MS EXCEL 1/19/2013 1

INDEX
 INTRODUCTION TO EXCEL…………………………………...3
 OVERVIEW OF EXCEL…………………………………………...4
 OFFICE BUTTON……………………………………….......... 5
 RIBBONS………………………………………………………………. 6
 WORKING WITH CELLS…………………………………….... 7-8
 FORMATTING TEXT……………………………………………... 9-11
 CONDITIONAL FORMATTING…………………………….....12-13
 TO INSERT ROWS & COLUMNS………………………….... 14
 EDITING – FILL……………………………………………………….15
 SORTING…………………………………………………………..... 16
 CELL REFERENCING……………………………………........ 17-19
 FUNCTIONS……………………………………………………..…..20-26
 FUNCTION AUDITING…………………………………………...27
 SHORTCUT KEYS……………………………………….......... 28-30
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 INTRODUCTION TO MS-EXCEL
 Excel is a computer program used to create electronic
spreadsheets.

 Within excel user can organize data ,create chart and

perform calculations.

 Excel is a convenient program because it allow user to create

large spreadsheets, reference information, and it allows for
better storage of information.

 Excels operates like other Microsoft(MS) office programs and

has many of the same functions and shortcuts of other MS
programs.

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 OVERVIEW OF EXCEL
 Microsoft excel consists of workbooks.
Within each workbook, there is an
infinite number of worksheets.

 Each worksheet contains Columns and

Rows.

 Where a column and a row intersect is

called a cell. For e.g. cell D5 is
located where column D and row 5
meet.

 The tabs at the bottom of the screen

represent different worksheets within
a workbook. You can use the scrolling
buttons on the left to bring other
worksheets into view.
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 OFFICE BUTTON CONTAINS..
NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING DOCUMENT
(CTRL+O)

SAVE-TO SAVE A DOCUMENT.

(CTRL+S)

SAVE AS-TO SAVE COPY DOCUMENT.

(F12)
PRINT-TO PRINT A DOCUMENT.
(CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

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 THE THREE PARTS
R I B B ONS OF THE RIBBON ARE
TABS

GROUPS

COMMANDS

1 TABS:THERE ARE SEVEN TABS ACROSS THE TOP OF

THE EXCEL WINDOW.

2 GROUPS: GROUPS ARE SETS OF RELATED

COMMANDS,DISPLAYED ON TABS.

COM M ANDS: A COMMAND IS A BUTTON,A MENU

3 OR A BOX WHERE YOU ENTER INFORMATION.

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 WORKING WITH CELLS

TO COPY AND PASTE CONTENTS:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.
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 WORKING WITH CELLS

To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.
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 FORMATTIN G TEXT

TO FORMAT TEXT IN BOLD, TO CHANGE THE FONT STYLE:

ITALICS OR UNDERLINE: Select the cell or cells you want to
Left-click a cell to select it or drag format.
your cursor over the text in the Left-click the drop-down arrow next to
formula bar to select it. the Font Style box on the Home tab.
Click the Bold, Italics or underline Select a font style from the list.
command.

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 FORMATTIN G TEXT

TO CHANGE THE FONT SIZE: TO ADD A BORDER:

Select the cell or cells you want to Select the cell or cells you want to
format. format.
Left-click the drop-down arrow next Click the drop-down arrow next to the
to the Font Size box on the Home tab. Borders command on the Home tab. A
Select a font size from the list. menu will appear with border options.

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 FORMATTIN G TEXT

TO CHANGE THE TEXT COLOUR: TO ADD A FILL COLOUR:

Select the cell or cells you want to format. Select the cell or cells you want to
Left-click the drop-down arrow next to format.
the Text Color command. A color palette Click the Fill command. A color
will appear. palette will appear.
Select a color from the palette. Select a color from the palette.

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 CONDITIONAL FORMATTING

 TO APPLY CONDITIONAL FORMATTING:

 Select the cells you would like to format.
 Select the Home tab.
 Locate the Styles group.
 Click the Conditional Formatting command. A menu
will appear with your formatting options.

TO REMOVE CONDITIONAL FORMATTING:

Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.

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 FORMATTING

TO APPLY NEW FORMATTING: TO MANAGE CONDITIONAL FORMATTING:

Click the Conditional Formatting Click the Conditional Formatting command.
command. Select New Rules from Select Manage Rules from the menu. The
the menu. There are different Conditional Formatting Rules Manager dialog
rules, you can apply these rules to box will appear. From here you can edit a rule,
differentiate particular cell. delete a rule, or change the order of rules.

