DEPARTMENT OF

MASTER OF BUSINESS ADMINISTRATION

(I Year I Semester)

IT SKILL LAB MANUAL

Prepared by:
Imran Raza Khan
(Assistant Professor)
Dept. of Computer Science & Engineering
 INDEX
S.NO. NAME OF THE EXPERIMENT Page NO.
I ABOUT EXCEL

Introduction, Uses of Excel, New functions and features of excel

1. 1
2007
Getting started with excel: Opening a blank or new workbook,
2. 8
general organization
3. Highlights and main functions: Home, Insert, page layout, formulas 14
4. Highlights and main functions: Data, review, view, add-inns 22
5. Using the Excel help function0. 28
GENERAL EXCEL LESSONS

6. Customizing the Quick Access Toolbar 28

7. Creating and Using Templates 29
Working with Data: Entering, Editing, Copy, Cut, Paste, Paste
8. 30
Special
9. Formatting Data and Using the Right Mouse Click 31
10. Saving, Page Setup, and Printing 31
11. Using Headers and Footers 32
Manipulating Data, using Data Names and Ranges, Filters and Sort
12. 33
and Validation Lists
13. Data from External Sources 38
14. Using and Formatting Tables. 39
15. Basic Formulas and Use of Functions 42
16. Data Analysis Using Charts and Graphs 45
17. Managing, Inserting, and Copying Worksheets 46
18. Securing the Excel Document (Protect Cells and Workbook) 47

II ADVANCED EXCEL LESSONS

19. Advanced Formulas and Functions 52

20. Advanced Worksheet Features 55
21. Advanced Data Analysis using PivotTables and Pivot Charts 64
22. Shortcut Keys. 68
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PART A
EXP 1: INTRODUCTION, USES OF EXCEL, NEW FUNCTIONS AND
FEATURES OF EXCEL 2007

Excel is an electronic spreadsheet program that can be used for storing, organizing, analyzing
and manipulating data. Microsoft Excel consists of worksheets. Each worksheet consists of a
grid of columns and rows. There are 16,384 columns in each worksheet, lettered
consecutively from A to XFD. The rows are numbered consecutively from 1 to 1,048,576
.The number of columns and rows you can have in a worksheet is limited by your computer
memory and your system resources.
Microsoft Office Excel possess many similarities, which can make it difficult to decide which
program you should use. For example, both programs can store large amounts of data, run
powerful queries and analysis tools to slice and dice that data, and perform sophisticated
calculations that return the data that you need.

However, each program has clear advantages — depending on the type of data that you are
managing and what you want to do with that data. For example, if it is your goal to maintain
data integrity in a format that can be accessed by multiple users, Access is your best choice,
whereas Excel is better suited for complex numerical data that you want to analyze in depth.

In Excel 2007, more is truly better. Microsoft has increased the number of columns per
spreadsheet (and per PivotTable) to 16,384 (up from 256) and the number of rows to
1,048,576 (up from 65,536). Other limits have been also expanded: Text cells can now
contain more than 32,000 characters (up from 255). Chances are you'll never reach other
new limits: PivotTables can manipulate more than 16,000 fields (up from an already
generous 255), and formulas can now refer to up to 8,000 cells (memory permitting), so it's
fortunate that Excel 2007 lets you drag the corner of the formula bar to expand it.

Excel 2007's memory manager can handle 2GB (double the amount in Excel 2003), so
calculations execute faster. The new version also takes advantage of dual-core processors
and multithreaded chip sets, so if you're lucky enough to be running it on a machine with
either feature, expect a noticeable speed boost.

NEW FUNCTIONS
In 2007 Microsoft has added 5 new functions to Excel. If you use any of these functions and
send the resulting workbooks to colleagues who are using Excel 1997 to 2006, the new
functions will not work. There has always been an extremely powerful and easy to use
function in Excel that can do anything that can be done with 4 of the new functions
(SUMIFS, COUNTIFS, AVERAGEIF, AVERAGEIFS). As a matter of fact you can do even more
than with any of the new functions with SUMPRODUCT. As for the 5th new function
(IFERROR), you can do the same thing combining two old and friendly functions IF and
ISERROR. The functions SUMIFS, AVERAGEIFS and COUNTIFS perform selective calculations:
they take into account only those values which fulfill several criteria. The values could be in
a range s panning several rows and columns.

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Useful Excel Functions by Category
Excel Database Functions
Excel Date and Time Functions
Excel Engineering Functions
Excel Financial Functions
Excel Information Functions
Excel Logical Functions
Excel Lookup and Reference Functions
Excel Mathematical Functions
Excel Statistical Functions
Excel Text Functions
Special Excel Functions
SUMPRODUCT
INDEX/MATCH
SUBTOTAL
ISERROR
Other Pages on Excel Functions and Formulas
The Signs in Excel Formulas
Absolute and Relative References „$‟
Analysis Toolpak
The Signs in Excel Formulas
Signs What it Does

= Equals (all formulas begin with an equal sign.)

( Open parenthesis
) Close parenthesis
, Separating arguments
: From A1 to A23 A1:A23
Plus. *** Also: used to submit more than one argument as criteria within a
+
SUMPRODUCT formula.
- Minus
* Multiplies. *** Also: used to separate arguments in SUMPRODUCT formulas
/ Divides

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< Smaller than: used mostly within IF formulas

> Greater than: used mostly within IF formulas

"" What is within the quotes is text

& Working with text, assembling strings (chains of characters), concatenation

(Space) Separating arguments (Metric system)
$ Absolute/Relative References
^ Returns the result of a number raised to a power
' Transforms any content into text
[ Surrounds the name and path of another workbook to which refers a formula.
]
{ Surrounds and identifies array formulas that are entered with SHIFT/CTRL/ENTER
} Surrounds and identifies array formulas that are entered with SHIFT/CTRL/ENTER

New features of excel 2007

New visualization tools
Charts and graphs now support 16 million colors, and improved color support is evident
throughout this version, especially in several new visual tools for highlighting data. For
example, in Excel 2007 you can use conditional formatting to set the background color of a
cell or use a colored bar (called a data bar) -- the length corresponds to the cell's value.

You can also add icons to cells based on their value, giving your worksheet a dashboard-like
quality. For example, assigning traffic-light icons to a range of cells is a snap, and Excel's
built-in logic assigns colored circles based on the value of the cell: green for the highest third,
yellow for the middle third and red for the bottom third.

You can add colored bars to indicate the value in a cell (left) or apply a three-icon set to
indicate which third data falls into (right).

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Similarly, a four- or five-icon set (such as set of vertical bars similar to what your cell phone
uses to indicate signal strength) displays icons based on which quartile or quintile the value
falls into.

In all cases, you can control the ranges for each icon in the set -- allowing you, for instance,
to use a green traffic light to indicate only the highest 10% of values.

Conditional formatting rules are easy to adjust. Click to view larger image.

Better sorting and filtering

You can sort by value or the icon used in conditional formatting.

Sorting data -- previously limited to three levels -- has been expanded to 64 levels. Best of
all, while you can still sort data based on values (to sort a date column chronologically, for
instance), you can also sort by font, color or icon used with conditional formatting. Thus, you
can display all your green traffic lit cells together, followed by the yellow lights, then the red.

Other visualization tools eliminate the need for complicated macros or formulas. New
conditional formatting options let you highlight duplicates, unique values, the top/bottom
10%, values above or below the average, cells less than or greater than a specified value, or
cells within a range (highlighting cells containing values between 1 and 10, for example).

The new Filter feature offers check boxes to let you pick which rows you want to see.

If you don't need to see all values, the vastly improved Filter feature puts check boxes (for up
to 1,000 values) in a pull-down list, allowing you to easily pick multiple values to display.
Likewise, the new Remove Duplicates feature hides rows based on the duplicate values in
columns you specify.

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Working with PivotTables
Among the notable improvements in Excel are tools to make existing features easier to use.
Take PivotTables, for example.
(For the uninitiated, PivotTables allow you to view your data differently -- think "slice and
dice." For example, you can summarize sales by agent by month or, with a simple drag-and-
drop motion, summarize sales by month and within month by agent.)

In Excel 2007, you still set up PivotTables using a wizard, which is slightly changed from
Excel 2003. However, once you have a PivotTable defined, manipulating it is considerably
easier. Instead of dragging and dropping elements within the table itself, you can use the
wizard to make choices -- checking boxes to select which fields to display or choose sorting
options, for example. Excel 2007 makes it easier to switch columns and rows, filter values,
and use or hide field names. In addition, conditional formatting (those data bars or traffic
lights we mentioned) can be applied to cells displayed in PivotTables.

PivotTables are easier to use, thanks to a new PivotTable panel.

Styles and Themes

One of the promises of the Ribbon interface, according to Microsoft, is that some features are
more obvious and usable. That's certainly true of Styles, a formatting tool from previous
versions of Excel that is now available using a "gallery" interface introduced in Office 2007.

Choose a style from the gallery and see it applied to your selection.

You can quickly apply a collection of settings, from the font used to the background color
and border style to cells, tables and PivotTables. As you mouse over the choices, Excel 2007
applies each style to your selection so you can preview the effect without making the change
permanent. One particularly noteworthy improvement to formatting is how Styles now
respond to changes within your worksheet. In Excel 2003, you could apply a "green bar"
effect so that the background color in rows alternated between green and white. However,
once you added a row, the pattern was interrupted, and you needed to reapply the
AutoFormat, a clumsy and awkward procedure.

A table with the Equity theme applied.

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In Excel 2007, that same pattern is adjusted whenever you add one or more rows. (Styles are
equally smart when you add columns, for patterns that alternate between columns.) Styles
will even adjust when you filter or hide rows or columns. Themes, new to Office 2007, are
style collections that include a color scheme, font, fill effects and more. Shared by several
Office 2007 applications, themes can be applied to charts, tables and PivotTables in Excel,
giving your work a consistent look and feel. That's especially useful when you're creating a
chart that you want to copy to PowerPoint or Word.

To use Themes, select the Page Layout tab and click the Themes button to choose a new
theme. You can also customize any theme or create new ones. One important caveat: Be
aware that Themes only work if you're using Word's new Office XML format; they won't
work on old-style .xls files.

The Ribbon interface also makes it more enjoyable to work with charts. Excel's charts have a
whole new look, thanks to the new graphics engine in all Office 2007 applications. The
layouts use different color palettes and fonts, but the important difference is the ability to
more easily apply graphical effects, such as bevels and shadows, to individual elements (such
as columns or pie slices).

With Excel's new charting engine, you can control everything about charts, from shadows to
the amount of rounding on the corners of bars and columns. The Ribbon has a Chart Tools
group (with tabs for Design, Layout and Format) to put more charting options at your
fingertips and eliminate most of the right-clicking you had to do to adjust charts in previous
versions: switching rows and columns, controlling gridlines and axes, and adding trend lines.

Table tools
Excel's new table features make it less likely you'll have inconsistent formulas. Once you
identify a contiguous range of cells as a table, Excel provides calculated columns. For
example, if you add a column to the right of your table and enter a formula in any row, the
formula will be copied to all cells in that new column, saving the time of executing a
copy/paste command.

Even smarter, add a row and Excel is sure to include it in a total on the bottom row. (In
previous versions of Excel, adding a row at the top or bottom of a range meant you risked
omitting cells in that row from the sum formula.)

Working with a Total row.

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Furthermore, options on the Table Tools Design context-sensitive tab let you toggle the
formatting of the first column or the first row. One click and you can add a Total row (though
Excel lacks a similar command to add a Total column), then change what each column in that
row computes (total, average, minimum and so on). In addition, as you scroll down through a
lengthy table, Excel replaces the column headings (the gray boxes with A/B/C above the
columns) with values from the table's header row -- a subtle improvement, to be sure, but it's
a more efficient technique than having to freeze rows to see column headings.

Finally, the new Table Gallery makes it easy to select and apply a sophisticated look.

