Trig: For all mathematical formulas

pg. 12
 2. Logical: Applying logical funtions like NOR, Or, And, XOR Etc
3. Text: for text based forumals.
4. Date & Time: Functions regarding calculation of Time and Dating of recods
5. Lookup & Reference: For finding particular values and applying functions according
to those values.
6. Other Functions: Uses all formulas that don’t fall in the above category like stats,
engineering etc.

Review Ribbon: We will discuss the protection of workbook and worksheet in this ribbon.

Protect Worksheet: This lets you choose what a typical user can do in your worksheet you can restrict
access to particular columns to save your data from mistakes and blunders.

Protect Workbook: It lets you protect your workbook so nobody can add, delete or move your
worksheets in the particular workbook. Also renaming of workbooks is also prevented using this tool.

View ribbon: We will focus on one particular tool in this ribbon which is called Freeze Panes.

Freeze Panes: This tool lets you freeze particular rows, columns or a custom area which will be visible to
you no matter where you move in your worksheet. It is mostly useful when you are working on a lengthy
worksheet and need certain data visible at all times.

pg. 13