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 TO INSERT ROWS & COLOUMS

NOTE:
1. The new row always
appears above the
selected row.

2. The new column always

appears to the left of
the selected column.
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.
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 EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO A CROSSHAIR.

 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK

AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.

 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL

IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.

 EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES,

DAYS OF THE WEEK, MONTHS.
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 SORTING
TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information in
the Category column is organized in
alphabetical order.

TO SORT FROM SMALLEST TO LARGEST:

Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the smallest
to largest amount.
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 CELL REFERENCING A RELATIVE
CELL
REFERENCE AS
(A1) IS BASED
ON THE
RELATIVE
POSITION OF
IN CELL (C1) SUM FUNCTION IS USED. THE CELL. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). THE POSITION
WHEN THE POSITION OF THE CELL IS CHANGED FROM
OF THE CELL
(C1) TO (D3),THEN THE REFERENCE IS ALSO CHANGED
FROM (A1,B1) TO (B3,C3). THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.
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 CELL REFERENCING AN ABSOLUTE
CELL
REFERENCE AS
($A$1) ALWAYS
REFERS TO A
CELL IN A
SPECIFIC
IN CELL (C1) SUM FUNCTION IS USED.
LOCATION. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) THE POSITION
TO (D3),THEN THE ABSOLUTE REFERENCE REMAINS THE OF THE CELL
SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN. THAT CONTAINS
THE FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
SAME.
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 CELL REFERENCING A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE
COLUMN AND
RELATIVE ROW OR
IN CELL (C1) SUM FUNCTION IS USED. ABSOLUTE ROW
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). AND RELATIVE
WHEN THE POSITION OF THE CELL IS CHANGED FROM COLUMN. AN
(C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM 1 ABSOLUTE
TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B). COLUMN
REFERENCE TAKES
THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.
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 FUNCTIONS
SYNTAX OF DATEDIF
=DATEDIF(START_DATE,END_DATE,”INTERVAL”)

START DATE-
Date from which u want to
calculate difference.

= END DATE-
= Date up to which u want to
= calculate difference.
=
INTERVAL-
=
Form in which u want to
=
calculate difference.
“ D ” - D AY S
“M”- MONTHS This says that I
“ Y ” - Y EAR S am 19 years 6
“ Y M ” - M O N T H S O V E R Y EAR months & 18
“ M D ” - D AY S O V E R M O N T H days old
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 FUNCTIONS
SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANGE)

RANGE-
Range of cells on which conditions
are applied.

CRITERIA-
Condition that defines which cell
or cells will be added.
=
= SUM RANGE-
Actual cells to sum.

NOTE:-
If sum range is not used then range
is used for sum.
WITHOUT
SUM_RANGE
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 FUNCTIONS
SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE)

LOGICAL TEXT-
Any value or expression that can
= be evaluated to TRUE or FALSE.
=
= VALUE IF TRUE-
= Value that is returned if logical
= text is TRUE.
=
= VALUE IF FALSE-
Value that is returned if logical
text is FALSE.

IN COLUMN B DIFFERENT CONDITIONS ARE USED

AND BASED ON THIS, IN COLUMN C DIFFERENT
RESULTS ARE SHOWN.
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 SYNTAX OF FUNCTIONS

COUNT 1.
FUNCTIONS
COUNT
=COUNT(VALUE1,VALUE2,…)
=
= 2. COUNTA
= =COUNTA(VALUE1,VALUE2,…)
=
3. COUNTBLANK
=COUNTBLANK(RANGE)

4. COUNTIF
=COUNTIF(RANGE,CRITERIA)
1. 2. 3. 4.
COUNT ONLY COUNT NO. OF
COUNT CELLS COUNT CELLS
CELLS THAT CELLS THAT
THAT ARE NOT THAT ARE
CONTAINS MEET GIVEN
EMPTY. BLANK.
NUMBER. CONDITION.
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 TEXT FUNCTIONS
SYNTAX OF FUNCTIONS
1. LOWER FUNCTION
=LOWER(TEXT)

2. UPPER FUNCTION
=UPPER(TEXT)

3. PROPER FUNCTION
=PROPER(TEXT)

1. 2. 3.