Other changes
There are dozens of other small changes In Excel 2007. Among the 51 new functions are
some to fetch data from OLAP cubes, calculate Bessel functions (for engineers), convert
numbers (decimal to binary, hex to octal and so on) and work with complex numbers
(calculating the square root or sine of a complex number, for example).
Two new functions, SUMIFS and AVERAGEIFS, let you choose cells that meet multiple
conditions without having to use nested functions. Speaking of nesting, should you need it,
the number of nesting levels has increased, from seven in Excel 2003 to 64.

Saving a document in PDF or XPS format is now possible through the Office button.

Staying compatible
You'll have to deal with four new XML-based file formats in Excel 2007 -- .xlsx for standard
worksheets, .xlsm for those with macros, plus .xltx and .xltm for templates. Like Word 2007,
Excel 2007 offers a compatibility checker and tells you if your workbook contains features
that previous versions of Excel won't support. Choose Office button > Prepare > Run
Compatibility Checker to launch it.
If you're sharing documents, you'll probably want to save them in Excel 2003 format to
maintain compatibility with other users -- at least until the new 2007 file format becomes the
standard or you know your recipient has the free patch that lets Office 2003 users read and
work with 2007 files.

Setting the default Save format.

To set Excel 2007 to save to the 2003 format by default, click on the Office button and then
the Excel Options button. In the left panel of the screen that appears, click Save, then locate
the "Save workbooks" area on the right. From the "Save files in this format" drop-down list,
choose Excel 97-2003 Workbook and click OK.

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EXP 2: Getting started with excel: Opening a blank or new workbook,

general organization

In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you
click the button, a menu appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.

The Microsoft Office Button

In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you
click the button, a menu appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.

The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays
the name of the workbook you are currently using. At the top of the Excel window, you
should see "Microsoft Excel - Book1" or a similar name.

The Ribbon

You use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the Excel window, below
the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays
several related command groups. Within each group are related command buttons. You click
buttons to issue commands or to access menus and dialog boxes. You may also find a dialog
box launcher in the bottom-right corner of a group. When you click the dialog box launcher, a
dialog box makes additional commands available.

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Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are
numbered 1 to 1,048,576. The number of columns and rows you can have in a worksheet is
limited by your computer memory and your system resources.

The combination of a column coordinate and a row coordinate make up a cell address. For
example, the cell located in the upper-left corner of the worksheet is cell A1, meaning
column A, and row 1. Cell E10 is located under column E on row 10. You enter your data
into the cells on the worksheet.

The Formula Bar

Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the Name
box which is located on the left side of the Formula bar. Cell entries display on the right side
of the Formula bar. If you do not see the Formula bar in your window, perform the following
steps:

1. Choose the View tab.

2. Click Formula Bar in the Show/Hide group. The Formula bar appears.
Note: The current cell address displays on the left side of the Formula bar.

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The Status Bar

The Status bar appears at the very bottom of the Excel window and provides such
information as the sum, average, minimum, and maximum value of selected numbers. You
can change what displays on the Status bar by right-clicking on the Status bar and selecting
the options you want from the Customize Status Bar menu. You click a menu item to select
it. You click it again to deselect it. A check mark next to an item means the item is selected.

Move around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the down arrow
key to move downward one cell at a time. You can use the up arrow key to move upward one
cell at a time. You can use the Tab key to move across the page to the right, one cell at a
time. You can hold down the Shift key and then press the Tab key to move to the left, one
cell at a time. You can use the right and left arrow keys to move right or left one cell at a
time. The Page Up and Page Down keys move up and down one page at a time. If you hold
down the Ctrl key and then press the Home key, you move to the beginning of the worksheet.

Application Window

The Application Window provides the space for your worksheets and workbook elements
such as charts. The components of the Application Window are described below:

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Name Box Above the Standard Displays the address of the

toolbar, on the left hand active cell.
side.

Formula Bar Next to the Name Box Displays the contents of the
active cell.

Sheet Tabs Lower, left-hand corner Shows the worksheet or chart

of window sheet names.

Formatting Palate The pane on the right- Opens automatically in some

side of the Excel window situations that require you to
choose from a list of options,
allows you to use commands
while still working on your file.

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Workbook Window: The components of the Workbook Window are described below:
Component Description
Workbook
A series of spreadsheet pages contained in
one Excel file. (In the picture, Sheets 1 and 2
comprise Workbook 2.)

Worksheet
A grid of columns and rows where columns
are designated by letters running across the
top of the worksheet and rows are designated
by numbers running down the left side of the
worksheet.

Cell The intersection of a row and a column. A

cell is referred to by its column/row location.
You can enter data directly into any cell that
is active. (Active cell distinguished by
appearing to be 3-D and its address displayed
in the Name Box.)
Scrollbars Navigates to different areas of the active
worksheet and are located on the right and
bottom of the worksheet.

Sheet tabs
Moves from one worksheet to another
worksheet and are located at the bottom of the
workbook. Right-clicking on the sheet tab
will display options.
Scrolling buttons
Scrolls the display of sheet tabs one at a time
or to display the first and last grouping of
sheet tabs and are located to the left of the
sheet tabs.

Navigation

As you enter and edit data, you will need to move through the worksheet. Excel provides a
variety of methods for quickly navigating the worksheet.

After completing this module, you should be able to:

Define each of the quick navigation techniques and the action it will cause.
Divide a worksheet into panes by freezing sections of data.

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Below is a summary of quick navigation techniques in Excel:

Action Results

Click Cell Makes the cell active

Return Moves the active cell one cell down

Shift+Return Moves the active cell one cell up

Tab Moves the active cell one cell to the right

Shift+Tab Moves the active cell one cell to the left

Arrow Keys Moves the active cell left, right, up or down one row or column

Home Moves the active cell to column A of the current row

Ctrl+Home Moves the active cell to A1

Moves active cell to the top or bottom of the current column with data.
End Pressing one of the directional arrow keys will move the active cell to the
left-most or right-most cell in the current row with data

Ctrl+End Moves the active cell to the last cell in the spreadsheet with data

Page Up/Page Moves the active cell up or down by one screen full of rows
Down

Note: If you want to confine the cell movement to a specific range, you can highlight that
range and then use the Enter key to move through the selected cells. The cell selection will
wrap within the range. You can also use the Tab and Enter keys while working in a range, but
note that if you use the arrow keys your range will be deselected.

Freezing Panes
When working with larger spreadsheets, it may be helpful to keep the column titles in sight
while navigating the data. In Excel, you can divide the worksheet into panes by freezing
particular sections of data. When you freeze the row containing the column titles, they will be
locked in place while you scroll through the rest of the worksheet.
To freeze column titles:

Make sure that your worksheet is being viewed in Normal (Go to View menu, select
Normal)
Select and highlight the desired columns/rows to freeze.
Select the Window menu.
Select Freeze Panes.

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EXP 3: HIGHLIGHTS AND MAIN FUNCTIONS: HOME, INSERT,

PAGE LAYOUT & FORMULAS
The Ribbon is designed to help you quickly find the commands that you need to complete a
task. Commands are organized in logical groups, which are collected together under tabs.
Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter,
some tabs are shown only when needed. For example, the Picture Tools tab is shown only
when a picture is selected.

The Home tab

The home tab in Excel 2007 ribbon is divided into 7 groups, or sections, presented in a
toolbar:

1. Clipboard : contains the main edit commands: Cut, Copy and Paste plus the Format
painter. The Paste command can be expanded by clicking on the arrow below it to give a
submenu which is basically a Paste Special options.

2. Font: Options for font type, size, color, border .. etc.

3. Alignment: Text vertical and horizontal alignment, indentation, text wrapping… etc.

4. Number: Number formatting e.g. Number, Date, accounting. Also decimals, comma style
and percentage.

5. Styles: Allows you to specify Conditional formatting by defining formatting rules. You
can also format a selected cell by selecting one of the built in formatting styles or you can
define a range as a table, and give it one of the predefined styles, or further more you can
define your own style.

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6. Cells: Allows you to Insert, delete or format, not only cells but also whole columns, rows
or sheets. Formatting also includes renaming, hiding or protecting.

7. Editing: Mainly for formulas, sorting, filtering, find and replace.

Note:
Click on the arrow below or next to each option to reveal more options.

Insert Tab

The Insert tab in Excel 2007 user interface consists of 5 groups:

Tables

Allows you to:

1. Define a range of cells as a table for easy filtering and sorting.

2. Create a pivot table form your data.

More table or pivot table options will be shown when the table is created.

Pivot Table - Summarize data using a Pivot Table. Pivot Table

makes it easy to arrange and summarize complicated data and drill
down on details.

Table - Create a table to manage and analyze related data. Tables

make it easy to sort, filter, and format data within a sheet. You can
also use the keyboard shortcut Ctrl + T to create a table.
Illustrations

To insert picture, clip art, shapes or SmartArt (a more stylish flowchart-like shapes).

Picture - Insert a picture from a file.

Clip Art - Insert Clip Art into the document, including movies, sounds, or stock
photography to illustrate a specific concept.

Shapes - Insert ready-made shapes, such as rectangles and circles, arrows, lines,
flow chart symbols, and callouts.

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SmartArt - Insert a Smart Art graphic to visually communicate information. Smart

Art graphics range from graphical lists and process diagrams to more complex graphics,
such as Venn diagrams and organization charts.

Charts

To insert different types of charts. More chart specific options will be shown when the chart
is created.

Column - Insert a column chart. Column charts are used to compare values across
categories. If chart data is selected, or the cursor is in or adjacent to the data, pressing
F11 automatically creates a column chart.

Line - Insert a line chart. Line charts are used to display trends over time.
Pie - Insert a pie chart. Pie charts display the contribution of each value to a total.
Use a pie chart when values can be added together or when you have only one data
series and all values are positive.

Bar - Insert a bar chart. Bar charts are the best chart type for comparing multiple
values.

Area - Insert an are chart. Area charts emphasize differences between several sets of
data over a period of time.

Scatter - Insert a Scatter chart, also known as an X Y chart. This type of chart
compares pairs of values. Use a Scatter chart when the values being charted are not in X-
axis order or when they represent separate measurements.

Other Charts - Insert a stock, surface, doughnut, bubble, or radar chart.

Diagonal Arrow - Click on the arrow in the bottom right corner of Charts to see the
Insert Chart dialog box to see all of the available charts.

Links

Hyperlink - Create a link to a Web page, a picture, an e-mail address or a

program. You can also use the keyboard shortcut Ctrl + K to create a
hyperlink.

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Text

To insert text box, header and footer, wordart, digital signature, object (embedded document
like word or power point presentation) or a symbol.

Text Box - Insert a text box that can be positioned anywhere on the page. In Office
2007 you can also create a text box by using the Paste as Picture feature when on the
Home tab.

Header & Footer - Edit the Header or Footer of the document. The information in the
Header or Footer will appear at the top or bottom of each printed page.

WordArt - Insert decorative text in your document. Caution : if you are a long-time
user of Word Art you may be a bit disappointed in the 2007 version - the choices are a
bit tame.

Signature Line - INsert a signature line that specifies the individual who must sign.
Inserting a digital signature requires that you obtain a digital ID, such as one from a
certified Microsoft partner.

Object - Insert an embedded object. Some objects supported are Adobe Acrobat
documents, Photoshop Elements images, Microsoft Equation, and several others.
Symbol - Insert characters that are not on your keyboard, such as copyright symbols,
trademark symbols, paragraph marks, and Unicode characters. This is way beyond
Wingdings or Webdings. Even Times New Roman has a large number of symbols and
foreign letter characters which can be inserted.

Page layout Tab

The page layout tab in Excel 2007 ribbon consists of 5 groups:

Themes

Change the theme of the current worksheet including fonts, colors and fill effects.

Themes - Change the overall design of the entire document, including colors, fonts,
and effects.

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Colors - Change the colors for the current theme.

Fonts - Change the fonts for the current theme.
Effects - Change the effects for the current theme.

Page Setup

Specify page margins, orientation, size, background …etc.

Margins - Select the margin sizes for the entire document or the current selection.

Orientation - Switch the pages between portrait and landscape layouts.

Size - Choose a paper size for the current section. To apply a specific paper size to
all sections of the document, click on More Paper Sizes .

Print Area - Mark a specific area of the sheet for printing.

Breaks - Specify where a new page will begin in the printed copy. Page breaks are
inserted above and to the left of the selection.

Background - Choose an image to display as the background of a sheet.

Print Titles - Specify rows and columns to repeat on each printed page.
Diagonal Arrow - Click on the arrow in the bottom right corner of Page Setup to see the
Page Setup dialog box (Page tab selected, three other tabs are available)

Scale to Fit

Specify scaling of the page so that you force the document to fit into a specific number of
pages.
Width - Shrink the width of printed output to fit a maximum number of pages.
Height - Shrink the height of printed output to fit a maximum number of pages.
Scale - Stretch or shrink the printed output to a percentage of its actual size. The
maximum width and height must be set to "Automatic" to use this feature.
Diagonal Arrow - Click on the arrow in the bottom right corner of Scale to Fit to see
the Page Setup dialog box (Page tab selected, three other tabs are available)

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Sheet Options

Switch sheet direction (right-to-left), view or print gridlines and view or print worksheet
headings (letters at the top of the sheet and numbers to the left of the sheet).

Gridlines - Show, or hide, the lines between rows and columns in the sheet.
Showing makes numbers in columns or rows easier to read or edit. Hiding gridlines is
useful if you are making a graphic organizer in Excel. These lines will not print unless
the Print box is checked.

Headings - Show row and column headings. Row headings are the row numbers
on the side of the sheet that range from 1 to 1,048,576. Column headings are the letters
that appear above the columns on a sheet that range from A to XFD. This is also found
on the View tab of an Excel Workbook.
Diagonal Arrow - Click on the arrow in the bottom right corner of Sheet Options to see
the Page Setup dialog box (Sheet tab selected, three other tabs are available)

Arrange

If you have shapes or objects in the worksheet, here you can arrange, align or group the
shapes.

Bring to Front - Bring the selected object in front of all other objects so that no part
of it is hidden behind another object.

Send to Back - Click here to send the selected object back one level or to the back
of all objects.

Selection Pane - Show the Selection Pane to help select individual objects and to
change their order and visibility.

Align - Align the edges of multiple selected objects. You can also center the objects
or distribute them evenly across the page.

Group - Group objects together so that they can be treated like a single object.
Rotate - Rotate or flip the selected object.

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Formulas Tab

The formulas tab in Excel 2007 ribbon consists of 5 groups that deal with formulas and
functions:

Function Library

Chose from a set of Excel 2007 built-in functions. Functions are divided into groups for easy
access.
Insert Function - Edit the formula in the current cell by choosing functions and editing
the arguments. The keyboard shortcut to insert a function is Shift + F3 .
AutoSum - Display the sum of the selected cells directly after the selected cells. The
keyboard shortcut for autosum is Alt + = .
Recently Used - Browse and select from a list of recently used functions.

Financial - Browse and select from a list of financial functions.

Logical - Browse and select from a list of logical functions.

Text - Browse and select from a list of text functions.

Date and Time - Browse and select from a list of date and time functions.
Lookup and Reference - Browse and select from a list of lookup and reference
functions.

Math and Trig - Browse and select from a list of math and trigonometry functions.
More Functions - Browse and select from lists of statistical, engineering, cube, and
information functions.

Defined Names

Manage names of ranges. Create, edit, delete or use in formulas.

Name Manager - Create, edit, delete, and find all the names used in the workbook.
The keyboard shortcut to access the name manager is Ctrl + F3 .
Defined Name - Name cells so that you can refer to them in formulas by that
name. For example, you might name the cells A20 to A40 "Expenses." Names can
be used in formulas to make them easier to understand.

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Use in Formula - Choose a name used in the workbook and insert it into the
current formula.
Create from Selection - Automatically generate names from the selected cells.
Many people choose to use the text in the top row or the leftmost column of a
selection. The keyboard shortcut to create from selection is Ctrl + Shift + F3 .

Formula Auditing

Show or hide formulas, trace dependents, check errors … etc.

Trace Precedents - This will show arrows that indicate what cells affect the
value of the currently selected cell.
Trace Dependents - This will show arrows that indicate what cells are affected
by the value of the currently selected cell.
Remove Arrows - This will remove the arrows drawn by Trace Precedents or
Trace Dependents.
Show Formulas - Display the formula in each cell instead of the resulting value.
The keyboard shortcut to show formulas is Ctrl + ' .
Error Checking - Check for common errors that occur in formulas.
Evaluate Formula - Launch the Evaluate Formula dialog box to debug a formula
by evaluating each part of the formula individually.
Watch Window - Monitors the values of certain cells as changes are made to the
sheet. The values are displayed in a separate window that remains visible,
regardless of what area of the workbook is shown.
Calculation

Specify calculations options for formulas: manual, automatic … etc.

Calculation Options - Specify when formulas are calculated. By default, any time
you change a value that affects other values, the new values are calculated
immediately.
Calculate Now - Calculate the entire workbook now. This is only necessary if
automatic calculation has been turned off. The keyboard shortcut to calculate now
is F9 .
Calculate Sheet - Calculate the current sheet now. This is only necessary if
automatic calculation has been turned off. The keyboard shortcut to calculate sheet
is Shift + F9 .
Solutions

From here you can use the conditional sum wizard and lookup wizard to help you in creating
new formulas.

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EXP 4: HIGHLIGHTS AND MAIN FUNCTIONS: DATA, REVIEW,

VIEW, ADD-INNS

Data Tab

The Data tab in Excel 2007 ribbon consists of 6 groups:

Get External Data

Here you can import data into Excel from various external sources like Microsoft Access,
Microsoft SQL Server, text files or the web.

From Access - Import data from a Microsoft Access database.

From Web - Import data from a web page.

From Text - Import data from a text file.

From Other Sources - Import data from other data sources.

Existing Connections - Connect to an external data source by selecting from a list of

commonly used sources.
Connections
Create and edit connections to external data sources that are stored in
a workbook or in a connection file.

Refresh All - Update all the information in the workbook that is coming from a data
source. The keyboard shortcut to Refresh All is Ctrl + Alt + F5 .

Connections - Display all data connections for the workbook. Data connections are
links to data outside of this workbook which can be upgraded if the source data changes.

Properties - Data Range Properties - Specify how cells connected to a data source will
update, what contents from the source will be displayed, and how changes in the number
of rows or columns in the data source will be handled in the workbook.

Edit Links - This is used to break a link to an external reference. This command will
be unavailable if the workbook does not contain linked information.

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Sort and filter

Sort or filter data based on a specified criteria.

Sort A to Z - Sort the selection so that the lowest values are at the top of the column.
Sort Z to A - Sort the selection so that the highest values are at the top of the column.

Sort - Launch the Sort to sort data based on several criteria at once.

Filter - Enable filtering of the selected cells. Once filtering is turned on, click on the
arrow in the column header to choose a filter for the column. The keyboard shortcut to
filter is Ctrl + Shift + L .
Clear - Clear the filter and sort data for the current range of data.
Reapply - Reapply the filter and sort in the current range. New or modified data in the
column won't be filtered or sorted until you click Reapply. The keyboard shortcut to
reapply is Ctrl + Alt + L .
Advanced - Specify complex criteria to limit which records are included in the result
set of a query.

Data Tools

Here you have various data tools like removing duplicates, validation or data analysis.
Text to Columns - Separate the contents of one Excel into separate columns. For
example, you can separate a column of full names into separate first and last name
columns. In Word you would use this feature to convert the selected text into columns at
each comma, period, or other character you specify.

Remove Duplicates - Delete duplicate rows from a sheet. You can specify which
columns should be checked for duplicate information.

`Data Validation - Prevent invalid data from being entered into a cell. For example,
you could reject sates or numbers greater than 1000. You can also force input to be
chosen from a dropdown list of values you specify.

Consolidate - Combine values from multiple ranges into one new range.

What-If Analysis - Try out various values for the formulas in the sheet. Scenario
Manager allows you to create and save different groups of values, or scenarios, and
switch between them. Goal Seek will find the right input when you know the result you
want. Data Tables allow you to see the results of many different possible inputs at the
same time.
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Outline

Here you can group data based on a selection or you can create a subtotal in a given column
based on values (keys) of another column.

Group - Tie a range of cells together so that they can be collapsed or expanded. The
keyboard shortcut to Group is Shift + Alt + Right .

Ungroup - Ungroup a range of cells that were previously grouped. The keyboard
shortcut to Ungroup is Shift + Alt + Left .

Subtotal - Total several rows of related data together by automatically inserting

subtotals and totals for the selected cells.
Show Detail - Expand a collapsed group of cells.
Hide Detail - Collapse a group of cells.
Diagonal Arrow - Click on the arrow in the bottom right corner of Outline to see the
Settings dialog box.

Analysis

Provides various data analysis tools like random number generation, histogram or moving
average.

Review Tab
The review tab in Excel 2007 ribbon consists of 3 groups:

Proofing

Spelling - Check the spelling of text. The keyboard shortcut to check spelling is F7 .

Research - Open the Research Task Pane to search through reference materials such
as dictionaries, encyclopedias, and translation services. The keyboard shortcut for
Research is Alt + Click .

Thesaurus - Suggests other words with a similar meaning to the word you have
selected.

Translate - Translate the selected text into a different language.

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The proofing group gives you options to check spelling, translate or check synonyms in the
thesaurus.

Comments

Handles comments: add, edit, delete, show or hide.

Edit Comment - Edit the selected comment. The keyboard shortcut to edit a selected
comment is Shift + F2 . Note: This button will not be displayed unless a cell containing a
comment has been selected.

New Comment - Add a comment about the selected cell. The keyboard shortcut to
add a comment is Shift + F2 . Note: This button is the default view in the Comments
section rather than the Edit Comment button displayed at the top of this explanation.

Delete (comment) - Delete the selected comment.

Previous (comment) - Select the previous comment in the worksheet.

Next (comment) - Navigate to the next comment in the document.
Show/Hide Comment - Show or hide the comment attached to the selected sheet.
Show All Comments - Display all comments in the sheet.
Show Ink - Show or hide any ink annotations on the sheet.

Changes

Protect Sheet - Prevent unwanted changes to the data in a sheet by specifying what
information can be changed. For example, you can prevent people from editing locked
cells or changing the formatting of the document. You can specify a password that can be
entered to unprotect the sheet and allow these changes.

Protect Workbook - Prevent unwanted changes to the structure of the workbook, such
as moving, deleting, or adding sheets. You can specify a password that can be entered to
unprotect the workbook and allow these changes.

Share Workbook - Allow multiple people to work in a workbook at the same time.
The workbook should be saved to a network location where multiple people can open it.
Workbooks containing tables cannot be shared.
Protect and Share Workbook - Share the workbook and protect it with a password at the
same time. The password will prevent others from turning off change tracking.
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Allow Users to Edit Ranges - Allows specific people to edit ranges of cells in a
protected workbook or sheet. Before using this feature, first set security on the sheet by
using the Protect Sheet command. To use this feature, your computer must be joined to a
Microsoft Windows domain.

Track Changes - Track all changes made to the document, including insertions,
deletions, and formatting changes. For workbook and worksheet protection, workbook
sharing or tracking of changes.

View Tab

The view tab in Excel 2007 ribbon consists of 5 groups:

Workbook Views

Switch between Normal, printer page layout or page break views. You can also create and
show your custom views or switch to full screen view.

Show/Hide
You can show or hide gridlines, formula bar or columns and
row headings.

Zoom

Zoom in or out with different options.

Window

Create new windows, arrange windows and switch between them, freeze panes or save a
workspace.

Macros

This group handles VBA macros. You can record, edit or run macros.
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Developer Tab

Excel 2007 user interface does not show the developer tab in the default display. If it is not
shown in the ribbon then see How to show the developer tab in Excel 2007.

The developer tab consists of 4 groups:

Code

The Code group gives you access to the visual basic editor. You can access your existing
macros and write or record new ones. You can also setup macro security level (enable macros
to run or disable them).
Control
The Control group allows you to insert user controls, switch b/w
design mode and normal mode, access control properties, view
code within controls or run a dialogue (user form).