TO CONVERT TEXT TO CONVERT TEXT TO CAPITALISED

FROM CAPITAL TO FROM SMALL TO EACH WORD OF
SMALL. CAPITAL. TEXT.

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 TEXT FUNCTIONS
SYNTAX OF FUNCTIONS
1. LEFT FUNCTION
=LEFT(An ,3) =RIGHT(An ,3) =MID(An ,2,3) =LEFT(TEXT,NUM_CHARS)

2. RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)

3. MID FUNCTION
=MID(TEXT,STARTNUM,NUM_CHAR)

1. 2. 3.

RETURN SPECIFIED RETURN CHARACTER

RETURN SPECIFIED
NO. OF CHARACTER FROM MIDDLE OF
NO. OF CHRACTER
FROM START OF TEXT,GIVEN A
FROM END OF TEXT.
TEXT. STARTING POSITION.
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 OTHER FUNCTIONS
USES OF FUNCTIONS

= NOW RETURNS CURRENT DATE AND TIME.

= TODAY RETURNS CURRENT DATE ONLY.

= MOD RETURNS THE REMAINDER AFTER A NO.

IS DIVIDED BY A DIVISOR.

= LEN RETURNS THE NO. OF CHARACTERS IN A

TEXT STRING.

= SUM ADD ALL THE NUMBERS.

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 FUNCTION AUDITING
TRACE PRECEDENTS SHOW ARROW THAT INDICATE WHAT
CELLS AFFECT THE VALUE OF THE
CURRENTLY SELECTED CELL.

IN THIS EXAMPLE CELLS A1 & A3

AFFECT THE VALUE OF CELL C2 &
CELLS A1 & A4 AFFECT THE VALUE
OF CELL C6.

TRACE DEPENDENTS SHOW ARROW THAT INDICATE WHAT

CELLS ARE AFFECTED BY THE VALUE
OF THE CURRENTLY SELECTED CELL.

IN THIS EXAMPLE CELL C2 & C6 ARE

AFFECTED BY THE VALUE OF CELL A2
& CELL C6 IS ALSO AFFECTED BY THE
CELL A4.
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SHORTCUT KEYS
PARTICULARS KEYS
 EDIT THE ACTIVE CELL F2
 CREATE A CHART F11
 INSERT CELL COMMENT SHIFT + F2
 FUNCTION DIALOGUE BOX SHIFT + F3
 INSERT A NEW WORKSHEET SHIFT + F11
 NAME MANAGER DIALOGUE BOX CTRL + F3
 VISUAL BASIC EDITOR ALT + F11
 MACRO DIALOGUE BOX ALT + F8
 HIDE THE SELECTED COLUMNS CTRL + 0
 UNHIDE THE COLUMNS CTRL + SHIFT + 0
 HIDE THE SELECTED ROWS CTRL + 9
 UNHIDE THE ROWS CTRL + SHIFT + 9
 SELECT ALL CELLS WITH COMMENT CTRL + SHIFT + O
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SHORTCUT KEYS
PARTICULARS KEYS
 DOWN FILL CTRL + D
 RIGHT FILL CTRL + R
 ENTER SUM FUNCTION IN CELL ALT + =
 EURO SYMBOL ALT + 0128
 CENT SYMBOL ALT + 0162
 POUND SYMBOL ALT + 0163
 YEN SYMBOL ALT + 0165
 ENTER NEW LINE IN ACTIVE CELL ALT + ENTER
 CURRENT DATE CTRL + ;
 CURRENT TIME CTRL + SHIFT + ;
 SHOW FORMULA CTRL + `
 SELECT ENTIRE COLUMN CTRL + SPACEBAR
 SELECT ENTIRE ROW SHIFT + SPACEBAR
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 SHORTCUT KEYS
PARTICULARS KEYS
 APPLIES NUMBER FORMAT CTRL + SHIFT + !
 APPLIES CURRENCY FORMAT CTRL + SHIFT + $
 APPLIES PERCENTAGE FORMAT CTRL + SHIFT + %
 APPLIES EXPONENTIAL FORMAT CTRL + SHIFT + ^
 APPLIES GENERAL NO. FORMAT CTRL + SHIFT + ~
 APPLIES TIME FORMAT CTRL + SHIFT + @
 APPLIES DATE FORMAT CTRL + SHIFT + #
 APPLIES OUTLINE BORDER CTRL + SHIFT + &
 REMOVE OUTLINE BORDER CTRL + SHIFT + _

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