XML
The XML group allows you to add, import or export
XML maps into you workbook.

Modify
In the Modify group you can specify custom document information panel
template (contains author, title, subject ..etc.)

ADD-INS:
An ―Add-In‖ is a software application that adds new functionality to Excel. The Add-In
typically seamlessly fits into the Excel interface, providing accessibility to its functionality
through
new menus
new options in existing menus
new functions
new toolbars and specific toolbar icons

WHAT CAN AN ADD-IN DO?

Almost anything an imaginative software developer could create. Usually, an Add-In
provides functionality that is useful for a particular type of analysis/industry — statistics,
finance, real estate, etc.

WHY USE AN ADD-IN?

The Add-In could have its base code written in software languages like C, C++, FORTRAN,
Pascal, etc. This is important because some algorithms and operations (like simulations)
operate best when written in a specific language. Therefore, the developer uses the best
language/tool to create the functionality and then packages this inside an Add-In.

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EXP 5: USING THE EXCEL HELP FUNCTION

With Classic Menu for Excel 2007, you can click Menus tab to get back the classic style
interface. The Help menu lies in the right most of the toolbar.

Classic Menu for Excel 2007

Help button on Ribbon Interface: Get Excel help Function by using F1 or help icon.
The Help button in Excel is too small that will be easily ignored. Actually the Help button
stays in the top right corner of the window. The button looks like a question mark surrounded
by a circle. The following picture shows its position. Or you can use the shortcut key F1 to
enable the Help window.

Help Function in Microsoft Excel 2007/2010/2013 Ribbon

GENERAL EXCEL LESSONS

EXP 6: CUSTOMIZING THE QUICK ACCESS TOOLBAR

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
gives you with access to commands you frequently use. By default, Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to roll back an
action you have taken, and Redo to reapply an action you have rolled back. To change the
location of the quick access toolbar, click on the arrow at the end of the toolbar and click
Show Below the Ribbon. You can place the quick access toolbar above or below the ribbon.

The Quick Access Toolbar

You can also add items to the quick access toolbar. Right click on any item in the Office
Button or the Ribbon and click Add to Quick Access Toolbar and a shortcut will be added.

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EXP 7: CREATING AND USING TEMPLATES

Office button → new → templates
A template in Excel is a spreadsheet file containing common data and formatting options that
is used as a model for other spreadsheets.
Formatting can include font and layout changes, conditional formatting, color
changes, and any other available options.
Charts can added to the template file as can formulas, functions, look up tables, and
macros.
Steps to creating a template in Excel 2007
1. Enter all of the necessary data.
2. Add or remove rows and columns as needed.
3. Create formulas, charts and other options.
4. Apply all formatting options.

To save the template once all changes have been made to your spreadsheet:
1. Click on the office button to open the drop down menu.
2. Choose the Save As option.
3. Choose the other formats option.
4. Choose the Save As option to open the Save As dialog box.
5. Click on the Save as type option to open the drop down list.
6. Scroll through the list to find the template options.
Template options
There are three templates that can be created in Excel 2007:
Excel Template (*.xltx)
Excel Macro Enabled Template (*.xltm)
Excel 97 - 2003 Template (*.xlt)

If your template contains macros:

choose the Macro Enabled Template (*.xltm) option
If you plan to use your template with older versions of Excel:
choose the Excel 97 - 2003 Template (*.xlt) option
For all other templates:
choose the Excel Template (*.xltx) option
Once saved, your template is stored in the templates folder on your computer.

Accessing Your Templates

To open a template you have created:
1. Click on the office button to open the drop down menu
2. Click on the New option to open the New Workbook dialog box
3. Click on the My templates option in the left hand pane to open the templates dialog
box
4. Click on the template you wish to open
5. Click Ok to open the template in Excel
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Use a template to create a new workbook
1. Click the Microsoft Office Button , and then click New.
2. Under Templates, do one of the following:
To base the workbook on a recently used template, click Blank and recent, and then
under Recently Used Templates, double-click the template that you want to use.
To base the workbook on an installed template, click Installed Templates, and then
under Installed Templates, double-click the template that you want to use.
To base the workbook on a template that you created, click My templates, and then
on the My Templates tab, double-click the template that you want to use.
To base the workbook on another workbook, click New from Existing, and then
double-click the workbook that you want to use.

EXP 8: WORKING WITH DATA: ENTERING, EDITING, COPY, CUT,

PASTE, PASTE SPECIAL
Entering Data
When entering data into a worksheet, type the data into the active cell. Press either the Enter
key or the Tab key to move on to the next cell. Excel will recognize commonly used words
and will give you the option to automatically fill in your cell. For example, if you typed the
word ―Pittsburgh‖ in one cell, and in another cell you started typing ―Pit,‖ it will give you the
option to choose ―Pittsburgh‖ from a list that appears below the cell that you are typing.

Editing Data
To edit data that already exists in the worksheet, you can select the cell and re-type the
information or go to the Formula Bar and make any editing changes there.

Copying & Moving Data

The copy, cut and paste commands are available in Excel, just as they are in other Microsoft
applications. You can access these features either through the Edit menu or the Standard
Toolbar.
The drag-and-drop feature is another way to move data from its original location to another
location in the worksheet. To use the drag and drop method:
Select the cells you wish to move.
Point to an outside border of the cell.
Click and drag the cell(s) to the new location.

Inserting Rows & Columns

As you are creating a spreadsheet, you might find that you need to insert a row or column to
add data. Follow the steps below to insert a single row or column:
Click on the row/column where you want to insert the row/column.
Right click and select Insert from the menu.
Fill Series Function
Excel provides tools for filling in commonly used series of data by incrementing the values
rather than copying them. If a cell contains a number, date or time period that the application
recognizes, you can use the fill series function to extend the series across a range. Below is an
example of using the Fill Series function in an active cell.

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Custom Fill Series
You can create a custom fill series for frequently used text entries if you have a list of
categories that you need to fill in for different areas of the spreadsheet. You can set that list
up as a custom series. When you need to enter the series, you simply type the first value and
use the fill handle to complete the list.
For example, if you are doing a project for your history class and you need to work with data
from all Eastern European countries, you could use the Custom Fill feature to easily enter the
names of the countries.
To create a custom fill series:
Click the Excel tab on the menu bar and choose Preferences.
Under Formulas and Lists, choose Custom Lists. Make sure New List is
highlighted.
In the box on the right hand side, enter the data you want to appear in your custom
list, typing each piece of data on a new line.
Click Add and then OK.
Copy: Coping the data by using copy tab or ctrl+c
Cut: Cut the data by using cut tab or ctrl+x
Paste: Paste the copied or cutted data by using paste tab or ctrl+v
Paste special:
Use the Paste Special dialog to copy complex items from a Microsoft Office Excel worksheet
and paste them into the same worksheet or another Excel worksheet using only specific
attributes of the copied data, or a mathematical operation that you want to apply to the copied
data.

EXP 9: FORMATTING DATA AND USING THE RIGHT MOUSE

CLICK
Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that is displayed
when you select text or right-click text. It displays common formatting tools, such as Bold,
Italics, Fonts, Font Size and Font Color.

EXP 10: SAVING, PAGE SETUP, AND PRINTING

Save
This feature allows you personalize how your workbook is saved. You can specify how often
you want auto save to run and where you want the workbooks saved.

Page Orientation
Through the Page Setup menu, you may want to change the orientation of the page to best
display your data. Portrait orientation prints your worksheet vertically and landscape will
print it horizontally. You get more rows on the page, but fewer columns, when you print with
portrait orientation. When you turn the page on its side and print with landscape orientation,
you get more columns on the page, but fewer rows.
Page Breaks
When a worksheet prints on several pages, Excel inserts automatic page breaks that divide
the worksheet into separate pages for printing. These page breaks appear as dotted lines,
which you can see by looking at the worksheet in Page Break Preview. You can control what
appears on a page by changing those page breaks or creating your own.

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To change an existing page break, follow the steps below:

Select Normal from the View menu.
The default page breaks are dashed lines.
Drag any of the dashed lines to where you want the page break to occur.

To insert a new page break, follow the steps below:

Select the column to the left of where you want the page break to occur.
Select Insert > Page Break.

Column & Row Headings

When you enter data in a worksheet, it's a good idea to put a title at the top of each column
and to the left of each row so that everyone can understand what the data means. If you see in
Print Preview that you have more than one page it's important to print those titles on all the
pages.

To print your column and row headings on every page, follow the steps below:
To Print Titles:
Click the Page Layout tab on the Ribbon
Click the Print Titles button
In the Print Titles section, click the box to select the rows/columns to be repeated
Select the row or column
Click the Select Row/Column Button
Click OK
Printing
You'll need to put some effort into preparing your spreadsheet for printing in order to make
the most of your data. Worksheets can quickly become confusing when you have rows and
columns spilling onto additional pages. In the next few sections, you learn about a few of the
numerous features related to printing with Excel. By the end of this module, you should be
able to:
Prepare a spreadsheet for printing.
Use the Print Preview tool to display the layout of your spreadsheet.
Alter the page orientation to best display your data.
Insert, move and remove a page break.
Apply the Print Titles setting to your spreadsheet.

Print Preview
The first step in preparing your spreadsheet for printing is to preview how your spreadsheet
currently looks through the Print Preview tool. Print Preview shows you what the worksheet
will look like when it is printed.
To access Print Preview in Office 2008:
Select File > Print.
From the Print dialog box, click on the Preview button.

EXP 11: USING HEADERS AND FOOTERS

CREATE A HEADER OR FOOTER

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You can use the Header & Footer button on the Insert tab to create headers and footers. A
header is text that appears at the top of every page of your printed worksheet. A footer is text
that appears at the bottom of every page of your printed worksheet. When you click the
Header & Footer button, the Design context tab appears and Excel changes to Page Layout
view. A context tab is a tab that only appears when you need it. Page Layout view structures
your worksheet so that you can easily change the format of your document. You usually work
in Normal view.

You can type in your header or footer or you can use predefined headers and footers. To find
predefined headers and footers, click the Header or Footer button or use the Header & Footer
Elements group's buttons. When you choose a header or footer by clicking the Header or
Footer button, Excel centers your choice. The table shown here describes each of the Header
& Footer Elements group button options.

To create a header or footer:

Click the Header & Footer button on the Insert tab
This will display the Header & Footer Design Tools Tab
To switch between the Header and Footer, click the Go to Header or Go to Footer
button
To insert text, enter the text in the header or footer
To enter preprogrammed data such as page numbers, date, time, file name or sheet
name, click the appropriate button
To change the location of data, click the desired cell

EXP 12: MANIPULATING DATA, USING DATA NAMES AND

RANGES, FILTERS AND SORT AND VALIDATION LISTS
Data Manipulation
A few techniques for working with data in your spreadsheets:
Enter and edit data.
Copy and move data.
Use the fill series function to complete a series of commonly used data.
Create a custom fill series.
Insert rows and columns.

Named Ranges
You can use cell references or range references for contiguous cells when working with
formulas or applying formulas. This feature comes in handy when you are working with large
spreadsheets where all of the data cannot be displayed on one screen.

To name a range:
Select the cells to be included in the range.
Type a name for the range of cells in the Name Box.

Sorting & Filtering

Sorting and Filtering allow you to manipulate data in a worksheet based on given set of
criteria.

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Basic Sorts
To execute a basic descending or ascending sort based on one column:
Highlight the cells that will be sorted
Click the Sort & Filter button on the Home tab
Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button
Custom Sorts
To sort on the basis of more than one column:
Click the Sort & Filter button on the Home tab
Choose which column you want to sort by first
Click Add Level
Choose the next column you want to sort
Click OK
Filtering
Filtering allows you to display only data that meets certain criteria. To filter:
Click the column or columns that contain the data you wish to filter
On the Home tab, click on Sort & Filter
Click Filter button
Click the Arrow at the bottom of the first cell
Click the Text Filter
Click the Words you wish to Filter
To clear the filter click the Sort & Filter button
Click Clear

What is data validation?

Data validation is an Excel feature that you can use to define
restrictions on what data can or should be entered in a cell. You
can configure data validation to prevent users from entering
data that is not valid. If you prefer, you can allow users to enter
invalid data but warn them when they try to type it in the cell.
You can also provide messages to define what input you expect
for the cell, and instructions to help users correct any errors.

For example, in a marketing workbook, you can set up a cell to

allow only account numbers that are exactly three characters
long. When users select the cell, you can show them a message
such as this one:

If users ignore this message and type invalid data in the cell, such as a two-digit or five-digit
number, you can show them an actual error message.

In a slightly more advanced scenario, you might use data validation to calculate the
maximum allowed value in a cell based on a value elsewhere in the workbook. In the
following example, the user has typed $4,000 in cell E7, which exceeds the maximum limit
specified for commissions and bonuses.

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If the payroll budget were to increase or
decrease, the allowed maximum in E7
would automatically increase or decrease
with it.

Data validation options are located in the Data Tools group.

You configure data validation in the Data Validation dialog box.

When is data validation useful?

Data validation is invaluable when you want to share a workbook with others in your
organization, and you want the data entered in the workbook to be accurate and consistent.

Among other things, you can use data validation to do the following:
Restrict data to predefined items in a list For example, you can limit types of
departments to Sales, Finance, R&D, and IT. Similarly, you can create a list of values
from a range of cells elsewhere in the worksheet. For more information, see Create a
drop-down list from a range of cells.

Restrict numbers outside a specified range For example, you can specify a
minimum limit of deductions to two times the number of children in a particular cell.
Restrict dates outside a certain time frame For example, you can specify a time
frame between today's date and 3 days from today's date.
Restrict times outside a certain time frame For example, you can specify a time
frame for serving breakfast between the time when the restaurant opens and 5 hours
after the restaurant opens.
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Limit the number of text characters For example, you can limit the allowed text
in a cell to 10 or fewer characters. Similarly, you can set the specific length for a full
name field (C1) to be the current length of a first name field (A1) and a last name
field (B1), plus 10 characters.
Validate data based on formulas or values in other cells For example, you can
use data validation to set a maximum limit for commissions and bonuses of $3,600,
based on the overall projected payroll value. If users enter more than $3,600 in the
cell, they see a validation message.

Data validation messages

What users see when they enter invalid data into a cell depends on how you have configured
the data validation. You can choose to show an input message when the user selects the cell.
This type of message appears near the cell. You can move this message, if you want to, and it
remains until you move to another cell or press ESC.

Input messages are generally used to offer users guidance about the type of data that you
want entered in the cell.
You can also choose to show an error alert that appears only after users enter invalid data.

You can choose from three types of error alerts:

Icon Type Use to
Prevent users from entering invalid data in a cell. A Stop alert message has
Stop
two options: Retry or Cancel.
Warn users that the data they entered is invalid, without preventing them
from entering it. When a Warning alert message appears, users can click
Warning
Yes to accept the invalid entry, No to edit the invalid entry, or Cancel to
remove the invalid entry.
Inform users that the data they entered is invalid, without preventing them
from entering it. This type of error alert is the most flexible. When an
Information
Information alert message appears, users can click OK to accept the
invalid value or Cancel to reject it.

You can customize the text that users see in an error alert message. If you choose not to do
so, users see a default message.

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Input messages and error alerts appear only when data is typed directly into the cells. They do
not appear under the following conditions:
A user enters data in the cell by copying or filling.
A formula in the cell calculates a result that is not valid.
A macro enters invalid data in the cell.
If you want to validate a cell to restrict data entry to values in a drop-down list follow these
steps:
1. Select the cell you want to validate.
2. On the Data tab, in the Data Tools group, click Data Validation.

3. The Data Validation dialog box will open.

4. In the Data Validation dialog box, click the Settings tab.

5. Click on the Allow box then select List from the drop-down list.
6. Click the Source box and then type the valid values separated by the appropriate list
separator character depending on your installation( usually a comma ―,‖ or semicolon
―;‖). For example if the cell is for a color of a car then you can limit the values by
entering : Silver, Green, Blue.
7. Instead of typing your list manually, you can also create the list entries by referring to
a range of cells in the same worksheet or another worksheet in the workbook.
8. To specify the location of the list of valid entries, do one of the following:
a. If the list is in the current worksheet, enter a reference to your list in the
Source box, for example enter: =$A$1:$A$6.
b. If the list is on a different worksheet, define a name for your list then enter the
name that you defined for your list in the Source box, for example, enter:
=ValidProjects.
Notes:
1. Make sure that the In-cell dropdown check box is selected. Otherwise, you won’t be
able to see the drop-down arrow next to the cell.
2. To specify how you want to handle blank (null) values, select or clear the Ignore
blank check box.
3. If your allowed values are based on a cell range that has a defined name and there is a
blank cell anywhere in that range, selecting the Ignore blank check box allows any
value to be entered in the validated cell. This is also true for any cells that are
referenced by validation formulas: if any referenced cell is blank, selecting the Ignore
blank check box allows any value to be entered in the validated cell.

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EXP 13: DATA FROM EXTERNAL SOURCES

Importing an External Data File
Importing data into an Excel worksheet is helpful if you want to use Excel to view, process
and/or analyze data stored in another file. For example, many people store data as tab-
delimited text files or comma-separated values (csv) files because they can be opened from
practically any computer.

1. Windows: From the Data command tab, in the Get External Data group, click
FROMTEXT
Macintosh: From the Data menu, select Get External Data » Import Text File...
The Import Text File/Choose a File dialog box appears.

2. Windows: From the Files of type pull-down menu, select All Files
Macintosh: From the Enable pull-down menu, select All Files
3. Navigate to and select the file to import
4. Windows: Click IMPORT
Macintosh: Click GET DATA
The Text Import Wizard appears.

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5. Select Delimited or Fixed Width
The Text Import Wizard automatically selects the display type that it thinks best fits
your data.
A delimiter is a character that separates pieces of data and was specified when the
data was created.
6. Click NEXT
7. If your data is delimited, change and/or confirm the delimiters and click NEXT
NOTE: The Text Import Wizard automatically selects the delimiter that it thinks is
being used (usually Tab). However, you can specify a different delimiter such as,
Semicolon, Comma, or Space.
8. Click FINISH
The Import Data dialog box appears.

9. To place the data in a new worksheet, select New worksheet

To place the data in the existing worksheet
a. Select Existing worksheet
b. Click COLLAPSE DIALOG
c. Select the cell where the imported data will begin
d. Click RESTORE DIALOG
10. Click OK
The data appears in the designated location.

EXP 14: USING AND FORMATTING TABLES

Formatting
Changing the various formatting properties will impact the way numbers and text are
displayed in a worksheet. By default, all cells are in General format where text is aligned to
the left and numbers are aligned to the right. To use other formats, select the cells to be
formatted and click on the appropriate button on the Formatting Toolbar.

To view the Formatting Toolbar, go to the View menu, scroll down to Toolbars, and select
Formatting. The following functions can also be done using the Formatting Palette which
can be accessed by clicking on the Toolbox button on the Standard Toolbar.

The font style and size can be changed by highlighting the cells you wish to format
and choosing the font and size from a drop down menu

.
To Bold, underline, or italicize your cell text click on the appropriate button on the
Formatting Toolbar.

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If you prefer to change the general alignments, you can choose to align your numbers or text
horizontally to the left, center or right by simply highlighting the text you wish to change and
selecting the appropriate button in the alignment group. In the example below, the bottom
alignment choice is selected.

By the end of this module, you should be able to:

Format the cells of your worksheet (number, alignment, font, border and patterns).
Format the rows and columns of your worksheet (AutoFit feature).
Apply conditional formatting to a range of cells.

You can also use the Format menu to change formatting. For example, you can specify the
number of decimal places to be displayed or you can add dollar signs to financial data by
using the Currency format. In Excel, it is also possible to center text across several cells by
using the Merge and Center button on the Formatting toolbar.

You can also add borders and shading to cells by selecting them and then using the Format
menu to specify a border or shading.

Conditional Formatting
In order to help you easily identify important information in your spreadsheet, you can apply
Conditional Formatting to a range of cells.

Select the spreadsheet cells that you wish to be formatted.

Select the Format menu.
Scroll down to Conditional Formatting.
Type in your desired criteria
Click Format to choose how you want the special cells to be formatted (In the
following example, they all appear in red).Click OK on the following 2 screens.

Let’s take a look at an example. Let’s say that you are on a very tight budget for the first
semester of school this year. You don’t have a meal plan, and you don’t want to spend more
than $75 a week on food. You think this is feasible, but you decide to keep track of your
expenses for a month to test out your new budget. In the spreadsheet below we want Excel to
automatically highlight cells that contain numbers greater than 75. After applying
Conditional Formatting, any data matching our desired condition will appear in red font.

This is what the Conditional Formatting window would look like:

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Before Conditional Formatting

After Conditional Formatting

Auto format
In order to quickly apply a format to a spreadsheet:
Select the cells that you wish to be formatted.
Select Format and then AutoFormat from the menu bar.
Scroll through the list on the left to find the most appropriate format.
Click OK.

Below is an example of an Autoformat option.

AutoFit
From time to time, you may see pound signs ( # ) in a cell of your spreadsheet. This indicates
that the data in the cell is too long to be displayed. You can fix this by changing the width of
the column or height of the row. In Excel, you can enlarge the cell by dragging the column
divider line to the right or by dragging the row divider line toward the bottom of the window.
The divider line can be found by placing your mouse between the column/row headers until
the cursor changes to a line with a double-sided arrow.

Note: You can also shrink the size of a cell by moving the column divider line to the left or
by moving the row divider line to the top of the window.

You can also use the AutoFit function to automatically adjust the cell width and height to
accommodate the longest entry by double-clicking on the column divider line.

Cell References
After completing this module, you should be able to:
Explain the difference between a relative and an absolute cell reference.
Create a name for a range of cells.

Relative References
When you copy formulas in Excel, the application will adjust the formulas so that the cell
references are changed relative to their new location. These adjusting references are known as

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relative cell references. Excel is copying the formula relative to where you are and where you
are going.

Below is an example of a copied formula, using relative references.

This example shows that the original formula, in cell B6 was =SUM(B2:B5). This formula
was copied one cell to the right, so Excel automatically updated the formula using a relative
reference to reflect the new cell address, making the new formula =SUM(C2:C5).

Absolute References
There will likely be instances when you want to use a constant in a formula. In this case, you
would use an absolute cell reference. When a formula containing an absolute cell reference is
copied to a new location, the cell reference is not adjusted. To create an absolute cell
reference, you will need to add dollar signs ( $ ) in front of the column and row elements for
the cell referenced.
Below is an example of a copied formula, using an Absolute Reference.

In this example, we are calculating a constant 5% increase in total costs. The amount of the
increase is located in cell C1, so we want that portion of the formula to remain absolute.
When we copy the formula to column C, the only cell number that changed was B7 to C7,
while the $C$1 cell remained constant in the copy process.

EXP 15: BASIC FORMULAS AND USE OF FUNCTIONS

Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to perform
calculations. Formals are started in the formula box with an = sign.

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In Microsoft Excel, you can specify the
direction the cursor moves when you
press the Enter key. In the exercises that
follow, the cursor must move down one
cell when you press Enter. You can use
the Direction box in the Excel Options
pane to set the cursor to move up, down,
left, right, or not at all. Perform the steps
that follow to set the cursor to move
down when you press the Enter key.

1. Click the Microsoft Office button. A menu appears.

2. Click Excel Options in the lower-right corner. The Excel Options pane appears.

3. Click Advanced.
4. If the check box next to After Pressing Enter Move Selection is not checked, click the
box to check it.
5. If Down does not appear in the Direction box, click the down arrow next to the
Direction box and then click Down.
6. Click OK. Excel sets the Enter direction to down.

Perform Mathematical Calculations

Formulas are instructions for performing calculations. The best way to construct a formula is
to use cell references instead of typing numbers in the formula. This enables Excel to
automatically update the results of formulas when you change values in the cells referenced.

Note: All formulas and functions start with the equal sign ( = ).

The ability to perform calculations is one of the purposes of using a spreadsheet application.
Some examples of the types of calculations that can be done include:

totals
subtotals
count
average
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standard deviation

In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether
you enter a number or a formula, you can reference the cell when you perform mathematical
calculations such as addition, subtraction, multiplication, or division. When entering a
mathematical formula, precede the formula with an equal sign.

Arithmetic Operators

Excel uses the standard arithmetic operators and follows the order of operations as described
below:

Order Arithmetic Operator Details

First Parentheses Computations enclosed in parentheses are
performed first.
Second Exponents Computations involving exponents are performed
next.
Third Multiplication and Computations with multiplication and division are
Division performed in the order in which they occur from left
to right.
Last Addition and Computations with addition and subtraction are
Subtraction performed in the order in which they occur from left
to right.
There are many elements to and excel formula.

References: The cell or range of cells that you want to use in your calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel

To create a basic formula in Excel:

Select the cell for the formula
Type = (the equal sign) and the formula
Click Enter

Calculate with Functions

A function is a built in formula in Excel. A function has a name and arguments (the
mathematical function) in parentheses. Common functions in Excel:
Sum: Adds all cells in the argument
Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value

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Count: Finds the number of cells that contain a numerical value within a range of the
argument
To calculate a function:
Click the cell where you want the function applied
Click the Insert Function button
Choose the function
Click OK

For example, you can use the SUM function to add the values in a range of cells. The
function would be similar to the following =SUM(E4:E15). If you were to manually enter a
formula to perform this same calculation, you would have to type
=E4+E5+E6+E7+E8+E9+E10+E11+E12+E13+E14+E15.

Function Library
The function library is a large group of functions on the Formula Tab of the Ribbon. To view
the list of functions in Office 2007 click on the Formula tab and select Insert Function from
the under the Function group.

These functions include:

AutoSum: Easily calculates the sum of a range
Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

Note: The arguments of a function must be contained within parenthesis.

EXP 16: DATA ANALYSIS USING CHARTS AND GRAPHS

Apply a Chart Layout

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts
appears.
4. Click Layout 5. Excel applies the layout to your chart.

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Add Labels
When you apply a layout, Excel may create areas where you can insert labels. You use labels
to give your chart a title or to label your axes. When you applied layout 5, Excel created label
areas for a title and for the vertical axis.

Charting
Charts are graphical representations of your data. Sometimes a chart can communicate much
more effectively than just a table full of numbers. You can quickly spot trends, for example,
by creating a chart. Charts can be created either as an embedded object within your
spreadsheet or on a separate chart sheet.

After completing this module, you should be able to:

Create an embedded chart.
Create a new chart sheet.
Move an embedded chart to a new chart sheet.

Embedded Charts
To create an embedded chart, follow the steps below:
Select the range of data in your spreadsheet that you wish to include in the chart.
Click the Insert.
Select a chart type.

Chart Sheets
To create a chart sheet:
Select the range of data in your spreadsheet that you wish to include in the chart.
Click the Insert.
Under the Charts group select a chart type.
Right click the finished chart and select move chart.
Select New Sheet and click OK.

Adding Data Labels

Click the chart you want to add labels to.
Select the Layout tab on the ribbon.
Under the Labels group click the appropriate modification.

EXP 17: MANAGING, INSERTING, AND COPYING WORKSHEETS

Format Worksheet Tab
You can rename a worksheet or change the color of the tabs to meet your needs.
To rename a worksheet:
Open the sheet to be renamed
Click the Format button on the Home tab
Click Rename sheet
Type in a new name
Press Enter To change the color of a worksheet tab:
Open the sheet to be renamed
Click the Format button on the Home tab
Click Tab Color
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Click the color

Reposition Worksheets in a Workbook

To move worksheets in a workbook:
Open the workbook that contains the sheets you want to rearrange
Click and hold the worksheet tab that will be moved until an arrow appears in the left
corner of the sheet
Drag the worksheet to the desired location
Insert and Delete Worksheets
To insert a worksheet
Open the workbook
Click the Insert button on the Cells group of the Home tab
Click Insert Sheet
To delete a worksheet
Open the workbook
Click the Delete button on the Cells group of the Home tab
Click Delete Sheet

Copy and Paste Worksheets:

To copy and paste a worksheet:
Click the tab of the worksheet to be copied
Right click and choose Move or Copy
Choose the desired position of the sheet
Click the check box next to Create a Copy
Click OK

Hide Worksheets
To hide a worksheet:
Select the tab of the sheet you wish to hide
Right-click on the tab
Click Hide
To unhide a worksheet:
Right-click on any worksheet tab
Click Unhide
Choose the worksheet to unhide

Linking Worksheets
You may want to use the value from a cell in another worksheet within the same workbook in
a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the
second worksheet can be added using the format "sheetname!celladdress". The formula for
this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet
is added to the value of cell A2 in the worksheet named "Sheet2".

EXP 18: SECURING THE EXCEL DOCUMENT (PROTECT CELLS

AND WORKBOOK)
Set a password in an Excel spreadsheet
To encrypt your workbook and set a password to open it:

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1. Click the Microsoft Office Button ,

point to Prepare, and then click Encrypt
Document.
2. In the Password box, type a password,
and then click OK.
You can type up to 255 characters. By default, this feature uses AES 128-bit advanced
encryption. Encryption is a standard method used
to help make your file more secure.
3. In the Reenter password box, type the
password again, and then click OK.
4. To save the password, save the file.

Remove password protection from an Excel spreadsheet

1. Use the password to open the spreadsheet.
2. Click the Microsoft Office Button , point to Prepare, and then click Encrypt
Document.
3. In the Encrypt Document dialog box, in the Password box, delete the encrypted
password, and then click OK.
4. Save the spreadsheet.

Set a password to modify an Excel spreadsheet

In addition to setting a password to open an Excel spreadsheet, you can set a password to
allow others to modify the spreadsheet.
1. Click the Microsoft Office Button , click Save As, and on the bottom of the Save
As dialog, click Tools.
2. On the Tools menu, click General Options. The General Options dialog opens.
3. Under File sharing, in the Password to modify box, type a password.
4. In the Confirm Password dialog, re-type the password. Click OK.
5. Click Save.

Note To remove the password, repeat these instructions and then delete the password from
the Password to modify box. Click Save.

Protecting Your Files and Worksheets

Protection of documents and cells can help prevent inadvertent changes to your worksheet.
This can be especially helpful if you have someone who is unfamiliar with worksheets or
doing your data entry, or if you spent many hours struggling to get the worksheet right.

Excel offers the option of protecting the entire document, individual objects, the structure of a
window, and/or specific cells. With Excel, you can even add a password to the file. If you
want to prevent changes to sheets or cells, you need to lock the cells and then protect the
sheet.
Protection Options
Locking & Unlocking Cells
Workbook Level Protection
Worksheet Level Protection

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File Level Protection

Protection Options
When you are protecting your workbook, you have two primary options:
Prevent data entry for select cells
Users can access the worksheet and view the information; however, access for making
changes is restricted. For more information, refer to Locking & Unlocking Cells.
Restrict or prevent access to the file
Users can be prevented from viewing the worksheet or users can view the workbook
but not make changes to it. For more information, refer to File Level Protection.
Locking & Unlocking Cells
Excel can protect cells, graphics, charts, and other worksheet objects. This protection will
take effect only after you turn on the Worksheet Protection option in the Protect Sheet dialog
box. If you enable protection, no changes can be made to a cell until you unlock that cell.

Locking Cells
You can easily lock any cell in a worksheet.
NOTE: Make sure to lock the cells before you protect the sheet or document. Once a sheet or
a document has been protected, you cannot access menu selections that allow you to make
changes to cells.
1. Select the cell(s) to be locked
2. From the Ribbon, select the Home command tab
3. In the Cells group, click FORMAT
4. In the Protection section, select Lock
NOTE: If the icon is highlighted, the cells are locked.
5. Protect the worksheet

Unlocking Cells
In order to unlock cells, sheet protection must first be turned off. For more information, refer
to Worksheet Level Protection or Workbook Level Protection.
1. Unprotect the worksheet
2. Select the cells you want to unlock
3. From the Ribbon, select the Home command tab
4. In the Cells group, click FORMAT
5. In the Protection section, deselect Lock
The cells are unlocked.
NOTE: If the icon is not highlighted, the cells are unlocked.
Workbook Level Protection
You can prevent a workbook from having its structure and windows modified or resized by
another user.
Protecting the Workbook
1. From the Ribbon, select the Review command tab

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2. In the Changes group, click PROTECT WORKBOOK
The Protect Workbook dialog box appears.

3. Select the appropriate option(s):

Structure
Prevents the user from changing the order of the sheets within a workbook. This includes
adding or deleting worksheets.
Windows
Prevents the user from being able to resize or move the window.
Password
Allows only those who know the password entered in this text box to turn the workbook
protection off.
4. Click OK
The workbook is protected.
Un protecting the Workbook
1. From the Ribbon, select the Review command tab
2. In the Changes group, click PROTECT WORKBOOK
The workbook is unprotected. Users can now modify the structure and windows of the
workbook.
NOTE: If you included a password when you turned the protection on, you must enter
the password to turn the protection off.

Worksheet Level Protection

You can protect a single worksheet from being modified by another user.

Protecting the Worksheet

1. From the Ribbon, select the Home command tab
2. In the Cells group, click FORMAT

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3. In the Protection section, select Protect Sheet...
The Protect Sheet dialog box appears.

4. In the Protect Sheet dialog box, select the appropriate options:

Protect worksheet and contents of locked cells

Prevents changes to locked cells.
Password to unprotect sheet
Allows only those who know the assigned password to unprotect the worksheet.
Allow all users of this worksheet to
Checked boxes are aspects that any user can access.
5. Click OK
The worksheet is protected.
Un protecting the Worksheet
1. From the Ribbon, select the Home command tab
2. In the Cells group, click FORMAT
3. In the Protection section, select Unprotect Sheet...

The worksheet is unprotected. Users can now modify the worksheet.

NOTE: If you included a password when you turned the protection on, you must type the
password in the Password text box to turn the protection off.

File Level Protection

You have two options when saving your workbook file with a password. You can save the
file so only those who know the password can open the file, or so only those who know the
password can modify the file.

Protecting the File

1. From the File menu, select Save As...
The Save As dialog box appears.
2. From the Tools pull-down list, select General Options...
The General Options dialog box appears.
3. To prevent unauthorized access to the file, in the Password to open text box, type a
password

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To prevent unauthorized changes to the file, in the Password to modify text box, type
a password
4. OPTIONAL: If you would like Excel to recommend that this file be opened as a read-
only file each time it is opened, select Read-only recommended
HINT: Read-only files can be modified, but the changes cannot be saved without
creating a new file.
5. Click OK
The Confirm Password dialog box appears.
6. In the Reenter password to modify text box, type the password(s) in the order of the
password(s) that you typed in the Save Options dialog box
EXAMPLE: If you typed apple in the Password to open text box and orange in the
Password to modify text box, you must type apple in the first confirmation dialog box
and orange in the second confirmation dialog box.
7. Click OK
8. Click SAVE
Your file is saved with password protection.

Un protecting the File

If you no longer need to password-protect the file, you can remove the password.
1. Open the file
NOTE: In order to open the file, you will need to know the password.
2. From the File menu, select Save As…
The Save As dialog box appears.
3. In the Save As dialog box, from the Tools pull-down list, select General Options...
4. In the Password to open text box, select the text » press [Delete]
5. In the Password to modify text box, select the text » press [Delete]
6. Click OK
The file is no longer password protected.
7. To save the file, click SAVE
A confirmation dialog box appears.
NOTE: This will overwrite the existing saved file with the new file, which is currently
not password-protected. Any other changes you have made to this file since opening it
will also be saved and will overwrite the old document.
8. Click YES
Your file is re-saved without password protection.
II ADVANCED EXCEL LESSONS
EXP 19: ADVANCED FORMULAS AND FUNCTIONS
IF Functions
The IF function test to see whether a given condition is true or false. Depending upon the
result, different outcomes for the function can be specified. The IF function has also been
combined with other popular Excel functions to create such functions as SUMIF, COUNTIF,
and AVERAGEIF.
IF Function Step by Step Tutorial
Nested IF Functions Step by Step Tutorial
SUMIF Function Tutorial
COUNTIF Function Tutorial

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AVERAGEIF Function Tutorial
SUMIFS Function Tutorial
COUNTIFS Function
AVERAGEIFS Function

Date and Time Functions

Dates are very important in spreadsheet programs like Excel. Most spreadsheets make use of
dates in some way. Listed below are a number of date-related tutorials. Each tutorial includes
a step by step example of working with dates in Excel.
Functions that Count Days Between Two Dates in Excel
Excel Date Functions - Adding the Date to a Spreadsheet

Lookup Functions and Formulas

Excel's VLOOKUP function can help you find specific information in large data tables such
as an inventory list of parts or a large membership contact list.
In addition to VLOOKUP, there are several other - but lesser known - functions that can be
used to create specific lookup formulas.
Lookup Formulas using the VLOOKUP Function
Other Excel Lookup Formulas

Math and Trig Functions

The math functions carry out basic math operations such as adding, multiplying, and dividing
numbers.
The Trig functions can be used to find the sine, cosine, and tangent of an angle as well as
converting angle sizes between radians and degrees.
SUM Function
AutoSum Feature
SUMIF Function
SUMIFS Function
PRODUCT Function
QUOTIENT Function
MOD Function
Trig Functions

Random and Rounding Number Functions

The random number tutorials cover the functions that are used generate random numbers in
Excel.
The rounding number tutorials cover the functions in Excel that are used when rounding
numbers up or down.
Excel Random Number Function
Excel Rounding Function, etc.

Logical Functions
These functions return only a true or false answer. They can be used individually or
combined with one or more other functions, such as the IF function as seen in the Rolling
Dice tutorial.
The AND Function

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The OR Function
Excel Rolling Dice, etc.

Text and Information Functions

Excel's Text Functions help you manage the text data in your spreadsheets.
The Information functions tell about the data in a cell or range of cells. This information
includes whether the data is a number, the formatting applied to the cell, or even if the cell is
empty.
Some of the functions are CONCATENATE Function, Excel LEFT Function, Excel RIGHT
Function, Excel MID Function, Excel TRIM Function, Excel UPPER Function, Excel
LOWER Function, Excel REPLACE Function, Excel VALUE Function, etc…

Count and Database Functions

Excel has a number of Count functions that will total the number of cells in a selected range
that meet certain criteria. Since each Count function does a slightly different job the criteria
required varies with the function chosen.
Excel's database functions can be used to find specific information based on one or more
criteria that you set.

Statistical Functions
Excel's Statistical functions can be used to analyze data in a variety of different ways.
Functions included in the program can be used to find common statistical operations such as
finding the average value or ranking data by its largest and smallest values as well as more
complex operations such as standard deviation.
Tutorials that Find the Average in Excel
Excel's MAX and MIN Functions
Ranking Numbers in Excel
Excel 2007 Standard Deviation (STDEV) Function

Financial Functions
Excel's Financial Functions can be used to help you determine changes in dollar value of
investments and loans.
Calculating Loan Payments Using Excel's PMT Function
Calculating Future Value Using Excel's PMT Function

The main advanced functions are arrays and nested functions. An array formula can perform
multiple calculations on one or more cells of data. Nested function refers to one or more
functions being placed inside another. Doing this extends the capabilities of the formula.
Multi Cell Array Formula Step by Step Tutorial
Single Cell Array Formula Step by Step Tutorial
Lookup with Multiple Criteria Array Formula Tutorial
Excel SUM IF Array Formula Tutorial
Nested Functions in Excel

Recording a Macro
To record a Macro:
Click the View tab on the Ribbon
Click Macros
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Click Record Macro
Enter a name (without spaces)
Enter a Shortcut Key
Enter a Description
Perform the Macro
Click Macros
Click Stop Recording

Running a Macro
To run a Macro from the Keyboard shortcut, simply press the keys that you have
programmed to run the Macro. Or you can view all macros and run by:
Click Macros
Click View Macros
Choose the Macro and click Run

EXP 20: ADVANCED WORKSHEET FEATURES

1: Use the fill handle to copy formatting
The fill handle is a versatile and powerful tool. Besides copying formulas and creating series,
the fill handle can copy formats with just a few quick clicks:
1. Select the cell that contains the formatting you want to copy. In Figure A, I've
selected A2 to copy the bold font and gray fill color to the remaining cells in column
A.
2. Double-click the cell's fill handle. The fill handle's series behavior has kicked into
gear by overwriting the TOTALS label with January. Don't worry about that, you can
undo that next.
3. Click the resulting AutoFill Options control to display the list shown in Figure B.
4. Select the Fill Formatting Only option.
Figure A

Select the source cell -- the cell containing the formats you want to copy.

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Figure B

Choose the Fill Formatting Only option to cancel the series overwrite and still copy the
formats from the source cell.
You can see that the fill handle canceled the series values in Figure C. In addition, the action
reverted to the original data and applied the formats from A3 to the destination range. This
method isn't superior to Format Painter, but you won't have to select the target range, which
can be awkward with a large one.

Figure C

Excel's fill handle copied only the source cell's formats.

2: Use Paste to copy formatting
Another quick copy trick utilizes the Paste feature. Again, the Format Painter works great
with a small range, but this trick is helpful when copying formats to an entire column or row:
1. Select the source cell and press [Ctrl]+C.
2. Click anywhere inside the destination column or row.
3. Press [Ctrl]+[Spacebar] to select the entire column or [Shift]+[Spacebar] to select the
entire row. (This works only with a blank data range.) 2010: With the column or row
selected, choose Formatting from the Paste drop-down (in the Clipboard group).
2007: Choose Paste Special from the Paste drop-down and click Formats in the Paste
section. 2003: Right-click a selected cell and choose Paste Special from the submenu.
In the resulting dialog, click Formats in the Paste section.
4. Using Live Preview, you can see what the applied formats will look like. Click OK if
you decide to apply them.

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You can also format a new chart using Paste. Select the source chart and press [Ctrl]+C.
Select the destination chart and choose Paste Special from the Paste drop-down. Choose
Formats and click OK.

3: Copy styles between workbooks

If you use the same custom cell styles in multiple workbooks, don't spend time re-creating
each style. Instead, copy the style from one file to another as follows:
1. Open the source workbook and a destination workbook.
2. From the destination workbook, click Cell Styles in the Styles group on the Home tab.
In Excel 2003, choose Styles from the Format menu.
3. Choose Merge Styles at the bottom of the gallery.
4. In the resulting dialog, select the open workbook that contains the styles you want to
copy.
5. Click OK twice.
If you want all new workbooks to share the same custom style, open Excel's default
workbook, book.xltx as the destination. (Open book.xlt in Excel 2003.) Add the style, then
save and close the template file. All new workbooks based on book.xltx will contain the
merged styles.
4: Create a custom format for readable data
Numbers with a few digits are easy to read. Once you drop in that second thousands
separator, numbers become less readable, especially if your data contains lots of them.
Fortunately, a custom format can reduce the number of digits, making them easier to read, but
without changing the scale. To illustrate, we'll apply this custom format to the values in the
bottom range (so you can compare):
1. Select B9:E13 and click the Number group's dialog launcher or press [Ctrl]+1 to
display the Format Cells dialog.
2. From the Category list (on the Number tab) choose Custom.
3. In the Type control, enter the $#.##,," M"; format string, as shown in Figure D. The
pound sign combined with the two comma characters displays a character in the
millions position, if one exists. The M component displays a literal M character, to
denote millions.
4. Click OK to see the results in Figure E.
Figure D

Add this custom format string.

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Figure E

Compare the results of the custom format to the unformatted values.

5: Create a cell style that indicates purpose
Using a Cell Style to identify purpose helps users acclimate quicker. It also provides an easy
way to ensure consistency in an organization. For example, you might use color to distinguish
input and label cells. Using a Cell Style is an efficient way to put that convention to work.
Let's illustrate this concept by creating a Cell Style for input cells:
1. Click the Home tab and then click Cell Styles in the Styles group. In Excel 2003,
choose Style from the Format menu and skip to #3.
2. Click New Cell Style at the bottom of the list.
3. In the resulting dialog box, enter a name for the style, such as InputCell.
4. Click Format. In Excel 2003, click Modify.
5. Click the Border tab and choose the Outline option in the Presets section.
6. Click the Fill tab and choose light blue.
7. Click OK to view the selected formats shown in Figure F.
8. Click OK again.
Figure F

We've created a Cell Style using these formats.

Anytime you want to indicate an input cell or range, do the following:
1. Select the cell.
2. On the Home tab, click the Cell Styles option. In Excel 2003, choose Style from the
Format menu.
3. Click InputCell as shown in Figure G and Excel will apply that style to the selected
cell or range. In Excel 2003, choose InputCell from the drop-down list and click Add.

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Figure G

You'll find the custom Cell Style in the gallery.

Using a Cell Style is efficient for the workbook's author, but it also helps users quickly
identify a cell or range's purpose.

6: Copy formats quickly

An efficient copy technique is a good tool, especially if you can choose what to copy on the
fly. To do so, select the destination cell or range. Then, right-click the border and drag it to
the target cell. When you release the mouse, Excel will display the submenu shown in Figure
H. Choose the Copy Here As Formats Only option. That was easy!
Figure H

This copy trick lets you choose what to copy on the fly.

7: Add a background image

Adding a background image to a sheet is so easy that you might be tempted to spruce up all
your sheets this way. (You'll refrain from doing so, of course.) To add an image to a sheet's
background, do the following:
1. Click the Page Layout tab.
2. Click the Background option in the Page Setup group.
3. Browse to the file and double-click it.
8: Quickly apply table formatting
If you select a range and choose a built-in format from the Format As A Table drop-down,
Excel (2007 and later) converts the range to a Table object. If the format works for you, but
you don't want a Table object, you can keep the format and dump the Table. Doing so takes a
few clicks, but probably fewer than formatting manually. To format the data range quickly
using a built-in Table format, do the following:

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1. Click anywhere inside the data range.
2. On the Home tab, click the Format As Table drop-down and choose a format from the
gallery.
3. Choose appropriately when Excel asks if the range has headers and click OK.
4. Click anywhere inside the table.
5. With the contextual Design tab current, choose Convert To Range in the Tools group.
6. Click Yes to confirm the action.
You'll format a data range with only six clicks (or a few more depending on how many times
you click the thumb in the gallery).
9: Save formats as styles
When you use the Number Formats drop-down in the Number group (on the Home tab),
you're actually applying a style -- a style you can control. For instance, the Percent style
displays two decimal values, and you might want to inhibit all decimal values for
percentages. To do so, click the Number group's dialog launcher, click the Number tab,
choose Percentage, change the Decimal Places value to 0, and click OK.
We tend to think of these styles as formats set in stone, but they're not. Modify them to suit
your needs. Styles are available only to the workbook in which you save them, but you can
modify the styles in your templates.
10: Format as you go
For a quick one-time solution, you can format some values as you enter them:
To enter currency, type a dollar sign ($) before typing the value to apply the Currency
format.
To enter most fractions, type 0. Then, press the spacebar and type the fraction,
including the slash. Excel will display the value as a fraction and store the decimal
value.
To enter a percentage, simply follow the value with a percent sign.
11. Creating a Drop Down List by using developers tab
12. Using Office 2007 for Mail Merge
Preparing a form letter with Word 2007 and Excel 2007 Two Microsoft Office applications
will be required for this task. Excel will be used for the data and Word will be used to create
the form letter. A form letter is one in which the body of the letter stays the same but specific
information is inserted for/about several different individuals.
The first step will be to prepare the data source from which information will be inserted into
the form letter.
Open Microsoft Excel. Remember to leave the browser window open until this lesson is
finished.
The excel worksheet will take the place of a database. A database has field names for each
type of information entered. Common field names are First Name, Last Name, Telephone,
and zip code. The field names you choose will be determined by the form letter you want to
produce. For this activity we will use the following field names:
First name
Last name
Subject
Class period
Average grade
Field names must be entered in the cells across row 1. Type "First name" in cell A1. Press the
Tab key to move to cell B1 and type "Last name." Continue until each of the field names

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above have been entered. Do not worry if the cell is not wide enough. Your worksheet will
probably look somewhat like the one you see below:

Place your cursor over the " A " in the column heading and drag to the right unto you reach
the " E " column heading. All five columns will be highlighted.
Place the cursor on the light gray line between any two of the highlighted headings. When
your cursor turns into a double headed arrow, double-click the line between any two column
headings. All columns will adjust to the width of the data.
Enter four lines of data. Create your own or copy what you see below:

Save the worksheet. Remember where you saved it. I recommend saving to the desktop.
Close the worksheet.
Open Word. It is not necessary to begin typing the form letter yet. You may start the mail
merge process using the wizard.
Go to the Mailings tab, go to the Start Mail Merge section, click on Start Mail Merge , and
slide down to Step by Step Mail Merge Wizard .

The Mail Merge Wizard dialog box opens. Each of the successive windows of the Mail
Merge Wizard. will offer choices, and will suggest the next step. Step 1 asks if we will be
working on a letter, we will, and suggests the next step at the bottom of the window, Starting
document. [ Note : the image below has been compressed ]

Click on Next: Starting document to move to the second Mail Merge Wizard window. We
will be using the current document, so no changes are required. Notice the bottom of the
window allows you to back up in the procedure or to go on.

Select Next: Select recipients at the bottom of the window pictured above.

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Your first job at this window will be to Browse to find the existing list of data. When you
find the list and select OK, your next choice will be to select the table which contains your
data. Unless you put the data on a different worksheet in Excel, Sheet1$ is the correct
selection.

Click the OK button for your next choice. As soon as you do click OK, you will be given a
chance to make changes to the list of recipients who will be getting your letter.

If you need to make no changes to the list, click OK. The Mail Merge Window will have
changed slightly.

Following the Wizard's suggestions, the next step will be to write your letter. When you click
on Write your letter you will move to Step 4 of the Mail Merge Wizard.

[ Emphasis added around the last element above ]

Type the letter. In the first line of the letter suggested in the paragraph below, do not type <>
. Put a space at the end of the word of and select More Items from the Mail Merge Wizard.
Do the same in each place where you see text surrounded by the less than and greater than
signs. The words will not show up in Word as purple, I did that for emphasis. You will make
the selections from a window like you see below.

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Each time you select a field click Insert and then close the window. Continue writing the
letter, clicking on More items each time you come to one of the purple fields below.
To the parents of <> <> ,
As we approach the end of the first six weeks I wanted to let you know how glad I am
to have <> in my <> period <> class. At this time <> 's average is <> . If I can be of
assistance please call me.
When you have finished writing your letter, click on Next: Preview your letters at the bottom
of the Mail Merge Wizard. That brings up a copy of the letter with the data from your Excel
document merged into place. Click on the forward or backward arrows ( << or >>) to see
letters to other recipients. Notice, you once again have the opportunity to exclude individuals
on your list.

If you are satisfied with the way your letter looks, the final step at the bottom of the
Mail Merge Wizard. is to Complete the merge .

At this point you could Print your letters or edit individual letters.
Possible uses - Any letter or document that needs to be sent to multiple recipients is a
good candidate for a mail merge. Some obvious uses include:
Note to parents
Progress report
Certificates

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EXP 21: Advanced Data Analysis using PivotTables and Pivot Charts

What is a Pivot Table?

Excel Pivot Tables help you take a table (or list) of data and then create a report from
it, instantly. or A pivot table is a great tool for sorting and summarizing the data in a
worksheet or database file.
It can automatically sort, count, and total spreadsheet data and then create a second table to
display the summarized data.
Once you have finished looking at the summarized data, you can quickly re-sort your data
and look at it from a totally different perspective, and all of this can be done without using
functions or formulas.

For eg. you can take a bunch of sales data and then create a report on region-wise sales
performance by Product.

How to Create a Pivot Table in Excel?

Creating a pivot table in Excel is very simple. Just follow these
steps.
1. Arrange your data in a table like fashion. Make sure
there are no blank rows.
2. Select your data and goto Insert > Pivot from Ribbon (or
press ALT+DP)
You can do a lot of reporting & analysis using Pivot Tables. Keep these 5 tips in mind next
time you are using Pivot Tables. Click on the links to view the tip in detail.
1. Drill down pivot tables: You can drill-down and get details by just double clicking on
a value.
2. Change Summary from Total: You can change summaries in Pivot Reports from Total
to Count, Average or something else very easily. Just use Value Field settings.
3. Slice & Dice Pivots: You can move anything to anywhere in pivot reports and Excel
would instantly change the report layout and calculations.
4. Difference from last month: You can easily display the difference from last month by
changing value field settings.
5. Calculated Fields in Pivots: You can make custom calculations in Pivot Reports by
adding calculated fields.
1. Drill down on your Pivots with Double click
This is by far the simplest and most powerful pivot table trick I have learned. Whenever
you want to see the values behind a pivot field just double click on it.
Let’s say, the sales of Lawrence in Middle region is $5,908 and you want to know which
items contribute for this total, when you double click on the number $5,908 excel will show a
list of all the records that add up to this number, neatly arranged in a new worksheet. Instant
drill down.

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See this magical trick in action.

2. Summarize Pivot Data by “Average” or some other formula

By default excel summarizes pivot data by “sum” or “count” depending on data type.
But often you may want to change this to say ―average‖, to answer questions like ―what is the
average sales per product‖. To do this, just right click on pivot table values (not on row or
column headings) and select ―summarize data by‖ and select ―Average‖ option.

(In excel 2003, you have to do this from ―field settings‖ menu option)
3. Slice & Dice your Pivot Tables with Grace
Re-arranging pivot table layouts is as easy as shuffling a pack of cards. Just drag and drop
the fields from row areas to column areas (vice-a-versa) and you have the pivot table
rearranged.
Here is a simple screencast explaining the secret

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Show difference from last month (or year) without bending backwards
We all know that you can show monthly summaries using Pivots. But what if your boss
wants you to also include ―difference from previous month‖ as well? Now, dont rush back to
source data and add new columns. Here is the right trick to make you a star.
Just use field settings to tell excel how you want the data to be summarized.
Right click on any pivot table value, select ―value field settings‖
Now go to ―Show value as tab‖ and Change ―Normal‖ to ―Difference from‖
Select ―Previous‖ from Base-item area. Leave Base field as-is.
Now, your pivot is updated to show difference from previous column.

Bonus: There are quite a few value field settings you can mess with. Go play and discover
something fun.
4. Add new dimensions to your Pivot Reports with Calculated Fields
Let us say you have both ―sale‖ and ―profit‖ values in your source data. Now, your boss
wants to know ―profit %‖ in the pivot report (defined as Profit/Sales). You need not add any
extra columns in your source data, instead you can define custom calculated fields with ease
and use them in pivot reports.
To do this, Go to pivot table options ribbon, select ―formulas‖ > ―calculated field‖
Now define a new calculated field by giving it a name and some meaningful formula.
Make sure you adjust the cell formatting so that output of calculation can be displayed
(for eg. change number to % format)
(In excel 2003, the formula option is available from Pivot menu in toolbar)
See this tip in action:

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Create a PivotChart report from an existing PivotTable report
1. Click the PivotTable report.
2. On the Insert tab, in the Charts group, click a chart type.

You can use any chart type except an xy (scatter), bubble, or stock chart.
For more information, see Overview of PivotTable and PivotChart reports and Charts.
Note A PivotChart report and its associated PivotTable report must always be in the same
workbook.

Convert a PivotChart report to a standard chart

1. Find the associated PivotTable report that has the same name as the PivotChart report
by doing the following:
1. Click the PivotChart report.
Clicking a PivotChart report displays the PivotChart Tools, adding the Design,
Layout, Format, and Analyze tab.
2. To find the associated PivotTable report name, on the Design tab, in the Data
group, click Select Data to display the Edit Data Source dialog box, and then
note the associated PivotTable name, which is the text that follows the (!)
exclamation point, in the Chart data range text box and then click OK.
3. To find the associated PivotTable report, click each PivotTable report in the
workbook, and then on the Options tab, in the PivotTable group, click Options
until you find the same name in the Name text box.
2. Click OK.
3. On the Options tab, in the Actions group, click Select, and then click Entire
PivotTable.
4. Press DELETE.

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SHORTCUT KEYS:

The Fundamentals Navigation & Data Selection Formulas&Calculations

Ctrl + O → Open File Arrow Keys→Move Around = → Enter Formula
Ctrl + N→New File Ctrl + Arrows→Jump to boundary F9 → Refresh All
Ctrl + P → Print Shift + Arrows→Select Cells F4 → Anchor Cell
Ctrl + S →Save File Shift + Ctrl + Arrows→Select to Ctrl + F3 →Name Cell
F12 → Save File As Boundary F5→ Jump to Cell
Ctrl + F4 → Close File Shift + F8→Select Multiple Areas Tab→Use Suggested Name
Alt + F4→Close Excel Editing Cells Shift + F3 →Enter Built-
Esc → Exit Dialog In Function
F2→Edit Cell
Ctrl + C → Copy Ctrl + Alt + V + F→Paste
Del →Delete Cell Contents
Ctrl + X → Cut Formulas
Ctrl + Arrows → Skip Word(s)
Ctrl + V → Paste Ctrl + Alt + V + R→
Ctrl + Shift + Arrows
Ctrl + Z → Undo Paste Formats &Formulas
→ Highlight Word(s)
Ctrl + Y → Redo Ctrl + D → Copy Down
Alt + Enter→ New Line in Cell
Ctrl + A → Select All Ctrl + R → Copy Right
Ctrl + Enter / Tab / Shift + Tab
Ctrl + F → Find Ctrl + ’→Copy from Above
→ Edit and… Stay in Place /
Ctrl + H → Replace F5, Alt + S + F + X →Go
Alt +Tab → Switch Windows Go Left / Go Right to Formulas
Alt+T+O→ Options Menu Rows & Columns F5, Alt + S + O + X→Go
F4 → Repeat Last Action Ctrl + Spacebar→Select Column to Constants
Ctrl + F1 → Show / Hide Shift + Spacebar→Select Row Ctrl + ~→Show Formulas
Ribbon Menu Ctrl + Shift + +→Insert Cells / =IFERROR(Value, Value
Workbooks & Worksheets Rows / Columns If Error) → Calculates
Ctrl + – →Delete Cells / Rows / only if no error
Ctrl + N →New Workbook
Columns
Ctrl + Tab→SwitchWorkbook
Right Mouse Button + E → Dates & Times
Shift + F11→New Worksheet
Insert Cut Cells and Shift Over
Alt + H + D + S→Del
Alt + A + G + G → Group Rows / =DATE (Year, Month,
Worksheet Day) →Creates new Date
Columns
Ctrl + PgUp→Move to Left =NETWORKDAYS(Star
Shift + Alt + Right→
Worksheet t, End Date)→Business
Group Rows / Columns
Ctrl + PgDn→Move to Right
Alt + A + U + U → days in between 2 dates
Worksheet =EOMONTH (Start Date,
Ungroup Rows / Columns
Alt + H + O + M→Move / # Months) → Last day of
Shift + Alt + Left →Ungroup
Copy Worksheet month after # months
Rows / Columns
Shift + Ctrl + PgUp / PgDn→ Ctrl + Shift + ; →Current
Alt + A + J → Show Grouped
Select Multiple Worksheets Time
Rows / Columns
Alt + H + O + U + S→Hide Ctrl + ; → Current Date
Alt + A + H →Hide Grouped
Worksheet
Rows / Columns
Alt + H + O + U + H →Show
Worksheet
Alt + H + O + R→Rename
Worksheet
Alt + H + O + T →Color Tab

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